The Guide to SMLD Interlibrary Loan
Any member library in the Southern Maine Library District may request books, movies, music and photocopies from the Portland Public Library. But it doesn't end there! If we don't have what you need, we'll search libraries nationwide to find it using WorldCat, OCLC’s vast worldwide catalog of library holdings.
Things to keep in mind when making SMLD ILL requests:
Start with the PPL Catalog
You may request PPL materials directly from our catalog instead of filling out a request form. If you have several searches to do, you can save time by logging into your PPL account before you start searching.
1. Go to https://catalog.portland.lib.me.us/patroninfo~S0 to log in.
2. In the field labeled “Your Name,” type library. In the “Library Card Number” field, enter your 14-digit PPL card number. Press “Submit.”
3. Search the PPL catalog by using the search field at the top of the screen or the search options in the right column.
4. If item is not located in our catalog, you may request it via Clio (see instructions below).
5. If title is found, select the desired item by clicking on the Request button. If you do not see a Request button (either at the top of the page or just below the title field), look closely at the item record. Can you see which branch of the library owns this work? If no branches are listed, our copy is most likely long overdue or missing, and thus should be ordered via Clio instead. Contact the ILL office if you are not sure. Upcoming release titles on order can be reserved from the PPL catalog.
6. Choose “SMLD ILL – Library Use Only” as your pickup location. This will help us route your materials through the ILL office for proper handling.
The request will now be visible on your PPL patron account for online monitoring and renewals. To see all of your holds, click on the button labeled “View My Holds.” We will pull the item and send it to you.
If you do not find what you need in our catalog, please fill out a request form in Clio so that we can ask WorldCat (OCLC) lenders on your behalf. We always ask Maine OCLC lenders first when possible. If you do not wish for us to search outside of Maine, please note that in the comment field of the form.
Requesting Books, AV and Photocopies via Clio
SMLD ILL now uses Clio, a web-based tool for managing WorldCat (OCLC) ILL transactions. Clio gives SMLD libraries 24/7 access to your WorldCat ILL requests and allows you to receive, renew and return ILL materials online. View/print the SMLD Clio User Manual.
Best practices for using Clio:
To get started with Clio, go to http://www.portlandlibrary.com. Scroll down to select SMLD ARRC Services from the lower left side of the menu and then choose Make an ILL request online from the second paragraph.
If you are using Clio for the first time, you can create an account with the link on the login page. If you already have a Clio account, log in using your 14 digit PPL barcode. The default password is clio (lowercase).
Your Clio user manual has detailed step-by-step instructions for each function. You will also find a few training videos on our website; there is no soundtrack for those videos, so turn on the captions below the video window for written instructions. More videos (with sound!) will be posted soon.
Placing Subject Requests
As your ARRC, Portland Public Library provides backup reference service to all of our member libraries. Our reference librarians are pleased to locate resources on a particular topic for you and your patrons. Please be as specific as possible when making a subject request.
Mailing costs are shared by the borrower and the lender. The lender will pay for shipping to the borrowing library. The borrowing library pays for return postage and, when necessary, insurance. All Maine OCLC lenders use the statewide delivery system (Bangor Public Library, Maine State Library, and the colleges and universities).
library does not participate in the statewide delivery service, please
send us a supply of 3x5 mailing labels with your library's name and
address in the "ship to" section, or a stamp imprinted with
Because we have an unusual arrangement as an ARRC, many lending libraries are easily confused by our shipping instructions. For this reason, our member libraries frequently find that they have received materials intended for another library. This can be an expensive inconvenience, especially for libraries that are not on the delivery circuit. Your colleagues appreciate your willingness to forward the errant item to the correct destination, or to send it back to PPL for re-routing. Please call our office if the correct mailing address is not evident.
Materials from the Portland Public library collection are checked out for a 3 week loan period. You may renew for another 3 week term unless other reserves exist for that title. In that case, you may call our office and ask us to put you back on the waiting list for it.
It is the responsibility of each SMLD library to monitor your PPL account and make sure that you are returning materials promptly. We will send courtesy notices before the item is due and overdue notices and bills at set intervals after the due date. If you do not renew or return an item and your account is billed, you will no longer be able to request items from the PPL catalog until it the fine is resolved. It pays to pay attention to your due dates, especially if you only get delivery once a week or certain patrons are habitually lax about returning things on time.
To manage your renewals, please log in to your PPL account online. Enter your library name and 14-digit bar code to access your account.
If your library incurs a replacement fine for a long overdue book, you will be unable to reserve or renew PPL materials until the matter is resolved. Please read more about our policies regarding lost and damaged materials below.
Materials borrowed from OCLC lenders may be renewed at the discretion of the lending institution. Please use Clio to receive, renew and return materials.
By making an interlibrary loan request, the borrowing library agrees to act in good faith to return loans in a timely manner in good condition, and to accept financial responsibility for the materials that are lost or damaged on your watch. Lending libraries (including Portland Public Library) reserve the right to bill your institution for materials that are damaged, lost in the mail, or never returned.
If your patron loses or damages a Portland Public Library book, your library will be charged a replacement fee that includes a $10 processing fee. You may pay online with a credit card or send us a check. If your patron wishes to provide a replacement copy of the lost book, the replacement must meet the following criteria:
If you pay the replacement fee for a lost book that is eventually found and returned, we will refund your money less the $10 processing fee.
In all cases, please send all questions, payments, replacements, and found materials to the attention of Jessica Thomas in the ILL office.Items borrowed via OCLC that are lost or damaged by your patrons are subject to the billing policies of the lending library. Not all lenders will accept replacement copies, so please call our office before you or your patron purchases a replacement.
Eileen and Jessica are available to answer questions and solve mysteries from 8am to 4pm, Monday through Friday.
Phone: (207) 871-1700 ext 735
This page was last updated October 1st, 2012.
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