Guide to using Interlibrary Loan

If an item you require for study or research is not available in the University of Waikato Library collections (including electronic databases) the Library can usually access it through other libraries in New Zealand or overseas.

This guide outlines the features of the Interlibrary Loan system and walks you through how to go about requesting an Interlibrary Loan for a known title. See also Guide to Library Search: Request an item outside our collections (Interlibrary loan).

About the Interlibrary Loan system

Account Details

This page gives you access to:

  • Blank ‘Create Request’ forms for articles, books & other requests
  • All current and historical requests after December 2018.


Resources offers a drop down menu in the top right which provides shortcuts to:

Library Search
This allows you to check if our Library holds your item and to search for a topic and place a request through Interlibrary loan. See Guide to Library Search.
Links to FAQs, guides and contact information for Interlibrary Loan staff.
Account Details
This takes you back to your Account Details page.
Chat with a Librarian
This takes you to a chat screen on the Library website where you can ask library staff questions.


Enter an email address to receive notifications about your request.  Text messaging is not available at this time.

We strongly recommend that you do not opt out of email notifications, as this is our only means of communication with you for interlibrary loan services.

Request an Interlibrary Loan

There are two ways to request an interlibrary loan. If you know the title, request the item via Place and track interlibrary loans under Key Tasks (on the homepage). If you are searching for material on a particular topic, request via Library Search. See  Guide to Library Search: Request an item outside our collections (Interlibrary loan).

Types of material you can request

The types of material you can request are whole books, chapters of books, whole journal issues, journal articles, conference papers, theses and audio visual material.

Create a request for a known item

If you know the title of the item it's important that you check Library Search to make sure our Library does not hold it before requesting an Interlibrary Loan.

To place a request:

  1. Go to the Library site click on Place and track interlibrary loans under Key Tasks (on the homepage)
  2. Log in with your username and password.
  3. On the Accounts details page, click Create Request
  4. Select the relevant tab and fill out the form:
    • Article to loan a whole journal issue or a copy of a journal article
    • Book to loan a book, DVD, report or a copy of a book chapter
    • Other to request conference papers or a copy of a book chapter

Filling out the request form

Under About my item, fill in the fields as fully and accurately as possible, especially the required fields marked with an asterisk *

Under About my request, click on the drop down arrow for Service Type and select Copy or Loan depending on whether you require the whole item or a copy of a journal article, chapter of a book or conference paper.

Fill in the Comments field if necessary i.e. if the University of Waikato Library copy is lost, or a specific edition is required.  If an item is urgent, also contact us by email [email protected] or phone 07 837 9139. Click the drop down arrow under Pick up Location and select the location you wish to collect the item from then click Submit Request.

You have the option to cancel at the ‘Submitted’ stage, by clicking the cancel button.

Confirmation of your request

You will receive a confirmation message with a Request ID and be directed to your Account Details page. Click the Request ID link to view extra information about the request.

If the Interlibrary Loan staff send you any messages relating to the request, these messages will be under Notification History on the Request Details page. Click on the link to view the document.

Manage your Interlibrary Loan

Article and chapter requests

When a copy of an article or chapter is available for you to access, you will receive an email with a link.  Either click the link or log in via Place and track interlibrary loans under Key Tasks (on the homepage) to your request list.

Under Status in the right hand column, you can see the following:

  • An available to view link
  • The number of views available to you
  • The date the link expires

If you want access after the expiry date, please email [email protected]

Whole book, journal issue and other requests

When a book, journal issue or other material such as DVDs arrives, you will be emailed and asked to collect from the chosen pick-up location. If you are a Distance student, the item will be posted to your home address.

See Interlibrary Loan: Frequently Asked Questions for further information.

You can request a renewal for most of your interlibrary loans but they are subject to the approval of the lending library.

You can request a renewal for your interlibrary loan online, as long as it's not overdue. To do

Please note: Clicking on the Renew icon, does not populate a new due date automatically. This is just a mechanism to trigger a renewal request. We are dependent on the lending library, to approve or decline the request.

Saved Searches

This feature is not available at this time.