Materials Pick-Up Service

NEW SERVICE  – With the closure of UBC Library branches due to COVID-19, the Library has launched a Materials Pick-Up Service to provide access to its physical collection.  For more information on UBC Library’s overall response to COVID-19 visit: https://services.library.ubc.ca/covid-19-response.

About The Materials Pick-Up Service

With the closure of UBC Library branches due to COVID-19, the Library is now offering a Materials Pick-Up Service to provide access to its physical collection.

Individuals can order up to 10 items per week. This includes scans of journal articles and book chapters adhering to Copyright Requirements for UBC Faculty and Staff.

See the Place an Order, Pick Up an Order and FAQ tabs for more details.

Please note: materials located at the Biomedical Branch Library and Rare Books and Special Collections are excluded from this service.

Place an Order

To place a Materials Pick-Up Service order, please follow these steps:

    1. Find the item in the Library Catalogue.
    2. From the blue Actions menu, select Get It.
    3. Log in with your CWL (Campus Wide Login).
    4. Select the copy you want to borrow.
    5. Choose to create a Loan Request or a Copy Request (article/chapter).
    6. Select a pickup location: Koerner Library or Okanagan Library.
    7. Add information and/or comments.
    8. Submit your request.

For assistance please fill out the General Queries & Suggestions online form or email library.contact@ubc.ca.

Pick Up an Order

UBC Vancouver

  1. Wait for a confirmation email indicating that your items are ready to pick up.  Material should be available within 7 business days.
  2. Within 2 weeks, come to the main entrance of Koerner Library (1958 Main Mall) during pick up hours:
    • Monday – Wednesday: 11:00 am – 4:00 pm
    • Thursday: 11:00 am – 6:00 pm
  3. Line up following physical distancing markers placed outside of Koerner Library.
  4. When it is your turn, proceed to the table at the entrance, place your UBC ID face up on the table, and then step back.
  5. Library staff will then approach, verify the ID without touching the card, retrieve the corresponding bag of pre-signed out materials, place it on the table, and then step back.
  6. Once Library staff has deposited the materials and stepped back, step forward to retrieve your UBC ID and bag of materials.
  7. Library staff will wipe down the table with disinfectant between each interaction.

UBC Okanagan

  1. Your books will be signed out to you ahead of time and placed in the lockers on floor zero of the Commons building (lower Fitz Hall).
  2. When your item is ready, we will send you an email with the locker number and combination.
  3. Come to campus, visit the lockers on floor zero of the Commons building (lower Fitz Hall). The Commons is currently open from 8am-8pm seven days a week.
  4. Unlock the locker using the combination provided.

For more information on the UBC Okanagan Materials Pick-Up Service visit:
https://library.ok.ubc.ca/covid-19/accessing-print-materials

FAQ

If your question is not covered in the FAQ below, please fill out the General Queries & Suggestions online form or email library.contact@ubc.ca.


How can I access UBC library’s physical collection?
You can access library materials by placing an order through the Materials Pick-Up Service.  Please see the Place an Order tab.


Is there a limit to the number of items I can borrow and/or have scanned?
Yes.  The limit is 10 items per person per week.


Can I request scanned copies of print materials?
Yes.  Articles and book chapters will be made available digitally adhering to Copyright Requirements for UBC Faculty and Staff.


Can I access print Course Reserves?
During the physical closure of UBC Library, print Course Reserves are unavailable for Loan Requests; however, Copy Requests can be made for articles and book chapters adhering to Copyright Requirements for UBC Faculty and Staff.  UBC Library Online Course Reserves (LOCR) remains available.


How can I access non-circulating items?
During the physical closure of UBC Library, non-circulating items are unavailable for Loan Requests; however, Copy Requests can be made for articles and book chapters adhering to Copyright Requirements for UBC Faculty and Staff.


Can I access rare, archival and special collections material?
No.  During the physical closure of UBC Library, items held in UBC Archives and Rare Books and Special Collections are unavailable.


The item I want is signed out. Can I place a hold/recall?
Yes.  Although recalls/holds were suspended during the first few months of COVID-19, they have now been reinstated.  To place a hold, use the “Request this item: Recall” option in the blue Actions menu on the item record page.  Please note: the timeline for availability will vary due to the requirement to quarantine returned materials for 72 hours.

When can I pick up materials requested through the Materials Pick-Up Service?
Material should be available for pick up within 7 business days and held for 2 weeks.  You will receive an email notification when your materials are ready.
– Pick up hours for UBC Vancouver are: Monday – Wednesday, from 11:00 am – 4:00 pm, and Thursday, from 11:00 am – 6:00pm
– Pick up hours for UBC Okanagan are: Monday – Sunday, from 8:00 am – 8:00 pm.


Where do I pick up materials requested through the Materials Pick-Up Service?
UBC Vancouver campus: Koerner Library, Main Entrance, 1958 Main Mall
UBC Okanagan campus: Commons building (lower Fitz Hall), 3297 University Way


If I can’t travel to campus, can materials be mailed to me? Or can someone else pick up my materials?
Unfortunately materials cannot be mailed at this time; however, you can designate a proxy to pick up material.  To arrange a proxy pick up, please email library.contact@ubc.ca.

If you are unable to get to campus or foresee issues with picking up material due to a disability-related reason, please contact your primary Accessibility Advisor.  You may also contact the Centre for Accessibility at info.accessibility@ubc.ca.


How can I cancel a request?
To cancel a Materials Pick- Service request, please reply to either your confirmation email or your item is available email, indicating that you would like to cancel your request.  Alternatively, please please email library.contact@ubc.ca.


How can I return materials?
For the UBC Vancouver campus, use the Koerner Library, Irving K. Barber Learning Centre, or Education Library outside book drops. Materials can also be returned to the outside book drop at Robson Square and the inside book drop at the Biomedical Branch Library, although processing at these off-campus sites can take up to two weeks.

For the UBC Okanagan campus, use the book drop at the main entrance to the Library.

If you are unable to return materials in person, they can be returned via Canada Post.  To return materials by mail, address to:
UBC Vancouver: Koerner Library, 1958 Main Mall, Vancouver, BC, V6T 1Z2
UBC Okanagan: Okanagan Library, 3287 University Way, Kelowna, BC, V1V 1V7

Please note: due to the requirement to quarantine returned materials for 72 hours, items will continue to show in your My Library Account past the date you returned them.  Library staff are backdating returns to reflect this period.


Where can I return recalled materials?
For UBC Vancouver, use the Koerner Library outside book drop to expedite processing.
For UBC Okanagan, use the use the book drop at the main entrance to the Library.

Please note: due to the requirement to quarantine returned materials for 72 hours, items will continue to show in your My Library Account past the date you returned them.  Library staff are backdating returns to reflect this period.


Where can I return fragile or oversize materials?
For UBC Vancouver, materials that cannot be put in a book drop should be returned to Koerner Library during the Materials Pick-Up Service hours (Monday – Thursday, 11am – 2pm).  A bin is available at the door to place these items in.

For UBC Okanagan, please contact the Okanagan Library via email (ill.ok@ubc.ca) to arrange a drop off.

Please note: due to the requirement to quarantine returned materials for 72 hours, items will continue to show in your My Library Account past the date you returned them.  Library staff are backdating returns to reflect this period.


I have an outstanding late fee (overdue fine) on my account. What should I do?
UBC Library will forgive all fees/fines accrued on March 16th, 2020 through September 15, 2020.  Any fees/fines accrued prior to March 16, 2020 are still in effect.  Students are able to pay fees/fines through the UBC Student Services Centre.  Faculty and staff can pay fees/fines when the UBC Library reopens.


Is the Library expanding access to electronic resources during COVID-19?
Yes.  The Library has expanded access to electronic resources and is continuing to do so.  If you need library material that the library does not currently license in electronic format, please send a request to the appropriate subject librarian.  If the requested material is for a course, please use Library Online Course Reserves (LOCR), or send your request to syllabus.service@ubc.ca.


What is the Library doing to stop the spread of COVID-19?
The safety of our community is our highest priority.  Library employees will follow all directives from the BC Provincial Government and WorkSafeBC, including physical distancing, wearing gloves, sanitizing and disinfecting workspaces and equipment, and frequent handwashing. The Library will also quarantine materials for 72 hours between hand-offs to mitigate the spread of COVID-19.


Can I disinfect library materials when I pick them up?
No.  All materials will have been quarantined for 72 hours.  Disinfectants will damage library materials.