Interlibrary Loans - AUBIExpress FAQs

      Q: I am an undergraduate student. Can I use AUBIExpress?

      Q: I am a Distance Education Student. Are the rules the same for me if I use AUBIExpress?

      Q: What form do I use to request an AUBIExpress?

      Q: What is the difference between Interlibrary Loan and AUBIExpress?

      Q: What kind of software do I need on my machine to be able to use AUBIExpress?

      Q: Do I have to use my university email address for AUBIExpress delivery? Can't I use Hotmail, Yahoo, or one of the commercial email services?

      Q: If I use my Auburn email address for delivery but have that mail set to forward to a commercial email service, will you send my articles to me?

      Q: If I am in the library, can't I just bring the journal to you and have it scanned and sent to me right away?

      Q: Can I bring you a personally owned book to have part of it scanned and sent to me?

      Q: How long from the time of submission until I receive my article?

       Q: Is there a limit to the number of requests I can make?

      Q: Sometimes I have gotten more than 5 requests a day, I thought there was a limit?

      Q: Can I have a photocopy of an article sent to my campus office? What about faxes?

      Q: I know the journal title, year, and page numbers. Is that enough information to make a request?

      Q: If my citation doesn't include the page numbers of the article, can I still request it?

      Q: Can I ask for any article, or does the length matter?

      Q: Can I get book chapters from AUBIExpress? Can I get the whole book scanned and sent to me?

      Q: I need a chapter from a book that is charged out to another patron. Can I request it through AUBIExpress?

      Q: I want something that the catalog says is on microfilm. Can I request that through AUBIExpress?

       Q: If the catalog says something is in closed stacks, can I still get it through AUBIExpress?

      Q: What kinds of holdings are not available through AUBIExpress?

      Q: I need an article from a journal that is housed at the Vet Med Library. Can I still request it?

      Q: Can I request an article from a current issue of a periodical?

      Q: I need some articles from recent newspapers. Can I get those through AUBIExpress?

      Q: I’m in Education and want to get some ERIC documents. Can I get those through AUBIExpress?

      Q: I recently requested an article and received an email saying the journal was at the bindery. What are my options now?

       Q: Can I print out multiple copies of the pdf of my requested articles to give to my friends?

      Q: Sometimes when I ask for an article it comes as two separate attachments. Why is this?

      Q: I recently received an AUBIExpress with the words "closest match to citation" in the subject line. What does that mean?

      Q: Sometimes when I put in a request I receive the article text from a database instead of a pdf from AUBIExpress. Why?


Q: I am an undergraduate student. Can I use AUBIExpress?

A: AUBIExpress is restricted to Auburn University faculty, staff, graduate students and distance education students.


Q: I am a Distance Education Student. Are the rules the same for me if I use AUBIExpress?

A: All of the guidelines and rules still apply to Distance Education Students (DES) submissions with the exception that we will provide pdfs of items that are held on microfilm for these patrons. DES patrons need to understand that the quality of the scans will be lessened due to the source material.


Q: What form do I use to request an AUBIExpress?

A: AUBIExpress provides an online form that can be accessed through the library online catalog, AubieCat, or from the Delivery Services web page of the library website. This form is transmitted to our electronic inbox. Requests are printed and processed first thing in the morning and throughout the day at regular intervals.


Q: What is the difference between Interlibrary Loan and AUBIExpress?

A: AUBIExpress is for items that are held in physical volumes in the main library and branch libraries. Interlibrary loan is for items that our library does not own or may lack the volume you need. Checking the online catalog (AubieCat) will give you the information to determine whether you need an Interlibrary Loan or an AUBIExpress request. AUBIExpress and Interlibrary loan are part of the same unit within the library and work closely together to serve our patrons.


Q: What kind of software do I need on my machine to be able to use
AUBIExpress?

A: You will need the latest version of Adobe Acrobat Reader to access your pdf attachments. This is available as a free download from the Adobe website.


Q: Do I have to use my university email address for AUBIExpress delivery?
Can't I use Hotmail, Yahoo, or one of the commercial email services?

A: In compliance with the university standard, we require you to use your Auburn University (username@auburn.edu) email address for the delivery address of your articles. Commercials email mailboxes are too small and may cause our deliveries to fail.


Q: If I use my Auburn email address for delivery but have that mail set to forward to a commercial email service, will you send my articles to me?

A: Setting your university mail to forward to a commercial account may result in the same failure to deliver. If we send your article and the mail is returned, we will attempt to re-deliver three times. After three attempts your requests will be cancelled and your scans deleted without notification.


Q: If I am in the library, can't I just bring the journal to you and have
it scanned and sent to me right away?

A: If you choose, you can bring a library journal or book to our department for us to scan. However, you still must fill out an online request so that your request will have a time-stamp on it. Your request will not be placed ahead of those requests that have already been submitted by other patrons so supplying us with the volume will not necessarily get your request to you any quicker.


Q: Can I bring you a personally owned book to have part of it scanned and sent to me?

A: No. AUBIExpress only scans and sends items that are part of our library collection.


Q: How long from the time of submission until I receive my article?

A: How quickly your article arrives in your mailbox is determined by the volume of requests we are dealing with at a given time. We try to guarantee a 72 hour turnaround whenever possible. You could receive your article the same day it is submitted (sometimes within hours), the day after submission, or it may take the full three days to arrive. This holds true only if your citation is correct and the volume you have requested is on the shelf and available at the time it is requested.


Q: Is there a limit to the number of requests I can make?

A: No. There is no limit to the number of submissions a patron can make to our service. However, we do limit patrons to the receipt of 5 transmissions a day until all the requests for that day have been processed. This means you may receive a combination of responses from us including denials, notices that your request had to be moved to ILL, notification that the item is charged out, etc. or a pdf of the article to comprise your 5 for a day. All your requests will be processed (data entry done and call numbers checked) on the day they are submitted. Your first 5 requests will be processed and delivered, and any additional requests will be partially processed and held for completion the next day.


Q: Sometimes I have gotten more than 5 requests a day, I thought there was a limit?

A: When workflow permits, we do process and scan additional requests over the 5 per person limit, but only after all the daily orders have been processed and each patron has been sent their initial 5 responses.


Q: Can I have a photocopy of an article sent to my campus office? What
about faxes?

A: No. AUBIExpress is strictly an electronic mail delivery service. We do not provide hard copies (photocopies) or fax articles.


Q: I know the journal title, year, and page numbers. Is that enough information to make a request?

A: Yes. The AUBIExpress form requires that you provide the journal title and call number. The other fields are not required because we realize patrons may not always have a complete citation. We do ask that you provide the maximum amount of information you have from your citation. The more complete the citation, the quicker we can provide your article. Submissions that do not include the article title and author are difficult for us to verify and may be cancelled without being filled.


Q: If my citation doesn't include the page numbers of the article, can I
still request it?

A: Yes. We do accept citations without page numbers but this may delay your request. Citations without page numbers may need to be verified in one of our many databases and this will take additional processing time.


Q: Can I ask for any article, or does the length matter?

A: We do limit article or book chapter size to 50 pages. Most articles (not monographs) will fall into this category. The limitation is due partly to the need to restrict the size of the pdf attachments and also to keep the volume of the service to a manageable size.


Q: Can I get book chapters from AUBIExpress? Can I get the whole book scanned and sent to me?

A: Book chapters under 50 pages can be requested through our service. Please include the pagination and chapter number or title whenever possible. We will scan a limited number of chapters from any one title (usually two or three depending on the book length) but because of copyright regulations we will not provide an entire text.


Q: I need a chapter from a book that is charged out to another patron. Can
I request it through AUBIExpress?

A: No. Items that are charged out to another patron are not available through AUBIExpress. AUBIExpress will not recall a book on a patron’s behalf. The patron retains the option of recalling a book and checking the material out instead of using our service.


Q: I want something that the catalog says is on microfilm. Can I request
that through AUBIExpress?

A: No. AUBIExpress provides articles from bound or current issues of journals and book chapters. We do not create pdfs from microfilm, microfiche, or microcard because we cannot provide a good quality scan from these materials. Exceptions are made only for those students enrolled in Distance Education.


Q: If the catalog says something is in closed stacks, can I still get it
through AUBIExpress?

A: Yes. Items in closed stacks are included as part of our service.


Q: What kinds of holdings are not available through AUBIExpress?

A: Items that are held in our Special Collections and Reference Collections are not included in our service. Oversized items (most are stated as such in AubieCat) are also excluded because they cannot be scanned adequately. Microcard, microfiche, and microfilm are also excluded unless the patron is enrolled as a Distance Education Student. Many government documents are not available through AUBIExpress because of their size, length, or format.


Q: I need an article from a journal that is housed at the Vet Med Library.
Can I still request it?

A: Yes. The collections from both branch libraries, Cary Veterinary Medical Library and Library of Architecture, Design and Construction (LADC), are included in our service.


Q: Can I request an article from a current issue of a periodical?

A: Yes. Pdfs created from current issues are available through our service. However, if the journal article is available online in pdf or full text format from one of our databases we will not duplicate that material.


Q: I need some articles from recent newspapers. Can I get those through
AUBIExpress?

A: No. Newspapers are not included in the AUBIExpress service. Many of our current newspapers are held in paper form until they are replaced by microfilm. Some titles are available through the databases and on microfilm. Our holdings are in formats that are not available through our service.


Q: I’m in Education and want to get some ERIC documents. Can I get those through AUBIExpress?

A: No. ERIC documents are held in microform format and cannot be obtained through AUBIExpress. Patrons must access the material on the 1st floor of the library. The service desk will be happy to assist patrons in finding ERIC material.


Q: I recently requested an article and received an email saying the
journal was at the bindery. What are my options now?

A: If you receive an email notice that the item you requested is at the bindery and is unavailable you will have to make your request at a later date. We do not hold requests for future processing. If an item is unavailable because it is at the bindery or it is a current issue which has not been received you must re-request the item when AubieCat shows the item is available for use.


Q: Can I print out multiple copies of the pdf of my requested articles to give to my friends?

A: The same fair use rules that apply to photocopies a patron would make of any published material govern the intended use of the pdfs we provide. Their content should not be copied or emailed to multiple sites or posted to a listserv without the copyright holder's express written permission. However, users may print, download, or email articles for their own individual use.


Q: Sometimes when I ask for an article it comes as two separate
attachments. Why is this?

A: Our emails must conform to the restrictions set by DUC which governs the size of attachments. Sometimes we must divide your article into two parts so that each attachment meets those restrictions. The subject line of our email will indicate if a pdf is a part 1 or 2 of a split attachment.


Q: I recently received an AUBIExpress with the words "closest match to
citation" in the subject line. What does that mean?

A: This notation is included to alert you to the fact that the item we found did not match each detail of the citation as given. If the majority of the citation matches and only one factor differs (pagination, author, etc.) we include this note so the patron knows to check the article and make sure we have found the correct item.


Q: Sometimes when I put in a request I receive the article text from a database instead of a pdf from AUBIExpress. Why?

A: AUBIExpress does not duplicate articles that are provided in full text or pdf format by one of our electronic links in AubieCat to a database or the ejournal. If we can access the full text or pdf online we either forward the article to you directly from the database, have a link sent to you from the database, or download the pdf and send it on to you as an attachment as a courtesy. Patrons are urged to check AubieCat for hyperlinks that may provide them direct access to the articles they are seeking before submitting an AUBIExpress request.

Last Updated: May 11, 2012