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					                                                        EFFECTIVE DATE: April 8, 2008

                                                        SUPERSEDES: November 5, 2005

                                                        REVIEW DATE: April 8, 2011

                                                        REVIEW RESPONSIBILITY: Medical Librarian
POLICY TITLE: Interlibrary Loans - Fees
                                                        APPROVED BY: Melissa Kash-Holley
POLICY NUMBER: 845-IM-803
                                                        SIGNATURE (S): __________________________
DEPARTMENT: Medical Library
                                                                           ___________________________
CATEGORY: IM



POLICY

I.       Payments to the L.C. Baxter Medical Library for Interlibrary Loan

         The L.C. Baxter Medical Library does not generally charge for lending articles.

II.      Payment to the L.C. Baxter Medical Library

                 1.     Payment is due upon receipt of the article or invoice.

                 2. A person or institution ordering “cost” articles and not paying costs will lose this type of
                 interlibrary loan privilege

                 3.     Payment to the library may be made in the form of cash or check.

         B. Libraries

                 1. The L.C. Baxter Library maintains reciprocating agreements for provision of free exchange of
                 materials with as many libraries as possible.

         C. Non-staff Physicians

                 1. Loansome DOC users may make arrangements with the L.C. Baxter Medical Library for
                 provision of interlibrary loans.

                 2. D.O.’s within the state and referring physicians will be provided information from our collection.
                 Loans out of state will be made at the librarian’s discretion. The information will be provided in
                 reasonable amounts at no charge.

         D. Individual charges

                 1. Interlibrary loans will be secured from free sources whenever possible. Written or oral
                 permission and the last date useable must be secured from the user before “cost’ articles are ordered.
POLICY TITLE: Interlibrary Loans – Fees
POLICY NUMBER: 845-IM-803
Page 2 of 5

 III.    Payment made by the L.C. Baxter Medical Library for interlibrary loans

                 1. The library maintains a deposit account with the University of Connecticut Health Center,
                 Farmington, Connecticut for interlibrary loan payments in the NNLM. Libraries participating in this
                 program will be paid through the Electronic Fund Transfer System (EFTS). A statement is sent each
                 month that lists the interlibrary loan charges that have accrued.

                 2.   Libraries not participating in EFTS may send an invoice and be paid with a check.
POLICY TITLE: Interlibrary Loans – Fees
POLICY NUMBER: 845-IM-803
Page 3 of 5

 PROCEDURE

 I.      Payments to the L.C. Baxter Medical Library for Interlibrary Loan

         A. Loan charges paid by other Libraries

         The library does not usually charge for interlibrary loan (Invoices will be sent at the librarian’s
         discretion). Requests from non-reciprocating libraries are infrequent. Sending invoices and maintaining
         records is not cost effective.

                 1. If we charge a library for a loan, send an invoice with the interlibrary loan. A template has been
                 created and is used for all invoices. (See sample invoice)

                 2.   Keep a copy of the invoice and loan information in a file until the statement is paid

                 3.   Payment should be in the form of a check made out to the L.C. Baxter Medical Library.

                 4. When the payment is received, mark the invoice paid. Attach a copy of the check to the invoice
                 and interlibrary loan slip for library records.

                 5. Checks are taken to the cashier’s office for deposit. The deposit slip should indicate Ill loan
                 payment and credit the library. List the library account number.

         B. Loan charges paid by individuals (Hospital staff)

                 1. Each person is asked to pay the loan cost charged to us. We do not charge for loans that we
                 receive free of charge.

                 2. Payment is due upon receipt of the article. Give a copy of the interlibrary loan slip to the patron
                 that shows the charge due.

                 3.   Payments can be made in cash or by check.

                 4.   Place one copy of the interlibrary loan slip in the “patron paid” file.

                 5.   File the original interlibrary loan slip as usual.

         C. Loan charges paid by OSUMC departments

                 1. If the loan is to be charged to a hospital department, have an authorized person from that
                 department sign the requisition form. (See sample requisition form).

                 2.   Give the patron a photocopy of the requisition form for departmental records.

                 3.   Send the top (white) copy to accounts payable for bookkeeping exchange of funds.

                 4.   Attach the bottom (yellow) copy to the interlibrary loan slip and file in the “patron paid” file.

         D. Loan charges paid by OSUMC Physicians

                 1. If we charge a physician for a loan, send an invoice with the interlibrary loan. A template has
                 been created and is used for all invoices. (See sample invoice)

                 2.   Keep a copy of the invoice and loan information in a file until the statement is paid
POLICY TITLE: Interlibrary Loans – Fees
POLICY NUMBER: 845-IM-803
Page 4 of 5

                 3.   Payment should be in for the form of a check made out to the L.C. Baxter Medical Library.

                 4. When the payment is received, mark the invoice paid. Attach a copy of the check to the invoice
                 and interlibrary loan slip for library records.

                 5. Checks are taken to the cashier’s office for deposit. The deposit slip should indicate Ill loan
                 payment and credit the library. List the library account number.

         E. Loan charges paid by non-OSUMC physicians

                 1.   Physicians not affiliated or referring to OSUMC are not eligible for interlibrary loan.

                 2.   The L.C. Baxter Library does not order articles that cost a fee for non-OSUMC physicians.

 II.     Non-EFTS Libraries

                 1.   Fill out a check request for the amount of the invoice.

                 2.   Submit the check request along with the invoice to accounts payable

                 3.   Copies are filed in the librarian’s files and are kept for three years.


         B. EFTS Libraries

                 1.   Payment to medical libraries in DOCLINE will be made through electronic transfer.

                 2.   Check our interlibrary loan records against the monthly EFTS statement

                 3.   If records agree, file under paid

                 4. If records do not agree (ex. We are charged for a free loan), contact the library concerned. Tell
                 them the problem and ask them to change the record and give us credit on our next statement.

 III.    Electronic Fund Transfer System (EFTS)

         A. General Information

                 1. The Electronic Fund Transfer System, EFTS, is a transaction based electronic billing system for
                 ILL and document delivery charges.

                 2. The web site for the EFTS system is https://efts.uchc.edu/efts/common/index.aspx. Check the
                 password list for username/password

         B. Deposit Account

                 1. All participants establish a Deposit Account at the University of Connecticut Health Center
                 Library from which activity in their accounts will be debited or credited.

         C. EFTS Statements

                 1. Participants can download a monthly statement indicating activity since their last statement and
                 the current Account Balance.
POLICY TITLE: Interlibrary Loans – Fees
POLICY NUMBER: 845-IM-803
Page 5 of 5

                 2. The Monthly Statement includes a record of each transaction for which a participant has been
                 credited or debited, the Average Monthly Debit, and any errors in uploaded transactions. All service
                 charges, fees, deposits and reimbursements are also identified.

                 3.   Check statements often to ensure an ample supply of funds.

                 4. To make a deposit, download an invoice from the EFTS web site. Send the properly coded and
                 completed invoice to accounts payable.

				
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