University of Wisconsin - River Falls
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Interlibrary Loan (ILL) & University Borrowing (UB)
Departmental Policy
Contact Your Supervisor

University Borrowing

UB Lending
UB Borrowing
UB Returns


ILL Lending

Processing Requests
Awaiting Stacks Search
In-stacks Search: Returnables
Check in Returnables
In Stacks Search: Articles
E-Article Delivery
Saying No

ILL Borrowing
Article Request Processing (incl. Quick Copyright & Paper)
Article Delivery Problems
Illiad Article Delivery
Receiving Returnables
Borrowing AV Items
Borrowing ARC Materials
Conditionals

Renewals: Borrowing & Lending

Patron Inquiries
Student Staff Home

 

UB Lending: Sending UWRF Materials to other UW Libraries

Processing of materials:
Log in to the UB Call Slip icon on the far R computer.

The waiting callslips should print automatically. If there are no slips in queue, you will see a 0/0 in the upper left hand corner. If the slips do not print automatically:

1) Choose file, then choose print new.

Now take the callslips and retrieve the material from within the library. Make sure that the barcode on the material matches the barcode on the callslip.

If any items cannot be found:
1) Highlight that item on the callslip list.
2) Highlight the correct "unfilled" response (i.e. unable to supply, not found, etc.)
3) Then click process.

To process the successfully retrieved items:
1) Highlight the first retrieved item on the callslip list; at the bottom of the screen, fill request, is the default.
2) Click process; click ok.
3) The printer will print the routing slip that will be sent with the book to the borrowing library.
4) Attach a yellow UB bookslip and the white printed routing slip around the item so that it doesn’t cover the circulation barcode. Attach with nonstick tape.
5) Stamp the date sent and circle the destination in black marker.
6) Use a rubber band to secure the booksleeve on all items.
7) Place in the Red box for delivery. NOTE: Place LaCrosse items on the top of the red box (LaCrosse is the next stop for the courier drivers).
8) Place the original callslips in the UB file cabinet.


UB Borrowing: Receiving Materials from other UW Libraries

When items arrive in the red box for our patrons, the UB items will have yellow or gold booksleeves or yellow or white bookmarks.

1) When unpacking the red box, place ILL items in their proper location and keep all the UB items together.

2) Log into circ icon Circulation on the middle computer.

3) Choose discharge from the menu.
4) From the pull down library menu choose the library from which the material came from. This is listed either on the book or the bottom of the UB booksleeve or bookmark.
5) Using the barcode reader, scan the circulation barcode.
6) Put the patron’s name (last, then first initial) and the date in the spaces provided. Place today's date next to the patron’s name.
7) Black out our ‘River Falls’ circled destination on the UB booksleeve (this is done to ensure that there is no confusion where to deliver the book when it is returned).
8) Place items alphabetically behind the Circulation Desk.

If you get any error messages or simply cannot discharge any items, place them in the basket and try again later or the next day.


UB Returns: Shipping Materials back to Lending Library

Check the ILL/UB shelf daily and send back any items that have not been picked up in ten days from the received date.

  1. Log into Circulation.
  2. Choose the discharge function.
  3. Optional: From the pull down library menu, choose the library that lent the material.  This is listed either on the book or on the bottom of the booksleeve.
  4. Scan the item barcode.
  5. Make sure that the item on the screen reads “Route to borrowing library.”  If not:
    1. Find the patron’s ID number.
    2. Check out the item to the patron, using the charge function.
    3. Then follow steps 2-5.
  1. Use a black marker to circle the name of the lending library and stamp the date that it is being returned.  Make sure that our name is completely blacked out.
  2. Wrap a rubber band around the item, except for any Madison items, and place in the red box.   NOTE: Remember to place any LaCrosse items on the top of the red box.

If you find items without an identifying UB sleeve or bookmark, you must check in the ILL system to make sure that it is an UB item.  Most ILL items have identifying pink slips in them but sometimes an item is returned without any paperwork.


Lending
Processing requests

  • Click into Lending module in ILLiad; double click on Awaiting lending request processing queue.  This will bring up a mixed list of requested articles and loans (returnables) to be processed and lent out to other libraries.
  • Have our Voyager catalog open.  Minimize Voyager and move the screen to one side of the computer so that you can view both ILLiad and Voyager at the same time.
  • Double click on the first request to bring up the full request screen.
  • Often you’ll need to check on add/edit addresses before you even search our catalog for an item.  The system often moves you right into the address screen.  Even if the address is perfectly correct.  Go figure.  For both article and loan requests, click on add/edit request (lower right hand of screen)  Check for a number of things here:
  1. Loans: Do we charge or not?  All loans are free except for GZR & MII.  For those two, use the pull down menu at billing category (lower middle of the screen).  Choose WRFloanGZR or WRFloanMinitex.  Attach exempt to all others.  Do NOT leave default.
  2. Make sure the address on the left matches the ship to: on the right.  Before adding or updating an address, click on the ‘down arrow’ near library name (top of the screen).  Often the needed address is there.  Double click on the needed one.  Make sure all the information matches the ship to: on the right.  If the needed address is a new one, add the new one, typing right over the present address in the address box and click on add address.  Then select address.  Any changes that you make at all make sure that you click on update address.
  3.  Copies: do we charge?  Only GZR & MII get charged regularly.  Choose WRFcopyGZR or WRFcopyMinitex.   We also charge those who are NOT LVIS or RECIP.  You need to look in borrowing notes or Affiliation to see these.  (If in doubt, don’t charge).  Attach exempt to those we don’t charge and WRF10copycharge if we do.  Always click on Update address when any changes are made. 
  4. Copies:  check to make sure that the Ariel address is up to date.  You may have to check through much of the request-it can be anywhere.  No Ariel?  Fill in a fax #.  Update address for any changes. 
  5. All UW libraries are connected to Odyssey.
  • If the request is for an article from a journal, search for the name of the journal in Voyager.  If found make sure that the holdings include the year that is needed.  If not, click on cancel request and select the appropriate reason.  If we are the only lender listed or last on the list, click on conditionalize request and either choose a reason from the list above or within the reason list, click on other and type in a reason.  This is done just for politeness.  Otherwise type in JS in both the call number and location space on the request form (middle right area).  If it is microfilm or fiche put that designation in both areas.  Click on Save changes (upper left hand corner).
  • You may also see a direct link with full text availability.  Print off the article and type printed in both the call number and location space on the request form.
  •  If the request is for a loan (AV, Books, CD’s etc….returnables) search for the title in Voyager.  If the item is available, press Control A, Control C, place the cursor in the space provided for the call number in the ILLiad request form and then press Control I.   The information will be transferred to the form.  Or copy and paste, but then you have to click on save changes also.
  • If the item is not available, click on cancel or conditionalize request and select an appropriate reason.
  • Once all the above is done check over your screen once again and then click on finished searching.  Your requests will now go into Awaiting stacks searching.
  • If your time is limited do UW library requests first, then other Wisconsin libraries and then do the requests that have us as the only lender or last on the lender list.  Feel free to say No to any other lending requests.





Lending
Awaiting Stacks Searching Queue

    • These are lending requests that have been processed and need to have search slips printed.
    • Click on search stacks, print stacks search items.  A template will appear first for returnables.  Click on merge to new document (upper right on tool bar).  A box will appear, click ok.  Place green paper in the 1320 printer.
    • Click file, print.  Default is 1320 printer.  Click ok.  Click on ‘x’, click out—a box will appear.  Answer NO to changes.  X’ again.  Answer NO again.  ‘X’ to the next template.  Answer NO again.
    • The next template is for articles.  Click on merge to new document.  ‘X’ out as above. Refresh main screen.  These printed lending requests will now be in the queue In stacks searching

Lending
In-Stacks Searching: Returnables

    • Take the printed green slips and search for the items that will get charged out to ILL, mailed or delivered to the requesting library and returned, i.e CD’s, DVD’s, books, videos.
    • Charge out all located items to the ILL number: 000104039.
    • Click on Search Stacks, Update stacks search results
    • Scan the TN number at the top of the green slip
    • Click on mark item as found or No or Conditional (if you’re the last or only lender in the lender string).  Pick a reason for No or Conditional.
    • When you mark item as found for any GZR or MII library a fee box should appear.  Click on Charge (bottom right of screen).  If there is no fee listed within this box, type in 5.82 under Base fee and top and bottom of Total column.  Click on charge.
    • When you have scanned in all items, ‘X’ out of screen and refresh the screen.         
    • Awaiting shipping label printing is the next step.  Click on Search stacks, Print shipping labels.
    • A template will appear.  Click on merge to new document, then OK.
    • Click on file, print. Default printer is 1320, OK.
    • Click on NO, X, NO.   Refresh screen.  The items will now be in shipped status. 
    • Deliver through the Red Box or mail delivery.

    Lending
    In stacks Searching: Articles

    • Check the journal stacks; check the journal to make sure that the article is contained within, place the green search slip marking the start of the article with the barcode visible.  Bring all these back to the office.  Do the same for fiche or film.  Make sure that you check the fiche/film for the article also.  But double check for the quality of the fiche.  If there are other libraries in the lending string, say no due to poor quality fiche.
    • Click on Search Stacks, Update stacks search results.  Wand in the ILLiad TN number.  The following UW libraries want articles sent via Ariel, so unclick the Odyssey enabled box:  GZE, WIS.  For all copied articles click on Mark item as found.  If there is a payment to be made a second screen will appear.  Click on OK to charge at the bottom of the screen.
    • Those articles not found, if we are the only or the last lender on the list click on Mark item as conditional and choose a reason or click on Other within the reason list and type in an explanation.
    • Refresh screen.  There may be Awaiting Odyssey scanning queue and Awaiting shipping label printing queue.  Simply click on Search stacks, Print shipping labels.   Just ‘X’ out.  There is no need to actually print shipping labels for we send most articles via Ariel, Odyssey, Fax or Red Box.  But fooling ILLiad changes the article status to finished.  Now send via the above options.


    Lending
    Electronic Article Delivery

    When you have copied all the article requests for other libraries you should have Ariel and Odyssey articles plus you may have some that get faxed, mailed or go in the Red Box.

    1. Ariel delivery:
      1. Click into Ariel-document scan
      2. Fill in document ID with the ILL number from the cover sheet.
      3. Fill in patron name found on the cover sheet
      4. Fill in To: with the Borrower three letter code found on the cover sheet.  Place sheets face down in scanner
      5. Click OK; the article will now scan and send automatically

    When you are done delivering all the Ariel documents ‘X’ out of Ariel completely.

    1. Odyssey delivery:
      1. Click into Awaiting Odyssey Scanning.  (Make sure that the number of articles awaiting scanning matches the number listed on the screen)
      2. Enter transaction number (upper left area).  Screen fills in automatically; place sheets face down in scanner
      3. Click Scan at top of screen
      4. Click Deliver (upper left corner) when article is done scanning
      5. When screen clears, process next article.

    3)       ‘X’ out of lending screen.  Refresh main screen.  Close down Illiad and open Ariel again.


    Lending
    Checking in Returned Items

    • Remove the green lending slip from the books, DVD’s etc.  Make sure that all parts are there.  Discharge and  return the items to the circulation desk.  If an item did not have a green slip, keep the item itself.
    • In the ILLiad Lending main screen, click on receives, check in items from returning library.  Scan or type in the transaction number from the green sheets, make sure that the information on the screen matches the information on the green sheet, and click check item in.  Throw away the green sheet.  Repeat for all.
    • For the items returned without the green sheet, enter the name of the item in the loan title field and hit return.  If the information on the screen matches the item, click check item in.  You can also try an author search.  If neither search results in the item being matched with an ILLiad loan, you can assume that it was a courtesy return or a UB return, discharge and take the item to the circulation desk.


    Lending
    Say ‘No’

    Even if we go to lower case (this prevents out library from being attached to any lending string) in OCLC, there will still be some requests trickling in due to the five libraries in each lender string.

    • Enter the lending section of ILLiad
    • Click on awaiting lending request processing
    • Click on each request individually
    • If we are anywhere but last on the lender string, click on cancel request (upper left corner)  Mark any response that you think appropriate.  Then click on cancel request at the bottom of the form
    • If we are last on the lender string or the only library listed, click on conditionalize request.  Mark any reason (make it logical) and click on conditionalize request at the bottom of the form
    • If any library calls in response to a conditional or cancellation, tell them to submit their request next week and we’ll fill it.

    Renewals

    Lending

    1. You will see Awaiting renewal request processing
    2. Click on it.  Attached will be the title needing renewal.  Within the downloaded request (upper right hand corner, alpha arranged) you’ll see the actual renewal request date from the borrowing library. 
    3. Use your judgment.  If it is a video that is popular, say no.  I usually renew for an extra two week time period, from the due date if it isn’t a popular item.
    4. Under Call number and location information you will see the due date of the item.  Change this to whatever due date you have decided upon.  Click on Save changes.
    5. Now click on Process; Renewals. 
    6. Either click on Respond yes to renewal request or if you have decided not to renew the item; respond no to renewal request.
    7. Illiad will take care of the rest.
    8. A library may call on its own to request a renewal.  Simply follow the steps above and renew within ILLiad.

    Borrowing

    • A patron may ask for a renewal on an item.  Explain that renewals are at the discretion of the lending library and often are not given.  Tell them to keep the item and you will email them with the results.  Make sure you either print out their request screen (click on Edit request and type in the TN, ILL, or title of the item) or jot down the information.
    • After you have pulled up the item request information click on Process, renew request.  Often you will get the message that renewals are not allowed for this item; do you want to override this restriction?  Answer yes and you will have to do nothing else.  I’ve put in a default of two weeks renewal request in the background parameters.    ILLiad takes care of the rest.
    • A message will come through that the renewal has been approved.  Just click on the message and you will see the new due date.  Then email or call the patron.  Also change the status back to checked out to customer.
    • Or ILLiad will say renewal request denied.  Let patron know to return the item ASAP and also change status back to checked out to customer.  Off to order another copy of the item for the customer if they still need it.

    Borrowing
    Article Request Processing

      COPYRIGHT: Quick Method

      Awaiting copyright clearance will indicate articles that need to be ordered for our patrons.

      • Double click into awaiting copyright clearance.  Usually the journals appear alphabetically by title; if not, double click on the word Journal (upper left).  Quickly scan the inclusive pages to see if there are any duplicates.
      • If there appear to be duplicate requests check the username number to make sure that it is for the same patron.  If so, double click on one of the duplicate requests.  You will now be in the general update form.   Click on cancel request; then click on the reason: duplicate request.
      • Often when you highlight an article request and Invalid year box will appear.  Simply click ok.
      • From our home page, open up Find it.  You will using this to check the ISSN numbers of the journal articles requested against our holdings.  I find it helpful to have the find it screen over half of the articles screen.  Highlight the ISSN number and copy to the ISSN blank on the Find it screen.  Click on Find it.
      • If we own the journal in paper only, double click on the request to pull up the whole form.  Click on process, print request.  Check the shelves later and route the request to other request processing.
      • If the journal is accessible in electronic format pull the article up to make sure that it is completely accessible to the patron.  If so, double click on the request to pull up the full screen, click on cancel request.  Click on other and then write a clear explanation of how to locate the article electronically.  You may do this for students and staff and you may do this if we own it in both paper and electronically.  But make a very clear and easy explanation of how to retrieve the article for the patron.
      • If we don’t own the journal click on no problem at the top of the screen.
      • When you have finished the above processes all the requests will be in Awaiting request processing.
      • Now check the journal shelves for any paper copies.  If the article is available for the patron in our journal stacks click on the request in awaiting other request processing queue.  Cancel it ONLY for students explaining where it may be found.  Copy and create a PDF for staff and email it to them.

      Processing Article Requests

      • Click on awaiting request processing.
      • Double click on article request.
      • Make sure that all the needed information is there: pages, volume, title of article.  The more the better.  Some databases don’t transfer enough of the needed information.  If you need to find the citation, check under citation information to find which database was used.  Find the original citation, fill in the blanks and click on save changes.  If there is no database information, you must play a guessing game to find the needed information.
      • Now click on the OCLC button (upper right hand corner).  You will often be given a choice of a serial or Internet match.  Choose serial; it often will have a D in the last column and the most holdings.  Sometimes there is only one match and the correct screen will immediately appear.  Compare it carefully to the original request title; they should match.  Click on Searching to return to your original list of choices.  You may have to search around…remember to check years of publication in the OCLC citation record.
      • Click on holdings (top left of screen).  Check Generate holdings-specific lending string.  You will need to click on holdings again.  You will only need to do this once during a session, it will stay in effect.
      • Click on default custom holdings (copies).  The selected lenders box will fill in if any libraries have holdings that are needed.  If it does not, but there are libraries still listed with holdings indicated type those into the manual entry box with commas and no spaces and then click add.  They will now be in the selected lenders box.  Click on create work form. 
      • The actual request that will go to OCLC will now appear.  Check over the information…make sure the citation is complete with pages needed etc.  Click on Send request.
      • Now you’re back in Search requests, but you will (or should) see the lending string filled in under OCLC information.  Click on request sent.
      • If there are no lenders indicated when trying to fill a request or any other problems at all, just ‘X’ out of the journal match and click on Route; to other processing.  Do this for as many as need be.


      Paper Article Received for Patrons

      1. When you receive articles in paper format through the mail or Red box, quite often they are double sided.  Copy the second side.
      2. Click into Ariel-document scan.
      3. Fill in Document Id with the ILL number from the article cover sheet. 
      4. Fill in patron name found on the cover sheet.
      5. Fill in To: WRF.
      6. Click OK

      With this Ariel scanning process the articles will enter the Odyssey system and be received in normal electronic fashion just as all Ariel article do.  You may discard the paper copy.


      Electronic Delivery Problems

      If a patron claims to never have received an article:

      • Using the Illiad/Odyssey/Ariel computer, log out of Ariel and into Illiad
      • Right click Explore
      • Click on Illiad/Elec Del/Back-up; the missing article should be there.  Click on the match and print out the article.  But the article will only be available until you do the next process of electronic articles.
      • If you cannot locate the article anywhere, go into the main ILLiad borrowing screen, go into edit and pull up the original request.  Call or email the lending library (you can find either match in the OCLC directory housed in maintenance.  Simply search using the libraries 3-letter code.  Ask them to either send the article through Ariel or a paper copy.  If it arrives via Ariel, make a print copy.

       


      Illiad Article Delivery
      Borrowing-Electronic articles DELIVERY
      Only use end computer
      *Never have Illiad and Ariel opened at the same time*

      Log out of Ariel completely and log into ILLiad

      1. Click on Receives; Process electronic articles
      2. You will now be in the electronic delivery screen, click on Process electronic delivery files.  Most should transfer into review.   Make sure that you let Odyssey completely finish transferring articles into review before you click on the first article to examine.  In the bottom right half of the screen you will see a green bar that indicates the article progress into review file.  If you click into actually reviewing the articles before all are transferred, you may corrupt the rest of the articles and that’s a mess.
      3. Those that enter the no Ariel lender status, you will need to select a lender.  Click on the ILL number and the lender should be displayed on the cover sheet that displays to the right.  If not, you must go back into ILLiad, edit request.  Pull up request by TN or ILL# or even title of article.  The actual lender will be starred under OCLC information, lending string.  Once you know the lender click the circle next to it and the article will appear in the review status.
      4. Some may go into the No ILL number area.  Click on the article.  You will see the ILL number on the cover sheet which displays to the right.  Type the ILL number into the empty ILL box.  Click on match.  It should start to enter the review file.  Or it may say ‘item is at the wrong status’ or another reason and will not enter the review file.  Copy the article, save it for me and delete all pages.
      5. Those in the Review file:
        1. Review each article by clicking on each individually.  Make sure that the article is correct.  Compare title and cover sheet, all pages must be there and none are cut off.
        2. Flip any upside down pages
        3. If all is correct click on deliver (lower left corner)-this will send the article to the patron’s email.  Watch the green bar in the lower right hand corner; it will clear out when the article is completely delivered and the review screen will also clear.
        4. If there is anything wrong with the article, follow procedure #4.
      6. ‘X’ out of electronic delivery.
      7. Refresh the main screen in ILLiad.  The number opposite Delivered to the Web should have gone up.
      8. Make sure that you close out of ILLiad and log back into Ariel.

       

      1. Very Important!!!!!  If a document has no pages attached for some odd reason, or simply will not display and you cannot delete it (the delete phrase in the command box will not work) jot down the TN(upper left corner) and save for me. 
        1. Close down electronic delivery
        2. Click on edit; edit request.  Pull up request by the TN number.
        3. Change status to request sent
        4. Click on maintenance; clear electronic delivery files.
        5. Refresh screen.

      Remember to log back into Ariel
      Check electronic delivery at least once a day

      Any confusion…simply write down some identifier of document, i.e. TN or ILL number or even title of article.  And then delete it.  It is imperative to clear electronic delivery each time that any article will not delete for ANY reason, for no articles will be able to be received if the delivery system is not clear.


      Receiving Returnables for our Patrons

        • Click into Borrowing mode, click on receives; click on Check in items from lending library.
        • Place curser in ILL number blank; scan or type in ILL number from the paperwork contained in the item or from the ILL label on the front cover.  *Request identifier is the ILL number
        • Make sure that the due date that ILLiad provides is the same one included on the paperwork.  If not, change the ILLiad date, by typing over the present due date.  Now click on check item in.  Sometimes an item will not check in because there is no lender attached in ILLiad.  Look at the paperwork, see which 3-letter code has the asterisk in front of it, and click on the match in the form under lending string.
        • When you check in the last item, X out of the function (upper left corner).  Refresh the screen.
        • You will see that a new status is: Awaiting post receipt processing.
        • Under receives, click on print receives.  Templates will appear; the first one is for books and AV.  Click on merge to new document.  It will ask you again, click on OK.  Print off on Pink paper.  Click file, print.  Click OK.
        • X out of the screen.   It will ask you if you want to save changes.  Say NO.  The next template is for articles; simply X, NO, X.   No need to print slips for received articles.  We scan them into Ariel and send them via electronic processing.
        • Make a plain paper copy of the item slips.  The pink one goes in the item, the white copy gets all the accompanying paperwork and return label stapled to it.  These get filed in the cabinet by ILL number.
        • All items go out to the ILL shelves and are arranged by the patron’s last name. 
        • Customer contact is now the status of the received items.  Click on it.  Double click on any for the Archives.  We simply place their items in the mailbox.  Click on start auto email for the remainder.  This informs the patron that the item is awaiting pick-up at the circulation desk.  Make sure that the first TN number in the far left column is highlighted before you start the emails.
        • Remove any pink or salmon routing slips from the outside of any returnable item.  Throw them away.  Make sure that you have removed any accompanying paperwork from the item and attached it to the white slip that we file in our cabinet.

         

        Borrowing AV in Copyright List

        Av items that are ordered directly through WorldCat come through as article requests for some reason.  You will see them in the awaiting copyright clearance queue.

        • Double click on the request to pull up the full request information.
        • Change request type (middle upper screen under copyright payment) to loan.  A box will appear asking are you sure that you want to overwrite information in the loan fields.  Click on yes.
        • Change Doc type (upper middle of screen) to other.  Delete information that will still remain in the article information box.  Click on save changes.
        • I find, especially for AV and the various needed formats, to search our WorldCat and locate the OCLC number of the needed item.  Enter it under OCLC information (upper left) and click on save changes.
        • Now route item to awaiting request processing.

        Borrowing-Archives Requests

        • Most Archives requests are for loans of microfilm, so they will be in the  loan requests under awaiting request processing.  Take note of the microfilm identifiers as provided by the ARC.  They will be in the field directly above the loan information.  You will need to include when you actually order the item in OCLC.
        • Enter OCLC as you would for a loan or an article, clicking on the icon in the upper right
        • Click on serial publications (lower right hand box), unclick ‘books’
        • Click on Scan title search
        • Click on the title match; it may say that we own the title.  Ignore that.
        • Click on holdings, default custom holdings.  You don’t really need to see any holdings.  Under Manual entry (middle right side), type in GZY(comma) GZY.  Click on Add.  There should be 3 GZY’s.  Click on create work form.
        • On the OCLC resource sharing screen, click on constant data.  Click on GZY.  The screen will fill in with the needed changes
        • Type the microfilm number in the volume blank of this work form
        • Click on Send Request.
        • Click on Request sent


        Conditionals

        In the main menu of the Borrowing screen you will see awaiting conditional processing.  Click on it, then click on it again to bring you to the general request information screen.

        1. Click on OCLC symbol and and click on the IL number to bring up the full request screen in OCLC. 
        2. You will have to F4 or page down to get to the actual message.  It will be the line reading lending notes.  Often the message will be that the citation is incorrect or simply the last library in the lending string letting you know that they cannot furnish the item.
        3. If it is any of the above reasons, simply del or delete the request from the OCLC screen.
        4. Now route the item to the awaiting request processing queue.   Work at finding the correct citation or see if there are any other lenders who could furnish the item.  Simply process as you would any other request. If there are no other possible lenders cancel the request, informing the patron as to why.  Some have the wrong citation.  In that case try to find the correct information in our various journal databases or perhaps the patron has even indicated which one they used.  If you find correct information, simply fix the request in work form editing and send it off to the rest of the lender string.  Or delete the present OCLC request, route to awaiting request processing queue and fix the information in general request information screen.  If you cannot locate the citation, simply cancel to the patron and explain why.  Ask them to resubmit the request.
        5. If the message is one that states that you have to pay a fee:
          1. Faculty:  Click on the work form editing screen and type in the amount needed in the max cost box.  Use a /15ifm for example after the existing recip/lvis.  Recip/lvis/15ifm.  Click on produce save work form editing.  Click back into OCLC searching and answer the question at the top of the page by typing in the word ‘yes’ and send and then type in rep and send.
          2. You may now simply click on request sent on the main screen.
          3. Students:  If there are other lenders listed simply type in no click on send, type rep, click on send.  You may now click on request sent on the main screen and the request will go to the next lender.  If there are no other lenders available, delete the OCLC record, route to awaiting request processing, check to see if other lenders are available for free.  If not, cancel the request.

        If any of these do not apply or the conditional is just making you crazy, simply delete the OCLC screen by typing in del and then click on send and then route the request to awaiting other processing queue.  I will deal with it later.  Call Mary at EC 715-836-5377 if you get really confused and seem to be stuck.


        Interlibrary Loan Patrons
        Checking for Items

        If a patron calls or comes to the window inquiring if their item has arrived, follow these steps:

        1. In ILLiad main menu, enter the Borrowing function
        2. Click on Edit, edit request.
        3. If the patron knows the name of the item, type that in under loan title.  If not, click on Active requests (under Limit request type) and type the patron’s last name in the User info area.  Type in Last name blank.
        4. Click on Search.
        5. A list of items may show up.  Click on the one that the patron is inquiring about.
        6. You will now be in the General Update Form.  Click on show, OCLC request.   Click on detail (upper left area).  Three lines from the bottom of the form you will see status.  This will tell you one of three things:
          1. In process:  a lender has the request in their lending queue but hasn’t done anything with it yet
          2. Pending:  a lender is currently trying to fill the request
          3. Shipped:  A library has filled the request and is sending it to us
        7. “X” out of the OCLC screen and the ILLiad screens until you get to the Main menu, Borrowing screen.

        Lending questions

        • A library that has requested a certain item may call asking when it was shipped. 
        • Click on Edit, edit request.
        • Ask the borrowing library what the ILL number is.  If they don’t know that, ask them for the Loan title.  Type in whatever information you get.
        • Click on search.
        • In the next form, general update form, click on tracking in the Notes and Tracking box.  The last line listed will be when the item was shipped.  Inform the questioning library of what the item has for a status.  Leave me a note if there is a problem.  Now “X” out of the screens until you reach the Main menu- lending screen.

          Unblocking ILLiad Patrons

            • Click into ILLiad borrowing; Edit; Edit customer
            • Type in first and last name; click on search
            • Double click on the correct patron.  Make sure that the username (student/staff ID number) matches.
            • If you see that the patron is blocked, little red box in the customer information area, unclick the ‘yes’ box and click the ‘no’ box.  Click on save changes; far right of screen.  ‘X’ out of screen.

         

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University of Wisconsin-River Falls

 Last modified: August 21 2007.