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Document Supply Service

What is the Document Supply Service?

If you need to access a resource that the Library doesn't already have in its collection then please use our Document Supply Service.

You can use the Library's Document Supply Services to request books, book chapters, journal articles or other resources not available at Sheffield Hallam. The Document Supply Service will then apply to borrow these resources from other libraries, both from within the UK and from around the world. Requests for journal articles and book chapters are delivered to you by email, usually within a day. Requests for books can take up to 10 working days, and the books can be collected from either Adsetts or Collegiate library.

If we supply access to a book using this service, this is a loan and needs to be returned to the Library at the end of the loan period so that we can return it to the lending library.

Are there items that can't be obtained by Document Supply Services?

We can obtain most academic books and journals, but we may not able to obtain some items, for example:

 

  • whole e-books (we can obtain chapters of e-books)
  • media items such as CDs and DVDs
  • expensive market research reports
  • internal company reports
  • unpublished reports
  • unpublished papers from conferences or meeting
  • some international references

 

Making a Document Supply request

  • Search for the item you require in Library Search
  • Select 'Search Hallam Library and beyond' from the refine my results options.
  • When the item is found, select 'Request via Document Supply Services'. This will prepopulate the form for you with the details of the resources you are requesting. 
  • Check that the information on the form is correct, read the declaration and tick the box to confirm, then use the send request button to submit.

How can I request a thesis?

You can use the British Library's EThOS service to find and request theses from other British universities. It's free for most items; if you are asked for payment or would like a thesis that is not listed in EThOS, please contact the Document Supply Services team.

What if I can't find the item I need using Library Search - 'Search Hallam Library and beyond'?

If you are unable to find the item you require in the expanded Library search, you may use the Document Supply request form. To avoid delays, complete all relevant information on the form and do not use abbreviations, e.g. for journal titles. Please note that you will need to include the ISSN for journal article requests, which can be found by searching the ISSN Portal.

How can I return Document Supply items in person? 

You can return Document Supply items at both libraries 24/7. If you are returning your item during staffed hours, please hand it back to the Hallam Help desk. Outside of staffed hours, please return the item to the library reception. 

When returning your Document Supply items, please keep in the bookmark that was originally supplied with your item and return them to the library that issued them to you. 

Please note that the Document Supply item won't be taken off your library account straightaway, but in most cases will be taken off your library account the next working day. 

Can I return Document Supply items by post?

You are welcome to post your items back to the libraries, but you will have to cover the cost of this yourself. When you post items back to the library please ensure you use secure packaging to avoid any damage. We would recommend using recorded delivery to cover yourself against loss. Please post your items back to the library you collected the item from: 

Adsetts Library Collegiate Library
Sheffield Hallam University Sheffield Hallam University
City Campus Collegiate Campus
Howard Street Collegiate Crescent 
Sheffield Sheffield
S1 1WB S10 2BP

Can I renew Document Supply items?

No, as the items are borrowed from other libraries worldwide we are unable to renew the items. If you are having difficulty returning your Document Supply items by the due date, please contact the Document Supply Services team.

Document Supply fines

Fines are charged at £2 per day on the overdue items. This applies to every day of the week including weekends. The maximum fine per item is £20.

If you owe £30 or more in fines or replacement costs, you will be unable to borrow or request any more items. 

 

Frequently asked questions

Who can use this service?

All Sheffield Hallam University staff and students. Unfortunately, this service is not available to partners of Sheffield Hallam (including associate members and students from collaborative partner colleges). If you are from a partner college, please contact your home library to request an interlibrary loan. 

Is there a charge for this service?

No, however if the items are not returned on time we do charge a fine. Fines on overdue items are a rate of £2 a day. These books do not belong to Sheffield Hallam University, and as such borrowers are liable for replacement costs and/or admin charges if a Document Supply loan is not returned or is lost.

How many Document Supply requests can I make?

There is no limit, but bear in mind that the service is expensive, so try to be selective and do not abuse it. Before requesting an item, please make sure that it is the correct source and is relevant to your studies. Google Books provides useful previews to help you decide

How will I be informed about the progress of my Document Supply request?

If there are likely to be any delays we will contact you. Any communications regarding your Document Supply request will automatically be sent to your SHU email address.

How long will I have to wait for a Document Supply request to arrive?

Most journal articles and book chapters arrive within a day, and most books arrive within 10 working days.

Delays can happen if:

  • the details of your request are insufficient
  • the item is on loan to another library
  • we have to apply to more than one library

How will I receive my Document Supply request?

Access to journal articles and book chapters will be sent to you as a digital file via email. Book requests will be delivered as a physical copy, we cannot borrow e-books. 

We will notify you by email when the physical book arrives. Document Supply books are self-service, and users will be able to collect their loans from the hold requests shelves at Adsetts and Collegiate. Document Supply books are in brown paper bags and already checked out to users’ accounts, so they do not need to be issued at self-issue machines. 

How long can I keep Document Supply loans?

Most items that we obtain on your behalf will be issued to you and will have a return date clearly displayed. Issue length can vary according to the lending library and the demand; however, the issue length is often around 3 weeks. Some items may be reference only. Document Supply book loans cannot be renewed and it is important that you return any items you have borrowed by the return date. 

Can I share material I have requested through Document Supply Services with others?

No. Material requested through the Document Supply Service can only be used for research for a non-commercial purpose or private study, and must not be shared with any other person (even for teaching purposes) as this would be infringement of copyright. 

Contact us

To check the status of your request, or if you have any issues accessing your request then please contact us on: DocumentSupplyServices@shu.ac.uk