Document Delivery

Using Document delivery

Do you really need to use Document Delivery?

As the Document Delivery service is expensive, check if there is an alternative source available within the Library which has the information you need.

Check our other resources first. SOLAR is available online 24 hours a day. You may be able to find alternative material within our stock.

For journal articles we recommend that you read its abstract before making a request, as this will give you a better idea of whether the article will be of use.

Resources to use include:

• SOLAR
• User guides
• Offprints

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Document Delivery Service – Online Requesting

You can submit requests electronically using the online request form, on and off campus, by logging-on to the request form using your network username and password.

The Document Delivery team will process online requests as we receive them and will add the relevant request fee to your Library account at the time the material is ordered from our supplier.

You can then pay the fee on your next visit to the Library or submit cheque payments by post to the address below, making cheques payable to the University of Salford. Please see the 'How do I make a Document Delivery Request' section on the Requesting items tab.

You will still be able, if applicable, to have your School pay for your requests – please see the School/Faculty payment for Document Delivery requests section on the Requesting items tab.

The existing PDF version of the request form will remain available on our Document Delivery web-page.

The Collections Team - Document Delivery
The Library
Clifford Whitworth Library
The University of Salford
Greater Manchester
M5 4WT

Requesting items

How do I make a Document Delivery request?

Once you have identified the item(s) you require, you can, using the links below, submit your requests electronically or print out and complete a paper request form.

• Document delivery form
• Document Delivery form [pdf] - print off the form and complete.

The standard fee for this service is £2.50 per request

Prior to submitting a request you must search for the item on SOLAR to ensure that it is not already held in library stock. We cannot obtain material via the document delivery service if it is held as part of our collection.

If you submit a request for an item we hold in stock we will not order the item, but you will still be charged a request fee.

You can submit completed paper request forms at any library desk, where you will also submit the appropriate fee at this time.

When you submit an online form we will add the fee to your library account when we process the request. You will then pay the fee on your next visit to the library.

Please be aware that the fee is non-refundable and is not transferable.

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What is the charge for this service?

The £2.50 charge goes towards the administrative costs for a standard request, it is non-refundable and non-transferable. The real cost of lending is heavily subsidised by The Library as the following table illustrates.

Supplier / Service	User pays	We pay
British Library Document Supply Centre Standard request - article (photocopy)	£2.50	£7.05 +VAT
British Library Document Supply Centre Standard request – article (Secure Electronic Delivery, SED)	£2.50	£6.00 + VAT
Standard request - loan	£2.50	£11.15
UK theses from non-EThOS participating institutions	£2.50	No fixed charge
World-wide search	£10.00	£50.00
Proquest-UMI US/Canadian thesis	£20.00	£24.00*
Application for loan renewal	£2.50	£4.15

* minimum charge

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School/Faculty payment for Document Delivery requests

Researchers and members of University staff may be able to have their document delivery request charges paid by their School or Faculty.

This is totally at the discretion of your department and if they do agree to pay the fee you will need to print out the Document Delivery Request Payment (Agresso) form [pdf] and have the form fully completed by your department.

If your school has agreed to pay your request fees and you wish to use the online request form you should:

• Print out an Agresso form and have this fully completed by your School
• Complete all relevant fields on the request form and tick the box to indicate your school has agreed to pay the fees
• Submit the online request form in the usual way using the Submit option
• Submit the completed Agresso form to any Library Enquiry Desk or by post to the address below

We will then process the request in the usual way, but rather than adding a charge to your account, we will add a note to your Library record indicating that your school is paying the fee and that we are awaiting arrival of a completed Agresso form.

Please note, you must obtain approval from your School prior to submitting requests which indicate that they are paying the charges.

Once we receive the completed Agresso form we will amend all relevant notes on your Library record and will, where appropriate, record any credit your School has agreed for you in regard to document delivery requests.

Completed Agresso forms can also be submitted in the following ways:

• You can...
  Submit the completed Agresso form at an Library Enquiry Desk where it will be exchanged for the relevant number of blank pre-paid Document Delivery request forms.
• Or you can...
  Print out and complete the required number of Document Delivery request forms and submit these with the completed Agresso form at a Library Enquiry Desk.

You can also submit the form by post to the address below. As above, you can elect to send completed Document Delivery request forms with the Agresso form or we can, if you wish, dispatch blank pre-paid request forms to you by post to a specified delivery address.

The Collections Team - Document Delivery
The Library
Clifford Whitworth Library
The University of Salford
Greater Manchester
M5 4WT

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How soon will my request arrive?

It is essential that you plan your work in advance and that you allow Library Services sufficient time to obtain the item that you require. Although many items arrive fairly quickly a minimum period of three weeks is advisable. Unfortunately, we can not guarantee that your request will be successful or that you will receive a response from a supplier within a particular time scale.

Potential delays expected during 2011

Some Document Delivery items may be delayed due to building work at the British Library. To minimise the disruption caused by the temporary closure of some areas of The British Library Boston Spa site, we will seek to find an alternative source of supply for items identified as delayed, and we will update our requesters of any delay reported.
[Updated 19th April 2011]

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How do I complete the Document Delivery form?

In order to get the best from the Document Delivery service, it is essential that you give as many details as possible and complete the Document Delivery form legibly and comprehensively.

Follow this checklist:

• Ensure that your name, address and borrower number (starting with P...) are filled in on the form
• Indicate on the form whether the item you require is a book, journal article, thesis or conference paper
• The author, title and ISBN (where applicable) are essential for books, theses and conference papers. For journal requests the journal title, author(s),volume, part and page numbers are essential. It is also helpful to have the date of publication and the article title.
• If you are requesting a thesis, please ensure that you provide the year, Institution and type of award, ie, Masters or PhD.
• It is also vital that the copyright declaration is completed on the reverse of the form.

Any requests that lack essential information will be returned to you prior to processing.

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Is there other information I should be aware of?

Journal article requests

If the item you require is available from our suppliers, photocopies of journal articles will be sent directly to you by post and they are yours to keep. However, if you request more than one article from a single issue, this contravenes copyright regulations and our supplier, the British Library, will be unable to supply photocopies of the articles. Instead, the whole journal issue is sent to us as a reference-only item for you to use in the library.

If you wish to request more than one article from a single issue, you should simply submit one request card noting the journal title, volume and issue number and the date of publication. You should then add 'whole issue' in the field for page numbers.

It should be noted that we have to abide by the rules and regulations of the British Library. For example, the British Library operates a six month loan ban on all journal titles. This means that British Library will not supply a journal until it is six months old.

Book requests

For loan material such as books and conference papers, you will be advised by letter of its arrival and you must collect it from the site specified on the letter.

Whole issues of journals, microfilm, microfiche and theses cannot to be taken out of the library. These will be issued to you on the understanding that they are not removed from the library site.

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How long can I have Document Delivery loans for?

• 3-6 weeks - usual loan period.
• 3 weeks - popular items.

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Can I renew my Document Delivery loan?

Renewals are only permitted in special circumstances. You must pay a £2.50 charge before the renewal application will be processed and if you require a renewal, please apply before the item's due date. Unfortunately we cannot guarantee that The British Library will approve the renewal. The £2.50 charge will not be refunded if the application for renewal is unsuccessful.

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Where do I return a Document Delivery loan?

Return the loan to the library Enquiry Desk from which you received it. You remain responsible for the item until it is discharged from your record.

Please note: all Document Delivery items should be returned to a library Enquiry Desk and must not be returned via Self Service return bins. The books should also be returned to the library site from which the material was requested and collected.

SED - Secure Electronic Delivery

You now have the option of having journal articles delivered in electronic format to your desktop, using the Secure Electronic Delivery (SED) service from the British Library.

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How does it work?

The Document Delivery request form offers the electronic delivery option, which requires you to provide an email address.

If the requested item is available electronically from the British Library, it will be delivered in electronic format as an Adobe PDF to your email account. If it cannot be provided electronically then a paper copy will be supplied as standard.

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Important points to consider

SED is a new and innovative approach to delivering requested material with many benefits but there are factors you should consider before you elect to have items delivered in this way.

We will supply the British Library with the email address you provide on the Document Delivery request form and when an SED document is ready for you to download, you will receive an email notification to this address containing a web link to the requested material.

Before clicking on the link

• Once the email notification arrives, you will have 14 days to view the material.
  After this time the link will no longer be live and you will be unable to access the document.
• Due to copyright regulations, only one copy of the SED document can be printed and this must be done the first time the document is opened.
• The document cannot be saved electronically.
• You can forward the email notification before you open the link but once opened, you will only be able to view the material on that specific PC.
• If you do not view the material within 14 days of receipt, you will have to request the item again via the Document Delivery Service and pay the standard fee of £2.50, as the British Library will charge the library each time an order is placed in this way.

Before printing the document

• Ensure that printing is available from your PC before opening the document.
• If using library computing facilities, check your printer credit balance before opening the document.

Viewing the document

To read your document you will need Adobe Reader version 4 or above with the FileOpen plug-in installed. You can get the plug-in by visiting http://plugin.fileopen.com.

You can download a test document, to check that you can receive FileOpen documents.

Fines

Document Delivery items must be returned to the library Enquiry Desk from which you received it. Please note, you remain responsible for the item until it is discharged from your record.

Fines for late returns

Please note that in the event of the late return of such material you will be charged a fine at the rate of 50p per day that the item is overdue. Therefore, it is important to remember the date that the item is due back.

The late return of an item will lead to an invoice being raised by The British Library for the set amount of £133.50. If an item is returned after an invoice has been raised, British Library will still impose an administration fee in the region of £60. All such charges will be passed to you, the requesting library user.

Renewals must be applied for before the due date (£2.50 per application).

British Library EThOS service and requesting theses

The British Library (BL) no longer provides an inter-library loan service for theses and will no longer provide theses material in microfilm. If the item you wish to obtain is a UK thesis, you MUST check the BL Electronic Theses Online System (EThOS) prior to submitting the request to Library Services. BL hope to eventually offer a one-stop electronic shop for all UK theses and EThOS aims to make the majority of UK doctoral theses available, free of charge to end-users through a single web interface.

Launched in January 2009, EThOS offers free access to the full text of UK doctoral theses stored electronically by BL, from items held at participating institutions. An online ordering facility is also in place on the EThOS website for theses held at participating institutions, which are not as yet available in digital format.

The dedicated BL webpage for the EThOS service is http://ethos.bl.uk. Universities participating in the EThOS scheme will no longer supply thesis material to other institutions but will advise that the item is available via the BL scheme. As the item you wish to obtain may be available for immediate download, EThOS can provide instant, free access to requested material.

Please be aware that we cannot give refunds for theses requests submitted that are subsequently found to be available via EThOS.

Theses exceptions

A list of participating institutions can be found on the EThOS webpage. In the event that the holding university of a requested thesis is not part of the EThOS scheme, requests can then be submitted to The Library and the Document Delivery team will apply directly to the home institution in an effort to obtain the item. We cannot guarantee that we will be able to satisfy such requests as the holding institution may decline to loan.

For University of Salford requests for theses from overseas institutions, The Library's Document Delivery team will endeavour to obtain such items by applying direct to the holding university. Similarly, we may try to obtain North American material via a company called Proquest. Again, we cannot guarantee the success of such requests and depending on charges levied by supplying institutions.