If a library's material is returned to a different location with new damage that has not already been noted, the owning library is responsible for assessment. Libraries should not send out items for interlibrary loan that have major damage or have missing discs or other pieces.
Minor Damage and Can Circulate
Minor damage may include normal wear and tear like small stains, wavy or yellowed pages, or minimal water damage that has dried. If an item has minor damage which does not prevent that item from circulating, and the damage is not already noted either on the item or in the item record, the requesting library should include SHARE’s Interlibrary Loan Condition Report (sticky note), affixed to the inside of the item.
Owning Library Responsibilities:
Once the item returns home, the owning library should remove the condition report and do at least one of the following:
- Mark the item’s inside cover with the date and nature of the damage.
- In the Free Text Block field, make a note in the item record with the date and the nature of the damage, along with your name.
- Using a check-in note, document the date and the nature of the damage in the Free Text Block field, along with your name. To use a check-in note, select the item and click the Manage Item icon (or Actions—Manage Item Record in Polaris Leap).
Major Damage and Cannot Circulate
Major damage or missing pieces affect usability, so the item should not circulate. Examples of major damage may include a broken spine, torn or missing pages, or significant liquid damage. This might also be due to either normal wear, poor production, or patron misuse. If a library's material is returned incomplete or with major damage, or the patron does not want to accept the item due to the condition, the requesting library should return the item to the owning library.
Requesting Library Responsibilities:
- Contact the owning library to determine if the item needs to be returned, and/or the patron should be billed, and to see if the owning library accepts either payment or replacement. If paid or replaced, the damaged item should be returned to the patron.
- When sending in transit, provide the Report of Damaged or Incomplete Item Form (full page form via the SHARE website) to the front of the item. Note the missing pieces or nature of the damage.
- Affix the documentation with rubber bands and cover up the barcode. Do not use a transit slip.
- Check the item in to track the location and deny any pending holds, so that the damaged item can be reviewed by the owning library. Click “Yes” to reactivate the hold, so the patron will receive the next available item.
Owning Library Responsibilities:
- Once the item returns home, contact the last patron’s home library to get missing pieces returned (if applicable).
- If upon return, the owning library decides to bill for a damaged or incomplete item, contact the last patron’s home library to add relevant charges to the patron account. The owning library may also send a bill to the requesting library with a Bill for Item Form.
- Once the item has been paid for, the owning library should either delete the item or mark the item as withdrawn (to be later deleted by the library cataloger/barcoder).
- Send the damaged and paid-for item to the payee. The owning library should use a transit slip, covering the barcode, and affix with rubber bands.
Items Damaged or Incomplete in Transit
- If the item is suspected to have been damaged or pieces are missing due to transit, the owning library may contact the IHLS Delivery Department or SHARE Director for assistance.
- If all other resolutions have failed, a bill may be sent to the requesting library as stated in the ILLINET Interlibrary Loan Code.
Adopted 05/11/2015
Amended 12/14/2023
Best Practice 06/04/2026