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
If an item has minor damage that does not keep that item from circulating, then the owning library should do at least one of the following:
- Mark the item 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.
- Use a check in note to 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
If a library's material is returned to a different location with damage and cannot be circulated, it should be sent back to the supplying library with a note explaining the situation and information about the patron who returned it.
- Provide the Report of Damaged or Incomplete Item Form to the front of the item. Note the missing pieces or nature of the damage.
- Affix the documentation with rubber bands.
- Contact the last patron’s home library to get missing pieces returned (if applicable).
- If 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. They 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- Once the item has been paid for, the owning library should either delete the item or mark the item as withdrawn (to be later deleted by the library cataloger/barcoder).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.
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 08/07/2025