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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 in conjunction with their cite-checking assignments. Student publication members who check out materials from one of the Loyola University libraries as individuals are solely responsible for adhering to that library’s policies regarding use and return of those materials. Loyola student publications, however, may create “proxy” accounts for their members. Individuals may then check out books to the student publication itself. For more on proxy status, see the “Proxy Access” section below.

Please be aware that the Law Library is part of the Loyola University Libraries, but Cudahy and Lewis library operate with different policies than the Law Library. If a book is overdue and accrues a fine from either Cudahy or Lewis, the student member will need to pay the fine if the student has checked the book out as an individual. Thus, it behooves those in charge of student publications to (1) ensure that individual members have proxy access (so that the student is not individually liable for the fine) and (2) to ensure that books are returned promptly when they are no longer needed.

Requesting a Book from Loyola Libraries

Students can request that books from the Law Library or other Loyola Libraries be pulled from the shelf and held for pick-up at any circulation desk. In order to request a book, you must first find the item you want in the Library Catalog, then click on “Get Item”, and then “Log in to request”.  Sign in with your Loyola ID and password, then click on “Request Loyola copy.”  For the Pickup Location, be sure to select “Law Library” from the drop-down menu, then click on Request.  Books should be available within 2-3 business days and will be held for 10 days. Patrons will be notified by email when books are ready to be picked up. (Please allow extra time for delivery to or from the Health Sciences campus.)

Loyola Student Publication (Proxy) Accounts

The editors of a student publication may choose to set up a group library account on behalf its members. These accounts are called proxy accounts.  When a student publication creates a proxy account for its members, its members 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. To set up a proxy account, please contact Lucy Robbins in the Law Library.

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 law-library@luc.edu) so that the mistake can be corrected before any fines or fees are administered.

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.

WorldCat Student Publication Accounts

ILL Policies

Interlibrary loans are all requests made for materials outside the Loyola University Library system. While books or articles received from other libraries are circulated through the Law Library, they do not circulate in the same way as Loyola books and articles.  The board or editors of Loyola Law School student publications may choose to set up a proxy account for its members to borrow books via interlibrary loan as members of the student publication rather than as individual students. Please be aware that having a 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 (Lrobbi2@luc.edu) 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 Lrobbi2@luc.edu).  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 or that is overdue 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