Interlibrary Loan

Interlibrary Loan (ILL) is the set of services that faculty and students of the Kyushu University can obtain materials for their study from outside institutions when the Library does not hold the materials.

There are two services:

  • Document Delivery - getting a photocopy of the material from outside institutions
  • Book Loan - borrowing a book from outside institutions

 New The Library starts a program to make document delivery expense no-charge from FY2020. You do not need to pay the expenses as the aid budget covers them under certain conditions.

Before Placing Your Request

  • Check our library catalog Collections for the availability of books and periodicals in Kyushu University. When the library at your campus holds the material and it’s available, please come to the library and make a photocopy by yourself. When a library at other campus hold the material, you can make a request for Intercampus Delivery from the search results.
  • Reproduction in libraries is subject to legal limitation because the author has the exclusive right to reproduce his/her work.    
    • An article in a journal may not be photocopied, unless a considerable period of time has passed since its publication. "Considerable period of time" means the period of time until publication of a next issue or 3 months after publication of the issue.
    • A book may not be entirely photocopied.  In case of the collected papers, each paper may not be entirely photocopied. Less than half pages are OK.
    • An applicant may use only a single reproduction for the purpose of research or study, and may not reproduce it again or distribute it regardless of whether it is compensated.
  • Book Loan sometimes has restrictions on the use of the books. For example, you would not be allowed to take them out of the library, or to make photocopies of them. You must comply with the restrictions and the due date.

Document Delivery

  From libraries at domestic universities or colleges From National Diet Library in Japan From overseas
Speed
1 week
1 week - 10 days
1 week - 1 month
Fee (approximate)
35-60 yen per page for black/white + postage
24 yen per page for black/white + postage + packing charge 150 yen + tax
2,000-5,000 yen
Service point All libraries in Kyushu Univ. All libraries in Kyushu Univ. "Private expense" is accepted only at Central, SciTech, and Medical libraries.
Charge or no- charge No charge under the following conditions Charged
Conditions of No Charge
You do not need to pay for document delivery requests after April 1st, 2020, under all the following conditions. No application is required. The library processes the payments of all amounts by the aid budget.
Applicant must be faculty, staff, or students of Kyushu University.
must make a request of document delivery through the library website after login with their SSO-KID.
Purpose of using the documents must be for research, educational or learning activities at Kyushu University.
Suppliers ※1 Libraries at  domestic universities or colleges with a few exception ※2 ※3
Amount of expense must be 5,000 yen or less per document ※4
※1 The library selects a supplier as no-charge as possible for the request of materials Kyushu University doesn't hold.
※2 To be more exact, no charge is for the document delivery fees settled by National Institute of Informatics “the Offset Account Service.” The majority of the libraries in domestic universities and colleges are service members so that most document delivery requests will be no charge. But, when duplication of materials requires special equipment and techniques, libraries may outsource the duplication. In this case, you must pay the expense by your own as the fees are not settled by the Offset Account Service.
※3 Some articles of e-journals and e-Books are hard to obtain from domestic university or college libraries for copyright or contractual reasons. As an alternative, the library may be able to order a document delivery from a particular platform overseas. In this case, we make document delivery expense no charge unless amount of copyright fee per document is more than 60.
※4 Note that you have to pay all amounts of expense if they are more than 5,000 yen. For example, when a document delivery costs 6,000 ye, you must pay 6,000 yen in full by your own. On another note, when the library orders a document delivery from a particular platform overseas, the amount of copyright fee must be 60 dollars or less, not 5,000 yen. If it costs more than 60 dollars, you must pay the total amount by your own.

Aid budgets for document delivery expense change each fiscal year. Even in the middle of a year there might be a change such as cutting off the aid due to the budget overrun, or limiting the use of some members depending on their usage amount.

Book Loan

 The aid budget does not cover the expenses of Book Loan and you must pay them by your own.
  From libraries at domestic universities or colleges From National Diet Library in Japan From public libraries in Fukuoka From overseas
Speed
1 week
1 week - 10 days
1 - 2 weeks
1 month
Fee (approximate)
postage 1,500 yen
half postage 800 yen
Free
10,000 yen
Service point All libraries in Kyushu Univ. Central, SciTech, Medical, and Design libraries All libraries in Kyushu Univ. "Private expense" is accepted only at Central, SciTech, and Medical libraries.
Note Cannot take out from the service point.
Cannot make a copy.
Including Karatsu City Library in Saga, but it costs and only "Private expense" is acceptable.

How to Request, Pay, and Receive

How to Request

Log in to MyPage and make a new request.  Cute.LinQ makes it easy to make a interlibrary loan request as the bibliographic information is entered automatically in an application form.

How to Pay

The following is the explanation in the case that the aid budget does not cover your expenses and you have to pay them in full by your own.
 
University budget
We accept only research grants given by Kyushu University as "University budget". Fill the budget information in an application form. Once you fill the information, it is saved in your account information so that you can select it next time.
We process the payment by your budget on the first business day of each month for the interlibrary loans of the prior month. However, there are some cases in which we cannot process the payment depending on suppliers such as National Diet Library, overseas libraries, and printing companies. In this case, please proceed with the payment by the invoice they issue to you at the accounting section of your department.
If you want to use outside funds, please pay by private expense and then proceed with the reimbursement at the accounting section of your department.
University budget (by proxy)
Select "University budget (by proxy)" in an application form, and fill the applicant and budget information in advance if you are a staff member who often requests interlibrary loans on behalf of faculty. Once you fill the information, it is saved in your account information so that you can select it next time. Students at School of Medicine and Graduate School of Medical Sciences can also be proxies if faculty permits. We process the payment by the budget you designated on the first business day of each month for the interlibrary loans of the prior month. If you are a student of other schools at Kyushu University and want to be a proxy, you have to apply for interlibrary loans at the library desk in written form sealed by a faculty member who have a university budget.
Application form of SciTech Library:PDFWORDExample:PDF
Private expense
Pay by cash when you pick up the materials. Please bring the exact amount of money we announced because the library cannot prepare any change. Some institutions such as National Diet Library and overseas libraries require you to pay by money transfer, not cash.

How to Receive Documents

No Charge
Faculty and Staff
We send the photocopies to the mail box of your office when we know the exact addresses.
Students
Come to the library you designated and pick up the materials.
 
In the Case of Payment by Your Own
University budget
We send the photocopies to the mail box of your office when we know the exact addresses.
When it comes to Book Loan, come to the library you designated and pick up the books.
University budget (by proxy)
We send the photocopies to the mail box of the applicant's office, not proxy's.
When it comes to Book Loan, come to the library you designated and pick up the books.
Private expense
Come to the library you designated and pick up the materials. Please bring the exact amount of money we announced because the library cannot prepare any change.
 
Some libraries have slightly different rules from the above. Consult the following contacts in further detail.

Notes

  • Once the requests have been processed, they cannot be canceled!!
  • Please fill the bibliographic information in an application form correctly. Do not use abbreviations.
  • Codes such as ISSN/ISBN or NCID are necessary for identifying materials.
  • We usually contact you via e-mail. If you change your e-mail address, modify your account information on Settings immediately.
  • Book Loan
    • Periodicals, reference books, and audiovisual materials are not available by Book Loan.
    • Handle the borrowed books very carefully. If you lose or damage the requested item, we ask you to pay for it.
    • Return the books to the same service desk as you borrowed them. Do not return to other desks.

 

Contact Us

Ito Central Library
Reference Service Section
TEL:092-802-2482
E-mail:toubunken@jimu.kyushu-u.ac.jp
SciTech Library
Reference Service Section
TEL:092-802-2454
E-mail:titosanko@jimu.kyushu-u.ac.jp
Hospital
Beppu
Medical Library
Inter-library Loan Section
TEL:092-642-6039
E-mail:tirsougo@jimu.kyushu-u.ac.jp
Chikushi Chikushi Library TEL:092-583-7514
E-mail:srttosho@jimu.kyushu-u.ac.jp
Ohashi Design Library TEL:092-553-9490
E-mail:toshokan@design.kyushu-u.ac.jp