University of Hawaii at Manoa Library

Interlibrary Loan (ILL) Frequently Asked Questions


See also: ILL Hours & Contact Information

What is Interlibrary Loan (ILL)?

The purpose of Interlibrary Loan is to obtain books and materials for University of Hawaii at Manoa students (including distance education students), faculty, staff, and affiliates when the materials are NOT available at the UH Manoa Libraries.

Return to Top of Page

Who may use ILL?

UH Manoa students (including distance education students), faculty, staff, and affiliates are eligible to use this service.

Return to Top of Page

What may be requested?

Any material such as a book or journal article not held in the UH Manoa Libraries may be requested. While libraries or other suppliers owning the material govern lending policies and restrictions, UH Manoa ILL normally provides two week loans, with one renewal.

Many libraries do not lend reference books, journals (unless on microfilm), media (audiovisual, digital format, etc.), genealogical materials, archival papers, or manuscripts, but there are sometimes exceptions. Many libraries also do not lend dissertations or theses. However, electronic copies of many dissertations from 1997 to the present may be downloaded for free from Dissertations and Theses (formerly Digital Dissertations). Unbound paper copies of pre-1997 dissertations may be purchased through Interlibrary Loan from Dissertations Express for $28.50, our negotiated rate. If there is a problem obtaining the material you have requested, the ILL staff will contact you.

Return to Top of Page

Where do I pick up my ILL loans?

You will receive email notification when your loan is available. The email will specify where to pick up the material. The location will depend upon the nature of the material:

You will be asked to present and leave your UH ID card while using "Library-Use Only" loans. For Reading Room Policies and Hours for Microform Service Window Hours.

Return to Top of Page

What do the Loan messages mean in the ILL system and Voyager system?

Checked Out to Customer (ILL Request System)
In the online ILL system, you will see this status when you display the "Checked Out Items/Renew Books" option under the View Requests menu. The status means that your loan has arrived, and has been processed by the Hamilton ILL staff.

You will be notified via email when your loan is available for you to pick up from the Hamilton Circulation Counter and officially check out to your library Voyager account.

All ILL loans in Voyager will begin with "ILL Loan TN 123456 THE FIRST FEW WORDS FROM THE TITLE". This unusual format is used to distinguish ILL loans from UH system books, where the "TN" is the 6-digit ILL Transaction Number used to track requests.

Return to Top of Page

How long can I keep loans from other libraries?

You will receive email notification about your ILL loan’s availability at the Circulation Counter. The loan will be held for you for 10 days, after which, the item may be returned to the lender if not picked up.

ILL books are given either a 77-day loan (non-renewable) or 28-day loan (renewal possible), depending upon the lending library’s policy. The due date will be stamped on the ILL book band and also available for review from your Voyager My Account.

Renewals for 28-day loans are available at the discretion of the lending library.

To request renewals for 28-day loans, only use the web form: The Voyager online renewal function does NOT work for ILL loans.

Return to Top of Page

How many requests can I make?

Although we do not limit the number of requests, there may be restrictions based on U.S. copyright law. For example, there are restrictions on multiple requests for the same journal article published within the last five years and requests for more than one article from a single journal issue in any given year. According to copyright law, the library must pay royalties due to the publisher for each article in excess of that, and if those royalties are too expensive, a request have to be cancelled.

Return to Top of Page

How do I request an ILL?

(1) Confirm that the material is NOT available at the UH Manoa Libraries (Hamilton and Sinclair) before submitting a request. Search Hawaii Voyager to confirm holdings.
(2) Log into ILL (Make Requests).

Return to Top of Page

How long does it take?

Delivery time depends on the availability of the material, the nature of the material, and the delivery method used by the supplying library. Materials that are not widely owned by other libraries require more time to process. Air mail or other premium delivery service is always requested for loans, but is not always possible. For photocopies, most libraries now use electronic methods to deliver to us. For all requests, BE SURE TO INDICATE ON THE REQUEST FORM the "Not Wanted After Date".

You will be notified by email when your requested items arrive. Loans are available for pick-up at the Hamilton Library Circulation Counter. (Exceptions are "library-use only" materials: books and other printed materials will be placed in the Reading Room on the 5th Floor; microforms will be placed at the Microform Service Window on the 1st floor of the library.) Photocopies are usually available electronically on the web.

Return to Top of Page

How Much Does It Cost?

Return to Top of Page

What are the fines for late returns or lost books?

Effective January 11, 2010, to facilitate the prompt return of ILL loan materials, fees and fines are assessed at the following rates, per item:

We appreciate your returning ILL loans in a timely manner. This allows us to keep a good borrowing relationship with the lending libraries. Overdue and lost books may result in the inability to borrow books from the lender in the future. Having our borrowing privileges suspended by other libraries affects everyone who uses ILL, including your fellow students, faculty, and staff. Mahalo for your consideration.

Return to Top of Page

What do all of the statuses mean when I view my pending requests?

Our ILL system provides you with up-to-date information on the status of your requests. What you see in your Pending Requests listing (login to the system) are the statuses assigned by our ILL management software. Here are the most commonly seen statuses and what they mean:

Return to Top of Page

Why don't I see all my older requests when I look at my request history?

From time to time we purge older records. Our policy is to keep requests online for several years to comply with record keeping requirements of U.S. copyright law.

Return to Top of Page

What are electronic documents?

When ILL requests for photocopies (journal articles or book chapters, for example) are received from a supplier, ILL staff "posts" them electronically in PDF format to the web.

Return to Top of Page

Will all my documents be delivered electronically?

Most but not all. There are various reasons why documents sometimes can not be supplied electronically. You will be notified by email when your document(s) have been posted in PDF format or are ready for pick up at the Hamilton Library Business Office. Please check our hours or phone (808) 956-7103 for a recorded message providing Business Office hours.

Return to Top of Page

Is there be a charge for electronic documents?

There is no charge for viewing an electronic document. In the Library there is a per page printing charge. A UH Manoa Library copy/print debit card is required to print from our computers. The card can be purchased whenever the building is open.

Return to Top of Page

How do I view PDF documents?

PDF documents can be viewed using a current web browser such as Firefox or Internet Explorer with the Adobe Acrobat Reader® plug-in. If you do not already have Adobe Acrobat Reader® installed on your computer,

Adobe Reader Get it here

Return to Top of Page

How long will my document be available for me to download?

Your Electronic Documents remain on the web for thirty days from the date you are notified of their availability.

Return to Top of Page

I accidentally deleted one of my articles. Can I get it back?

Email us at and we will attempt to retrieve it for you.

Return to Top of Page

Will this work for UH Manoa students enrolled in distance education programs?

Yes. Your login for ILL provides you with electronic delivery services.

Return to Top of Page

Why does my browser say that you're sending a cookie? What's in it?

The Active Server Pages technology that we use to provide live reporting for the web sends a Session ID to be stored on your machine. You can refuse this cookie and still be able to use the ILL web pages without any problems.

Return to Top of Page

Why must I keep logging back in?

Your privacy and computer security is important to us. We minimize the potential for problems by timing out your connection frequently.

Return to Top of Page

Who do I contact if I have problems with or questions about ILL?

Return to Top of Page

Terms of Use  |  UH Mānoa  |  UH System  |  Ask Us
University of Hawai‘i at Mānoa Library  |  2550 McCarthy Mall  |  Honolulu, Hawaii 96822 USA
808-956-7214 (Reference)  |  808-956-7203 (Circulation)  |  808-956-7205 (Administration)
808-956-5968 (fax)  |  Email Us