Integrated ISO ILL for staff usersBorrowing requests – part oneYoel Kortick2007
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ILL Borrowing Requests
A borrowing (outgoing) request is madeup of three parts:
1.Bibliographic and item information
2.Patron identifier and request parameterssuch as Need By Date, Pickup Location,Willing to Pay Fee, and so on
3.Potential suppliers; only a single supplier isactive at any one time
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Placing ILL Borrowing Requests
ILL borrowing requests are placed by, or onbehalf of, patrons who have ILL privileges.
Patrons can create requests in the Web OPAC
1.from a displayed record (in which case bibliographicinformation is automatically taken from the record)
2.by filling in a blank form.
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Placing ILL Borrowing Requests
Staff can create requests on behalf of a patronin the Integrated ILL GUI
1.from a displayed record
2.by filling in a blank form.
Staff is limited to creating requests for patronswhose ILL Library (Unit) is the same as thestaff user’s ILL Unit authorization.
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Processing ILL Borrowing Requests
As a request moves through processing, therequest undergoes status changes.
A status is changed
1.by operator intervention (by a Change Statusaction)
2.by system processing (for example, the result of a‘Locally owned’ check)
3.by ISO ILL messages that are automaticallyregistered by the system.
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Processing ILL Borrowing Requests
Each potential supplier listed for a particularrequest is also assigned a status, whichchanges through actions and processes.
Sometimes the supplier status impinges on therequest status (for example, when a check onthe last potential supplier results in ‘LocateFailed’, the request status also becomes ‘LocateFailed’).
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Processing ILL Borrowing Requests
The ISO ILL Protocol and Implementationassigns statuses that will likely not be used innon-ISO communication, such as notificationthat the item has been shipped, notificationthat a requested item has been lent to thepatron, and so on
These statuses are detailed in Appendix A of“ALEPH 18.01 User Guide - Integrated ILL”
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Processing ILL Borrowing Requests
Some of the steps in the process are optional,and some of the steps in the process can beperformed by the system in an unmediatedmanner.
Therefore, the exact workflow of your librarymight match only some of the workflow stepsdescribed here.
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Processing ILL Borrowing Requests
Some of the steps in the process are optional,and some of the steps in the process can beperformed by the system in an unmediatedmanner.
Therefore, the exact workflow of your librarymight match only some of the workflow stepsdescribed here.
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Processing ILL Borrowing Requests
Each step in the workflow isdealt with in the followingsection as a manual(mediated) process.
All manual tasks related toborrowing workflow areperformed in the Borrowingtab of the Integrated ILL GUI.
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Processing ILL Borrowing Requests
Borrowing requests are grouped for view bystatus in the Summary view of the Borrowingtab.
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Processing ILL Borrowing Requests
You will want to start in the Summary mode ofthe tab, in order to get an overview of, and tonavigate to, the requests.
This view acts as an index of the active ILLrequests. Statuses that require action are listedin bold.
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Processing ILL Borrowing Requests
Actions are performed in the Functional modeof the Borrowing tab.
The workflow is described in the followingsections of this chapter.
You will notice that after you create aborrowing request (from the Borrowing menu,or from Search – Full Display – ILL Request),the interface immediately switches to theBorrowing tab in Functional mode, with thenewly created request displayed, ready foraction.
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Creating ILL Borrowing Requests
As previously explained in the Staff User’sGuide to the Web OPAC, a patron can createan ILL Borrowing request in the OPAC. Thefollowing section deals with creating a requestin the Integrated ILL GUI module.
There are two options for creating an ILLrequest on behalf of a patron:
1.From the Borrowing menu
2.From full record display in the Search tab
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Creating ILL Borrowing Requests
From the Borrowing Menu
Click the Borrowing menu, or press ALT + B.Then click the relevant button for you chosenformat (serial or non-serial), for example,Create New Serial Borrowing Request:
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Creating ILL Borrowing Requests
Or, click the buttons at the far right of theBorrowing bar (for Create New SerialBorrowing Request or Create New Non-SerialBorrowing Request):
After either choosing the borrowing menu orclicking one of the buttons on the far right aform will display:
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Creating ILL Borrowing Requests
Complete the formand click send
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Creating ILL Borrowing Requests
The form in the previous slide is an example ofa Serial form.
Note that slightly different forms display,depending on where you initiate the request(from the Borrowing Menu or from FullRecord), and depending on the material type(Serial or Non-serial).
When a request has the Patron Note field filledin, it is automatically assigned a ‘mediated’status.
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Creating ILL Borrowing Requests
Staff is limited to creating requests for a patronwho’s ILL Library (Unit) is the same as the staffuser’s ILL Unit authorization.
staff user’s ILL Unitauthorization
staff user’s ILL Unitauthorization
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Creating ILL Borrowing Requests
If your ILL Unit is set to check for localownership, the request is checked against thecatalog (the logical base of the ILL Unit) whenplaced by patron in Web OPAC, or by ILL staffin the Integrated ILL GUI.
This is to prevent the library from ordering anitem which they already own from anotherlibrary.
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Creating ILL Borrowing Requests
If it is found to be locally owned, a messagepops up informing you of the situation.
You can cancel the request, or continue, inwhich case the request status will be set to“Locally Owned”.
In any case, whether the status is New, NewMediated or Locally Owned, you are transferredto the Borrowing tab, in Functional mode, tocontinue processing the request.
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Creating ILL Borrowing Requests
From the full record display in Search mode
After finding a relevant record, from the fullbibliographic record display in the lower pane,click ILL Request:
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Creating ILL Borrowing Requests
A pop-up window appears; choose BorrowingRequest
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Creating ILL Borrowing Requests
A Serial or Non-serial form pops up, with thebibliographic information displayed in the form.Here is an example of a non-serial form:
Complete the formand click send
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Handling New ILL Borrowing Requests
The Borrowing workflow begins with theexistence of a new borrowing request, createdby a library patron in the Web OPAC, or by anILL staff member in the Integrated ILL GUI
These requests are initially assigned one of thefollowing statuses:
NEW
NEM (New-Staff Review)
LOW (locally owned).
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Handling New ILL Borrowing Requests
The request status is NEM if a patron note hasbeen registered in the request
The request status is LOW if a “locally owned”check was performed and the result waspositive
Otherwise the status is NEW.
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Handling New ILL Borrowing Requests
You work with new requests in the IntegratedILL GUI’s Borrowing tab, in Functional mode,where requests can be processed and whereactions can be taken.
Borrowing tab
Functional mode
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Handling New ILL Borrowing Requests
The nodes in the Functional mode of theBorrowing tab are
1.“Borrowing Request List” (with display of the countof the number of requests in the list)
2.“Borrowing Request” (with display of the requestnumber and status of the request currentlyhighlighted in the list),
3.sub-node “Request Log” (for displaying the log ofthe request).
The Bulk Operation nodes do not concern ushere.
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Handling New ILL Borrowing Requests
In order to work with a request:
select it in the upper pane.
The request information displays in the lowerpane, for view only
the action buttons that are relevant for a newrequest are located to the right of the list in theupper pane.
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Handling New ILL Borrowing Requests
Request selected inupper pane
action buttons thatare relevant for anew request arelocated to the rightof the list in theupper pane
The requestinformation displaysin the lower pane
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Viewing New ILL Borrowing Requests
To view New ILL Requests
1.Open the Borrowing tab (click the tab or pressF5) and click Summary mode. This is thestarting place for handling requests.
From here, you canchoose a statuscategory, select therequests, and movethem into theFunctional mode forfurther action
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Viewing New ILL Borrowing Requests
2.Select the New or New - Staff Review folder, todisplay summary information, and to selectrequests for processing
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Viewing New ILL Borrowing Requests
You can choose a Status Display group fromthe drop-down list. Although the list offersgrouping by:
Type of request (Returnable/Non-returnable)
Active Supplier
Open Date
Last Activity Date
Only type and dateare relevant for newrequests
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Viewing New ILL Borrowing Requests
3.To work on a group of requests, highlight a lineto select it, and click Select, or double-clickthe line.
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Viewing New ILL Borrowing Requests
The Borrowing tab changes to Functionalmode, where requests can be processed andwhere actions can be taken.
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Locating possible suppliers
The first task when dealing with new requestsis to identify possible suppliers.
Clicking the Locate button from the List ofRequests initiates searching for the requestedtitle on the catalogs of the possible suppliers,and thereby builds the list of potential suppliersfor the request.
The list of suppliers that are checked has beenpre-configured for your ILL Unit, sensitive tothe request type and the requested media.
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Locating possible suppliers
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Locating possible suppliers
The reason we saw the “Locate Preview” menuon the previous slide is because we have“Preview on locate” checked in the borrowingmenu:
The “Locate Preview” window allows you toreview the “locate” process, to see whichsuppliers were checked, and the outcome ofeach check.
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Locating possible suppliers
If the locate process succeeds the suppliers areassigned to the request and the request statuschanges to “waiting for process”
If the locate process fails the status changes to“Locate Failed”
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Locating possible suppliers
Suppliers may be assigned manually via the lowerpane “Add Supp” button in tab 4 “Suppliers”.
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Locating possible suppliers
When suppliers are checked via the “Locate” button orthe “Add Supp” button, the list comes from thepredefined “potential suppliers” list
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Locating possible suppliers
After clicking the “Add Supp” button in thelower pane this window will appear
List ofpotentialsuppliers
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Locating possible suppliers
After choosing “Sioux City Public Library” it willappear in the lower pane tab 4 “Suppliers” tab.
Multiplesuppliers maybe added byagain clicking“Add Supp”
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Locating possible suppliers
Now two potential suppliers are listed
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Sending request to supplier
To dispatch the request to the first supplier inthe list:In the List of Requests, click Send.
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Sending request to supplier
The request will be sent electronically, by e-mail, or aform will print, depending on supplier configuration.
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Locating possible suppliers
The request status will then change to “Sent toSupplier”
