ILLiad+Borrowing

=ILLiad Borrowing=

Scroll down or click on a link below to find the information you're looking for, or try the ILLiad User Guide.


 * General Maintenance
 * Clearing New Users
 * Processing Requests from Our Patrons
 * Receiving ILLs - Loans
 * Checking In Items
 * Processing "Awaiting Post-Receipt Processing" Loans
 * Processing "Awaiting Customer Contact" Loans
 * Processing "Customer Notified" Loans/Checking Out to Customer
 * Receiving ILLs - Articles
 * Odyssey
 * Ariel
 * Email
 * Fax/Mail
 * Special Procedures
 * Renewals
 * Received Partial/Incorrect Items
 * Unfilled Requests
 * Returns
 * Word Documents - Merging Procedures

General Maintenance

 * ILL email account (ill@assumption.edu) - check daily.
 * Send overdues once a week ("Process" menu --> "Overdues" --> "Send Overdue Notices").
 * Check Ariel computer daily for incoming articles received through Ariel.

Clearing New Users

 * When there are new users to clear in ILLiad, you will see the icon underneath the refresh button.
 * Things to check for:
 * Search them in Circulation to make sure they are affiliated with Assumption - if not, you may disavow them.
 * Check the list on the right side of the screen to make sure they don't already have an account (see "Merge/Disavow" below if they do).
 * If they did not enter a status (and/or department for Faculty), you may want to enter it for more accurate statistics.
 * Make sure their email address is complete/valid (e.g. @assumption.edu is not left off, entire email address is there, etc.).
 * Electronic delivery: If "Delivery Method" lists electronic delivery, type "Yes" into the "Electronic Delivery" field. If something else is selected, type "No." This is important - if you do not enter "Yes" (which the majority of patrons select), it will default to printing out their articles rather than posting to their ILLiad account.
 * If everything looks ok, you may clear them.
 * Merge/Disavow: If a user has already created an account, and are submitting another one (often happens if they forget their user name or password), you can merge the two accounts so that all their requests are under one account. To do this:
 * In the alphabetical list of names on the right, right click on the listing for their previous account. Select "Send to Old User (Merge From)".
 * Right click on the listing for their new account. Select "Send to New User (Merge To)."
 * Click on the "Disavow/Merge" button. A form will pop up.
 * Check the information to make sure you are getting rid of the right account, and click "Disavow/Merge."
 * The patron will now be able to log on with the information for their new account, while all requests from the old account have been moved over to it.
 * Finish checking the new account, and clear the user.
 * An email will be sent to the patron explaining the merge.

Processing Requests from Our Patrons

 * When a patron requests an item through ILLiad, loan requests appear as "Awaiting Request Processing." Articles first appear as "Awaiting Copyright Clearance."
 * To move articles from "Awaiting Copyright Clearance" to "Awaiting Request Processing," double click on the category. Go through the list, selecting "No Problem" to clear them.
 * Double click on the "Awaiting Request Processing" category. This will open up a list of requests. Double click on the first one to begin.
 * The request form will open. Click on the OCLC logo in the upper-right hand corner.
 * If it opens to the "Searching" tab, use the search fields and limits to locate the item the patron has requested.
 * If it opens to the "Record Detail" tab, the patron placed the request through WorldCat - we already have information for the exact item they want, which is the record shown.
 * Once you have located the request item, select the "Holdings" menu option (NOT the "Holdings" tab) and move down to "Custom Holdings." Depending on whether it is a book or article being requested, select "Loans" or "Copies" (if unable to find lenders in either of these, and requester is a Faculty member, you may try the "Charge" category as well).
 * The "Selected Lenders" box may or may not autofill depending on a number of factors. If it is not autofilled, select lenders using your judgement and the citation information. Once you have selected five lenders (or fewer, if held by less libraries), click on the "Create Work Form" button.
 * This form has the information that will go to OCLC. Make any changes necessary (such as MaxCost if a Faculty member and a "Charge" item, or corrections to citation info), and click the "Send Request" button when you are finished.
 * This brings you back to the original form. Click the "Request Sent" button in the upper-right corner.
 * The request has now been sent to OCLC and moved to "Request Sent" status in ILLiad.

Checking In Items

 * ILL Loans can be received both via mail and the CMRLS shuttle.
 * Make sure you are in the "Borrowing" section of ILLiad before beginning.
 * Select "Receives" from the top menu bar, and choose "Check Items in from Lending Library."
 * In the form that pops up, enter the ILL Number (8 digits) in the designated box (entering this in the "Transaction Number" box will not bring up any results - these are two different numbers).
 * If this is a library that we have not dealt with before, a blank form will pop up to enter the library's address and contact information. Fill this out using the policies directory or information that came with the book, just as you would in lending.
 * Before checking the item in, there are a few things to check for.
 * Make sure the book you have matches the request's title and author. If it isn't the correct item, select the "Received Partial/Incorrect Item" button on the right, and see __these__ procedures.
 * In the "Request Type" section, be sure that "Loan" is selected. If "Article" is selected, this means that our patron requested a copy of a chapter, etc. from the item, but the lending library sent us the entire book. You can put this aside, copy the request pages, and process this as a __received article__, or change the request type to "Loan" and process this as a loan.
 * Look at the paperwork that came with the book for restrictions, and note these on the form. For example, if the item is marked "No Renewals," uncheck the box that says "Allow Renewals."
 * If this is a multivolume set or has several pieces, change the number in the "Number of Pieces" field to reflect this. This way, when the item is returned a box will pop up noting how many pieces should be there, and a bookstrap will be printed for each piece.
 * Make sure the due date in the box matches the due date on the item, if there is one.
 * Select the "Check Item In" button. This will mark the item as "Received" in OCLC, and move the record along to the next step. Repeat the process for all received loans, and then exit the form. All checked in items are now at the "Awaiting Post-Receipt Processing" status.

Processing "Awaiting Post-Receipt Processing" Loans

 * From the "Receives" menu at the top, select "Print Receives."
 * This will open two word documents. Merge and print both of these. The first is the bookstraps, and the second are the checkout slips.
 * Put the bookstraps on the books - you can match up the checkout slips with them now or later.
 * Items are now at "Awaiting Customer Contact" status.

Processing "Awaiting Customer Contact" Loans

 * From the "Receives" menu, select "Contact Customers."
 * This brings up the auto-emailer. Click on "Start Automatic E-Mail," and all of the emails will be sent.
 * If a patron has not given an email address, or has selected to be notified by phone rather than email, their name will remain on the list. Once you have notified them by phone, just double-click on the record to clear it out.
 * Items are now at "Customer Notified" status.

Processing "Customer Notified" Loans

 * Select the "Check Out/In" option from the top menu, and then select the "Check Items Out to Customer" option.
 * A box will pop up. Scan in the ILLiad Transaction Number (TN). That item is now checked out, and you are ready to scan in the next one.
 * Write the patron's name at the top of the check-out slips, and stick them in the books so that they show. These can now be filed on the ILL shelf for patrons to pick up - the only thing that is needed when they are picked up is to be desensitized.

Receiving ILLs - Articles
We can receive articles via Odyssey, Ariel, email, fax, or mail.

Odyssey
If we have received any articles via Odyssey, they will appear at "Awaiting Odyssey Processing" status in ILLiad. To process these:
 * Select "Receives" from the menu, and then select "Electronic Delivery Processing." At the top of the form that appears, click on "Process Electronic Delivery Files." It may take awhile for the files to download - you know it is finished when the status bar at the bottom reads 0%, and no status appears to the left of it.
 * Most requests will appear in the box below "Review." These are files that will be delivered electronically to users' ILLiad accounts. Requests that show in the "Print" box are requests from users who have selected In-Library Pickup as their preferred delivery method.
 * Select the first request - the file will appear on the right. Go through and make sure that all pages are there, and readable. Many patrons will read these files on their computer as PDFs rather than print them, so it's best to rotate all pages to the correct orientation. You can also crop and use the other tools as necessary.
 * If the file is unreadable, leave it as is and move on to the next request. When you have processed the rest, exit Electronic Delivery, and open the individual request. Change the status to "Received Partial/Incorrect Item" and follow __these__ procedures.
 * If the file is in the "Review" box, when you are finished, simply hit the "Deliver" button below it and it will be converted to a PDF and posted to the user's ILLiad account, while also marked it as received in OCLC.
 * If the file is in the "Print" box, hit the "Print/Check In" button below it. This will print the article, and mark it as received in OCLC. It will also move the request to "Awaiting Post Receipt Processing" status. To finish processing, select "Print Receives" (although printing the Word doc is not really necessary), and then "Contact Customers" from the "Receives" menu. It can then be put out in the file folders at the Circulation Desk for pickup.

Ariel

 * To check for articles received via Ariel, you will need to check on the Ariel computer. Open the "Received" window in Ariel to see if any have come in.
 * If they have, open ILLiad on the Ariel computer (when scanning isn't being done, both programs can be open together with no problems). Go to the Borrowing section, select the "Receives" menu, and then select "Electronic Delivery Processing." At the top of the form that appears, click on "Process Electronic Delivery Files."
 * The received articles may show up in a number of different places on the form. Some will go immediately to the same "Review" and "Print" boxes that Odyssey documents go to.
 * "No Ariel Lender Match." If they appear in this box, Odyssey does not recognize the sender's Ariel address. Check the cover page for the lender symbol, and select this library's radio button. Then click on "Attach Lender Info." The file should now move to "Review" or "Print."
 * "No ILL Number Match." Occasionally, Odyssey is unable to pull any information about the request at all. Use the cover page to get the ILL number of the request, enter it into the ILL box, and click Match. It will now likely move to the "No Ariel Lender Match" box - see above for details - or the "Review" or "Print" areas.
 * Once everything is in "Review" or "Print," you can move on and begin processing.
 * Most requests will appear in the box below "Review." These are files that will be delivered electronically to users' ILLiad accounts. Requests that show in the "Print" box are requests from users who have selected In-Library Pickup as their preferred delivery method.
 * Select the first request - the file will appear on the right. Go through and make sure that all pages are there, and readable. Many patrons will read these files on their computer as PDFs rather than print them, so it's best to rotate all pages to the correct orientation. You can also crop and use the other tools as necessary.
 * If the file is unreadable, leave it as is and move on to the next request. When you have processed the rest, exit Electronic Delivery, and open the individual request. Change the status to "Received Partial/Incorrect Item" and follow these procedures.
 * If the file is in the "Review" box, when you are finished, simply hit the "Deliver" button below it and it will be converted to a PDF and posted to the user's ILLiad account, while also marked it as received in OCLC.
 * If the file is in the "Print" box, hit the "Print/Check In" button below it. This will print the article, and mark it as received in OCLC. It will also move the request to "Awaiting Post Receipt Processing" status. To finish processing, select "Print Receives" (although printing the Word doc is not really necessary), and then "Contact Customers" from the "Receives" menu. It can then be put out in the file folders at the Circulation Desk for pickup.
 * Everything must be cleared from the "Print" and "Review" boxes in order for the next incoming batch of Ariel receives to be imported.
 * **When you are finished, return to Ariel and delete the requests you just processed from the "Receives" window.** Otherwise, they will be reimported every time you do this process, and produce errors in Odyssey.

Email

 * If you receive a PDF of the article via email, there are two options.
 * Open the file, and save a copy to your computer as a TIFF.
 * Print the article.
 * Begin the checking in process using "Check Items In from Lending Library."
 * Rather than selecting "Check Item In," select "Check Item In/Scan Now." if you saved as a TIFF, or "Check Item In/Scan Later" if you printed.
 * If you saved as a TIFF, you will be brought the the same screen that you use for Odyssey. Rather than the "Scan" button, select the "Upload from File" button. Since TIFFs save each individual page as a separate file, you will have to go in and upload each page individually. Once you have all the pages (cropped, rotated, etc.) you can hit "Deliver."
 * If you printed, move to the Ariel computer. The file should be under the "Awaiting Borrowing Scanning" status. Go to the "Process" menu, and select "Borrowing Scanning." Enter the TN or ILL number, and then scan the pages as normal. Crop, rotate, etc., and then hit "Deliver."

Fax/Mail

 * If we receive hard copies of articles, whether via fax or mail, follow the same procedures as you would above if you printed out the article from email.

Renewals
Renewing items is fairly simple in ILLiad. To request a renewal for an item, simply look up the record using the TN or ILL number.
 * In the "Process" menu at the top, select "Renew Request."
 * The request has been submitted to OCLC, and the due date is temporarily changed so that the patron does not receive overdue notices in the meantime.
 * Once the library has responded, it will show up in ILLiad under one of two statuses: "Awaiting Renewal OK Processing," or "Awaiting Denied Renewal Processing."
 * If the renewal was denied, open the record by double-clicking on the status. In the due date field, change the date back the original due date, and save changes. Notify the patron via email (no auto-emails for this, must be done manually) that the renewal has been denied.
 * If the renewal was approved, open the record by double-clicking on the status. In the due date field, change the date to the one specified by the lending library - it will likely be different from what is currently there - and save the record. Notify the patron of the new due date(s) via email (again, manually).
 * Click on the Route icon and manually check the item back out to the patron.

Received Partial/Incorrect Item
Once you have noted that the item is not readable, not what we requested, missing pages, etc., and set the status to "Received Partial/Incorrect Item," it will show up at this status on the main borrowing screen. The method used to contact the lending library about the issue is up to you, whether it be phone, email, or both.

Once you have received the corrected item, or determined that you will be requesting it from a different library for whatever reason, you will need to clear this status out. To do this, go to the "Process" menu, and select "Review Incomplete Items."
 * If you've received the rest of the item or the corrected version, select "No problem." This will revert the status back to "Request Sent," and you can then go back and follow the receiving procedures as you normally would.
 * If you will be sending the item (for loans) back to the lending library and submitting a new request, select "Receive and Return." This will both receive the item and return it in OCLC, and the request itself will go to "Awaiting Request Processing" status so you can begin the process over.
 * "Cancel Request - Do Not Update as Received in OCLC" will also set the request back to "Awaiting Request Processing," but it will not notify OCLC that we received it at all.

Unfilled Requests

 * When a request comes back as unfilled, it will appear at "Awaiting Unfilled Processing" status.
 * Open it by double clicking on the status.
 * With ILLiad, we are able to try again with different lenders, without having to create a new request. If you would like to try more lenders, simply click on the OCLC logo button in the right corner, and repeat the searching process just as you did the first time around.
 * Lenders that have already turned down your request will not appear as potential lenders, so you don't have to worry about sending it to the same library twice.
 * Click the "Resubmit Request" button. This will delete the old OCLC request, and automatically generate a new one.
 * Click "Finished Searching."
 * If we are out of potential lenders, you can cancel the request and notify the patron. To do this, first click on the OCLC logo button. There should be a "Delete" button near the top - click this. This will delete the request from OCLC.
 * Once it is deleted, you will be back at the request form. Select "Cancel Request" from the top menu. You can select the reason, and there is space to write a further explanation to the patron if you wish. Once you hit "Cancel," the request is cancelled and the notification email sent to the patron.

Returns

 * Select the "Check Out/In" option from the top menu, and select "Check Items In from Customer."
 * Enter the TN or ILL number to bring up the request information.
 * Click on "Check Item In."
 * Repeat for any other returns.
 * Circulation of ILLs is handled completely within ILLiad - clicking the "Check Item In" button both takes it off of the patron's ILLiad account, and marks it as "Returned" in OCLC.
 * Close out of the form - all returns will now be at "Awaiting Return Lable Printing" status.
 * Select "Returns" from the top menu, and then "Print Returns." This will open a Word doc with a return label for each item. Merge and printthe document.
 * Unfortunately, the return labels do not show the fourth line of addresses - the occasional label may be missing the last line, so check the make sure everything is there. Also, check the blue CMRLS Delivery Directory to see which returns to MA libraries can go in delivery rather than mail, and which slip to use.
 * Package and ship back to the lending libraries.


 * ===Blocked Patrons===
 * Patrons are automatically blocked from ILLiad once they receive a third overdue notice. Once they have returned all items that are overdue to this point, you can clear the block.
 * First, check that they have returned all of the items that are keeping them at blocked status. After checking in their items, open the overdues form ("Process" --> "Overdues") and make sure that their name does not appear in the third box. If it does, they should remain blocked.
 * If you are ready to unblock them, go to "Edit" --> "Edit Customer" and search for them by name. Double click on their name in the search results to open their record.
 * Uncheck the box next to "Blocked."
 * Save changes, and exit the form.

Word Documents - Merging Procedures

 * ILLiad items to print (bookstraps, loan slips, return labels, etc) will open up Microsoft Word documents - often one for the loan items, and one for copies (if you only have requests of one type, or are printing labels, 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 (if applicable).