Interlibrary Loan I. Sierra Training Manual

Transcription

1 Interlibrary Lan I Sierra Training Manual Last Updated by PrairieCat: Nvember

2 Table f Cntents Overview... 3 Functinality... 4 Creating New ILL Requests... 4 Reviewing New ILL Requests... 4 Acquiring Requested ILL Items... 5 Receiving Requested ILL Items... 5 Checking Out ILL Items (Returnable Items Only)... 5 Checking in ILL Items (Returnable Items Only)... 5 Returning ILL Items (Returnable Items Only)... 6 ILL Request Flwchart... 6 Patrn vs. Staff Entered ILL Requests... 7 Prcessing Patrn-placed Requests frm the OPAC... 9 Remte Searching Enter Staff Placed ILL Requests Aquire ILL Items fr Staff and OPAC placed ILL requests Receive Items Checkut Item t Patrn Check In Item frm Patrn Renewing Items Returning items View Filled Requests Cancelling & Cancelled Requests Deleting Archived ILL Recrds ILL Hldshelf Overdue Ntices, Billing, and Claims Returned Appendix Fixed-length fields Statistics Data Elements f Dwnladed ILL Files Messages.30 2

3 Overview Patrns can key bibligraphic infrmatin fr ILL requests by selecting the Place an ILL Request link in the fter in Encre. This link will direct them t an HTML page that allws them t chse between six request frms: Bk, DVD, Audibk, Music, Magazine/Jurnal Article r Other ILL. The patrn will need t be lgged in t be able t access and submit ILL request frms, and their patrn type must be set t allw ILL requests (because their library pts in t using the ILL Mdule). Library staff can als enter requests fr patrns in Sierra s ILL Mdule Enter Requests functinality. Sierra ILL recrds new requests entered by either staff r patrns in the New Requests file. Library staff can use the New Requests mde t review these requests. Library staff can edit requests t crrect typs r misspellings, search the lcal catalg r a remte catalg fr the item, r send a message t the patrn asking fr further infrmatin r clarificatin. If a library staff member searches PrairieCat and finds an available item that can satisfy a request, they place a hld n the item in the name f the requester. After they place the hld, they will als need t cancel the patrn s ILL request and send a pre-frmatted message t the patrn explaining their ILL request has been cancelled because the material is available in PrairieCat and a hld has been placed. If the item is nt available in the lcal catalg, the staff can search ther, remte catalgs t determine if any ther libraries have items that can satisfy the request. If staff decides t cancel the request, Sierra ILL mves the request t the Cancelled Requests file. If staff decides t accept the request, they must determine hw the library will acquire the item. Once they chse an acquisitin methd, Sierra ILL mves the request t the Pending Request file. If the library is unable t acquire the item, they can cancel the request frm the pending requests file (in which case it is mved t the cancelled requests file) r attempt t reacquire the item frm a different institutin. When the requested item arrives frm the supplying institutin, the staff member receives the item. T track the item Sierra ILL recrds a virtual item recrd in the requester's patrn recrd. (By using virtual recrds, Sierra ILL avids filling the database with bibligraphic and item recrds that wuld take up space after the ILL transactin is cmplete.) If the supplying institutin des nt need the item returned (e.g., the item is a phtcpy), Sierra ILL transfers the request t the Filled Requests file and remves the virtual item recrd frm the requester's patrn recrd. The staff member mails the item t the requester r ntifies the requester that they can pick up the item. The requester never actually checks ut the item. If the supplying institutin needs the item returned, Sierra ILL transfers the request t the Returns file and adds an entry t its file f items n the ILL hldshelf. The staff member places the item n the ILL hldshelf t await pickup by the requester. When the requester cmes t pick up their item, the staff member checks ut the item t them. After the requester returns the item, the library staff checks the item in and updates the Returned field and returns the item t its supplying institutin. Sierra ILL remves the virtual item recrd frm the requester's patrn recrd and transfers the request t the filled file. 3

4 Functinality Here are the ILL functins in Sierra: The ILL wrkflw is as fllws: 1. Create a new ILL request. 2. Review the new ILL request. 3. Acquire the requested item. 4. Receive the requested item. Fr returnable items nly, the fllwing additinal steps are required: 5. Check ut the item. 6. Check in the item. 7. Return the item. Fr an illustratin f this wrkflw, see the ILL Request Flwchart belw. Creating New ILL Requests A new ILL request is created when: The patrn requests an item via the OPAC, r A staff member creates an ILL request in Sierra n behalf f a patrn. When a new request is created, ILL writes the request t the New Requests file. Nte that a request will nt appear as an ILL in a patrn s recrd (either in Sierra r in Encre) until the ILL has been acquired and mved t Pending Requests. Reviewing New ILL Requests Library staff reviews the new request. During this review, the staff member: 1. Verifies that the infrmatin in the request is accurate and adequate. If necessary, the staff member: Edits the request t crrect typs r misspellings. Sends a message t the patrn asking fr further infrmatin r clarificatin. 2. Searches fr the item in PrairieCat: If an available item in PrairieCat can satisfy the request, the staff member places a hld n the item in the name f the requester, cancels the patrn s ILL request and selects the illmsg cancel in PC pre-frmatted message t infrm the patrn. 4

5 If n item in PrairieCat can satisfy the request, the staff member cntinues t the next step in this prcess. 3. Searches fr the item in a remte catalg: If an available remte item can satisfy the request, the staff member can: Accept the request. T d s, the staff member cntinues t the next step in this prcess. If n remte item can satisfy the request, the staff member cancels the request. ILL mves the request t the Cancelled Requests file. Acquiring Requested ILL Items The staff member determines hw the library will acquire the requested ILL item and chses an acquisitin methd. When the staff member submits the acquisitin request t the supplying library, ILL: Mves the request t the Pending Request file. Creates a virtual item recrd in the requester's patrn recrd. By using virtual recrds, ILL avids filling the database with bibligraphic and item recrds that wuld take up space after the ILL transactin is cmplete. Once the acquisitin request has been submitted, staff can d the fllwing: Cancel the request. Send messages t the supplying institutin as necessary. Reacquire the item frm a different institutin, if the riginal institutin cannt supply the item. Receiving Requested ILL Items Once the supplying library sends the item t the requester's library, staff receives the item: If the item des nt need t be returned t the supplying institutin (fr example, the item is a phtcpy): 1. ILL transfers the request t the Filled Requests file and remves the virtual item recrd frm the patrn recrd. 2. The staff member mails the item t the requester r ntifies the requester that the item is available fr pickup. 3. The requester picks up the item. N checkut is required. If the item needs t be returned t the supplying institutin (fr example, the item is a bk): 1. ILL transfers the request t the returns file and adds an entry t its file f items n the ILL hldshelf. 2. The staff member places the item n the ILL hldshelf t await pickup by the requester. 3. The staff member cntinues t the next step in this prcess. Checking Out ILL Items (Returnable Items Only) When the requester cmes t pick up the ILL item, the staff member checks ut the item t the patrn. Checking in ILL Items (Returnable Items Only) After the patrn returns the ILL item, the staff member checks in the ILL item. 5

6 Returning ILL Items (Returnable Items Only) The staff member returns the ILL item. ILL remves the virtual item recrd frm the requester's patrn recrd and transfers the request t the filled requests file. ILL Request Flwchart The diagram belw illustrates hw requests are mved between the ILL files. 6

7 Patrn vs. Staff Entered ILL Requests If yur library chses t use the ILL Mdule, the patrn types fr yur library will be set t allw yur patrns t place requests. There will be a link in the fter f Encre which links t the ILL Request Frms page belw. There are separate frms by frmat fr bks, articles, DVDs, audibks, music and ther ILL materials. Once yur library s ILL department is set up, the requests submitted by yur patrns will be sent t the New Request area in Sierra fr yur ILL Department, viewed by yur library staff nly. Because any patrn can click n the link in the fter f Encre and visit the ILL Request Frms page, we plan t list which libraries are participating in use f the ILL mdule / ILL request frms. Patrns will need t be educated n whether their library participates, hw t cmplete the frms accurately, and that these frms are t request materials nt available in PrairieCat, etc. 7

8 Here is a sample ILL request frm (the bk frm) that the patrn will need t fill ut t place a request. The patrn will need t be lgged in t their accunt befre they have access t the frms. These frms are custmizable by PrairieCat. Each f the frms requests slightly different infrmatin, depending n the requested frmat. The same fields are used by staff when entering a request fr the patrn in Sierra. 8

9 Prcessing Patrn-placed Requests frm the OPAC Once a patrn has placed a hld in the OPAC, it will be transferred t yur New Requests. These shuld be checked daily. First, check in the OPAC fr the item t see if it is available at a PrairieCat library. If it is available, place a hld fr the patrn n the PrairieCat item and cancel the request in the New Requests by fllwing these steps: 1. G t New Requests and right click n the title yu want t cancel and click View OR duble click n the title. 2. Click n Cancel. 3. Click n Yes t send a message. 4. Either type a message r chse frm the drp dwn selectin.(fr a list f available messages, please see the Appendix) 5. Click Finish. If the title is nt available in PrairieCat, but yu still need additinal infrmatin frm the patrn, yu can request mre infrmatin. Fllw these steps t request mre infrmatin: 1. G t New Requests and right click n the title fr which yu need mre infrmatin. Click View OR duble click n the title. 2. Click n Ntify. 3. Select the Message Inf Needed frm the drp dwn menu. 4. Send the message.(fr a list f available messages, please see the Appendix) 5. Once the patrn has respnded and yu have the infrmatin yu need, yu can g in and update the recrd. 6. G t New Requests and right click n the title yu want t edit and click View OR duble click n the title. 7. T update a field, click n the field and edit the text. (NOTE certain fields may nt be edited such as the date requested and the Stat Grup) 8. Click Save. Once yu have determined that the item is nt available in the catalg and that yu have all the infrmatin yu need, yu can prceed t acquiring the item. 9

10 Remte Searching While the Sierra Interlibrary Lan mdule has the ability t electrnically integrate with OCLC, that functinality will be discussed in Sierra Interlibrary Lan II classes. Fr the purpses f this Sierra Interlibrary Lan I class, yu will cntinue t use yur current interlibrary lan acquisitin methd thrugh SHARE Illinis databases, I-SHARE, OCLC, standalne databases r whatever methd yu have available, t physically place the request. 10

11 Enter Staff Placed ILL Requests T enter an ILL request: 1. Verify the current functin is Enter Requests 2. Retrieve the recrd f the requesting patrn. Sierra prmpts yu t select the material type f the item that the patrn wants t request. Fr example: 3. Select the apprpriate material type and then chse the Select buttn. 4. Enter infrmatin fr the request accrding t the system prmpts. 5. T save the request, chse the Save buttn. Sierra ILL saves the request t the new requests file and displays the previus screen. 11

12 T cancel the request, select the Cancel r the Cancel New Recrd Creatin buttn. 6. T enter anther request fr the same patrn, select the material type and chse the Select buttn. T enter a request fr anther patrn, clse the current recrd and retrieve the next patrn recrd. Acquire ILL Items fr Staff and OPAC placed ILL requests In the New Requests file, duble click n the request yu wish t acquire and then click the Acquire icn. 1. Chse "Print ILL letter frm the drp-dwn list f acquisitin methds. (Using the OCLC direct methds will be cvered in an advanced ILL class in the future.) 2. A search bx will appear that yu can use t search fr the accunt f the cnsrtium yu have placed a request with. The easiest way t d this is t search by the alphabetic barcde fr ne f the fllwing. The alphabetic barcde is case-sensitive: ILLCCS (CCS) ILLISHARE (I-SHARE) ILLLINC (LINC) ILLMAGIC (MAGIC) ILLNIC (NIC) ILLRIVERSHARE (RiverShare) ILLRSA (RSA) ILLSWAN (SWAN) ILLOCLC (OCLC) 3. Once yu have lcated yur supplier, click Select and then click Next 4. On the Ntify Supplier screen, yu d nt need t select an ILL message. Click Next t cntinue. 5. On the Fllw-Up Date screen, yu can use the calendar widget t select a date when yu want t fllw up with yur supplier if the request has nt been filled (OPTIONAL). Click the Finish buttn. 6. Finally, yu must chse t print r the request. Chsing (nne) will cause the request t fail. Yu can the request t yur ILL department r print it. Yur request will nw be mved int the Pending Requests file. Reacquiring Unfilled Requests If the supplier yu selected is unable t fill the request, yu can chse a different supplier by lcating yur request in the Pending Requests file, selecting it, and then clicking the Request Again buttn. 12

13 Receive Items When yur library receives an ILL frm a supplying library, yu must determine the fllwing: which request the item is meant t fill whether r nt the item must be returned t the supplying library. Typically yu can determine this infrmatin by the paperwrk that has been included in the item; r, if n paperwrk is included, yu may access the database thrugh which the request was placed. Once yu have determined this infrmatin, yu next have t prepare the item fr pickup by yur patrn. Yu must d ne f the fllwing: Receive an item that needs t be returned. Receive an item that des nt need t be returned. Returnable Items When yu receive an ILL item that needs t be returned, ILL des the fllwing: Step 1 Mves the request frm the Pending Requests file t the Returns file. Adds an entry t its file f ILL items n the hldshelf. Retrieve the recrd frm the Pending Requests file. Duble click n the title t pen it r use the search bx t search by Authr, Title, r Patrn Name. Step 2 Click the Insert icn. Chse the Nte field. Enter the verbiage Supplying library: and supplying library s infrmatin. Step 3 Click n the Receive icn Chse Returnable and click n Next. 13

14 Enter r scan the supplying library s Barcde fund n the item, enter scan the ISN (ISBN) number f the item, enter the Return By date nte: this is the due date that the supplying library has given yu, determine a pssible cst fr the item and enter it int the Cst field. Click Finish after yu have entered all infrmatin. If yu d nt cmplete each field a nte will ppup that asks yu if yu want t cntinue. Click n Yes. Step 4 Yu will be prmpted t Print pickup ntice. Once yu have cmpleted these steps, yu will receive an Operatin Status screen that indicates the status and details f the transactin. Clse ut f the screen by clicking n the X in the upper right crner f the screen. 14

15 Step 5 Clse the edit request screen by clicking n the X in the upper right crner f the screen r clicking n Clse in the list f cmmands. Nn-Returnable Items When yu receive an ILL item that des nt need t be returned, ILL mves the request frm the Pending Requests file t Filled Requests file and remves the virtual item recrd frm the requester's patrn recrd. N further system actin is necessary n this item. The ILL des nt appear in the patrn s recrd in either Sierra r My Accunt since it is cmpleted. Step 1 Retrieve the recrd frm the Pending Requests file. Duble click n the title t pen it r use the search bx t search by Authr, Title, r Patrn Name. Step 2 Click the Insert icn. Chse the Nte field. Enter the verbiage Supplying library: and supplying library s infrmatin. Step 3 Click n the Receive functin Chse Nn-returnable and click n Next. Yu will be prmpted t Send Ntice t Requestr. Chse Yes r N. 15

16 If yu chse Yes and Next, Sierra will prmpt yu t Cmpse message. Yu may chse a message frm the drp dwn list. Click n Next. If yu chse N and Next, the mdule will prmpt yu t Print mailing label? Print mailing label? If yu chse Yes and Next yu will be prmpted t Please cmplete the specified fields If yu chse N and Next yu will be prmpted t Please cmplete the specified fields 16

17 When the mdule prmpts yu t Please cmplete the specified fields yu may enter the ISSN number and the cst if applicable. Click n Finish after the apprpriate fields have been ppulated. If yu receive a message that Nt all fields have been cmpleted. Cntinue anyway? yu may click n Yes t cntinue. Once yu have cmpleted these steps, yu will receive an Operatin Status screen that indicates the status and details f the transactin. Clse ut f the screen by clicking n the X in the upper right crner f the screen. Step 5 Clse the request screen by clicking n the X in the upper right crner f the screen r clicking n Clse in the list f cmmands. The request will be mved t the Filled Requests file. 17

18 Checkut Item t Patrn When a patrn cmes t Circulatin t check ut an ILL, staff shuld first scan the patrn s card. The patrn s recrd will shw that they have an item waiting t be picked up. It will als shw a new menu fr ILL items n their recrd. Just like regular hlds, a message will appear when yu scan a patrn s card that an ILL is ready fr pick-up. Click here t check The ILL will shw under the ILL tab and will have the Barcde, Title, Authr and Status. T check ut an ILL item, staff shuld either type r scan in the item s barcde just like they wuld n any PrairieCat checkut. The checkut screen will shw the same infrmatin as when checking ut a PrairieCat item as seen belw: The item will be checked ut based n when the item is due back at its hme library. The system will autmatically subtract fur days frm the date it is due back t the hme library fr delivery time. Sierra als takes int accunt days that yur library is clsed and will nt include thse days in the fur days it subtracts. Yu may als change the due date if yu prefer t give yur library mre time t prcess it t send back. 18

19 Once the item has been checked ut, it will shw up n the patrn s checked ut items recrd and n their checked ut items list in My Accunt in Encre. Check In Item frm Patrn T check-in an ILL item, scan r key in the barcde in the check-in screen. The fllwing message will appear: Chse check-in and then print a transit slip if yu chse. Next, give it t the persn r department at yur library that handles ILLs. At this time, the item is n lnger n the patrn s recrd, but is still in the ILL mdule. 19

20 Renewing Items The circulatin rules fr interlibrary lan materials are set t nt allw patrns t renew materials themselves via My Accunt. But, library staff can cntact the supply library fr a renewal, and if apprved, can manually renew ill material in the patrn s accunt using an verride. Returning items Lcate the item t be returned in the Prcess Returns file. 1. Select the item and click n the Update icn. 2. Select Returned n frm the list f fields t update, and click Next. 3. Enter the date that the item was returned (sent back t the supplier), and click Finish. 4. Yu shuld see a message cnfirming that the request was successfully updated. View Filled Requests In the Filled Requests area f the ILL Mdule, yu can see a list f all the filled requests: This screen shws the date requested, the title, requestr, supplying library and the filled date. 20

21 Cancelling & Cancelled Requests Yu can cancel ILL requests in the fllwing files: Pending Request New Requests If n remte item can satisfy the request, the staff member cancels the request. ILL mves the request t the Cancelled Requests file. CANCELLING REQUESTS Step 1 Retrieve the recrd frm the Pending Requests file. Duble click n the title t pen it r use the search bx t search by Authr, Title, r Patrn Name. Step 2 Click the Cancel icn. Yu will receive a screen that asks yu t Select printing ptins. 21

22 Yu can either Step 3 Print nw and delete request in brrwer s recrd nw? Cmpse message and print nw select the ILL message yu wish t print frm the pull dwn menu and select Finish. Chse yur methd f printing and click OK If yu chse Send t address enter the when prmpted and click OK. Yu will receive an Operatin Status screen indicating that the 1. The message was sent, 2. The request was successfully remved frm the brrwer s recrd. 3. The request was successfully cancelled. Clse ut f the screen by clicking n the X in the upper right crner f the screen. Clse the request screen by clicking n the X in the upper right crner f the screen r clicking n Clse in the list f cmmands/ Print later and delete request in brrwer s recrd later? Chse message and print later select the ILL message yu wish t print later frm the pull dwn menu and select Finish. Yu will receive an Operatin Status screen indicating that 1. The cancellatin message was successfully queued, 2. The request was successfully remved frm the brrwer s recrd. 3. The request was successfully cancelled. Clse ut f the screen by clicking n the X in the upper right crner f the screen. Clse the request screen by clicking n the X in the upper right crner f the screen r clicking n Clse in the list f cmmands/ Delete request in brrwer s recrd nw, withut a message? Delete request in brrwer s recrd nw, withut a message? Yu will receive a Cancel? screen with a message that indicates The request will be cancelled. N message will be sent. Click n Finish. Yu will receive an Operatin Status screen indicating that the 1. The request was successfully remved frm the brrwer s recrd. 2. The request was successfully cancelled. Clse ut f the screen by clicking n the X in the upper right crner f the screen. Yu will receive an Operatin Status screen indicating that 1. The cancellatin message was successfully queued, 2. The request was successfully remved frm the brrwer s recrd. 3. The request was successfully cancelled. Clse ut f the screen by clicking n the X in the upper right crner f the screen. View cancelled request by chsing Cancelled Requests frm the FUNCTION menu. Retrieve the recrd frm the Cancelled Requests file. Duble click n the title t pen it r use the search bx t search by Authr, Title, r Patrn Name. 22

23 Nte: the cancelled date will appear in the Cancelled field. Clse ut f the screen by clicking n the X in the upper right crner f the screen. Clse the request screen by clicking n the X in the upper right crner f the screen r clicking n Clse in the list f cmmands/ CANCELLED STATISTICS ILL can create statistical reprts fr cancelled and filled requests (that is, requests in the Cancelled Requests and Filled Requests files). T generate ILL statistics: Step 1 Chse the Cancelled Requests r Filled Requests frm the Functin list. Step 2 Chse the Ttals icn, r chse File \ Ttals. ILL generates statistics frm the file yu chse. Step 3 Chse amng the tabs n the left t display the different statistical reprts fr the file. 23

24 Step 4 [Optinal] Print the statistics fr the current tab by chsing Print. Step 5 Chse the Clse icn t exit the statistics display. Deleting Archived ILL Recrds The Sierra ILL mdule autmatically archives the recrds fr the filled and cancelled request files. T maintain system space, ILL enables yu t delete archived requests. (Nte: yu can als save space by dwnlading ILL files t yur netwrk r PC). T delete ILL requests: Step 1 Chse either Cancelled Requests r Filled Requests frm the Functin list. Step 2 Select and right click the request(s) yu want t delete. Chse the Delete ptin frm the right muse buttn menu. Step 3 ILL asks yu t cnfirm the deletin f the selected request(s). Chse Yes t delete the request(s). ILL displays a prgress dialg as it deletes the selected requests. ILL Hldshelf Once the supplying library sends the item t the requester s library, staff Receives the item. If the item needs t be returned t the supplying library (i.e. the item is a bk), ILL transfers the request t the Returns File and adds an entry t the file f items n the ILL Hldshelf. Once the item is checked ut, the item is remved frm the ILL Hldshelf. Hwever, if the patrn des nt pick the item up within 6 days, yu can clear the expired hlds frm the ILL Hldshelf as well as print the ILL Hldshelf Reprt. The ILL Hldshelf Reprt lists ILL items n yur hldshelf whse hlds have expired and can nw be reshelved r returned t their wning lcatin. Step 1. Chse Clear Expired Hlds and Hldshelf frm the Functin list. Step 2. In the Hlds pane, select the Shw ILL hldshelf ptin. 24

25 Step 3. In the Lcatin pane, select the lcatin fr which yu want t clear expired hlds. Step 4. Chse Clear. Sierra clears the expired hlds frm the hldshelf and frm the assciated patrn recrds, and displays a summary and table view f the items awaiting remval frm the hldshelf. Step 5. T view ILL hld details fr an item, select the item and chse Hld Detail. T print the ILL Hldshelf Reprt, chse the Print tlbar icn. Step 6. Return the items listed in the ILL Hldshelf Reprt t their wning institutins. (see sectin n Returning ill items) Overdue Ntices, Billing, and Claims Returned Standard ntices will be prcessed fr ILL materials like ther materials the patrn checks ut. The patrn will be called r ed fr ILL pickup, curtesy and first verdue ntices, and subsequent verdues and billed will be printed and sent t the patrn s library via delivery. PrairieCat has drafted custm ILL ntice message text s that library staff can differentiate that these are ntices fr interlibrary lans rather than regular library materials. Staff shuld NOT use Claims Returned n ILL materials. Because the material belngs t anther library and has a specific return/due date, the material shuld be left checked ut t the patrn until it is successfully returned by the patrn, checked in and returned t the wning library. 25

26 Appendix Fixed-length fields The majrity f these fields represent data that the system recrds as yu perfrm specific actins (e.g., Sierra ILL updates the Cancelled field when yu cancel a request). Very few f the fixed-length fields that Sierra ILL displays fr requests are directly editable. 1. #Pages - The number f pages in the requested item. 2. #Requested - The number f current ILL requests fr the requester. 3. Cancelled - The date that the request was cancelled (i.e., the date when the request was mved t the cancelled requests file). 4. Cpyright - Cpyright cde fr the requested item: g - request cmplies with applicable cpyright guidelines (fr jurnal requests, the entered Pub. Year date is within the last 3 years) n - cpyright laws d nt apply (either n Pub. Year date is available r the date entered in the Pub. Year field is between 3 and 5 years in the past) l - request cmplies with applicable cpyright laws (the entered Pub. Year date is 5 years r mre in the past) 5. Cst - The cst f the item. 6. Filled - The date the request was filled (i.e., the date when the request was mved t the filled requests file). 7. Fllw up - The date n which the requester s library shuld cntact the supplier if the requested item has nt arrived. 8. ILL Item# - The virtual item recrd number (cntained in the requester's patrn recrd). 9. ILL Item Lcatin - The virtual item recrd number (cntained in the requester's patrn recrd). 10.Methd - Methd used t acquire the requested item. Pssible values are: a ART PrairieCat des nt use e - l - Printed ILL Letter - OCLC ILL p - Purchase rder 26

27 11.MTYPE - The material type f the requested item. Pssible values are Bk Magazine / Jurnal article DVD / Blu-Ray Audibks Music Other ILL Materials 12.Need By - The date by which the patrn needs the requested item. The request shuld be cancelled if it has nt been filled by this date. Yu can directly edit this field. 13.Prcessed - The date that the request was acquired (i.e., the date when the request was t the pending requests file). 14.Pub. Year - The year that the requested item was published. 15.Requested - The date that the request was placed. 16.Return By - The date by which the item must be returned t the supplier. 17.Returned - The date that the requested item was sent back t its supplying institutin (i.e., the date when the request was mved frm the returns file t the filled requests file). 18.Stat Grup - Statistics grup f the lgin used t place the request. 19.Status - The status f the item. Yu can directly edit this field. 20.Supplier # - The number f the institutinal patrn recrd fr the supplier. Statistics Cancelled ILL Requests The statistical reprt fr the cancelled requests file cnsists f the fllwing categries: Mnth Requested The ttal number f requests that were cancelled by mnth requested and by reasn fr cancellatin. Mnth Cancelled The ttal number f requests that were cancelled by mnth cancelled and by reasn fr cancellatin. Brrwer The ttal number f requests cancelled fr each requester. P TYPE The ttal number f requests cancelled by P TYPE f the requester. 27

28 PCODE The ttal number f requests cancelled by PCODE. Nte that the system nly generates PCODE4 statistics if yur library has acquired PCODE4 fields. Filled ILL Requests When yu generate ILL statistics fr filled requests, the system displays the average time it takes yur library t fill requests, brken dwn by the fllwing criteria: ISSN The ISSN f the jurnal cntaining the requested article. When yu select this criterin, the system als displays statistics by request type. Mnth Requested The mnth in which the request was entered r submitted. Mnth Filled The mnth in which the request was received. Supplier The name f the library r institutin that supplied the request. Brrwer The name f the patrn wh placed the request. P TYPE The P TYPE f the patrn wh placed the request. PCODE The PCODE1, PCODE2, and PCODE3 value f the patrn wh placed the request. A PCODE4 breakdwn als displays if yur library has acquired Cnsrtium Management Extensins and enabled the PCODE4 field. T calculate the number f days needed t fill a request, the system cmpares the date the request was acquired t the date it was received. Data Elements f Dwnladed ILL Files When yu dwnlad ILL request files, the dwnladed files include all f the infrmatin that it has recrded fr each dwnladed request, including infrmatin in additin t what nrmally displays when yu view the ILL files n screen. Each ILL request cntains the data elements listed belw, separated by the delimiter yu specified. Blank elements indicate that n data fr the categry has been recrded. 28

29 Psitin Element Descriptin 1 Lck Internal use nly. 2 Request_key Unique key fr the request. 3 ILLtype Internal use nly. 4 Terminal The statistics grup frm which the request was placed. 5 Date_requested Time stamp taken when the request was placed 6 Date_prcessed Time stamp taken when the request is mved t the Pending Requests file. 7 Date_filled Time stamp taken when the request is mved t the Filled Requests file. 8 Date_cancelled Time stamp taken with the request is mved t the Cancelled Requests file. 9 Supplier_patrn_# The institutinal patrn recrd number f the supplier. 10 Virtual_bib_recrd_# The virtual bibligraphic recrd number (cntained in the requester s patrn recrd) 11 Virtual_item_recrd_# The virtual item recrd number (cntained in the requester s patrn recrd) 12 Virtual_item_campus The wning lcatin f the virtual item (cntained in the requester s patrn recrd) 13 Authr The authr f the requested item 14 Title The title f the requested item 15 Need_by_date Time stamp fr the date n which the system shuld cancel the request if it has nt been filled. 16 Supplier_name The name f the supplier 17 Request_type One-character cde signifying the type f request: b=bk; c=dvd; d=music; g=ther, j=magazine/jurnal article; p=audibk 18 Request_acqusitin_methd One-character cde signifying the methd used t acquire the item: 29

30 e- l Printed ILL Letter OCLC ILL p Purchase Order 19 Q3a Fr bks, DVDs, audibks, music and ther: Publisher, Place & Date Fr magazine/jurnal articles: Jurnal Title 20 Q3b Bks: large print? Magazine articles: Magazine date DVD: DVD, Blu-Ray r Playaway View? Audibks: Bk n CD r Playaway? Music: CD r vinyl? Other: Frmat? 21 Q3c Bks: particular editin? Magazine article: vlume#? DVDs: nne Audibks: Unabridged r Abridged? Music: nne Other: Editin? 22 Q3d Bks: nne Magazine article: Issue#? DVDs: nne Audibks: nne Music: nne Other: nne 23 Q3e Bks, DVDs, audibks, music, ther: additinal inf? Magazine article: Pages? 24 Cpyright One-character cde indicating the cpyright status: l cmplies with cpyright laws g cmplies with cpyright guidelines n n applicable laws 30

31 25 Publicatn_year The year that the requested item was published 26 Number _f_pages The number f pages in the item. 27 Q5a Maximum cst yu will pay? 28 Q5b Bks, DVDs, audibks, music, ther: ISBN 29 Q5c OCLC#? Magazines article: ISSN 30 Patrn_recrd_# The recrd number f the requester. 31 Patrn_name The name f the requester. 32 Patrn_id The ID number f the requester; e.g. patrn barcde, university ID, etc. 33 Patrn_hme_lib The hme library f the requester. 34 Patrn_PTYPE The PTYPE f the requester. 35 Patrn_PCODE1 PCODE1 f the requester. 36 Patrn_PCODE2 PCODE2 f the requester. 37 Patrn_PCODE3 PCODE3 f the requester. 38 Patrn_PCODE4 PCODE4 f the requester. 39 Cited_in Respnse t the Q4 prmpt 40 Status Status message 41 Cancellatin_status Internal use nly 42 Need_t_return_by_date Time stamp fr the date by which the supplier wants the item returned. 43 Returned_n_date Time stamp fr the date when the request was mved frm the Returns file t the Filled Requests file. 44 Ntes Transactins ntes (separated by ^8) 45 Req_msg Internal use nly 46 Fllw-up_n_date Time stamp fr the date n which the library shuld cntact the supplier if the requested item has nt arrived. 47 Cst The cst f the item. 48 Hldings Internal use nly. 31

32 49 File_creatin Internal use nly. ILL Ntice & Message Texts Curtesy Ntice Just a reminder that the fllwing interlibrary lan materials will sn be due. Sme r all f the items may be eligible fr renewal. Please cntact yur hme library s Interlibrary Lan Department fr renewal ptins. First Ntice The fllwing interlibrary lan materials are verdue. Please return them t yur hme library as sn as pssible. Overdue fines will cntinue t accrue each day until the materials are returned. Thank yu. Secnd Overdue Please return the fllwing interlibrary lan items and settle yur accunt r make payment arrangement. This accunt is past due and may be turned ver t a cllectin agency if nt taken care f. Thank yu. Bill Ntice Please return the fllwing interlibrary lan item and settle yur accunt r make payment arrangements. This accunt is past due and may be turned ver t a cllectin agency if nt taken care f. Thank yu. Final Overdue Ntice We have nt received a respnse t the previus ntices we have sent. If these items are nt returned t the hme library in the next 7 days, additinal charges may be added. Yur prmpt attentin t this matter is appreciated. Thank yu. ILL Pickup Ntice The fllwing interlibrary lan item which yu requested is waiting t be picked up at yur library's Circulatin Desk. Yu have six business days t pick up the item r yur interlibrary lan material will be returned. Thank yu. ILL Pickup Cancellatin Ntice (illmsg cancel n pu) The fllwing interlibrary lan materials were nt picked up within the six day limit and have been returned t their wning library. If yu wuld like t re-rder this material, please cntact yur hme library's ILL Department. ILL Request Cancelled Because in PrairieCat (illmsg cancel in PC) Yur interlibrary lan request was cancelled because this material is available in PrairieCat. Staff has placed a hld in PrairieCat fr yu and yu will be ntified when the material is available fr pickup. Thank yu. ILL Need Mre Infrmatin (illmsg inf needed) We need mre detailed infrmatin frm yu regarding yur recent Interlibrary Lan request. Please cntact the library as sn as yu can. Thank yu. 32