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FAQ about Interlibrary Loans (ILL) & Article Delivery

Monitoring, picking-up and returning requests


Can I cancel my request?

Yes, it is possible to cancel requests. Once you have logged into Colombo click on "My Requests", identify the request you want to cancel, then look for a button that says "cancel".

To see cancelled requests check off "Show everything" upon accessing "My Requests". The following message should appear in the request: "Request no longer required". Note that the option to cancel will not appear if your request has already been shipped (i.e. sent to Concordia University Libraries by the lending institution).

How will I know when my request is ready?

When your item is ready for pickup, we will send you an email. If you need to update your email address see the Libraries' Library Email Service FAQs page.

How can I check the status of my request?

Your COLOMBO record will indicate the status of each request you've made. See our page on Monitoring Your Requests. If you would like more specific information about your request, please contact the Interlibrary Loans office. Note that if we can't find a library to supply the item you requested, or if there is any other problem with your request, we will send you an email. If you need to update your email address see the Libraries' Library Email Service FAQs page.

Where do I pick up and drop off my ILL materials?

ILL material borrowed from another institution (ex: books) should be picked up and returned at the Circulation Desk in either Webster or Vanier Library. The Circulation Desk is open most evenings and weekends - see Webster Library service hours / Vanier Library service hours.

ILL material should be returned during service hours - please do not return ILL material to the book drop.

Most requests for copies of articles or parts of works will now come to you via email. The email will contain a link/URL. Clicking on the URL will lead to a webpage with a copyright statement. You will be asked to confirm that you have understood the legal uses of the document before proceeding to your document. After viewing the document once, it will remain available via the URL for 5 business days.

I requested an article and the email notification says I need to pick it up at the library, why am I not receiving an electronic copy?

Not all articles can be delivered electronically. In some cases, due to licensing or copyright restrictions, lending libraries may only allow for print copies of an article to be delivered to a requester. In these cases articles will need to be picked up at the Circulation Desk of either Webster or Vanier Library.

My pickup location is Vanier Library. Why do I have to wait 24 hours to get my item?
All Interlibrary Loans material is received at the downtown ILL office, and processed there. Items that are for pickup at the Vanier Library are sent via Inter-Campus mail, thus the delay of 24 hours. If you get a notice on Friday saying your item is ready for pickup at Vanier Library in 24 hours, wait until at least Monday before picking it up at Vanier; you may want to call the Vanier Library Circulation Desk at (514) 848-2424 ex. 7770 to be sure your item has arrived.
I requested Vanier as a pickup location but when I submitted my request COLOMBO said the pickup location was Webster. What can I do?

When you finish making a request in COLOMBO, on the confirmation screen under "Request Details" it will show your pickup location as Interlibrary Loans LB-331 - the system will do this even if you have selected Vanier Library as your pickup location. This is a system setting that cannot be changed.

pickup location

When you receive your e-mail notice telling you your item is ready to be picked up, it will have the correct pickup location (either Webster or Vanier Library).

I need this book for longer than the period indicated, what can I do?

The lending library establishes the conditions under which borrowed material may be loaned. Concordia Interlibrary Loans staff agreed to borrow the item under those conditions and users are expected to adhere to the conditions of the loan, whether they are faculty or students. Sometimes this may mean that your item must be used within the library, or cannot be renewed.

When you pick up your book or media item, it will come with a yellow slip which has a due date at the top. It will also indicate whether or not you can renew the item. If it says "No renewals" then you can't renew (no exceptions), and if you need the book for a longer period, you will have to re-order it using COLOMBO. If it does not say "No renewals" then you can contact the Webster Library Interlibrary Loans Office at least three days before the item is due to ask them to renew it for you. Please note that only one renewal is allowed per item.

Your item must be returned or renewed by the due date given, if not, your Interlibrary Loan privileges may be suspended.

page last updated on: Thursday 14 September 2017
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