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Interlibrary Loan & InterCampus Loan: Interlibrary Loan: What to Do if We Don't Have It

Requesting an Interlibrary Loan

Request Forms

  • To request an item through Interlibrary Loan, fill out an interlibrary loan request form. 
  • See the Interlibrary Loan request form at the top of this page, in the right-hand column.

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.


  • You 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, you 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.

Charges and Fees

  • Interlibrary loan is usually a free service.
  • In the event that the requested item is only available from a library that charges a fee, you will be notified if the amount exceeds the amount indicated on the Interlibrary Loan request form.  In such a case, you have the option to withdraw an Interlibrary Loan request.

Interlibrary Loan

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)

If you do not fall into one of the categories listed above, we encourage you to visit the local public library to place Interlibrary Loan requests.  Community patrons are ineligible for the college's Interlibrary Loan service.

Interlibrary Loan Materials

The following materials are readily obtained through interlibrary loan.


The following materials may be difficult 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 an Interlibrary Loan!

Due Dates & Renewals

Due Dates and Renewals


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

Overdue InterLibrary Loan Items

In an Interlibrary Loan transaction, the Germanna Libraries is 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. 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.  Also, no further Interlibrary Loan requests will be processed for the patron until the overdue item is returned.

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 the 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 Community College.

Six Weeks Overdue:

The patron’s SIS records will be blocked, and replacement fees will be charged.  Replacement fees are 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 Community College.

Lending Guidelines

The GCC Libraries will honor Interlibrary Loan requests from other libraries received by the following methods:

  • OCLC

Materials NOT Generally Available for Lending:

    Reference books
    Reserve materials
    Periodicals (entire issues)
    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 for Interlibrary Loan

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 college libraries in Virginia offer an 8 week loan period, with no renewals.

The conditions of the 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