Inter Library Loan Service

This page gives information about our Inter Library Loan Service for Heriot-Watt staff and students.  There is also a page giving information about the Inter Library Loan services for individuals and institutions outside Heriot-Watt University

If this library does not have a copy of a book, journal or other publication you wish to consult, the Inter Library Loan (ILL) service can borrow it from another library for you. The ILL service is available to all staff and students of Heriot-Watt University who have registered to use the service.

The ILL staff in Riccarton Library can give you more information about the service: phone ext 3575; email libill@hw.ac.uk

• Registering for the ILL service
• What the service offers
• What the service costs
• Before you request an item
• Request an item
• Secure Electronic Delivery (SED)
• Waiting for your request
• When your request arrives
• Returning or renewing items

Registering for the Inter Library Loan Service

To register for the service:

1. Go to https://clioweb.hw.ac.uk/login.aspx and login using your Heriot-Watt username and password.
2. Fill in the Personal Information form.  Please note: we use email to communicate with you about your requests and to deliver materials in digital format, so please make sure your email address is entered correctly.

You can then make Inter-Library Loan requests using the online forms.

Please Note:  If you're uncertain about your HW username and password, you can check it by logging into HW Webmail.  Contact the UICS Help Desk (ITHelp@hw.ac.uk) if you're having problems logging in to the online ILL service, mentioning the Clio ILL system.

What the service offers

The Inter Library Loan Service is part of a national network which enables the Library to obtain material for your University research, teaching or administration which is not readily available locally. Requests for material for leisure activities should be directed to the public library.

The service uses a computer package which allows requests to be sent to, and received by, the British Library Document Supply Centre on the same day. This ensures as fast a service as possible.

What the service costs

Please Note:  All requests must quote an ILL Voucher number.

Requests for certain types of material, e.g. theses, require additional vouchers. The ILL staff can tell you if additional vouchers are required for your request, and how many are required.

Before you request an item

Please be sure you really need the item.  Check the Library's catalogue, or the list of journals we subscribe to, to make sure that the item you want is not available in this Library.

The item you require may be available in another library in Edinburgh, so you should check their catalogues.  If you need help with this, just ask. 

If you only need to check a reference, e.g. to find an author's name, the information may be available in the Library -  just ask if you simply want to verify a reference.

An abstract of the item may be available in one of the databases and other electronic resources to which the Library subscribes. This may help you to evaluate the reference and may make an inter-library loan unnecessary. Please  ask if you need help tracing an abstract.

If you need to refer to the item on a long-term basis, or if it is likely to be of continuing use to others, it may be more appropriate for us to purchase a copy for the Library. Please contact your School Library Representative in such cases.

As all article and chapter requests are delivered via SED, please ensure you have the correct software installed on your PC or laptop before you make a request.

Request an item

• Make a separate request for each item you require.
• Give all the details you have EXACTLY as given in the reference - do not either expand or abbreviate periodical titles.
• Always make sure you can provide us with a copy of your original source of reference (i.e. where you got your information from)  if requested.
• Make sure you indicate your agreement to the Copyright statement in the space provided on the form.  We cannot process your request until this has been done.
• Make sure you enter your Inter-Library Loans voucher number in the space provided on the form.  We cannot process your request until this has been done.
• Please Note:  As all article and chapter requests are delivered via SED, please ensure you have the correct software installed on your PC or laptop before you make a request.

Secure Electronic Delivery (SED)

SED is a service from the British Library which supplies most of our ILL photocopies.  Instead of the British Library printing a copy of an article and posting it, they put a copy on their web server for you to read or print out.  You will get an email (to your University email address) to tell you when it is ready.  Find out more about SED and the necessary software requirements..

Waiting for your request

Most requests are supplied within a week. However, it may take longer if the item you request is out of the ordinary, or in great demand, or if the details you supply are incomplete or inaccurate. You can use the online service to check the progress of your requests. You may also ask the Inter-Library Loan staff (ext. 3575, libill@hw.ac.uk) if you wish.

Please let us know as soon as possible if you no longer require an item. The request can then be cancelled, the cost recovered and a replacement voucher issued to you.

Please reply quickly to any mail from us asking for more details, or asking whether you still need an item we have been unable to obtain.

When your request arrives

• Photocopies of articles are sent directly to your School (staff and postgraduates) or your term-time address (undergraduates).
• Electronic copies of articles are sent to your Heriot-Watt email address - please make sure it is correctly entered on your Personal Information page.
• Books and other requests for staff are sent to your School.
• Books and other requests for students are held in the Library for collection. You will be notified by email that the item is available, and you should collect and sign for the item from the ILL staff (Riccarton-based students) or the Service Desk staff (Scottish Borders Campus-based students).
• Some items, such as theses, may only be used in the Library. In such cases a notice will be sent to your School or your local address to inform you that the item is available for consultation.

Returning or renewing items

The normal loan period for books is 6 weeks and they should be returned during this time. If you do not return a loan item, you will be required to pay a replacement charge of at least £133.50 for items borrowed from the British Library, or the replacement cost in other instances.

Loans may sometimes be extended - you can request this by contacting the Inter-Library Loan staff (ext 3575; email libill@hw.ac.uk) before the return date. A loan may be recalled from you if someone else needs it - you must return it by the date given on the notice sent to you.

Remember - Return all items to the Inter Library Loan staff; never return items direct to the lending library.

For help with Inter Library Loans, please contact: