Frequently Asked Questions About Inter-Library Loan and ILLiad

The Interlibrary Loan (ILL) Department requests library materials from, and supplies materials to, other libraries. Our mission is to provide research materials not owned by Wyndham Robertson Library to current students, faculty, and employees of Hollins University.

ILLiad allows you to place and track requests for journal articles and books not available at the Wyndham Robertson Library. To get started, log in using your current Hollins network username and password, and fill in your contact information.

What if I forget my username or password?

If you forget your Hollins username or password, contact the Hollins IT Help Desk for assistance: (540) 362-6538, or

How do I update my contact information?

Log into ILLiad, then click on Change User Information under the Tools heading. Make any necessary changes and click Submit Information.

Interlibrary loan is a service provided to current Hollins students, faculty and staff. Materials commonly obtained via Interlibrary Loan include: books, articles, book chapters, films, sound recordings, and theses.

NOTE: we cannot order

  • Textbooks or required texts for classes. ILL cannot serve as a substitute for purchasing these items for two reasons:
    • 1) We can’t support the volume of requests that would create (getting textbooks for everyone).
    • 2) Most libraries do not purchase textbooks because they go out of date so quickly, so it’s unlikely that anyone would be able to fulfill your request.
  • Items already owned by this library. Please check the online catalog for books, or Journal Finder for periodical titles and dates before initiating an ILL request.

Films, sound recordings, and theses may take a longer time to borrow, because of limited availability and/or some libraries’ inability to lend these materials.

If you need other types of material, such as entire issues of periodicals, music or play scripts, newspapers, reference books, or microfilm, please contact the ILL coordinator about such a request. Because other libraries are often not able to lend these materials, we may have to make special arrangements to borrow them.

The conditions of inter-library loan services are set by national and regional codes as well as by the policies of each lending library. Please consult a reference librarian about any material not held by this library: we will help you consider all of the possible sources.

How many requests may I make?

We do not limit the number of requests you may make; if placing a large number of requests (>10) at one time, please help us by indicating priority. We may contact you to confirm your need for certain materials, particularly if materials are difficult to obtain or you have submitted a large number of requests.

Are there charges?

Interlibrary loan is usually free. We always order from free lending libraries that own the particular material. If there are no free lending libraries, we may email you regarding any costs before proceeding.

NOTE: You are liable for any charges related to overdue, lost or damaged items.

Because ILL violations affect our borrowing privileges for all Hollins users, any charges for violations must be paid promptly. Fine amounts are determined by the lending library, and in accordance with the National ILL guidelines, the lending library may impose additional fees to cover the administrative costs of replacing items.
How do I edit a request?

Click on Outstanding Requests under the View heading. Click on the Transaction Number of the request you wish to edit. If the request has not already been transmitted, you can edit it by clicking on the Edit Request link at the top of the page. Click Submit Request when you are finished.

How do I cancel a request?

Click on Outstanding Requests under the View heading. Click on the Transaction Number of the request you wish to cancel. Click the Cancel Request link at the top of the page.

How do I resubmit a cancelled request?

Click on Cancelled Requests under the View heading. Click on the Transaction Number of the request you wish to resubmit. Click the Resubmit Request link at the top of the page. Make any necessary changes to the request, then click Submit Request.

What does the “Status” of my request mean?

  • Awaiting Extensive Searching – The item could not be located using our usual interlibrary loan tools. Library staff have set it aside for further investigation.
  • Awaiting Request Processing – The request has been submitted and is waiting for ILL staff to process it and request it from another library.
  • Cancelled by Customer – The customer has requested that this item be cancelled.
  • Cancelled by ILL Staff – All cancelled requests end up at this status (even if they were originally cancelled by the customer). See the “Reason for Cancellation” to determine why the request was cancelled. Usually requests are cancelled because the items requested are actually available locally, in the Wyndham Robertson Library or at Roanoke College. To request items from Roanoke College, locate the item in the online catalog and use the catalog’s “request” function.
  • Checked Out to Customer – This status means that you have checked out a book from the ILL office, and it must be returned by the due date.
  • Customer Notified via E-Mail – You have been sent an E-Mail telling you that an ILL item is waiting for you at the library’s first floor circulation desk.
  • Customer Notified via Phone – You have received a phone call telling you that an ILL item is waiting for you at the library’s first floor circulation desk.
  • Delivered to Web – These articles can be downloaded as PDFs by clicking on Electronically Received Articles from the View menu.
  • Request Finished – Once an article PDS has been delivered to you,
    or a book has been returned to the lending library, the request goes to “Request Finished” status.
  • Request in Processing – ILL Staff are working on your request.
  • Request Sent – The request has been transmitted to another library. We are waiting for them to respond to your request.
How long does it take for my ILL request to arrive?

Interlibrary loan requests are usually transmitted to prospective lending libraries by our staff within 24 hours. Once a request has been transmitted, it is up to lending libraries to respond. Notification will be by email when items are received.

Article requests are usually received in 3-5 business days. Books not owned by the Wyndham Robertson Library will take longer to arrive (via U.S. Mail or UPS); we suggest that you expect a book request may take 1-3 weeks. If you need an item by a particular date, please contact us to make sure that we can meet your deadline.

Arrival time depends on whether the item is immediately available, the transit time, and hours of operation at both ends of the transaction. Occasionally we are unable to fill a request and will inform you if this is the case.

For the fastest service, submit your orders as early in the semester as possible.

How long may I keep ILL items?

The lending library determines the length of the loan period, usually between two and six weeks.

May items be renewed?

The decision to allow a renewal is up to the lending library. Many libraries do not allow renewals. Borrowers are advised to plan their research and complete the use of ILL materials before the due date.

How can I request a renewal?

To request a renewal, click on Checked Out Items under the View heading. Click on the Transaction Number of the request you wish to renew. Click the “Renew Request” link at the top of the page.

Please note:

  • If you do not see a “Renew Request” link, the lending library does not allow renewals. Please return your item by the due date; if you need it longer, place a new request, and we will gladly borrow another copy for you.
  • If you do see and click “Renew Request,” the book is not renewed yet.
    Our library staff will contact the lending library and request that the book be renewed. We will contact you by email when we find out if the renewal is approved.
  • You may only request a renewal 7 days or less before the due date.
  • No renewals may be requested after the due date.
Materials can be returned to the library or the outside book return. If you are away from campus, return items by mail to:

Wyndham Robertson Library

Hollins University

7950 E. Campus Drive
Roanoke, VA 24020
Attn. Interlibrary Loan.

Contact Us

Contact the Inter-Library Services Coordinator:

Shawna Battle
(540) 362-6239

Copyright, Fair Use and ILL

Current copyright law prohibits ordering more than 5 articles from one journal title from within the last 5 years. For this reason, patrons may be asked to limit requests from a particular journal title.

Items borrowed through interlibrary loan must be used in such a way that does not violate the principles of Fair Use.


Last updated: May 17, 2024 at 12:37 pm​