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Library Services: InterLibrary Loan

Request an InterLibrary Loan:

InterLibrary Loan Request Form


Interlibrary loan is a service provided by the Germanna Community College (GCC) Library to assist faculty, staff, and students with their research needs. Germanna Community College’s libraries utilize an extensive network of colleges, universities and public libraries to fulfill the needs of our borrowers when those needs fall outside of our collection. This process entails the Germanna C.C. libraries borrowing an item on behalf of our students or faculty, and vouching for that person’s ability to protect and return an Interlibrary Loan by its due date.

Interlibrary Loan Users

The libraries provide Interlibrary Loan services for the following:

    • GCC faculty
    • GCC staff
    • GCC students (currently enrolled)
    • GCC dual enrollment students (currently enrolled)
    • GCC distance education students (currently enrolled)

Community patrons are NOT eligible to request interlibrary loan materials. These individuals should seek the services of their local public library.

Borrowing Guidelines

Interlibrary Loan Materials

The following materials are readily obtained through interlibrary loan.

  • Books
  • Articles

The following materials are harder to obtain through interlibrary loan:

  • Reference books
  • Materials in high demand
  • Fragile material
  • Audio-visual materials
  • Computer software
  • Textbooks are NOT available through interlibrary loan

Request Forms

To request interlibrary loan materials, the library user must fill out an interlibrary loan request form, recording all information necessary for locating the material. Forms are available at the top of this page or at all GCC Libraries.

Incomplete requests, requests for items in the GCC libraries, or requests for items not filled will be returned to the requester.

Number of Requests

  • Students may have five (5) active interlibrary loan transactions at any one time.
  • Faculty and staff may submit an unlimited number of requests.


Requester will be notified by phone or e-mail when the requested item arrives at the library. If the item is not picked up after five (5) business days, the requester will be notified that the item will be returned to the lending library if it is not picked up within the next three (3) business days.

Due Dates and Renewals


Interlibrary loan books are on loan for the time period specified by the lending library. Due dates are clearly marked on the book wrapper.

The lending library may also specify the type of usage and the status of renewals. Renewals are usually not available.


Typically these are fulfilled electronically if possible and are available for download/printing for a limited time. If a photocopy is sent, it becomes property of the requester.

Charges and Fee's

GCC Libraries will make every effort to borrow materials from libraries that do not charge a fee. In the event that the material is only available from a library that charges a fee, the requester will be notified if the amount exceeds the amount indicated on the Interlibrary Loan Form. The requester will have the option of withdrawing the request.

Overdue InterLibrary Loan Items

The Interlibrary Loan service involves the Germanna C.C. libraries to borrow an item on behalf of our students or faculty, and thus, vouch for that person’s ability to protect and return an Interlibrary Loan by its due date. When a patron fails to follow through on this responsibility, it also makes the library liable for the overdue or missing item.

If a patron becomes significantly overdue with an Interlibrary Loan item, and that patron has not contacted the library regarding any extenuating circumstances explaining their lateness, the following progression of sanctions will be applied to that patron’s library privileges and student account:

One Week Overdue:

The patron will be contacted by a staff member and asked to return the item immediately.

Two Weeks Overdue:

The patron will receive a second return request from a library staff member. Additionally, no further Interlibrary Loan requests will be accepted from patrons with overdue Interlibrary Loan items after the first two weeks overdue.

Three Weeks Overdue:

The patron will receive a third and final return request including a notice that their library privileges will be blocked if they fail to return the item within 7 days of this notice.

Four Weeks Overdue:

The patron’s library privileges will be blocked and library staff will begin determining a replacement cost for the overdue item. The patron then has one week to return the overdue item in order to release the block from their library record and avoid replacement fees.

Five Weeks Overdue:

A library staff member will notify the patron of a pending invoice which will include the original lending library’s replacement and processing fees, as well as a $10.00 service fee to be paid to Germanna C.C.

Six Weeks Overdue:

The patron’s SIS records will be blocked for the amount of all replacement fees, typically a minimum of $60.00.

Patrons may contact library staff regarding the submission of replacement copies; however, submission of a replacement copy does not guarantee the waiver of any fees from the original lending library or Germanna C.C.

Lending Guidelines

The GCC Libraries will honor interlibrary loan requests from other libraries received by the following methods:

OCLC online

Materials NOT Generally Available for Lending

  • Reference books
  • Reserve materials
  • Periodicals (entire issues)
  • Microforms
  • Audio-visual materials
  • Computer software
  • Materials in high demand

Methods of Delivery

Returnables (books or media) will be available at the circulation at the "pick-up" location selected by the user upon request.

Loan Period

Loan lengths are designated by the lending institutions. Most loans can be borrowed for 4 weeks, and sometimes the lending library will allow one renewal. Most Virginia academic libraries offer an 8 week loan period, but they will not allow renewals.

The conditions of interlibrary loan service are set by the National Interlibrary Loan Code and our agreements with other libraries. All restrictions and due dates are determined by the lending library and must be honored. Restrictions may include "in-library use only" or "no photocopying". Loans may be recalled by the lending library at any time. Please use the item completely by its due date, and return the item on time. Typically, we cannot request to borrow the same item more than once.


Please call 540-891-3015 or e-mail