Pilot Lending Services FAQ
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Your guide to frequently asked questions about the Library's Pilot Emergency Temporary Lending Services: PETDOR & PETDOR + Mail
How is UCLA Library addressing the campus’s phased research ramp-up needs during the public health crisis?
UCLA Library launched a Pilot Emergency Temporary Digitization on Request (PETDOR) service on July 6, 2020 to address time-sensitive and urgent campus research needs. The service is iterative and began with a focus on published book chapters and journal articles in the Library's general print collections that have not been previously digitized.
On August 12, the Library added a shipping feature to the PETDOR service – PETDOR + Mail – to address the need for physical books from UCLA-owned circulating collections. The Library will fill requests for physical materials not available in the HathiTrust Digital Library via direct delivery to your domestic shipping address (not a campus address or P.O. Box). Please see the pilot services website for updated service announcements.
What is the process for accessing PETDOR & PETDOR + Mail services?
The process to request digitized and physical materials during the temporary service is similar to placing an interlibrary loan request. Researchers will be asked to fill out an online form in order to register for an account. Once active, researchers can submit specific requests.
What steps is the Library taking to mitigate risk for staff who are processing digital and shipping requests?
Library leadership is guided by our priority of mitigating risk for Library staff and the entire research community. We have adopted rigorous practices as required elsewhere on campus, including reduced personnel density, extensive sanitization protocols, required daily symptom monitoring and mandated use of face coverings and personal protective equipment. We will continue to adapt these practices as we receive new safety guidelines and in-line with campus guidance, ensuring services are optimal for everyone.
Who can use the temporary digitization on request and shipping services?
During the pilot phase of the digitization service (PETDOR) and the shipping service (PETDOR + Mail), priority will be given to requests from UCLA graduate students working under practical deadlines, followed by early-career faculty, followed by early career researchers. Our intention is to grow service capacity over time, adding additional users as we review the demand for services.
What about undergraduate students? When can they use the temporary digitization on request or mail services?
As we gauge demand during the pilot phase, we will adjust service levels and strive to add more users as soon as possible, including undergraduates. Assuming we are able to prioritize conditions that mitigate risk to our staff and users, we hope to add additional users before the summer ends.
Do the digitization and shipping services support instruction?
During this current research ramp up phase, the temporary digitization on request and mail services are focused on urgent research needs. As we gauge demand for these services during the pilot phase, and as the impacts of the COVID-19 pandemic remain fluid, we are hopeful that we will be able to bring digitization services for instruction online for the fall quarter before the summer ends. Meanwhile, the Library's course reserves service is available; please see the Library's website for information for instructors or to contact a subject librarian.
Are there materials which are not included in the digitization and shipping services?
During research ramp-up phase 2, both services – PETDOR & PETDOR + Mail – will not apply to manuscripts, special collections, non-general collections materials, and materials from affiliate libraries and centers. The phase 2 iteration of the digitization service is limited to book chapters and journal articles that have not been previously digitized and placed in HathiTrust Digital Library or elsewhere. Eligible materials for the PETDOR + Mail service include regularly circulating UCLA Library books and monographs not available in the HathiTrust Digital Library.
I want a copy of a physical book shipped to me that is also in HathiTrust? Why can’t I get it?
In order to maintain our agreement and provide online access to materials available in HathiTrust, we may not circulate material available in HathiTrust. The HathiTrust Digital Library is responding to the current emergency by providing the UC system with temporary access to books in their digital library that are also in the UC Libraries’ physical collections, including those still under copyright, for as long as our library buildings remain closed. We would violate the terms of this agreement, which is designed to respect Fair Use of copyrighted material, if we provided physical access to materials that are also being made available via the HathiTrust site.
How much time does it take to fill a request?
Current estimates for digitizing materials are from 4 to 7 business days.
For shipped materials, please allow a minimum of 2 weeks for delivery. Book requests are processed Monday-Friday, 8AM to 5PM in the order in which they are received and will usually take 4 to 7 days to retrieve from our collections. Once shipped via FedEx or UPS, estimated delivery time is 3-7 days from when the material is mailed.
How will the digitized materials be delivered?
Once a researcher acknowledges the copyright statement, materials will be delivered via email with a link to view the PDF. Specifically, the digital materials will be sent via the Library's interlibrary loan system, which is called VDX. The email will send a link for researchers to log into MyILL Requests. After logging in, users will see the link to the PDF. Please note: All requests must comply with current United States copyright law.
Is there a limit to the number of items that can be requested?
At this time, the Library is not imposing a limit; however, the larger a request, the longer it will take to fulfill.
Is it possible to have physical materials shipped internationally or to P.O. Boxes via PETDOR + Mail?
At this time, the Library is shipping to domestic addresses only, excluding campus addresses and P.O. Boxes. Materials are shipped via UPS and FedEx; neither vendor delivers to P.O. Boxes, and the UCLA Library does not ship any material internationally.
What if my shipped material doesn’t arrive?
How long may I keep the book?
Books are loaned 6 months for faculty and 3 months for graduate students. You may renew your books as needed.
What happens if my book is recalled by someone else?
Currently, the ability to recall material has been disabled. As the phased research ramp-up progresses, the Library expects this may change.
I’m ready to return my materials, now what?
If you are in the Westwood area and would like to return materials, you can deposit returns via the remote book drops at all libraries. Materials may also be mailed to the Library. Contact firstname.lastname@example.org for additional instructions and to receive a postage-paid mailing label.
How much do PETDOR & PETDOR + Mail services cost?
The fee for the digitization service during this pilot phase is being waived until UCLA Library is able to re-open library locations across campus and re-start its regular scanning and digitization services. Shipping costs also are being waived during this pilot.
When will the temporary digitization on request and mail services end?
Once the need to supply content remotely is no longer a priority for the mission of the University, the service will be retired. Furthermore, please note that the service is being piloted and provided "as is" and "at will." The Library makes no guarantees that this service will be permanent, and it may be terminated at any time if demand exceeds our capacity to deliver services or we determine that staff processing these services are at risk.
Are there other services the Library is considering offering or re-starting in research ramp up phase 2?
Yes. The Library is currently evaluating a paging and pick-up service.
What about the Interlibrary Loan (ILL) program? Will this service be restarted soon?
UCLA Library is currently able to obtain articles and chapters via ILL. UCLA Library does not expect to re-start the borrowing of physical materials until phase 3 or phase 4 of the research ramp-up. The re-start date for the program is dependent, in part, on partner libraries being open and staff to process requests, and on our ability to mitigate risk for our staff, librarians and patrons in order to resume campus-based operations.
If you currently have ILL items in your possession, the due dates have been extended until October 31, 2020.
Is there a guide to the remote resources the Library is now offering?
When and how will Library services be restarted?
The health of our staff, librarians, and users is of paramount importance and is what guides our planning process. With phase 2 research ramp-up (current phase), the Library has begun what will be a gradual restart of limited services. During phase 2, all library buildings remain closed to all users and all services remain remote. In phase 3, we expect to partially reopen some library buildings with staff providing limited paging services so long as remote access for HathiTrust materials can be continued. In phase 4, we expect to return to quasi-normal operations: library facilities may gradually reopen with some areas available for study and other uses while others remain unavailable because physical distancing cannot be assured. Of course, the impacts of the COVID-19 pandemic remain fluid and may result in a change of plans as new information comes to lights.
What about the many campus affiliate libraries and study centers? When will they begin to restart services?
UCLA has nearly a dozen campus-based affiliate libraries and/or study centers that are not under the direct administration of the UCLA Library. Some of these units reside on campus, but a few of them are in other locations. We invite you to visit a list of affiliate libraries for information about their services.