Technical Services Department Procedures Manual

 

Section 4.2 :
ILL Borrowing Operations Online

BORROWING PROCEDURES—–ARTICLES OR BOOKS 

1) To fill an interlibrary loan request for a book or article, the following steps must steps must occur:

Go to OCLC Homepage and hit Search and Create

You have two options, either you can fill your request on the search and create page or go to advanced search. Whichever you do, make sure to: 1) Fill in the title of book or periodical; 2) UnderSearch Type, use title; 3) Cataloging Source, use any; 4) Format, depends if you want book, serial (periodical or magazine)….; 5) Microform, use not microform unless you are looking specifically for micro-film or micro fiche.

If you decide to use Advanced Search, merely fill in appropriate information, then go to Search.

2) If possible, look for records that reveal Library of Congress which is LDC

Next you will see something like: NO HOLDINGS IN KGG – 367 OTHER HOLDINGS top of the page. The number 367 is the number of institutions that have the book or journal you are seeking.

Scroll down until you see:

 

If the number of institutions is 300 or more, then use DHA which will be library institutions in the surrounding states, always using the AICKU (small private colleges in Kentucky) first. If the number is less than 300, then use DHR which will include all 50 states. Hit, DISPLAY button.

You will come to a page that looks something like this:


 

 

NO HOLDINGS IN KGG – 367 OTHER HOLDINGS
Harvey, William C. Spanish for gringos : shortcuts, tips, and secrets to successful learning / by William C. Harvey. New York : Barron’s, c1990. DLC OCLC: 22275264
Regional Holdings    ( Page 1 of 1 )
State Locations
KY ? KB3 ? KF5 ? KF6 ? KK8 ? KNV ? KYD ? KYL
IL ? BXI ? CF0 ? CGP ? HLI ? HUO ? IAZ ? IHE
? irx ? IUO ? IVJ ? JAG ? JBL ? JBO ? JBW
? JCF ? JCH ? JN6 ? JSY ? LF8 ? MR0 ? SOI
? TG4 ? TMF
IN ? IEB ? IEP ? ies ? IKP ? ILC ? IMD ? IMF
? IMP ? IMR ? ivs
MO ? FGY ? kcp ? mj5 ? MOS ? mu3 ? SVP ? ZAG
OH ? bex ? BPO ? CLE ? CXP ? DMM ? FPL ? LIM
? MIA ? OCO ? OUN ? OWR ? SIN ? TLM
TN ? TNN
VA ? axj ? PZH ? VIA ? VRU

 

 

 

Holdings Options

 

Each three letter or number symbol represents a library institution. If you place the mouse on the symbol, it will tell you the name of the institution. By clicking on five symbols, the empty boxes will reveal your choices.

Go to ILL WORKFORM button.

Fill in appropriate information, then hit button, PRODUCE.

Print the document and place in appropriate folder.

RECEIVING MATERIAL

1) Once your interlibrary loan arrives, go to the OCLC homepage, hit MESSAGE FILE, then, SEARCH and insert the interlibrary loan number. Then, mark received or returned, depending if the student is finished with it.

RECEIVING ARTICLES: ARIEL-

Go to printer

Make sure article is in numerical order, no pages are missing

Staple the articles together

If receiving via mail, follow steps from here

* Mailed articles may be found on the “Received” shelf

UPDATE BORROWING REQUESTS FOLDER:

Look up ILL Number (they are in descending ILL order)

Circle Lending Library symbol

Stamp COMPLETE with the date on ILL request record

Write down Campus Box number on article

File in “Completed Lending” folder

Mail article to student

UPDATE BORROWING REQUESTS FOLDER:

Look up ILL Number

Circle Lending Library Symbol

Stamp RECEIVED and date next to “RecDate”

Write Due Date next to “DueDate”

Write Campus Box # on patron notice

Send patron notice to patron

File books in ILL section at Circulation Desk, alphabetical order by patron last name

UPDATE BORROWING REQUESTS FOLDER:

Look up ILL #

Stamp COMPLETE with the date on request record

File in “Complete Lending” folder

Return book to Lending Library

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