The Interlibrary Loan (ILL) service is open as of March 12, 2025

 

 

Interlibrary Loan

 

Our interlibrary loan service provides access to books GVPL does not own. We will search for your requests in other library systems within British Columbia and try to borrow them for you.

 

 

Service Overview

  • Requests can be for books available through BC libraries using the Illume platform.
  • Up to five requests can be in process at once.
  • A full-service library card is required to request an interlibrary loan.
  • Interlibrary loan items cannot be renewed. Please allow a 3-month wait period before re-requesting.
  • For cancelled requests, the 3-month waiting period before re-requesting may also apply. 
  • Please note: ebooks, DVDs, CDs and other media formats, as well as titles published in the last year, cannot be requested. Please use the Suggest a Title form for non-book requests and for new books published in the current or previous year.
  • People with print disabilities may request audiobooks by contacting us.

 

 

How to place an Interlibrary loan request from start to finish

 

Step 1 – Search our library catalogue first. Books already owned by GVPL can be placed on hold. Books published within the current or previous year cannot be requested for interlibrary loan.

 

Step 2 – Search Illume. From the search results, click the title you would like to request. If you see multiple results for the same title, click on the result with the highest number of owning libraries. Click “Request This Item” and fill out the form. The details of your request will appear in an onscreen confirmation that can be printed for your reference.

  • Please note that the password you create will appear unencrypted in this confirmation. Protect your privacy by creating a password that is unique to Illume and logging out of shared workstations when finished.
  • Track your request in Patron Guest Tracking with the name and password used to place the request.

 

Step 3 – Wait to be notified that the request is ready for pick up at your preferred branch location. Please talk to staff when you arrive at the branch to pick up your interlibrary loan. These items are not located in the holds pick up area.

 

Step 4 – Enjoy your book!

 

Step 5 – Return the interlibrary loan item.  Please return the item to the staff at any branch location during opening hours. Interlibrary loan items should not be placed in the return bins.

 

 

How to track the status of your ILL request

Step 1 - When you create your request, you will be prompted to enter your name and create a password for the request. The details of your request will appear in an onscreen confirmation that can be printed for your reference.

  • Please note that the password you create will appear unencrypted in this confirmation. Protect your privacy by creating a password unique to Illume and logging out of shared workstations when finished.

 

Step 2 - Track your submitted request by clicking on the Guest ILL Tracking symbol (1,2,3 & three horizontal lines) in the top right hand corner.

 

Step 3 - Enter your name and password as used to create the request.

 

Step 4 - View the status of your request.

 

Questions? Contact us.

 

 

Additional Resources

Community borrower cards are available to the general public at University of Victoria Libraries, Camosun College Library and Royal Roads University Library. The Legislative Library of British Columbia is also open to community members. Consult their websites for information on library holdings and community borrowing privileges.

 

 

Frequently Asked Questions

 

I recently got a library card online. Can I use this for an interlibrary loan?

A full-service library account is required for interlibrary loans. Please upgrade your temporary card at any branch and bring your ID. More information about library cards is available here.

 

What can I borrow through interlibrary loan?

Currently, the interlibrary loan service is provides access to books using Illume, a catalogue that searches library systems in BC.

 

How long does it take to fill my request?

An interlibrary library request from start to finish can take several months. Many variables can influence the timeline, such as:

  • Your request will be processed by staff in the order received. The number of requests submitted can vary from day to day.
  • How long it takes depends on how many libraries in British Columbia carry the item, and whether or not their copy is available for loan. This can vary greatly.
  • If there is at least one lender that can lend the item, but not right now, we will continue to pursue the item for you for up to three months.
  • Current interlibrary loan requests can be tracked on the Illume website. The guest tracking feature is located in the top right corner of the Illume web page. Your name and the password used to create the interlibrary loan request are required to check the status of your request.
  • An automated email will be sent if your request is cancelled. You can view the reason for cancellation through Illume request tracking, or contact us for more information.

 

I have requested a book through Illume for interlibrary loan. What happens next?

Your request will get processed and approved by both GVPL and the lending library. Sometimes requests are cancelled by GVPL or the lending library. When a request is approved, it can take several weeks before the books arrive at GVPL. You are notified by email when your requested item is ready for pick up and you have five days to collect the item(s).

When you arrive at the branch, our staff will locate your request and outline the loan time. You will not find interlibrary loan items in the holds pick up area and these items should not be placed in the return bins.

 

Help! I can’t find the book I want in Illume. What can I do?

If you need help searching for book titles using Illume, we are here to help. Talk to staff in the branch, email us at [email protected], or call our Customer Service Line during open hours at 250-940-4875.

 

My request through Illume has been cancelled. What happened?

From time to time, interlibrary loan requests may be cancelled. If a request is cancelled, you will be contacted by email.

Some examples of reasons for cancelled requests include:

  • Your library account may be temporary, expired, or have fees that block borrowing access.
  • You already have 5 active requests through Illume.
  • Items requested may be ineligible for interlibrary loan. For example, an item was published within the current year, is already owned by GVPL, or is no longer available.

If you have questions about a cancelled request, talk to staff in the branch, email us at [email protected], or call our Customer Service Line during open hours at 250-940-4875.

 

Is there a cost for interlibrary loan borrowing?

 There is no cost for borrowing an interlibrary loan. Fees associated with processing may be applied and include:

  • Items not picked up will be charged a one-time $1.00 fee
  • Fees for lost or damaged items are set by the lending library and may include a processing fee.

 

How long is the loan period for interlibrary loan items?

The loan period for Interlibrary Loan items is 3 weeks. Please note, interlibrary loan items are not renewable. Please allow a 3-month wait period before re-requesting.

 

I have a request in mind but it is ineligible for an interlibrary loan. What can I do?

  • You may be able to submit the request when the service expands to include microfilms, photocopies of newspapers, magazine or journal articles, and items not available through Illume. Hold on to your request please.
  • If the title is in print and is of current interest, you can suggest a new title for GVPL’s collection instead.

 

I no longer want the item I request. What should I do?

If you want to cancel a request, please talk to our staff in the branch, email us at [email protected], or phone us using the Customer Service Line during open hours at 250-940-4875. Please note that if we have already received the item, the three-month waiting period to re-request may still apply.