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Journal Cite Checking Guide: Law Library Logistics

This guide is intended to assist journal members in locating print, PDF, or page image versions of cited materials for sourcing assignments.

About Law Library Logistics

The boxes below contain the procedures and policies for law student publications and their members regarding circulation of materials from both LUC libraries and other libraries.  These policies and procedures include:

Loyola Circulation Policies

Members of Loyola Law School's student publications, being current Loyola University of Chicago students, may check out books from Loyola University libraries for use in conjunction with their cite-checking assignments.  Student publication members who check materials out from one of the Loyola University libraries as individuals are solely responsible for adhering to the that Library's policies regarding use and return of those materials.  Loyola's student publications, however, may create "proxy" accounts for its student members. Individuals may then check out books to the student publication itself.  For more on proxy status, see the "Proxy Patron" section below.

The Law Library's policies regarding borrowing privileges and non-circulating materials are here.  Please be aware that the Law Library is a part of the Loyola University Libraries, but Cudahy and Lewis library operate with different policies than the Law Library.  If a book that has been checked out from another LUC is lost or overdue and accrues a fine, either the student (if the book was checked out to an individual) or the student publication (if the student publication set up a proxy account) will need to pay the fine.  The Law Library has no power to waive fines from other LUC libraries. Thus, it behooves the journals to (1) ensure that individual members have proxy access (so that she/he is not individually liable for the fine) and (2) to ensure that books are returned promptly when they are no longer needed.

Proxy Patrons

When a student publication creates a proxy account for a member, that member will be able to use her/his card to check out books to the student publication.  When the student publication sends the list of members to the Law Library, the Law Library can create the account, but it is the responsibility of the student publication to send this information.  If an individual wishes to take it upon him or herself to set up an account he/she may do so through by providing the information requested (substitute the law student publication’s information for "faculty information").

Once a proxy account is set up, the member student may check out any Loyola University Library book to the law student publication using her/his ID.  When checking out the book, just make sure the library staff member is aware that the book is to be checked out to the law student publication, otherwise it is likely that the library staff member will check the book out to an individual’s account, as is customary for check outs.  If a student publication member realizes that a book has been checked out improperly to an individual account, please contact the Law Library immediately (312-915-6986 or so that the mistake can be corrected before any fines or fees are administered.

Proxy status is only available for Loyola University owned books.

Finally, Loyola materials checked out to a student publication must be returned to the Law Library as soon as the academic school year is over (at the end of Spring Exams). 

Requests made from libraries outside Loyola are referred to as interlibrary loans.  Policies regarding interlibrary loans (ILL) are covered in the next section.

Interlibrary Loan Policies and Procedures

ILL Policies

Interlibrary loans are all requests made from non-Loyola University Chicago libraries.  While these books or articles are circulated through the Law Library, they do not circulate in the same way as Loyola books and articles.  Any journal proxy account will not extend the due date of an ILL book as it would for a LUC book, since the ILL book due date is subject to the lending library’s policies, not Loyola’s.  However, most lending libraries are understanding and flexible in their lending policies.  To ensure that ILL loans are available for the maximum amount of time, please adhere to the following steps.

1.      First, a representative from the [LUC Law Student Publication] must meet with  Lucy Robbins before the journal will be given a proxy account.  In that meeting (which will be 5-10 minutes) the following information will be presented in person and the proxy username and password will be given to the representative.  It is the responsibility of the representative to distribute the information to the other journal members.

Please note: the proxy account will allow for individuals to check out ILL books directly to the Law Journal, but to reiterate, this WILL NOT extend the loan period.  The proxy account will consolidate all ILL loans under one account and any overdue fines or other fees will be charged directly to the [LUC Law Student Publication] rather than to the student who requested the material.

2.     Log on to ILLiad with the journal proxy username and password.   All requests for interlibrary loans for use by the [LUC Law Student Publication] must be made through the proxy account described in part 1.  Please note, while there are no procedures to stop students from requesting books for use by the [LUC Law Student Publication] with their personal account, requests made with the proxy account will be given greater priority when request loads are heavy.  Similarly, without exception, any requests made by individuals which incur fines or fees will be the sole responsibility of the individual.  To ensure that books for use by the [LUC Law Student Publication] are received faster and are the responsibility of the journal, please be sure to request such books under the proxy account.

3.      There are two ways to generate a request:

a.   If you know the information of the material you are searching for, choose the appropriate request form to the left (“Article” or “Book”) , you may enter it into the request form that generates.  Please get as much information as possible into the form.  If possible have the ISBN listed: this will provide the most accurate results.

b.   If you need to search for a book from other libraries, you may search through WorldCat . When you come to the book you wish to request click on the book’s link; then on the book’s item page, click on “Request from another library”.  This will take you to ILLiad’s login page: login as normal and you will find the request form will be generated for you.  Ensure that all of the information is correct.

4.     Once all the information is correct, the requester must put their Loyola email into the “Notes” field to ensure that they will be contacted when the item comes in (the default email address is the managing editor of the Annals).  When all of these steps are completed, click on the “Submit Request” button at the bottom.  Once the request is sent the book will arrive between four and 14 days, depending on which library is sending the book.

5.     When a book arrives, it will be held at the Law Library Circulation Desk until it is due back at the lending library.  To get the book, any member of the [LUC Law Student Publication] may pick up the book.  To check the book out, a member must print and sign their name, and fill out the date.  Once signed, the book will be lent out to the [LUC Law Student Publication]’s possession.

6.      When a book becomes due you have two options to have it for longer:

a.   First, request a renewal through ILLiad.  Once logged in, click on the “Renewals/Checked Out Items” link on the left.  All the books you have out will appear; click on the “Transaction Number” for the book you wish to renew.  When the book record is generated, click on the “Renew Request” button at the top of the form.  This will send the request through ILLiad to the lending library.  Most often, the lending library will grant the renewal for the first request; several will grant a second renewal but some libraries restrict more than one.  If a renewal is denied, please return the book immediately AND…

b.   Contact Lucy Robbins. the Law Library’s Head of Access Srvices (312-915-7198 or  Inform her that you still need the book: she will compile a new request form for you and send it to more lending libraries to get another copy of the material you need.  It is best to contact her a week before the book is due so that she can get the book before or shortly after the copy becomes overdue.

7.     Finally, if a book becomes VERY overdue (more than a month) then the [LUC Law Student Publication] privileges for borrowing both ILL and LUC books will be suspended.   If a book is lost or any fees are accumulated due to an overdue book, those are the responsibility of the [LUC Law Student Publication]All contact will be made to the Editor-in-Chief and the student who signed out the book to collect those fees.

Journal Shelvng Policies

Each journal has a designated shelf on the 5th floor of the Law Library.  It is located on the north end of the stacks.  Each shelf is labeled with the journal’s name. 

All library material kept on these shelves must be properly checked out to the journal or journal member.  Non-circulating items may not be stored on the journal shelves.  If we locate an item that has not been properly checked out, it will be removed.  All materials left on these shelves are the responsibility of the journal or journal member.  The library is not responsible for damage or loss to any items left on these shelves.  All items must be removed from the shelves at the end of the academic year. 

Access to Other Local Law Libraries

Loyola law students have access to other Chicago-area academic law libraries,  subject to those libraries' individual access policies, with their Loyola ID. Some Chicago-area academic law libraries restrict access to outsiders during finals and bar exam periods, so check before you go.

If it turns out that Loyola does not own an item, but it is available at another local law school library, you can, subject to that library's access policy, go to that library and copy the cited material (or take a picture of it). You may wish to follow this procedure if you do not have time to wait for an interlibrary loan request or if the material does not circulate.

Be aware that you may not check materials out from other law school libraries and you are subject to that library's policies and procedures for copying.

Subject Guide