Library Link Victoria FAQs

What is Library Link Victoria (LLV)?

How do I make a search?

Are there any tips to help me if I'm having trouble finding exactly what I'm after?

Can I request only books?

What if I can't find what I want?

Can I request anything I want to?

Are there any fees involved?

Once I've made my request, how long will it take to be delivered?

How long can I have my ILL?

What happens if my request isn't supplied?

What do the statuses in LLV mean?

What are my responsibilities?

What is Library Link Victoria (LLV)?

LLV is a database that allows users to search for and request items not held in the collection of Port Phillip Library Service (PPLS). Requests are made online via the PPLS database, or directly in LLV: www.llv.net.au. To make a request, you need log into your LLV account using your PPLS membership number and password/PIN.

How do I make a search?

The LLV database can search almost every library in Australia. It can also be tailored to search specific collections, which include:

  • all Victorian Public Libraries (a “live” search, which will also tell you if items are on the shelf or out on loan)
  • the National Bibliographic Database (or “Libraries Australia”)
  • the New Zealand National Bibliographic Database (or “Te Puna”)

The Search screen offers numerous fields to make it easy to find exactly what you are after. Like the PPLS catalogue search, these include Title, Author, ISBN, etc.  These can be used singularly, or in combination. 

Searching the “Victorian Public Libraries” target will result in a slightly slower response as this search will be across over 40 live databases. The “Libraries Australia” search will be quicker, but occasionally misses out on items that are held in Victorian Public Libraries that haven’t been added to the National Bibliographic Database.

Are there any tips to help me if I'm having trouble finding exactly what I'm after?

When you search LLV, the main thing you need to locate is the correct bibliographic information (= finding the exact item). The library the item will be supplied from is secondary, as the system will automatically find other libraries that hold items with the same bibliographic information. 

When searching for items, spelling must be precise. If you’re having difficulties locating an item, double check the spelling in Google or Amazon.com. You can also search via ISBN (also found on Amazon.com). 

By using the “Any” field in the Advanced Search, you can locate items with specific formats by adding Large Print, DVD, Sound recording, etc, to the search term (eg. Title: “Lassie” + Any: “DVD” = Lassie DVD) 

If your request is long out of print, or on an academic or specialist topic, you might have greater success by searching directly in Libraries Australia so that you can capture the Academic and Special library holdings. Be prepared to accept the $2.00 fee for items coming from these collections (payable on delivery).

Can I request only books?

You can make a request for anything you find on LLV (if it’s available for loan as an ILL). This includes CDs, DVDs, Talking Books, Large Print Books, magazines, and journal articles.

If requesting a journal article, this will be mailed to you on arrival to your address. All copies made by Academic, State and the National Library will attract a $2.00 fee. This will be added to your library account and will be payable on your next visit.

To request a journal article, you need to search for the title of the journal (eg. “The Burlington Magazine”), and then fill in the request form with the title of the article, the page numbers, the year it was published, the number and volume (if you know it).

What if I can't find what I want?

There's a very good chance, even if it takes a few attempts, that you will find what you are after. But be aware that not everything ever published will be held in Australian libraries. An alternative is to try the “Te Puna” search, or even look online, as many items are posted there in full text. 

Regrettably, the current version of LLV contains a bug that will very occasionally display “zero holdings” after you’ve completed your search. This can sometimes be resolved by switching browser (ie. opening LLV in Firefox from Internet Explorer, or vice-versa). The bug is intermittent, and normal results will come into effect eventually. If you have persistent problems with this bug, please contact the ILL staff at PPLS.

Can I request anything I want to?

Anything you can find on LLV you can place a request for. The vast majority of items you will find are held by public libraries, and hence free to loan. However, there are certain limitations and variables to be aware of. All borrowers are limited to five ILL requests each fortnight. This quota ensures that all borrowers have equal access to this service. All “live” requests comprise this quota, even if you are still waiting for a request to arrive.

Are there any fees involved?

All requests from public libraries in Victoria, and most public libraries in New South Wales and Queensland are free of charge. Public libraries in South Australia, Canberra, Western Australia, and Tasmania, all charge.

It’s important when requesting to remember that PPLS does not request items held at any of the State Libraries, as these items cannot be taken home on loan. You can make requests to the National Library of Australia, but be aware that they charge a $300 fee for items that are lost, damaged, or not returned on time.

All items requested from a University, institutional, the National Library of Australia, plus public libraries in Western Australia and South Australia, incur a $16.80 fee. PPLS passes on $2.00 of this fee to our borrowers, payable when you collect the item.

If you are happy to pay the $2 charge for access to an item held in a university/institutional library, please ensure you enter the number 2 in the ‘Amount willing to pay’ field when placing a request. If the item is only held at one of these libraries failure to to do this will automatically result in the requests being non-supplied. ILL staff will leave a message about this in the notes field for the request. These can be viewed by logging into your LLV account, and looking for the item in “My Requests”. It’s important to open the request up to be able to view the message.

Once I've made my request, how long will it take to be delivered?

Delivery times depend on the availability of the item you have requested. When you make a request, LLV automatically creates a list of libraries that hold the item. If a library can’t supply the request, it automatically goes to the next library in the queue.

There are several reasons why items aren’t available for ILL. They may be out on loan, in a special collection, lost, or simply unavailable for ILL: some libraries will not lend DVDs on ILL, for example.

In most cases, requests are supplied promptly from one of the first few libraries in the queue. If the request exhausts this list, it will sit idle with a “Not Supplied” status, and will require PPLS ILL staff to manually check its progress. Often a supplier can be sought, but this is not an automated action and in some cases can take several weeks to occur.

How long can I have my ILL?

ILLs have a loan period of either three or six weeks, depending on the loan period granted by the supplying library. All CDs, DVDs and Talking Books have a three week loan period. At the end of the due date, items can be re-requested, but not renewed.

What happens if my request isn't supplied?

As mentioned above, requests occasionally aren’t supplied. If the queue of potential suppliers is exhausted, ILL staff will try and find an alternate supplier (but we can’t guarantee this). There are several other reasons why items can’t be supplied:

  • Failure to add “2” to “Amount willing to Pay” field when requesting (if the item can only be supplied from a charging library).
  • The item is only held in the collection of a State Library
  • The item is not held in any collection in Australia or New Zealand
  • The item is not available for ILL 
ILL staff will leave a message about all of these statuses in your LLV account for the relevant request. You need to log-in to LLV and look for the relevant request to read these messages. If you’re waiting on an item to be supplied, it’s important not to make the same request twice. This will slow down the delivery of your original request, and it’s best to contact staff directly to get an update.

What do the statuses in LLV mean?

When checking the status of your ILL request in LLV, you may encounter one of the following statuses:

  • Pending – this means that your request is being considered by a potential supplying library to see if it’s available for supply as an ILL
  • Shipped – the item has been shipped by the supplying library
  • Received – the item has been received at PPLS
  • Completed: Returned – the item has been returned
  • Completed: Pending – the item has exhausted all the potential supplying libraries without success. A message from ILL staff about this can be read in user’s LLV account, and the request has completed.
  • Completed: New – the request never reached any potential suppliers as it was not available for ILL. This occurs when the item is listed when searching, but there are no actual holdings to request.

If the only suppliers are charging libraries, and you fail to add the $2.00 ILL fee, your request will automatically default to this status, and ILL staff will leave a message about it. 

If PPLS holds a copy of a requested item, a reservation will be placed on the PPLS copy, and the ILL request completed.

What are my responsibilities?

As all ILLs have been borrowed from other library services, there are a number of special responsibilities associated with them.

  • All items are accompanied with a bookstrap with the LLV number (to assist with tracking) + loan period (three or six weeks). These straps assist you when borrowing the item from the self-issue kiosks and are essential for the return of your ILL. If you misplace the strap, please alert library staff, as your ILL will need to be manually returned
  • All ILL items must be returned by the due date, as they remain the property of the lending library and are often required for their own borrowers
  • All lost or damaged items must be paid for. In some cases, this may be several hundred dollars.
  • It is not possible to renew ILLs. Items can be re-requested if you need them again.
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