FAQ for research assistants working for others
HOW TO OBTAIN PROXY AUTHORIZATION, CHARGE DEPARTMENTAL ACCOUNTS FOR LIBRARY COPYING, AND MORE
- How do I check out library materials on behalf of faculty members? Can I renew items checked out by faculty members?
- Can I have books or articles sent to a campus office?
- Can I email articles from databases to faculty members?
- Can I place interlibrary loan requests for faculty members?
- How can I charge photocopies, computer printouts, or microfilm copies to a departmental account?
- Can I place materials on reserve for my professors?
- More questions?
How do I check out library materials on behalf of faculty members? Can I renew items checked out by faculty members?
UIUC faculty members may authorize research and teaching assistants to check out library materials on their behalf. The length of the authorization is specified for up to one year and faculty members are responsible for all library materials charged to their accounts.
To obtain authorization, faculty members must complete and sign a Proxy Form, available in the Circulation Office (room 203, Main Library) or at the Circulation Desk. The application form requires the library ID numbers (printed on i-card) and signatures of both the faculty member and you (the proxy).
Once authorization is obtained, you can charge materials from Main Stacks and departmental libraries to the faculty member's account. Upon checkout, just inform the circulation desk clerk that you are acting as proxy for a faculty member. Your proxy status will be tied in with your i-card, so when your card is scanned, the circulation clerk will be able to select your professor's account instead of your own.
If you have any questions about proxy authorization, please contact the Circulation Office at circlib@library.uiuc.edu or via telephone at 217-333-2079.
To renew items checked out by a faculty member, call the library telephone center at 217-333-8400. Inform the telephone center of your proxy status and give the name of the professor you are assisting. Phone center staff will verify your status by looking at your account information. They can then renew needed items on the professor's account. There is no way to do this online.
Can I request books or articles online from the library collection for professors?
BOOKS:
You can't use your proxy authorization to request books for professors through the
Online Catalog
or the
I-Share Catalog. However, if a professor uses his or her own account to request items through the library catalog, you can pick those items up at any library location if you are the authorized proxy.
ARTICLES:
Generally, you will not be able to request articles online from the library collection. The exception will be the UIUC DocExpress service, available through the Interlibrary Loan Office. DocExpress allows you to request article photocopies for a fee. If the articles are available electronically, they can be sent to a campus email address as a PDF attachment. Faculty and staff pay $3.00 per article; students pay $5.00. Most articles can be made available in two days.
You can use DocExpress as a proxy on behalf of your professor. The Interlibrary Loan Office needs a signed letter on file from your professor stating that his or her account can be charged for items you request for them using DocExpress. For for information, please visit the DocExpress FAQ. To place a request, visit the Interlibrary Loan website and click the UIUC DocExpress button. This service is recommended if an article is needed quickly.
Can I email articles from databases to faculty members?
If the database interface includes an email option, you can often send articles or citations to your professor. Be sure to notify your professor that you are emailing articles so that they aren't accidentally discarded. Many databases let you attach a note when you send articles--it's a good idea to identify yourself here so the professor knows where the articles are coming from.
Can I place interlibrary loan requests for faculty members for material not held at UIUC?
Proxy students cannot currently place interlibrary loan requests for professors. Professors will have to place interlibrary loan requests themselves, but they can request that proxy students be authorized to pick up their items. In order to do this, the interlibrary loan borrowing office (room 104A of the Main Library) will need to have a letter from the professor stating that his or her proxy student can pick up interlibrary loan items. The proxy student's name should be included in this letter.
How can I charge photocopies, computer printouts, or microfilm copies to a departmental account?
Photocopies:
To obtain copy cards that are charged to a UIUC departmental account, please
visit the Library
Business Office in Room 111A, Main Library building. You will need:
1. The FOAPAL account number (a 25-digit number). You should be able to get this number from your department's secretary or business office.
2. Contact information for, or a letter from, the person in charge of the account. The Business Office will then provide either a 100, 300, or 500 page copy card to you (and charge the account accordingly).
Computer Printouts:
To charge printouts to a UIUC departmental account, please visit the
Library Systems Office in Room 314, Main Library building. You will need:
1. The FOAPAL account number (a 25-digit number). You should be able to get this number from your department's secretary or business office.
2. Contact information for, or a letter from, the person in charge of the account. The Library Systems Office will then set up an account for you that enables you to print from a computer and charge it to the departmental account.
Microfilm or Microfiche Printouts:
To charge microfilm or microfiche to a departmental account, tell a staff member at the library housing the microform printer your department's FOAPAL account number (a 25-digit number), your professor's name and your department. All the printouts will then be charged to the departmental account.
Can I place materials on reserve for professors?
Yes. Fill out a Reserve Form and turn it in to the Media and Reserves Center. On the form, you'll need to fill in your professor's name and course number(s), but if you are to be the contact person for these reserves, you can use your own telephone number and email address. If you do this, indicate in the "Notes" section of the form your name and position with the professor. To find out more about reserves, please visit the Media and Reserve Center's website or contact the MRC directly in the Undergraduate Library or at (217) 333-2667.
More questions?
If you have questions or need additional information, please Ask A Librarian! For general informationon how to use the library, see Library Help, and for library services for instructors, see Information for Instructors and Faculty.
