ILLiad+Lending+and+ILL

=ILLiad Lending and ILL= Scroll down or click on a link below to find the information you're looking for.
 * Lending
 * Processing "Awaiting Lending Request Processing" items (search holdings)
 * Adding new libraries (if needed)
 * Search Holdings
 * Processing "Awaiting Stacks Searching" items
 * Updating "In Stacks Searching" items (responding to OCLC)
 * Printing Shipping Labels
 * Odyssey Scanning
 * Shipping Guidelines
 * Processing Renewal Requests
 * Processing Returns
 * Sending Overdues
 * Checking ILL status

**Processing "Awaiting Lending Request Processing" items (search holdings)**

 * Adding new libraries**
 * If the library needs to be added, the form to do so will pop up when you open the lending request (to do this: Items are at "Awaiting Lending Request Processing" status. Double-click on this to show all requests waiting to be processed. You can sort them if you'd like by transaction #, Request Type, etc. Double-click on the first one to begin. This is when the form will pop up if an address needs to be added.)
 * Change the library's name and shipping address to reflect this format:
 * Library Name: If academic, the name of the institution ("Amherst College"). If public, the name of the library ("Boston Public Library")
 * Shipping Address: If academic, your next line will be the library's name (or just "Library"), followed by "ILL," "Resource Sharing," "Document Delivery," etc. - whatever they specify. ("O'Neill Library - ILL"). If public, just "ILL", etc.
 * Follow this with the actual shipping address - street address, city, state, zip.
 * Move any information (email, fax, Ariel numbers) from the top section into the address form. Make sure the the email box contains ONLY the email address - even extra spaces will create difficulties in sending emails.
 * Go to the policies directory (using the button that says "PD" in the top left section), and get any missing information. Please fill in everything possible - contact phone number, fax, Ariel address, email. If you can't find it the policies directory, leave it blank.
 * Billing address should be blank unless it contains an address different from the shipping address. Please delete anything else in these fields (like "same as above," or random numbers/codes).
 * Select the correct group - all MA addresses are chosen according to the CMRLS delivery directory. You can find this [|here] or in the black binder on the ILL worktable shelf. If it's a MA library or organization that isn't on the list, just add it to the correct geographic region.
 * If it is on the CMRLS delivery list, add this to the bottom line of the shipping address. For example, if you were adding Holy Cross's library, the last line of your shipping address would read "CMRLS - C". Please use the letter codes found on the directory list.
 * The Billing Category will remain as "exempt" unless this is a corporate library. If so, change it to "default."
 * Click "Add Address," then "Select Address."
 * You're done! Now you can move on to processing the request :)

**Search Holdings**
 * Items are at "Awaiting Lending Request Processing" status. Double-click on this to show all requests waiting to be processed. You can sort them if you'd like by transaction #, Request Type, etc. Double-click on the first one to begin.
 * Click on the Z-Search button (middle of the right-hand side).
 * If the Standard Number is filled out, searching by that is the most effective. If not, try System Number (sometimes works, but most often not). If both of those aren't filled out/don't bring up results, use the title search - it works the same as searching the catalog, i.e. remove any articles first, it doesn't like colons or semicolons, first few words of the title are usually sufficient.
 * If you get multiple results, select the correct one (top half of the screen). The holdings will show up in the bottom-right box. Select it.
 * Books: Note if it says "Not Available" - we'll say "No" right away.
 * Journals: If "Online" is an option, select that one. Otherwise, select Bound or Current periodicals based on the year the request is for.
 * The Call Number and Location Information should now be filled out.
 * If you must say "No," chose "Cancel Request" from the top menu bar. You can then select the reason for cancellation, and cancel it (responds to OCLC with a "No."
 * Otherwise, select "Finished Searching" from the top menu bar. This finishes this stage of processing, and moves the request to "Awaiting Stacks Searching." No response is sent to OCLC at this time. Continue on to the next request. When all of them are done, click the Refresh button to see the new status.

Processing "Awaiting Stacks Searching" Items

 * Once items are at this status, click on "Search Stacks" on the menu bar, then select "Print Search Stacks Items." This will open up two Microsoft Word documents - one for the loan items, and one for copies (if you only have requests of one type, only one document will open). A message about SQL will pop up every time these open - click Yes.
 * Now we have to merge the request information into these docs. Select the "Mailings" tab from the top of the screen. All the way to the right of the menu bar is "Finish & Merge." Click on this. Then select "Edit Individual Documents" from the options. In the window that pops up, the radio button next to "All" should be selected. Click OK.
 * Now the request information should show in the doc. Print them out as normal. When closing, you will have to close two windows - one for the doc with the merged information, and one for the template we first opened up (Always say "No" when it asks you if you want to save changes). Don't forget to merge and print for both the loan and the copies docs.
 * All requests are two per page - loans as vertical strips, copies horizontally. Don't forget to separate them with the cutter before giving them to students to search for.
 * When you refresh the ILLiad screen again, the items will be at "In Stacks Searching" status.

Updating "In Stacks Searching" items (responding to OCLC)

 * Once you have found (or not) the requested items, update the requests. To do this, select "Search Stacks" from the menu bar, and this time select "Update Search Stacks Results."
 * Some general guidelines for lending items - We **do not** lend the following:
 * Videos (VHS or DVD)
 * Playaways
 * CDs
 * Books published in the current year
 * Items from the French Institute, Archives, and Mallet Collection
 * Reference books
 * Full volumes/issues of journals
 * Enter the transaction number (4 digits - not the ILL#) to bring up the request info. Use the buttons in the bottom left-hand corner to select responses. "Mark Item as No" will bring up options to select for the Reason for No, or you can mark it as Conditional. You can ignore the "Mark Item as Found (Scan Now)" option. To respond "Yes" to the requests, choose "Mark Item as Found." If you get a pop-up that says "This is an Odyssey Request," just click OK and move on.
 * Once you've responded to all the items, you should be back at ILLiad home. Refresh the screen.
 * You'll likely have some new categories: "Awaiting Shipping Label Printing," and possibly "Awaiting Odyssey Scanning." To scan Odyssey articles, see this section.
 * Our next step is Printing Shipping Labels.

Printing Shipping Labels

 * To print your shipping labels, you will once again select "Search Stacks," and this time choose "Print Shipping Labels."
 * Just like with the stacks search slips, you'll get two Word docs: one for books, one for articles. Follow the same merge and printing process, making sure to do this for both sets of labels.
 * Now your items are ready to ship.
 * Books: If the label has the CMRLS code on the last line, this ships on the shuttle. You can discard these labels. Labels without it are for the mail - just cut them up and (making sure they're matched to the right item) put them on your envelopes.
 * Articles: You likely won't need these labels (Laurie is looking into a way to keep them from printing). All the articles will have designations on the call slips for their shipping methods. If the library has an Odyssey address, you'll see "Odyssey Enabled." This is preferred - if not, look for Ariel - If they have an Ariel address, you should see "Ariel" in large letters, and the address at the bottom of the slip. Articles that can be faxed will have a fax number here too. Last resort is to mail them.
 * Books will be set to "Item Shipped" status, and articles go to "Request Finished" - gone from the queue.

Odyssey Scanning

 * To scan the items with Odyssey Enabled, move to the Ariel computer. Close out of Ariel, and open the ILLiad client on that computer using your log-in (you can be logged in on multiple computers with no problem).
 * Make sure you are in Lending mode. Once again, go to "Search Stacks", and select "Odyssey Scanning."
 * Enter the 3-digit transaction number and hit enter. This will bring up the request info. Put the document in the scanner just as you would with Ariel, and click on the "Scan" button near the top of the screen.
 * Once the article is scanned in, you can rotate and crop pages as necessary if you'd like.
 * When the article looks ready to go, click "Deliver." That's it! If you have more to send, you can keep going from here. If not, exit the screen, exit ILLiad, and reopen Ariel.

Shipping Guidelines

 * Make sure all items are responded to and checked out of the library first!**

Shuttle Delivery

 * Items that should be put on the CMRLS shuttle will have the code in the last line of their shipping address. Use the slip that corresponds with the code (C, S, W, etc.).
 * You can discard the shipping label for these items. They also **do not** need to be packaged in a bubble mailer.
 * Use the black Delivery Route binder to see the correct format for the library you are sending it to. In most cases, you'll use the name of the city/town for a public library, and the name of the college or institution for an academic library. For example, an item coming to us labeled "D'Alzon Library" would be incorrect - it would need to say "Assumption College."
 * The slip should be placed somewhere in the middle of the book so it doesn't slide out. Make sure the top of the slip sticks out of the book so that the name of the recipient shows.
 * A rubber band around the book is plenty. If you have multiple items going to the same library, you can use one routing slip and group them together with a couple of rubber bands (CMRLS says no more than three or so books - you should be able to pick up the stack with one hand).
 * These items go in the plastic delivery bin by the door.

Regular Mail

 * If there is no CMRLS code on the shipping label, it goes in the regular mail.
 * Be sure your shipping labels are matched up with the right items.
 * Find a bubble mailer of the appropriate size - if possible, use one of the used mailers rather than a new one.
 * Tape the shipping label to the outside in letter format (hold the mailer horizontally, not vertically).

Processing Renewal Requests

 * When borrowing libraries send us renewal requests, they will show up in ILLiad as "Awaiting Renewal Request Processing.
 * To process them, double click on it and select the request.
 * Double click on the white text box in the upper right of the form to expand it, and scroll down a little until you see "RenewalRequestDate." This is the date the they would like to renew until. You may use this, or use a different date altogether if you would not like to renew it for that long. Double click the box again to shrink it.
 * In the due date field, change the due date to reflect the date you are renewing it until.
 * Save the record.
 * Go to the "Process Menu" in the upper left, and select "Respond Yes to Renewal."
 * If you will not renew, simply select "Respond No to Renewal."

Processing Returns
To process returns received in the mail:
 * Select the "Receives" menu, and then "Check Items In from Returning Library."
 * In the form that pops up, search by the TN or ILL numbers to bring up the returned item's record.
 * Click on the "Check Item In" button near the bottom of the screen.
 * Repeat for all other returns.
 * Open Circulation, and discharge all of the returns from there.
 * They should now be all set to go back on the shelf.

Sending Overdues

 * Overdues should be sent once a week.
 * Go to the "Process" menu, and select "Overdues."
 * Click on the "Send Overdue Notices" button (upper left).
 * They should all send by email, and that's it!
 * Occasionally, an overdue needs to go to a library who doesn't provide an email address. In this case, a Word Doc will open up that you can print out and mail to them.

Checking ILL Status

 * 1) Log on to OCLC's FirstSearch. The username and password can be found in the Passwords file in the PUBLICSERV folder on the N Drive.
 * 2) Once logged in, click on the Resource Sharing tab.
 * 3) Next to the search box at the top of the screen is a drop-down menu. From here, you can select to search by patron name, title, or author.
 * 4) When you search, be sure to type out the full word or words - i.e., if you are searching for an ILL for John Smith, typing in Smi will not give any results - you must type in Smith or Smith, John. The same goes for words in titles - it doesn't recognize partial words.
 * 5) Once you have your results, each will have a status next to it. The definitions of statuses are:
 * **Pending** or **In Process** - we are still waiting for hear back from the lenders, so we don't know if or when the item is coming yet.
 * **Shipped** - The item is on its way to us.
 * **Unfilled** - All of the lenders have said 'no.' It's possible we may try other lenders, so let them know the request isn't cancelled until it shows up with that status on their ILLiad account.
 * **Received** - We have received this item - the patron may or may not have picked it up.
 * **Returned** - The patron has returned this item, and iti s off of their records here, but the lending library has not gotten it back yet.
 * **Complete** - The item has been returned, and the lender has received it. The transaction is complete.
 * 1) If the item has been shipped, you can also see what day it was sent out and where it is coming from. Click on the item, and in the record scroll down to the section titled "Lending Details" - it will be towards the bottom of the page, and the information will be there if it's available.
 * 2) If the patron has received an overdue notice, but thinks they have returned the item, please refer to Ashley.