Frequently Asked Questions about ILLiad and Interlibrary Loans

Note: this page is relevant for Metropolitan Museum of Art staff and volunteers only.

General

Am I eligible to use Watson Library's ILL service?

All Museum staff and volunteers are eligible to use Watson Library's ILL service for Museum-related research.

Back to top   Back to Illiad Login Page
Are there fees for ILL services?

Watson Library does not charge researchers for ILL requests. However, ILL transactions do cost the Library money (about $18 per request on average, not counting staff time or overhead). The Library is also responsible for paying fines for overdue, damaged, or lost materials. We ask that you please keep these costs in mind by only placing requests for items that are necessary for your research and by returning book loans on time.

Back to top   Back to Illiad Login Page
What is ILLiad?

ILLiad is Watson Library's interlibrary loan (ILL) management system. ILLiad is what you must use to request articles and book loans for items that are not located in one of the Museum's libraries, but which you need for your Museum-related research.

Back to top   Back to Illiad Login Page
Do I have to use ILLiad to place an ILL request?

Yes. To request an item via interlibrary loan, you must first register with ILLiad. If you do not register yourself, Interlibrary Services staff will have to register for you in order to process your request. This may delay processing time.

All Museum staff wishing to use the Library's ILL service must register with ILLiad. Registration is a one-time process that will take approximately 5 minutes.

Back to top   Back to Illiad Login Page
Can I access ILLiad from outside the Museum?

Yes. You can access your ILLiad account from any computer with an Internet connection. Just click on the "Interlibrary Services" link from the Watsonline home page. You may also want to add the ILLiad logon URL (http://metmuseum.illiad.oclc.org/illiad/logon.html) to your browser favorites or bookmarks.

Back to top   Back to Illiad Login Page
What is my "ILL home page"

Your ILL home page is the first page to appear after you log in to your ILL account. From there, you can place new requests, check on the status of recent requests, renew checked-out items, etc.

Back to top   Back to Illiad Login Page

The Interlibrary Loan Process and Policies

May I request an item on someone's behalf? May others request an item on my behalf?

Researchers may request items for others. However, the person whose name is on the request - not necessarily the ultimate recipient - will be held responsible for the loan.

So, if multiple people will be requesting items on behalf of one other person, we recommend that there be one centralized ILLiad account in the name of the person who will be using the item. However, the contact information (phone extension and e-mail address) for that centralized account should be a person who is willing to receive the notification e-mails and due-date reminders, and will be responsible for returning items on time, requesting renewals, etc.

For example, let's say multiple Research Assistants (Jane, Lisa, and Stanley) are requesting items for Curator Bob Watkins. Since Lisa works at the Museum full-time and checks her e-mail regularly, she can create an ILL acccount under Bob Watkins' name, but using her own e-mail address. Lisa can then distribute the password to Bob Watkins' account to Jane and Stanley and they, too, can place requests for Bob. That way, if Jane, Stanley, or Lisa leaves the Museum and the book is still checked out, we know that Bob Watkins has the book.

Bob, Jane, Lisa, and Stanley can still have their own private ILL accounts if they wish, they will just need to use a different username and password from the one on Bob's centralized account.

. Back to top   Back to Illiad Login Page
May I request an item that appears in Watsonline but is currently checked out?

If an item appears in Watsonline but is checked out to another researcher, please try recalling it before placing an ILL request. Recall instructions can be found here. If you do not receive the recalled item within a week, you may place an ILL request for it. Please indicate in the Notes field that you have already tried to recall the item.

Back to top   Back to Illiad Login Page
May I request an item that is owned by one of the Museum's departmental libraries?

If an item appears in Watsonline and is held by one of the Museum's departmental libraries, please consult that library first (policies and contact information for many departmental libraries can be found here). If the item is inaccessible or insufficiently accessible, you may place an ILL request for it. Please indicate in the Notes field that you have already consulted the departmental library.

Back to top   Back to Illiad Login Page
May I place an ILL request for something that is available at Columbia, New York Public Library, or NYU/IFA?

Yes, you may. However, since the Museum has special arrangements with Columbia University Libraries (see here) as well as and Bobst and the IFA Libraries at NYU, and since New York Public Library is open to all researchers, we encourage you to visit those libraries in person. The online catalogs of these libraries provide information about item availability. This page also provides links to the catalogs of most major New York City libraries.

Back to top   Back to Illiad Login Page
Do I place an ILL request for something that is listed as Offsite in Watsonline?

No. These items should be requested through Watsonline.

Back to top   Back to Illiad Login Page
How many items may I request through ILL at any given time?

Though we stress that there are no limits to the amount of ILL requests which any researcher may place, we do ask that you bear the costs of interlibrary loans to Watson Library in mind (see above) and only request items that are necessary for your research. Also, since book loans have a due date of approximately one month after they arrive and not all renewal requests will be granted, you may want to spread your loan requests over time if possible.

Back to top   Back to Illiad Login Page
How long will it take for my item to arrive?

Delivery time varies for interlibrary loan items. Average turnaround time for book loans is about a week. Articles and chapters that are delivered electronically usually arrive more quickly. In some cases, however, when an item is rare, difficult to find, or can only be obtained from a library overseas, delivery can take up to three months.

Back to top   Back to Illiad Login Page
What if I need something immediately?

If you need something immediately and it is available at another library in New York City, your best bet is to go to that library in person (contact Watson Library's Reference Desk at x2225 for help in searching local libraries). If the item is not available in a local library, proceed with submitting the ILL request and indicate in the Notes area that your request is urgent. We will do our very best to obtain the item as quickly as possible. However, we cannot guarantee an immediate turnaround.

Back to top   Back to Illiad Login Page
How do I check the status of my request?

From your ILL home page, click on "Outstanding Requests" from the menu on the left. From there, you'll be able to see whether your request has been processed. Some common statuses you may see and their explanations are:

  • Awaiting Request Processing: The request has yet not been processed by ILL staff.
  • Request Sent: The request has been sent electronically to a series of potential lenders.
  • Awaiting Unfilled Processing: The request has been denied by the first (or several) series of potential lenders, and needs to be re-processed by ILL staff.
  • Awaiting Level 2 Search: The item is not available through regular ILL channels and requires additional search time by ILL staff.
  • Awaiting Level 3 Search: The item is not available for ILL from a North American Library, and requires extensive searching in European or other foreign institutions.
  • Delivered to Web: The item has arrived in electronic format, and you can access it by clicking on "Electronically Received Articles" from your ILL home page.
  • Checked Out to Customer: This is a book loan that is currently checked out to you.
  • Request Finished: You have received the item, and if it is a book loan, you have also already returned it.
  • Cancelled by ILL Staff: The request has been cancelled and is no longer active. You will always receive a notification via e-mail when a request is cancelled, with an explanation of why the item was not obtained.

  • If you need more precise information regarding your request's status, please contact contact Interlibrary Services.

    Back to top   Back to Illiad Login Page
    How will I be notified when my item arrives?

    You will receive an e-mail from Interlibrary Services as soon as your item arrives and has been processed. Please make sure robyn.fleming@metmuseum.org and interlibrary.services@metmuseum.org are on your e-mail account's "Safe Senders" list.

    Back to top   Back to Illiad Login Page
    Once I've been notified that my item has arrived, how do I obtain it?

    If you are affiliated with a department in the Museum:

  • Books will be delivered to your department within 24 hours of arrival;
  • Articles that are sent to us in print form will be sent to your department through interdepartmental mail (i.e. a "cheese");
  • Articles that are sent to us electronically will be available through the "Electronically Received Articles" link from your ILL home page. (What is my ILL home page?)
  • If you are not affiliated with a department in the Museum (e.g. if you are a Watson Library carrel-holder, intern, or volunteer)*:

  • Books will kept for you on the Watson Library Hold Shelves under your last name;
  • Articles that are sent to us electronically will be available through the "Electronically Received Articles" link from your ILL home page. (What is my ILL home page?)
  • *Note: If you are not affiliated with a department in the Museum or do not want your items delivered to a department for any reason, please inform Interlibrary Services.

    Back to top   Back to Illiad Login Page
    Can I take a loan out of the Museum?

    Interlibrary loan books should be treated as Watson Library's own books. They cannot leave the Museum building, though in most cases you may take them to your office. Certain ILL books must stay within Watson Library - this is determined by the lending institution's policies. In these cases, you will receive an e-mail when the book arrives stating that it is "Library Use Only."

    Back to top   Back to Illiad Login Page
    How long can I keep a loan?

    Most books can be kept for approximately one month, with the option of renewing them. The label on the green book band indicates the due date in bold.

    Back to top   Back to Illiad Login Page
    How do I renew a loan?

    From your ILL home page (what is my ILL home page?), click on "Checked Out Items" from the menu on the left. Then click on the transaction number of the item you wish to renew, and click on the "Renew Request" button in the top-left corner. Please note that renewals are not automatic, but must be approved by the lending institution. Within a few days, you will receive an e-mail from us stating whether your renewal request has been granted or denied.

    Back to top   Back to Illiad Login Page
    I followed the renewal instructions, but I still do not see the "Renew Request" button.

    If you do not see the Renew Request button, it is because the lending instutution has automatically blocked any additional renewals. If you are still actively using the item, please contact Interlibrary Services and we will try to contact the lending institution directly for an extension.

    Back to top   Back to Illiad Login Page
    What can I do if my request for renewal is denied?

    Simply return the item and, if you still need it, submit another ILL request for the same item. Please bear in mind that Watson Library may be charged by lending institutions for not returning loaned items on time.

    Back to top   Back to Illiad Login Page
    How and where do I return ILL books?

    As with Watson Library books, you may return your ILL books to the Watson Library Circulation Desk or, if you are affiliated with a Museum department, leave your books to be picked up by someone from Watson Library according to your department's regular pickup schedule.

    Back to top   Back to Illiad Login Page

    Registration

    Why do I need a username and password to use ILLiad?

    You cannot place an ILL request through ILLiad without creating an account (i.e. registering). To do this you must have an ILLiad username and password.

    Back to top   Back to Illiad Login Page
    Are my username and password secure?

    Yes. Your username and personal information will be visible to Interlibrary Services staff only. However, no one but you will know your password, not even Interlibrary Services staff. The password you set is stored in an encrypted file.

    Back to top   Back to Illiad Login Page
    What is my 6-letter MMA network login ID?

    Your MMA network login ID is the name the Museum's IS&T department assigned to you in order to be able to use computers from within the Museum's network. An example of an MMA network login ID for someone named Fox Bidwell is "bidwef".

    Back to top   Back to Illiad Login Page
    Why should I use my MMA network login ID as my username?

    Although you can use any username you choose, we strongly recommend that you use your MMA network login ID. This will not only be easy for you to remember, it will also allow for quicker processing of your first ILL requests.

    Back to top   Back to Illiad Login Page
    What if I forget my username?

    Reminder: usernames are case-sensitive. If you forget your username, contact Interlibrary Services.

    Back to top   Back to Illiad Login Page
    I forgot my password. What do I do?

    Reminder: passwords are case-sensitive. If you forget your password, click on the Forgot Password? link on the ILLiad Login page to create a new one. Alternatively, you may contact Interlibrary Services, and we can reset your password to the default system password. If you choose the latter option, please remember change your password from the default as soon as you are able to log in to ILLiad by clicking on the 'Change Password'" link at the bottom of the page.

    Back to top   Back to Illiad Login Page
    Can I use a non-MMA e-mail address?

    Yes. Please use an e-mail address that you consult frequently, so you will know when your items arrive, how they will be delivered to you, when they are overdue, etc.

    Back to top   Back to Illiad Login Page
    How do I know if I'm already registered for ILLiad?

    If you are not sure if you have a Watson Library ILLiad account, please contact Interlibrary Services.

    Back to top   Back to Illiad Login Page
    How do I update my personal information (e.g. phone extension, title, etc.)?

    Once you are logged in to your ILLiad account, click on the '"Change User Information'" link under the Tools menu, located at the bottom left of the Main Menu. We appreciate your help in maintaining accurate records, so please do update your ILLiad user information as often as necessary.

    Back to top   Back to Illiad Login Page

    Contacting Interlibrary Services

    Whom do I contact with questions about ILLiad or the interlibrary loan process?

    We are always happy to hear from you or discuss issues in person. The Interlibrary Services office is located in Watson Library, towards the back of the Arthur K. Watson Reading Room. Turn left at the Beethoven sculpture and walk straight to the office with all of the book covers posted on the wall.

    Back to top   Back to Illiad Login Page
    Last updated October 2016
    FAQ
    Forgot Password?
    Contact Interlibrary Services

    Watson Library Home

    Watson Library Home