Doris Padgett Public Library

Interlibrary Loan

Purpose of Interlibrary Loans


            Interlibrary Loan is the process by which libraries request materials from, or supply materials to, other participating libraries.  Interlibrary Loans can come form public and private libraries, as well as colleges and universities, in the county, state, across the United States, and occasionally from a foreign country.  Interlibrary Loan Services enhance and extend the resources available to patrons by acknowledging the fact that no single library or library system can acquire materials to meet all demands of its patrons.  Interlibrary Loans reduce the need for duplicate holdings and lessens the strain on the library’s budget.  The Doris Padgett Public Library provides Interlibrary Loan Services through the WorldCat System, utilizing the OCLC Navigator interface, supported by funding from the Texas State Library and Archives Commission (TSLAC), in accordance with Texas Administrative Code Rule §1.83.

All Interlibrary Loan Services are governed by the American Library Association Interlibrary Loan Code and the Copyright Law (PL 94-553). 

 Borrowing Policies


Eligible Borrowers


  • All Doris Padgett Public Library (DPPL) patrons with a current account in good standing for at least three (3) months may request Interlibrary Loan materials.
  • DPPL reserves the right to limit or deny Interlibrary Loan Services when warranted, particularly in cases of abuse of staff or failure to return materials.
  • Patrons should check the catalog to ensure that the item they wish to request is not already owned by DPPL. Staff will cancel any Interlibrary Loan request for materials already owned and replace such requests with a hold request for the item in question.


Requestable Materials

     It is possible to borrow many different kinds of materials from other libraries.  However, some requests are more likely to be fulfilled than others.


The following materials are generally not difficult to obtain: 

  • Books
  • Photocopies of newspaper, magazine or journal articles
  • DVDs, Blu-rays, and audiobooks


The following materials are often very difficult to obtain: 

  • Materials released within the last 12 months
  • Microfilm
  • Textbooks
  • Video games
  • Genealogy Materials
  • Masters Theses & Doctoral Dissertations

The following materials usually cannot be obtained: 

  • Entire volumes or issues of periodicals
  • Reference works
  • Rare, archival or fragile items
  • Original manuscripts
  • Software
  • Materials from outside of the United States


Submitting an Interlibrary Loan Request


  • Patrons wishing to make an Interlibrary Loan request should do so in person or by phone. Please have your library card number or a valid ID ready to verify your identity.
  • Patrons should give as much detail about the material as possible, including title, author, ISBN, specific edition, format, or any other information or special accessibility needs (large print, braille, etc.). Should the patron prefer to make their request in writing, they may utilize a Request for Materials form, being sure to specify that they desire to make an ILL request.
  • Patrons may place requests on materials owned by DPPL that are currently checked out by another patron and more than 30 days overdue at the discretion of library staff.
  • DPPL staff are responsible for placing Interlibrary Loan requests through Navigator. Most interlibrary loan requests are filled within two weeks, but some may take longer.  DPPL has no control over the length of time required to fill a request; this is entirely up to the lending libraries contacted. At times, this may lead to unexpected delays.  Patrons may, within reason, contact DPPL staff for information on the current status of their request.
  • Some lending libraries, particularly academic libraries, charge fees to borrow certain materials. DPPL staff will inform the requesting patron if such a fee has been requested.  If the requesting patron agrees to pay the fee to borrow the materials, they are responsible for the cost of the fee, which is payable directly to the lending library.  DPPL staff will help coordinate these payments.
  • DPPL receives and returns requested items via the US Postal Service’s Library Mail and/or Media Mail services.
  • Once requested materials have been received, DPPL staff will process the materials into the library’s catalog and make them available to the requesting patron.
  • As part of processing Interlibrary Loan materials, a tag will be placed on the front of the item, identifying it as an Interlibrary Loan item. This tag contains a barcode number for the item and the item’s due date as determined by the lending library’s policies. Patrons should not remove this tag under any circumstances.  DPPL staff are not liable for fines or fees resulting from failure to identify Interlibrary Loan items due to tag removal.




DPPL staff will contact patrons with information regarding their interlibrary loan requests.  Staff generally inform patrons when requested items have arrived, when items have been recalled by lending libraries, and when all attempts to request the item have failed.

Canceling a Interlibrary Loan Request

  • Library patrons may cancel an Interlibrary Loan request in person or by phone. Note that if a library has responded to the request and agreed to provide the requested materials, it is no longer possible for the request to be cancelled.
  • DPPL Staff may cancel a request that cannot be filled at their discretion, but will notify the requesting patron before cancelling the request.

Checking Out Interlibrary Loan Materials

  • Patron will be contacted through DPPL’s Atriuum library system to inform them that requested materials are available for pickup. Patrons may also be contacted by DPPL staff by phone or email at staff discretion.
  • Materials requested will be held at the hold shelf, and must be checked out before they can be removed from the library.
  • Requesting patrons must pick up Interlibrary Loan materials in person, utilizing their library card or photo ID.
  • Patrons who do not pick up Interlibrary Loan requests in a timely manner (within one week of processing) may be assessed fees equal to the cost to return the materials via US Postal Service at the discretion of the Library Director.
  • At times, lending libraries may restrict the use of interlibrary loan materials such that they may only be used within the library. Such items lent to DPPL will be held at the Library Director’s desk to be used by the requesting patron when they are in the library.




  • Patrons MAY NOT automatically renew Interlibrary Loan materials through the catalog.
  • Interlibrary Loan materials may only be renewed at the discretion of the lending library. In order to request a renewal, the requesting patron should inform library staff in person or by phone of their desire to request a renewal.  Library staff shall process a renewal request through the Navigator interface to the lending library. 
  • Please note that renewal policies are dependent upon the policies of the lending library and can vary from institution to institution. The lending library is the final arbiter of any renewal of Interlibrary Loan materials.
  • Even if a renewal is granted, some lending libraries may take longer than others to consider the request. Requesting patrons are encouraged to place renewal requests well in advance to avoid the possibility of fines or fees.
  • Fines or fees accrued on materials renewed after their due date may be waived at the discretion of library staff.



  • Lending libraries may, at their discretion, place a recall request on materials they have lent to expedite the materials being returned.
  • Should this occur, library staff will immediately notify the requesting patron in person, by phone, or by e-mail that the materials have been recalled, and that they must be returned to the DPPL as soon as possible. Recalled items CANNOT be renewed under any circumstances.
  • After notifying the patron (whether by direct contact, email, or leaving a phone message), recalled materials will immediately have their due date in Atriuum changed to DPPL’s next business day. The requesting patron is responsible for any fines and fees accrued for failing to return recalled items.

Returning Interlibrary Loan Materials


  • Requesting patrons should return Interlibrary Loan materials in person when possible. Items may be placed in the drop box provided they fit through the slot.  Requesting patrons are responsible for any damage to Interlibrary Loan materials incurred by placing the item in the drop box.
  • Patrons are responsible for Interlibrary Loan materials until they have been checked in by library staff. Once checked in, the Doris Padgett Public Library is responsible for Interlibrary Loan materials until they have been returned to the lending library.


  1. Lost, Damaged or Late Materials


  • Interlibrary Loan materials incur fees in accordance with DPPL circulation policies. Patrons are responsible for any fines or fees accrued on Interlibrary Loan materials.
  • Patron is required to pay replacement costs for any lost or damaged materials, plus an additional processing fees assessed by lending library. Replacement fees can be substantial.
  • Any unpaid charges will be reflected on patron’s account and borrowing privileges will be restricted until account is cleared.
  • Interlibrary Loan materials that are lost or damaged may incur replacement fees from the lending library in accordance to their lending policies. Requesting patrons are responsible for any such fines or fees so incurred. Such fees are payable to the Doris Padgett Public Library, who will in turn provide payment to the lending library.
  • DPPL does not charge its usual $10 processing fee for lost or damaged Interlibrary Loan materials from other libraries.


 Lending Policy

 General Information


  • The Doris Padgett Public Library receives and processes requests for materials through OCLC Navigator.
  • In general, DPPL seeks to loan out its materials to other libraries where possible, in accordance with the below policies.
  • Outgoing Interlibrary Loan materials are shipped via Library Mail or Media Mail through the US Postal Service. Tracking numbers may be provided to borrowing libraries upon request.


Materials Loaned


  • Books
  • Photocopies of newspaper or magazine articles and genealogy materials. (The library may charge for such photocopies.)
  • DVDs and Blu-rays
  • Audiobooks
  • Playaways
  • Lecture Courses


Materials Not Loaned


  • Materials marked as “NEW” that have circulated within the last 30 days
  • Electronic and/or AV equipment (Wi-Fi hotspots, streaming media devices, etc.)
  • Entire volumes or issues of periodicals
  • Textbooks
  • Reference materials
  • Rare, archival or fragile items
  • Cake pans
  • Local artifacts
  • Original manuscripts
  • Software
  • Downloadable content and electronic resources


Circulation Policies


  • Materials loaned by DPPL through Interlibrary Loan are due in six (6) weeks from the date of processing.
  • Requests made to DPPL are usually processed by staff within 2 to 3 business days.
  • Upon processing, materials are checked out to an internal Interlibrary Loan account for tracking purposes.
  • DPPL does not lend to libraries that require courier service for Interlibrary Loan materials.


Renewals & Recalls


  • Renewals of loaned materials are at the sole discretion of the library staff, but will generally be granted provided the material is not on hold for a library patron. In general, we do not place recalls on materials loaned through Interlibrary Loan.


Lost and/or Damaged Materials


  • Borrowing libraries are responsible for all fines and fees accrued for lost or damaged materials.
  • Borrowing libraries are responsible for any fines or fees accrued by patrons borrowing DPPL materials. Libraries with outstanding unpaid fines or fees will not be allowed to borrow further DPPL materials until their charges are paid.
  • In accordance with TSLAC and ALA policies, borrowing libraries will not be charged processing fees for materials lost or damaged by their patrons.
  • DPPL staff will work with lending libraries responsible for fines and fees to facilitate payment.
  • Payments are accepted by check or money order, made out to Doris Padgett Public Library. Funds received are handled in accordance with the library’s cash handling policies and are deposited into the Town of Sunnyvale General Fund.


Other Information


  • All materials loaned to other libraries through Interlibrary Loan are ultimately at the discretion of the DPPL staff, and may be restricted as needed to maintain services.
  • Questions or concerns about Interlibrary Loan policies and procedures should be directed to the Library Director.
  • Contact: Matthew Kolman, 402 Tower Place, Sunnyvale TX 75182.  Phone: (972)226-4491.  Email:


The Doris Padgett Public Library reserves the right to revise this Interlibrary Loan Policy as needed to maintain services.


Revised on August 12, 2023 and approved and adopted by the Sunnyvale Library Board on August 15, 2023.

Originally approved and adopted by Sunnyvale Library Board on May 21, 2013.