Interlibrary Loan

Answers to Frequently Asked Questions about Interlibrary Loan (ILL)

For John Jay Patrons

For libraries requesting materials from John Jay

For John Jay Patrons

What is Interlibrary Loan (ILL)?

ILL is a library service through which faculty, graduate students and staff at John Jay College can request books, articles and other materials not owned by the Lloyd Sealy Library and other CUNY libraries. If items are owned by another CUNY school, they should be requested via CLICS.

Who can use ILL?

Faculty and their authorized undergraduate research assistants, graduate students and staff at John Jay College who have a valid current John Jay College ID and library barcode can use ILL. Requests are accepted from undergraduates only in those rare cases where the reference department considers them appropriate. John Jay alumni do not have access to ILL.

Why do I need a username and password to request items through ILL?

Our new ILL request system requires a username and password because it creates a personal account for you, giving you secure access to information about your interlibrary loan requests. We can also allow you to edit your personal information such as your address and telephone number. Your password is not available to anyone, including library staff. It is stored in an encrypted file.

What is my John Jay username and password?

Your John Jay username and password is the same username and password you use to log into your John Jay email account. For faculty and staff, your username is your first initial and your last name (e.g. Jane Doe’s username would be jdoe). For graduate students and authorized undergraduate research assistants, your username is your first name, period, last name (e.g. Jane.Doe). Your password is “jj” followed by the last four digits of your Social Security Number (e.g. jj1234), unless you have changed it.

If you have forgotten your password, you can reset your password by using the Department of Information Technology’s (DoIT) Self-Service Password Management (SSPM) system at: http://doitapps.jjay.cuny.edu/misc/pwdchange/index.aspx

For additional help with your John Jay username and password, please contact the DoIT Helpdesk at:

The Helpdesk hours are posted at http://www.jjay.cuny.edu/academics/1362.php.

Is security a problem if I use a public workstation?

Yes.  Web browsers such as Firefox and Internet Explorer maintain a history of the web pages you visited and the information you enter. Someone who uses a public workstation after you log into your ILL account can view the web pages you visited and logged into.

When using a public workstation, be sure to log off your ILL account and close your web browser. By doing so, another workstation user cannot use the back button or view your web browsing history to access the pages you visited.

What can I request using ILL?

You can request books, articles, book chapters, reports and media items that John Jay does not own and that cannot be requested through CLICS or through the media department (contact: Prof. Nancy Egan at 212-237-8269 or negan@jjay.cuny.edu).

Interlibrary Loan is for research purposes only. You may not request course textbooks or popular fiction. Also, you may not request materials that the John Jay library owns, but are currently checked out. Materials requested should not be available in the John Jay library in any format..

How many ILL requests may I make?

Up to ten requests per week may be submitted. Please note that due to copyright restrictions, we may have to limit the number of articles requested per journal title within the last five years.

How long does it take to receive materials?

Articles usually take 2 to 3 business days and books may take up to three weeks.

How long can I keep the material?

Photocopies are yours to keep. Documents delivered electronically to your ILL account are available to view and download for only thirty days after they are first received. Loan periods for books and other materials vary and depend on the lending institution. The due date for your item will be written on the interlibrary loan label which is attached to the book's cover.

How do I know when my ILL request has arrived?

We will email you when your item arrives. You may also log into your ILL account to check the status of your requests. Books and other print items are held for you to pick-up at the library’s reference desk on the second floor. Articles are normally delivered in PDF format to your ILL account. Please follow the instructions listed in your ILL email notification to log into your ILL account and download and/or print your article. Please update your email address in your ILL account should you make any changes to your contact information.

How do I renew ILL items?

You can request a renewal by logging into your ILL account. Click on the "Checked Out Items/Renewals" link listed on the left-hand side menu bar. Click on the transaction number for the item you wish to renew. Then click on the "Renew Request" link located above the transaction information. You will not be able to renew an item on the day that it is due. Also, an overdue item cannot be renewed.

Why am I no longer allowed to submit requests?

There may be a block on your ILL account because of an overdue item. Please contact the ILL office for further details about the block at libill@jjay.cuny.edu or 212-237-8257.

Why am I not receiving ILL email notifications?

We recommend that you use your John Jay email to receive ILL email notices. Non-John Jay email accounts might block our ILL emails to you. Please update your email address yourself in your ILL account. Also, please check your Spam folder for messages from ILL.

Where do I return my ILL book when I am finished?

Please return interlibrary loan books to the reference desk on the second floor of the Lloyd Sealy Library. Do not return them to the circulation desk.

What outside institutions do you lend to?

Interlibrary loan is available to academic and research libraries of nonprofit institutions. Requests are limited to criminal justice related material and may take up to one month to process.

What if I forget my password?

You can reset your password by using the Department of Information Technology's (DoIT) Self-Service Password Management (SSPM) system at: http://doitapps.jjay.cuny.edu/misc/pwdchange/index.aspx.

For additional help with your John Jay username and password, please contact the DoIT Helpdesk at:

The Helpdesk hours are posted at http://www.jjay.cuny.edu/academics/1362.php.

Why don't I see all my older requests when I look at my request history?

From time to time we purge older records from our ILL system. Our policy is to keep requests online for several years in order to comply with record keeping requirements of the copyright law.

What is ILLiad?

ILLiad is an interlibrary loan software that enables users to create an account to submit, view and track their ILL requests. Users can also submit ILL requests online from on or off-campus using ILLiad. The name ILLiad can be thought of as an acronym for InterLibrary Loan internet accessible database.

Who do I contact if I have problems with or questions about ILL?

Please contact the interlibrary loan assistant, Ms. DeeDee Aikens, at 212-237-8257 or at libill@jjay.cuny.edu. You can also contact the interlibrary loan librarian, Karen Okamoto, at 646-557-4777 or at kokamoto@jjay.cuny.edu.

Are there any charges for interlibrary loan?

Although increasing numbers of institutions charge us when they lend material, the John Jay Library absorbs those costs.

What is the status of my ILL request?

From your ILL account, click on the "Outstanding Requests" link under the View menu on the left. The status of the request is listed under the "Status" column on the right.

An explanation of each status is listed here. If the status you are looking for is not listed, please contact the ILL office at libill@jjay.cuny.edu or call 212-237-8257 for more information.

For libraries requesting materials from John Jay

Who do we lend to?

We lend to non-profit and academic institutions anywhere in the world. Priority will be given to CUNY schools, SUNY schools, and institutions in New York State. We do not lend to law firms.

What materials do we lend?

We prioritize requests for criminal justice and fire science materials because these items are John Jay's unique strength. We supply monographs from the circulating collection, as well as microfilm in Special Collections, including Trial Transcripts.Requests for articles over 50 pages will not be filled. If the request is for a lengthy book chapter, we will usually lend the entire book instead.

How can libraries submit their requests?

Requests will be accepted via OCLC. Our OCLC symbol is VVJ. We will also accept ALA interlibrary loan forms by email (libill@jjay.cuny.edu) , fax (212-237-8221) or mail:

Karen Okamoto
Interlibrary Loans
John Jay College Library
524 West 59th St. New York NY 10019

What do we charge for lending materials?

John Jay College believes in free resource sharing. We do not charge for ILL.

How long do we loan items for?

Five weeks. One renewal may be requested via OCLC or by telephone. Please direct these requests to Ms. Dee Dee Aikens at 212-237-8257 or daikens@jjay.cuny.edu.