How to request a loan — quick guide for loan coordinators

Making a school loan request from the National Library is easy. This page outlines the steps a school loan coordinator needs to take to request a whole-school or secondary school author/title loan from us.

Home educator loan requests gives information about how home educators can borrow from the National Library.

Already know what to do?

Request a loan now

School borrowing

All our books and resources are requested and managed by a school loan coordinator. Schools can have up to 2 coordinators, who are appointed by your school principal.

Our loan policy

School loan coordinator role

Get started — register and access your dashboard

1. Register as your school’s loan coordinator

  • If you've been chosen to be the loan coordinator for your school, you’ll first need to register using your school's unique registration code. If you can’t find the code or need another one, you can request a new code.
     
  • Submit your registration code and then register your details. Remember your password as you’ll need it to sign in as your school's loan coordinator later.

2. Access your school’s school’s loan request dashboard

Once you’ve registered to be your school’s loan coordinator, you can sign in to your school's dashboard to manage your loan requests.

Sign in to your school's dashboard

Your school dashboard shows the following:

  • your school's name and type
  • how many inquiry, reading engagement and individual item requests your school can make each time — our system automatically calculates the number of inquiry requests your school can make based on the size of your school roll
  • a schedule showing which loan request type (inquiry or reading engagement) is available in which term
  • a history of current and past requests and their statuses — includes the general themes you've requested, but doesn't list specific titles sent to you
  • important dates for borrowing and returning books.

It also gives you access to online request forms where you can:

  • add a new loan request
  • update an existing request that hasn’t been submitted yet.

Request a whole-school loan

The online loan request form has prompts to guide you through the request process, including an author/title search for individual item requests. You can save your request (and come back to finish later) at any stage before you submit the request.

1. Decide with your school which books and resources you want to borrow

Your school can have 2 inquiry and 2 reading engagement loans for their school per year, with:

  • 1 loan request per term, alternating between inquiry and reading engagement loans
  • each loan issued for 2 terms.

You can also make 5 author title requests with each loan. The online form calls these requests 'individual items'.

Plan your inquiry loan

Plan your reading engagement loan

2. Go to your school’s loan request dashboard

Sign in to manage your requests (you may need to sign in to the dashboard again). Your password is the one you created in Get started. If you've forgotten your password, use the link on the Sign in to manage your requests page to get a new one.

3. Add a new whole-school loan request (or update one you’ve saved but haven’t submitted)

  • Click the ‘ADD/MANAGE CURRENT REQUESTS FOR CURRENT TERM’ blue button in the top right-hand corner of the dashboard web page to start a new loan request. If you’re not already logged in, you'll need to sign in on the Sign in to manage your requests page using the email and password you used to register with us in Get started and click the blue button again.
     
  • Your current requests page is then displayed. Depending on the school term, you'll then have the option to add requests for:
    • an inquiry loan, including 5 individual author/titles (called 'individual items on the form), or
    • a reading engagement loan, including 5 individual author/titles.

    To receive as many books as possible from your allocation, complete as many of the inquiry topic and reading engagement focus requests as you need (within your request allocation).

  • Click the blue SAVE button if you want to come back to finish your whole-school loan request later.
     
  • When you’ve finished building your whole-school loan request, double-check you’ve entered all your requests for the term. If your school has 2 loan coordinators, make sure you’re both ready to submit your whole-school loan request as it can only be submitted once. Once you’ve submitted your loan request you can’t add to it or make any other changes.
     
  • Click the green I’M DONE button.
     
  • You’ll then be asked to confirm (by checking 2 boxes) that you wish to submit your school’s loan request. Once you're happy that you have included all your requests to cover your school needs for that term, click the blue ‘I understand — please process my requests’ button to submit the loan request.
     
  • A ‘done’ message will appear in a blue box on the page to confirm that your submission has been successful.

Request a secondary author/title loan

Secondary schools may request author/title loans at any time during the term. Composite schools can request these loans for the secondary year levels within the school.

You can submit as many requests as you like.

Secondary school author/title loans has more about these loans.

1. Get the details of the books you want to borrow

This can be their titles, author names, or ISBN numbers. 

National Library Catalogue — Search under 'Schools Lending Collection' or 'National Library Collections' (look for items listed with 'General Collection' in the Available at field).

2. Go to your school’s loan dashboard

Sign in to manage your requests if you need to sign in to the dashboard again. Your password is the one you created in Get started. If you've forgotten your password, use the link on the Sign in to manage your requests page to get a new one.

3. Add a new author/title loan request (or update one you’ve saved but haven’t submitted)

Each request can only hold up to 5 items, but you can submit as many as you need.

  • Click the ADD NEW INDIVIDUAL ITEM REQUEST FOR SECONDARY blue button in the top right-hand corner of the dashboard web page to start a new loan request. If you’re not already logged in, you’ll need to sign in on the next page using the email and password you used to register with us in Get started and click the blue button again.
     
  • This will open a new request, or you’ll be taken to one that you haven’t submitted yet.
     
  • Use the search box displayed to find the book or resource you need. You can search by title, author name, or ISBN number. Select whether you want to search the Schools Collections only or include the National Library Collections lending option as well.
     
  • Click the blue ADD TO LOAN button to select the item you want.
     
  • In the next screen, tell us when you need to receive the item. Click in the field to display a calendar. Select and click on the date you need the item.
     
  • Click the blue SAVE button if you want to come back to finish your request later.
     
  • When you’ve finished selecting and adding items to a request or you’ve selected your first 5 items, click the green I’M DONE button.
     
  • You’ll then be asked to check 4 boxes that explain some conditions of your loan request. Once you’ve ticked the boxes and are happy with your requests, click the blue ‘I understand — please process my requests’ button to submit the loan request.
     
  • A ‘done’ message will appear in a blue box on the page to confirm that your submission has been successful.

Ensure you submit your whole-school loan before the request deadline

Any whole-school loans that haven't been submitted will be cleared once the request deadline has passed. So make sure you submit your whole-school inquiry and reading engagement loans (including their individual author/title requests) before the request deadline. This doesn't apply to any secondary author/title loans that haven't been submitted —these requests will be carried over into the new term.

2 weeks before the end of a request period, a pop-up reminder message will appear on the dashboard of schools who have a loan request that needs to be submitted.

Finished — check on your loan’s progress

1. Look on your school’s loan request dashboard to check on your loan’s progress

A loan request entry will change from green to yellow on the dashboard when you've submitted the request.

We aim to dispatch all loans within 20 working days from when we receive your request. Loans can take 1–3 working days to be delivered once they leave our centre.

2. Check your email for CourierPost updates

Once we have boxed your loan, we'll send you an email to let you know that your loan is on its way from either our Parnell (Auckland) or Casebrook (Christchurch) Service Centres. There'll be a PDF attached to this email with a list of all the books in your loan. Each box of your loan will also include a list of the books for the inquiry topic or reading engagement focus it contains.

Your school will also receive an email from CourierPost when your loan is on its way. This email will give a CourierPost tracking number in case you need to track the progress of your loan. Your delivery is a door-to-door service.

Enjoy your loan — and check the due date

Whole-school loans are due back to the National Library at the end of their 2-term issue period. 

Secondary school author/title loans have their own printed slip with their due dates. Items on loan from the National Library Collections (General) in Wellington have a 5-week loan period. Items from the Schools Lending Collection have a 2-term loan period.

Due dates are also noted in your school dashboard.

If you've finished using your resources, return them early so they can be issued to another school.

Returning books and resources has more information about when loans are due and how to return them to the National Library.

Need help?

Phone or email us: