Instructions for Processing of Interlibrary Loans
When ILL items arrive at your branch from the ILL dept., please follow the
instructions listed below to receive, check in, and check out the items. Please contact the ILL Dept. if you have any questions or problems when processing the ILL items. The ILL procedures do not include District Loans. District Loans are
not handled by the ILL dept. For District Loans, staff will still have to contact patrons to pick up the items and use Fast Add to check them out (see p. 97).
Receiving ILL items:
In the request application: look up the item by title. Open up the item’s
record and change the status to Ready for customer pickup. Be sure to click on the gray Update Status button after you’ve done this and then complete the Filled by, Due Date and Return Information sections.
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Once the request status in the request application has been changed to Ready
for customer pickup, there should be no need to go back into the request application for that record again. The only exceptions are if the request is canceled or the borrower never picks up the item. In these cases, go back into the request records and change the status to Canceled by user or Not picked up, whichever is appropriate.
In Horizon: Check in the ILL. You will see a message telling you that the item
is on hold and for whom it is being held. (If the hold message doesn’t pop-up, please contact ILL for assistance.) Click OK. Follow your library’s procedure for placing items on the holds shelf.
* Please try not to check in an ILL more than once. If you do check it in twice, follow the Error Message directions listed below.
A hold message will appear on the patron’s account. BOBB (telecirc) will
contact the patron either by phone/e-mail/mail to let them know a hold has come in.
22.5 Checking out ILL items:
Scan the barcode on the pink ILL strap and checkout the ILL. When checking
out the ILL to the patron, make sure you use edit item to change the due date. Horizon is set to give ILL items a default 3 week checkout. The due date on Horizon needs to match the due date on the pink ILL slip.
22.6 Checking in/Returning ILL items:
When the ILL is returned and checked in again, the bib record will automatically delete from the system. Click Continue and send the ILL back to the ILL department with the pink strap still attached.
You won’t need to log into the request database for any reason when an ILL item
has been checked back in.
If the borrower has lost an ILL item, DO NOT place it in Claims Returned.
Notify the ILL department and they will decide how to proceed with the item. Renewing ILL’s
ILL’s can be renewed for one week unless it states otherwise on the band. The library which lent the item to DCLS reserves the right to prohibit renewals. Contact the Collections Management Department only if a patron needs longer than one week. ILL & Claimed Returned
Do NOT place an ILL item in Claims Returned status. Our ILL department has no way of knowing if an ILL item has been placed into that status.
If an ILL item is in a Claims Returned situation, leave it on the borrower’s account, but extend the due date so that no fines will accrue. Then contact June Weaver at ILL and inform her of the situation. She will contact the lending library for further
22.7 Expired ILL Holds:
If the hold on the ILL expires, an expired hold note will be put on the patron’s account by Horizon. The ILL item will show up on the expired/cancelled holds list for your branch. Go into the request application and change the status to Not Picked Up. Then send the item back to ILL on delivery.
If you still want to keep the ILL on the hold shelf to give the patron more time to pick it up, DO NOT check it in. Checking it in will delete the ILL bib record from the system. (If you do this by mistake, you can always use fast add to check out the item later to the patron.) You would need to contact the patron and then put a note on their account to let them know we are still holding an ILL item for them.
Canceling an ILL Hold:
If a patron wants to cancel their ILL hold, check in the ILL. You will be given an option to cancel the hold. Click Yes to cancel and then click Continue to delete the ILL from the system.
In the request application, change the status to Canceled by user. Send the ILL back to the ILL dept.
22.8 Error Messages – Checking in an ILL twice by mistake:
The ILL record on the Horizon system will not delete at checkin as long as there is a hold on the book. Please do not to check in an ILL more than once when you receive the ILL item from the ILL dept.
If you happen to check it in more than once, you will get a message asking if you want to cancel the hold. Click No, and then click Continue.
It will appear that the ILL record is going to delete from the system, but it won’t. You will get a database error message. Just click Continue to get past the messages.
Additional Information about ILLs:
Placing Holds on ILL items
In order to make this ILL process work, we had to allow the ability to place holds on ILL items in the Horizon system. The ILL records will be “hidden” from the public so that they can’t see them when they search the public catalog (HIP). But, staff will be able to view the ILL records when searching the staff interface (Horizon). Please be careful and do not place holds on ILL items by mistake. You can tell an ILL bib record by the call number of the ILL item. It will either be an Access (ACC) or an OCLC number.
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Interlibrary Loan Payments
Occasionally, a lending library will require a fee for a requested ILL item. 1. Contact the borrower to see if they are willing to pay the fee
2. The ILL department will add the fee block to the borrower’s Horizon account. 3. The ILL department will attach a payment strip to the pink band around the
item
4. Upon checkout, staff must fill out the ILL payment form shown below.
a. The top copy should be sent to ILL and the bottom copy should be kept at your location for your records
5. Payments will be rung into the Miscellaneous key and a revenue receipt should also be filled out.
Note: When taking payments by check, write on check: Borrower’s Horizon ID number, driver’s license number of person making payment, and your initials.
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