Resource Sharing Policy


The purpose of resource sharing is to expand the range of materials available to North Central Texas College (NCTC) students, faculty, staff, and community users. Resource sharing should not be used as a substitute for collection development based on the needs of our service population. Resource sharing should supplement a collection by either revealing areas of concern within the collection or by supplying users with items that are either difficult to acquire or fall outside the mission of the institution.


NCTC Libraries participate in resource sharing through two distinct programs:

  • Interlibrary Loan (ILL)
  • The TexShare Card program


A Borrower is any authorized NCTC Library user who has requested materials through Interlibrary Loan or is the holder of a TexShare Card.

CONTU Guidelines
National Commission on New Technological Uses of Copyright Works. Guidelines developed to assist librarians and copyright proprietors in understanding the amount of photocopying for use in Interlibrary Loan arrangements permitted under copyright law.

Good Standing
A Borrower in “good standing” is a Borrower who is not currently blocked from checking out materials or barred from using library services due to lost materials, unpaid fines/fees, etc.

Home Library
A Borrower’s “home library” is the library/learning resource center associated with the campus at which he or she attends NCTC classes.

Interlibrary Loan
An Interlibrary Loan transaction is one in which library material, or a copy of library material, is made available by one library to another upon request by a single library user. Also designated as ILL.

A Lender is any institution who participates in resource sharing by loaning materials to other libraries/institutions.

NCTC Library
Refers to the institution of the Library as a whole. Includes the individual Libraries on each North Central Texas College campus.

Online Public Access Catalog. This is also known as the “online catalog.” The OPAC is the web-based tool used to find materials retained by the NCTC libraries.

TexShare Card Program
reciprocal borrowing program sponsored by the Texas State Library and Archives Commission (TSLAC) designed to allow registered users of participating institutions to directly borrow materials from the libraries of fellow participating institutions.

Interlibrary Loan Services

NCTC Libraries provide Interlibrary Loan (ILL) services to qualified users based on the following guidelines. These guidelines are based upon the National Interlibrary Loan Code for the United States, revised 2008, which is endorsed by the American Library Association.

Qualified Borrowers

NCTC Libraries will only borrow materials and/or request photocopies on behalf of authorized library users:

  • Currently enrolled students (including dual-credit and lifelong learning students)
  • NCTC faculty members
  • NCTC staff members
  • Residents of NCTC’s tri-county service area (Cooke, Denton, and Montague counties) that     have a current NCTC Library Card.

Authorized users must also be in good standing (not blocked or barred from library use).

Submitting Borrowing Requests

ILL requests may be made through the following means:

  • Electronically through WorldCat (Direct Request)
  • Electronically through NCTC’s OPAC
  • Email to the Interlibrary Loan Librarian
  • Submitting an Interlibrary Loan Request form to any NCTC Librarian
  • Contacting any NCTC Librarian (in person, by phone, etc.)

ILL requests will not be submitted for the following items:

  • Materials owned or reserved by any NCTC Library
  • Current textbooks for NCTC classes
  • Recently published materials
  • Rare and expensive materials such as manuscripts
  • Materials for reserve, groups, or any other use by multiple users

Processing Requests

Every effort will be made by the Interlibrary Loan Librarian (or by designated staff) to process borrowing requests within one business day. The Interlibrary Loan Librarian will assess the request according to the dictates of this policy and verify the accuracy of the submitted information. Any issues or discrepancies will be communicated to the Borrower for clarification.

Response from lending libraries may take from 2-3 weeks. Should no Lender be willing to send the requested material, the Interlibrary Loan Librarian will contact the Borrower to discuss other options (TexShare Card, photocopy requests, alternate materials, etc.).

Notification of ILL Material Arrival

NCTC Library users have the responsibility of keeping themselves informed of the status of their requests. NCTC Library staff will notify patrons by phone or email when a requested item arrives.

NCTC Interlibrary Loan materials are processed at the main library facility on the Gainesville campus. Materials requested by Borrowers attending classes at other NCTC campuses will be sent via courier to their home library.

It is the responsibility of the Borrower to notify the Interlibrary Loan Librarian if he or she is either unable to pick up requested materials or if they wish to cancel their Interlibrary Loan request. Requests not picked up from their home library within 10 business days will be returned to the lending library and may not be requested again by that user for the remainder of the semester.

Duration of Loans

The Lender specifies the length of time materials may be kept, usually from two to four weeks. The Lender dictates circulation policies regarding the requested materials. Any fees, fines, or set due dates are determined by the Lender; NCTC Libraries and our users must comply with these policies.


Requests for renewal of materials should be placed at least three (3) days prior to the due date. Once the materials are past-due, no renewals will be allowed. Requests for renewal may be submitted in person, by phone, or by email.

Lenders may or may not grant the renewal request. If the renewal request is denied, the material’s due date remains unchanged and the Borrower remains responsible for returning the item on time.

Some Lenders have a standing policy of disallowing renewals. In such cases, the Borrower will be informed of this by NCTC staff.


NCTC Libraries do not charge for Interlibrary Loan services. NCTC Libraries make every effort to only borrow from free Lenders. However, in some cases, requested material can only be gained from Lenders who charge a fee for their services. The borrower needs to realize that the Lender may not send an item for which the Borrower is unwilling to accept the requested charges.

In the event that a Lender is charging a fee:

  • Borrowers can indicate on the Interlibrary Loan Request form and through the web-form available on WorldCat the maximum cost they are willing to pay.
  • The Borrower will be notified of any fees that may be accrued prior to submitting the request to the Lender.
  • The amount will be added to the Borrower’s library record as a fee.
  • Non-payment of fees can result in being barred from library use and having one’s student accounts blocked in the Registrar’s office.
  • Faculty and staff users will make arrangements for payment with NCTC Library staff according to internal policies.

Charges for Overdue, Lost, and/or Damaged ILL Materials

Borrowers will be charged a fine for every day that ILL materials are overdue.

Borrowers will be charged replacement costs (including any processing fees) to be determined by the Lender for any lost or damaged ILL materials.

Non-payment of fines can result in being barred from library use and having one’s student accounts blocked by the Registrar’s office.

Abuse of Interlibrary Loan Services

Should a Borrower accumulate a history of abusing their Interlibrary Loan privileges by failing to return items in a timely manner, failing to pick up requested items, damaging and/or losing materials borrowed from other institutions, or non-compliance with any other aspect of the Interlibrary Loan policy, NCTC Libraries reserve the right to refuse ILL services to that Borrower. This determination is made at the discretion of NCTC Library staff.