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Borrowing Requests workflow

Discover the steps and options for working with Lending Requests in Resource Sharing for Groups.

Borrowing Request fields

To view borrowing request fields, click on the request ID of an existing borrowing request or create a new request using a blank workform. You can also configure your Borrower Constant Data and apply this information to a new request, editing the fields as necessary.

Request 

The Request tab offers information specific to the request, delivery options and billing, patron information and request history.

Multiple Requests

The Multiple Requests accordion allows the institution to submit multiple requests for the same item simultaneously to different Lender Strings. This functionality is helpful for Book Club requests where multiple copies of a single item are needed. The Request Quantity allows for 20 different requests.

screenshot of the multiple requests accordion

 

Request Details

The Request Details accordion includes important bibliographic information about the request.

Field descriptions:

 Note: The format of dates and times displays in the interface based on the information about your institution contained in the WorldCat Registry. Dates and times will display to library staff in your institution's time zone and preferred format.

Field Description
Patron Summary Hover to see a brief summary of the Patron information appearing at the bottom of the request.
Source The system from which the request was generated.
Status The status of the request.
Local ID Any local identifier number (for example, a call number or barcode number).
Title/Journal Title of the item [e.g., book or journal (if it is an article request)].
Uniform Title Preferred title.
Author Author of the item.

Publisher

Publisher name, City of publication, and Publication date.
ISBN International Standard Book Number (ten or thirteen-digit number).
ISSN International Standard Serial Number (eight-digit number).
OCLC OCLC Number, a unique identifier assigned to WorldCat Records.
DOI Digital object identifier.
PMID PubMed identifier.
Dissertation Title of Dissertation.
Series Title of Series.
Type

Indicates the type of request (Copy or Loan).

Format Format of the item.
Language Language of the item.
Edition Edition of the item.
Preferred edition Preferred edition of the item (Most recent edition, This edition, or Any edition).
Article Title Title of the requested article.
Article Author Author of the article.
Volume Volume of the item.
Issue/No Issue of the article.
Issue Date Date of the issue.
Pages Page numbers of the article or chapter.
Requested On/Received Date The date the request was placed and the date the requested item was received.
Renewal Requested Appears for requests in the Renewal Requested queue. The requested renewal date appears when specified.
Renewal GRANTED/DENIED Indicates if a renewal request was granted or denied.
Renewals The number of renewal requests.
Need Before

Date by which you want to receive the item. 

Note: To assign a period of up to 99 days, type +DD for the system to calculate a date that is 1-99 calendar days from today's date.

Return Date Date the item was returned.
Due Date Due date of the request.
New Due Date The new due date after a renewal request is approved.
Verification Source of bibliographic information.

Lending Information

Under the Lending Libraries accordion, you can enter your preferred lending institutions. Up to 15 institution symbols(s) can be entered into the Lender String field.

Screenshot of the Lending Libraries accordion

Holding information is displayed about the item with the following information when available:

Field Description
Lender The lender's institution symbol, institution name, and location.
Days To Respond The lender's Days to Respond setting as configured in the lender's Policies Directory. Please see Days to Respond for more information.
Cost The lending institution's fees for Copies or Loans as configured in the Policies Directory.

 

When the lender has replied& Yes to the request, their lender-supplied information will appear under the Lending Information accordion.

Field Description
Use ILL Fee Management (IFM) The lender's use of  ILL Fee Management (IFM) is indicated here.
Lending Notes Notes from the lending library regarding the terms of the loan.
Return Via The lending library's preferred method for returning loaned materials.
Return To and address fields The return mailing information for the lending library.

Borrowing Library

The borrowing library information is where the borrowing library enters their information regarding the Electronic Delivery setting, Shipping information, and Billing Information.

Screenshot of the Barrowing Library accordion

Copyright Clearance

Libraries in the Australia, New Zealand, Spain, and the United Kingdom can track patron acceptance of local copyright terms. To add copyright compliance and acceptance information to your request form, please see Add copyright compliance and acceptance for non-US Libraries.

Copyright Signature indicates whether or not the patron has acknowledged the copyright terms. Options include:

  • Not applicable
  • Signature Required
  • Signature Obtained

Indicate your compliance for copy requests by selecting one of your country's valid codes.

Regio Copyright Compliance
Verenigde Staten
  • CCG Conforms to CONTU Guidelines
  • CCL Conforms to U.S. Copyright law
Australia
  • Australian Copyright Cleared
  • Australian License
  • S183 - Commonwealth
  • S183 - State
  • S200AB - Special case
  • S43 - Judicial Proceedings
  • S50 - for S49 client
  • S50(7) - for collection, previously supplied
  • S50(7A) - for collection, more than a reasonable portion
  • S50(7B) - for collection electronic
  • S50 - for collection
  • S50 - for parliamentarian
Canada
  • Fair Dealing
  • Canadian Copyright Act 2012
New Zealand
  • NZ Copyright Requirements
Spanje
  • According to Spanish Copyright Law
  • License Aquired
  • None
United Kingdom
  • UK Copyright Cleared
  • UK Fair Dealing

Electronic Delivery

Choose your method of electronic delivery. You can set your Preferred method of delivery as well as an Alternate method. This information is configurable as constant data as well.

Field Definition
Article Exchange Delivery via OCLC Article Exchange.
Electronic Delivery via email
ILLiad/Odyssey Delivery via ILLiad Odyssey software.

 Note: Electronic Delivery is defined in the Contacts tab of the OCLC Policies Directory. Log in to the Policies Directory to make changes.

Shipping

Borrowing libraries can set the preferred shipping information. This information is configurable as constant data as well.

Field Description Configurable as Constant Data? 
Shipping Information Complete mailing address and contact information: Ja
Ship Via Preferred method of shipment. Ja

Group Affiliations

Enter the symbols, names, or acronyms of your reciprocal, local, or OCLC's Profiled Groups to display to lenders.  

Example:
LVIS

Ja
Borrowing Notes Additional information needed to clarify the request. Ja
Billing

Borrowing libraries can set the preferred billing information. This information is configurable as constant data as well.

Field Description Configurable as Constant Data? 
Bill Information Complete the billing address and contact fields. Click Copy From Shipping Info to use the same information from the Shipping and Contact Info fields. Otherwise, provide new information. Ja
Billing Notes Additional billing information, if needed. Ja
Use ILL Fee Management (IFM) for payment Select the ILL Fee Management (IFM) check box to enable IFM. For more information on IFM, see Interlibrary Loan Fee Management (IFM). Ja
Maximum Cost

Maximum amount that you will pay for the item. Type the amount you will pay, and check the IFM check box to apply IFM.

Note: This reflects the total cost, not the cost per page

If you will not pay, leave the check box empty and type =0.00 in the box.

Note: If you do not provide a value, you are responsible for whatever the Lender charges. If both the IFM and Maximum Cost boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you. You automatically agree to pay the specified amount when you update the request.

Ja
Patron

screenshot of the Patron (who has requested an item through Inter Library Loan) accordion

Field Description
Name

The patron's name.

  • For best results, use the format: last name, first name, middle name or initial.
  • If necessary, add descriptive text to differentiate patrons with similar names
  • Do not enter patron identification numbers in this field. Use ID instead.

Examples:

  • Butterworth, Ada Esther
  • Smith, Bob, CompSCi Dept.
ID A number used for patron identification
Status Patron's status (within the library, company, school, etc.), selected from a list of customized statuses.

For information on how to customize the list, see 11. Field Values.

Department The Department associated with the patron. For more information on adding Department, see 11. Field Values. Be consistent in the use of department names.
Patron Contact information Enter the patron's address, phone number, or fax number.
E-mail Patron's Email address.
Pickup Location The patron's preferred pickup location (Maximum 400 branches).

The Pickup Location tag selection box allows you to select from a list of your configured Registry locations or enter other text into the field (e.g., Mail to patron's address).
 

 Note:

  • When a Registry value is selected, the Registry ID is saved to the request. Only the location name is shown in the UI.
    • The location name appears as a value wherever the Pickup Location appears in the system (i.e., Print templates, Notification data insert, Export, etc.).
    • If you change from a registered location to a text entry, the Registry ID will be removed from the request.
  • When a text entry is added to a request, the new value will appear as an entry in the drop-down list while viewing this request. When you open a different request, you will only see the registry values in the drop-down list. To delete the text entry, click the x next to the value in the field.

See Request Forms, Configure Pickup Location for more information.

Notes

Any relevant information about the request or the patron. This field cannot be reused.

Information about the patron can also be added as constant data or edited on the form directly.

Request History

The Request History accordion provides details about the history of the borrowing request.

 Note: The format of dates and times displays in the interface based on the information about your institution contained in the WorldCat Registry. Dates and times will display to library staff in your institution's time zone and preferred format.

Field Description
Copied From If the current request was created from an existing request, a link to the original request ID appears.
Automation History Lists status resulting from Automated Request Manager activity, patron validation, and copyright management.
Supplier History Lists the OCLC symbol of each lending library who engaged with the request, including their response and the date of the response.
ILL Fee Management (IFM) History Log of all Interlibrary Loan Fee Management related history, if IFM has been used for the request.
Notification Log Log of all email and SMS notifications sent related to the request.
Circulation History

For WorldShare Management System libraries with Circulation Integration enabled. This section confirms if a temporary item is created, provides barcode information, and tracks the history of the request.

Please see WorldShare Circulation Integration for more information about enabling this functionality.

Purchase

Purchase accordion

Use the purchase tab to review item prices and see links to vendor sites such as Get It Now (if you subscribe to the service).

Field Description
Request Summary Find a summary of the bibliographic details of the requested item, including Need Before date, Title/Journal, Author, Publisher, and ISBN/ISSN number.
Patron Summary Find a summary of the patron details of the request, including Name, ID, Status, Department, Address and Notes.
Purchase Options Find links to vendor websites and pricing information for the item.

 

Staff Notes 

Staff Notes accordion

The Staff Notes tab allows you to keep notes that are viewable and searchable only by your library staff. Staff Notes can be added to active and closed requests. The number on the tab indicates how many Staff Notes currently exist for a particular request.

Edit and add Staff Notes

All staff users within an institution can add, edit and delete notes. Any staff member may edit any existing notes. The original author displays in the left column with the most recently-edited-by user name appearing just below the note.

 Note: Only staff with the WorldShare ILL Admin role will be able to see the name of the author of the staff notes.  Staff with the WorldShare ILL User role will see a date and time stamp for when the note was created/updated along with the name of the library.  

The most recently added note will display at the top of the Staff Notes tab. Edited notes display based on the updated date and time.

Add a Staff Note

 Note: There can be up to 500 notes per request.

  1. From the request, select Note from the Actions panel.
  2. Add the text of your note to the Add Staff Note text box.
    • There is a 500 character limit for each note.
  3. Click Add.
    • To remove any text added to the Add Staff Note box, click Cancel.

Edit a Staff Note

  1. From the request, click on the Staff Notes tab.
  2. Next to the desired Staff Note, click on the button.
  3. Select Edit.
  4. Make the desired edits in the text box.
  5. Click Update to save your changes.

A message appears confirming the note successfully saved.

Delete a Staff Note

 Caution: Deleted notes are not retrievable.

  1. From the request, click on the Staff Notes tab.
  2. Next to the desired Staff Note, click on the drop-down.
  3. Select Delete.
  4. A message appears asking you to confirm deletion of the Staff Note.
  5. Click Delete.

A message appears confirming the Staff Note has been deleted.

 

Search for requests

You can search for Active and Closed Requests from the home screen. To learn more, see Search for requests.

Create requests

Patrons can use the patron request forms to request interlibrary loans. 

Use the WorldShare ILL Request form to configure and customize elements of the form for your library users and provide access from any discovery services and request any item via WorldShare ILL. Requests submitted via the form can be automatically routed to the automated request manager

Refer to Request Forms, WorldShare ILL Request form for more information.

Create request from a blank form

You may search for items using Discover Items and create requests by using the Create Request heading. Clicking Create Request produces a blank form.

To create a request:

  1. Type the details of your request in the fields provided.
  2. (Optional). To locate citation information, search for Article Title or Title using the "Search Google Scholar", "Search Google Books", or "Search Google" links located to the right of these fields.
  3. (Optional). Enter a PMID and use the magnifying glass to retrieve citation information from PubMed. If the citation information is correct, select Apply and Save to apply the PubMed citation information to the request.
    Screenshot of a WorldShare ILL request form with the PMID field filled out. The magnifying glass button is called out.
  4. Choose the request Type and Format.
  5. Provide a Needed By: date.
  6. Apply your constant data record.
  7. Provide a lender in the Lender String.
  8. Click Send Request. A confirmation message appears and the request appears under the category Borrowing Requests > New For Review.
  9. Click Borrowing Requests from the left navigation bar. The list of Borrowing categories expands.
  10. Click New For Review.
  11. Click your new request ID number.
  12. In the new request screen, click Send Request. A confirmation message appears.
  13. Choose either View Next Request or Return to list. Your request is sent to the lender and you are returned to the screen you selected.

Create borrowing requests using Discover Items

You can search for items and create a request under Discover Items.

Screenshot of the WorldShare Interlibrary Loan interface with the Discover items section called out

To discover items and create requests:

  1. Click Discover Items in the left navigation. When you open the Discover Items tab, an Advanced Search form also opens in the main panel of the screen. See Advanced search for additional information about this function.
  2. For a basic search, choose where you would like to search and the type of search from the drop-down lists at the top of the tab. 
  3. Type your search terms in the box provided.
  4. Click Search.  Matching results appear, along with holdings display options. When you click Search, the Advanced Search form collapses at the top of thee screen. Click Advanced Search to expand or collapse the form.
  5. On the Results screen, you may search or view items using one of the following options:
    1. Hover your cursor over the information icon (info_icon.png) next to the title to see brief bibliographic data.
    2. If available, click the View Now link for open access resources.  The resource will open in a new window.
    3. Search for versions with the same title and author by clicking the link. This will launch a new search based on title and author.
    4. To submit a new request, click Create Request. The request form appears.

      Screenshot of the WorldShare Interlibrary Loan interface with the Create Request button called out

  6. To display holdings, use one of the following options:
    1. Click State HoldingsRegional Holdings, or All Holdings.

       Note: Regional Holdings includes all holdings in contiguous states.

    2. To display holdings from a Custom Holdings Path or OCLC profiled Group, select that option from the Filter by drop-down list. Click Go to see results based on the selected filters.

      Screenshot of the WorldShare Interlibrary Loan interface with State, Regional, and All Holdings links called out. The Custom Holdings Path filter is also called out.

  7. Use the Holdings screen to see information about the requested item as well as information about the available lendors. See Holdings screen for more information. Click Yes (or anywhere in the Yes box) to add a Supplier to your lender string. 
  8. Click Create Request. The request form appears.
  9. By clicking on the drop-down button next to Send Request, you can choose to Send Request or, if you have automations configured, Send to Automation. Sending to Automation allows you to submit a request without selecting lenders on the holdings screen or applying constant data, provided your automation is set to produce the request. Requests submitted to Automation are available in the Automation Produced queue.
    • If the automation is set to Build Lender String or Send Request to Lenders, lenders in each Custom Holdings Group in the automation's specified Custom Holdings Path are sorted by turnaround time before being added to the lender string. Requests for articles from print serials will automatically exclude lenders who do not hold the year or volume of the requested item or who have a title-level deflection in the 008 of the LHR for the item. See Automated Request Manager for more information.
  10. Apply your constant data record in the Request work form using the Apply constant data drop-down list. Data in a field of a constant data record will always overwrite the value shown in the request; however, pre-existing patron data will not be overwritten. When a different Constant Data is applied to a record, the fields are briefly highlighted in green as a visual indicator of the change.
  11. On the request form, provide a Need Before date (required). Screenshot of the WorldShare Interlibrary Loan Request form with the Need Before filed called out
  12. Under Borrowing Library, the Address field is required for both Shipping and Billing.
  13. Under Lending Libraries, lender policies are listed for any lenders you chose on the Holdings screen. To add more lenders, type the institution symbol(s) of up to 15 of your preferred lender(s) in the Lender String field, separated by commas.
  14. Optional. Provide Patron information.
  15. If applicable, direct notes and supplier history, including reasons for no, will appear under Request History after the request is sent.
  16. Click Send Request if the request is complete.  A confirmation message appears and the request appears under the category Borrowing Requests > Produced > Awaiting Response. If you wish to save the request to submit in the future, click Save For Review.

  17. Click Request ID in the confirmation message to search for that request ID number.

  18. The request is re-displayed.

Holdings screen

Display holdings

Screenshot of the WorldShare Interlibrary Loan interface with State, Regional, and All Holdings links called out. The Custom Holdings Path filter is also called out.

To display holdings, use one of the following options:

  1. Click State Holdings, Regional Holdings, or All Holdings.
    • State Holdings: Holdings within your state displayed in alphabetical order by institution name.
    • Regional Holdings: Holdings from states or provinces that border your state. Bodies of water are not considered when determining borders. Your institution's state or province is listed first, followed by other states or provinces in alphabetical order.
    • All Holdings: Your institution's state or province is listed first, followed by other states or provinces in alphabetical order.

       Note: A line separates holdings for each state and province. Within each state or province, holdings are listed alphabetically by institution name

  2. To display holdings from a Custom Holdings Path or OCLC Profiled Group, select that option from the Filter by drop-down list. Click Go to see results based on the selected filters. See Filter holdings to build a lender string for more information.

Note: The Year and Volume filters apply to the selected path or profiled group when creating a copy request for an article from a journal/magazine.

Holdings screen view

Screenshot of the WorldShare Interlibrary Loan Holdings screen with areas called out by numbers

On the Holdings screen, you have several options:

  • Hover your cursor over the information icon (information_icon.png) next to the title of the requested item to see brief bibliographic data.
  • Click Yes (or anywhere in the Yes box) in the Supplier column to add a Supplier to your lender string.
    • Once a lender has been added to the lender string, the hyperlink in the Supplier column will no longer be clickable. If a lender is removed from the lender string, your ability to click on Yes in the Supplier column is restored. This selection status will be maintained as you move through all holdings lists.
    • Yes displays if the library is a current supplier.  If they are not, a dash displays in the Supplier column.
  • Click the information icon (info_icon.png) next to the library’s name to go the OCLC Policies Directory and confirm a lender’s policies. The OCLC Policies Directory for the lender will open in a new window. 
  • Click the library name to go to the library’s online catalog. 
  • View suppliers’ Days To Respond. The Days to Respond indicates the number o fdays the library needs to respond to copy and loan requests.
    • If an item is Held by your library, you will see the held_by_library_sm.png icon at the top of the Holdings screen, indicating that your library has a holding set on that item in WorldCat. You will also see this icon on the top of the Request work form. 
  • View the suppliers Location, which displays abbreviations for the country, and state or provence.
  • View the institution's OCLC Symbol.
  • The Group column Group column populates when you filter by a Custom Holdings Path in order to show which of your Custom Holdings Groups contains a potential lender. 
  • The Cost column indicates what the library charges for copies and loans as entered in the the OCLC Policies Directory.
  • The IFM column will indicate Yes if the library participates in Interlibrary Loan Fee Management.
  • View suppliers' Holdings information. This data is populated from the lending library's local holdings record or knowledge base holdings. If the information has been provided by the library, the column will display Local holdings available or a summary statement of specific volumes and issues held.
    • Click on the text in the column to view additional holdings details.
      • The resulting Holdings screen will list the Collection and Coverage for the knowledge base holding.
      • Local Holdings Records will list the Format, Location, and Holding information.
      • The coverage information displayed in the Holdings information sometimes comes from the embargo_info field of the KBART file in the WorldCat knowledge base. See Embargo and moving wall of coverage for more information.

          Note: The citation information for copy requests will display at the top of the Holdings screen and will remain as you scroll through potential lenders.  Compare the lenders holding information in the Holdings column to the citation information of the copy request to be sure the lender has the exact volume needed to fulfill the request.

Edit requests

In some cases, it is possible to edit requests once they have been submitted. Following are scenarios where editing is currently allowed.

 Note: Editing is not allowed on closed requests.

New For Review requests

Edit bibliographic data via WorldCat:

  1. Navigate to Borrowing Requests > New For Review.
  2. Click the request ID to open the request.
  3. Click the magnifying glass icon, next to the Title, Author or standard number fields, to search WorldCat via Discover items.
  4. Click the item's title, then click Apply data on the bibliographic record. Alternatively, click a link to holdings, or use a Custom Holdings Path or OCLC profiled group. Then click Update request on the Holdings screen.  A confirmation message appears and the request is updated.
    • Custom Holdings Paths which contain Profiled Groups can only be completely applied via automations configured in the Automated Request Manager. If the Custom Holdings Path has been manually applied, a warning appears. To build a partial lender string from the current Custom Holdings Path that does not include symbols from the Profiled Group, click OK. Click Cancel to close this window and either manually route this request to automation or select a different Custom Holdings Path.

Send items through Automation:

Provided you have automations configured, you may send requests through Automation.  This option is available for any borrowing request that has not yet been submitted to lenders.

  1. Navigate to Borrowing Requests > New For Review.
  2. Click the request ID to open the request.
  3. Click on the drop-down button next to Send Request and choose to Send to Automation. If the request is produced with automation, it will appear in the Automation Produced queue. If it is not produced, it will remain in the list for staff review. You can check the Request History to see why it could not be produced, make further changes, and send to automation again if appropriate.

Add lenders based on holdings:

  1. Navigate to Borrowing Requests > New For Review.
  2. Click the request ID.
  3. Click the View Holdings link to open the Holdings screen.
  4. Click Yes in the Supplier column to add a lender. The lender is added to your Lender String.
  5. Click Update request.

Produced requests

You may edit a Produced request that has not yet shipped by a lender in the following queues:

  • Awaiting Response
  • Automation Produced
  • Conditional

Process requests

Process New For Review requests

Follow the instructions below to process New for Review requests.

To process New for Review requests:

  1. From the Borrowing Requests category, click New For Review. The initial categories of Not Reviewed and Reviewed are listed.
    • Requests under Not Reviewed are requests that have not been seen by your staff. These requests originate from a source outside of your system.
    • Requests with a status of Reviewed have been saved by your staff, using the Save For Review feature.
  2. Click the request ID or Title to display a request.
  3. Review and confirm the information in the Request Details section.
  4. If the citation needs to be verified, click the magnifying glass icon, next to the Title, Author or standard number fields, to search WorldCat via Discover Items. A contextual search is launched for the terms selected, and the Results screen appears.
    • Patrons can submit a request using the PMID. If the request contains a PMID, staff can use the magnifying glass to retrieve citation information from PubMed. If the citation information is correct, select Apply and Save to apply the PubMed citation information to the request.
  5. On the Results screen, you have two options:
    1. Click the item you want to request. Bibliographic information appears. If applicable, click Apply data, OR
    2. Click a link to holdings, or use a Custom Holdings Path or OCLC Profiled Group. On the Holdings screen, add lenders to the Lender String, then click Update request. See Holdings screen for more information.

       Note: The citation information for copy requests will display at the top of the Holdings screen and will remain as you scroll through potential lenders.  Compare the lenders holding information in the Holdings column to the citation information of the copy request to be sure the lender has the exact volume needed to fulfill the request.

  6. The request form appears, and the bibliographic data is updated.
  7. Apply your constant data, and click Send Request.
  8. A confirmation message appears and the request is updated.

Holdings screen

Display holdings

Screenshot of a search result in Tipasa with the options to display holdings called out

To display holdings, use one of the following options:

  1. Click State Holdings, Regional Holdings, or All Holdings.
    • State Holdings: Holdings within your state displayed in alphabetical order by institution name.
    • Regional Holdings: Holdings from states or provinces that border your state. Bodies of water are not considered when determining borders. Your institution's state or province is listed first, followed by other states or provinces in alphabetical order.
    • All Holdings: Your institution's state or province is listed first, followed by other states or provinces in alphabetical order.

       Note: A line separates holdings for each state and province. Within each state or province, holdings are listed alphabetically by institution name

  2. To display holdings from a Custom Holdings Path or OCLC profiled group, select that option from the Filter by drop-down list. Click Go to see results based on the selected filters. See Filter holdings to build a lender string for more information.

Note: The Year and Volume filters apply to the selected path or profiled group when creating a copy request for an article from a journal/magazine.

Filter holdings to build a lender string

When viewing holdings for an item, you can filter the list of holdings to assist in building a lender string. If you select both a Custom Holdings Path and a year or volume, the lender string will automatically populate with libraries from the first section of the display. 

Filter by Custom Holdings Path

You can filter holdings by a custom holdings path when the item requested is a book or other monograph as well as for copy requests where:

  • The patron did not specify the year or volume.
  • The holding libraries do not specify their year or volume-level holdings.
  1. Select a custom holdings path from the drop-down list.
  2. Click Go. The results list identifies the group of the holding library in the Group column. Groups are also delineated by a heavy gray line.
    • If you select both a Custom Holdings Path and a year or volume, the lender string will automatically populate with libraries from the first section of the display. 
  3. Click Yes in the Supplier column to add lenders to the string. You can add up to 15 lenders from the results list.

 Note: Custom Holdings Paths which contain Profiled Groups can only be completely applied via automations configured in the Automated Request Manager. If the Custom Holdings Path has been manually applied, a warning appears. To build a partial lender string from the current Custom Holdings Path that does not include symbols from the Profiled Group, click OK. Click Cancel to close this window and either manually route this request to automation or select a different Custom Holdings Path. See Custom Holdings Path for more information.

Filter with Year and Volume

When viewing holdings for a journal or other periodical, you can filter the list of holdings by year or year and volume. This data is populated from the lending library's local holdings record or knowledge base holdings. 

  1. Enter a year in the Year field
    Or
    Enter a year in the Year field and a volume in the Volume field.
  2. Click Go.
    • The results list is split into three sections, delineated by a heavy gray horizontal line:
      • Libraries that hold the year/volume
      • Libraries where local holdings are not available
      • Libraries that do not hold the year/volume
    • If you select both a Custom Holdings Path and a year or volume, the lender string will automatically populate with libraries from the first section of the display. 
  3. Click Yes in the Supplier column to add lenders to the string. You can add up to 15 lenders from the results list. A lender string will be added based on libraries that hold the year/volume.

Holdings screen view

Screenshot of the Holdings screen in Tipasa with the letters assigned to the different areas on the screen. The letters correspond to the letters and descriptions below the image.

On the Holdings screen, you also have several options:

  • Hover your cursor over the information icon (information_icon.png) next to the title of the requested item to see brief bibliographic data.
  • Click Yes (or anywhere in the Yes box) in the Supplier column to add a Supplier to your lender string.
    • Once a lender has been added to the lender string, the hyperlink in the Supplier column will no longer be clickable. If a lender is removed from the lender string, your ability to click on Yes in the Supplier column is restored. This selection status will be maintained as you move through all holdings lists.
    • Yes displays if the library is a current supplier.  If they are not, a dash displays in the Supplier column.
  • Click the information icon (info_icon.png) next to the library’s name to go the OCLC Policies Directory and confirm a lender’s policies. The OCLC Policies Directory for the lender will open in a new window. 
    • For information on deflection basics and examples, see Deflections.
  • Click the library name to go to the library’s online catalog. 
  • View suppliers’ Days To Respond. The Days to Respond indicates the number o fdays the library needs to respond to copy and loan requests.
    • If an item is Held by your library, you will see the held_by_library_sm.png icon at the top of the Holdings screen, indicating that your library has a holding set on that item in WorldCat. You will also see this icon on the top of the Request work form. 
  • View the suppliers Location, which displays abbreviations for the country, and state or provence.
  • The Group column Group column populates when you filter by a Custom Holdings Path in order to show which of your Custom Holdings Groups contains a potential lender. 
  • The Cost column indicates what the library charges for copies and loans as entered in the the OCLC Policies Directory.
  • The IFM column will indicate Yes if the library participates in Interlibrary Loan Fee Management.
  • View suppliers' Holdings information. This data is populated from the lending library's local holdings record or knowledge base holdings. If the information has been provided by the library, the column will display Local holdings available or a summary statement of specific volumes and issues held.
    • Click on the text in the column to view additional holdings details.
      • The resulting Holdings screen will list the Collection and Coverage for the knowledge base holding.
      • Local Holdings Records will list the Format, Location, and Holding information.
      • The coverage information displayed in the Holdings information sometimes comes from the embargo_info field of the KBART file in the WorldCat knowledge base. See Embargo and moving wall of coverage for more information.

          Note: The citation information for copy requests will display at the top of the Holdings screen and will remain as you scroll through potential lenders.  Compare the lenders holding information in the Holdings column to the citation information of the copy request to be sure the lender has the exact volume needed to fulfill the request.
View Holdings details

If the information has been provided by the library, electronic serials display the exact coverage statement from the WorldCat knowledge base and a Local Holding Record (LHR) summary displays for print serials in the Holdings column.

Click on the summary text in the Holdings column to view additional details about the WorldCat knowledge base or LHR holdings for the title.

  • The resulting Holdings detail screen will list the Collection and Coverage for the knowledge base holding.
    • Coverage statements are displayed in the Holdings column for each individual knowledge base collection and are not deduplicated if the holding appears in multiple collections. After clicking on a coverage statement, the resulting Holdings detail screen will list the name and coverage for each knowledge base collection containing the serial.
  • Local Holdings Records will list the FormatLocation, and Holding information.

 Note: The citation information for copy requests will display at the top of the Holdings screen and will remain as you scroll through potential lenders.  Compare the lenders holding information in the Holdings column to the citation information of the copy request to be sure the lender has the exact volume needed to fulfill the request.

View local holdings and availability 

If your library has enabled local holdings and availability, patron-initiated requests submitted through automation will display local holdings information for items held by your institution. See Automated Request Manager.

  • If you are a WMS library, please see OPAC integration for more information about enabling this feature.
  • If you are an Alma or Sierra library, please contact OCLC Support to discuss enabling this feature.
Single Holding

When a single holding is found, the Local ID and Local Holdings fields of the request are updated with the holdings information supplied by your OPAC.  The Local Holdings fields include:

  • Branch
  • Shelving Location
  • Call Number
  • Holdings Source
    • Holdings Source will be listed as OPAC.
  • Availability Status
    • For borrowing and Document Delivery, the lookup happens when the request goes through automation (which happens automatically when requests are placed by your users via My Account). See Automated Request Manager. If you need to check the Availability status manually, you can click Search my library's online catalog.

The Local ID field is populated with the Branch, Shelving Location and Call Number information.  

Multiple Holdings

When multiple holdings are returned by your OPAC, the View Local Holdings link will appear.  The View Local Holdings screen will show each instance of holdings for the requested item. 

Screenshot of the Tipasa interface with the View All Local Holdings link called out

Select which holding to use and click the Apply button.  The information for the selected holdings will appear in the Local ID and Local Holdings fields and will be saved with the request.  

Screenshot of the Local Holdings screen in Tipasa

Process Open Access requests

From the borrowing request page, follow the instructions to process Open Access requests.

If your library has enabled Document Delivery (recommended): 

  1. Click the Change Fulfillment Type drop-down at the top of the request page to Document Delivery.
  2. Select Open Access Link from the URL Type drop-down menu.
  3. Paste the URL into the URL Field.
  4. Click the Mark as Complete button to save and update the request.
  5. The link will be available to the patron in My Account. 

 Note:  If your library has not configured automated notifications, you will need to manually send the notification before marking the request as complete.

  1. The request status is updated to Closed (Supplied).

If your library has not enabled Document Delivery:

  1. Click the Email button and select the appropriate template or fill out the form to send the patron the Open Access link for the item requested.
  2. Open the Request and select Open Access from the Change Fulfillment Type drop-down to record fulfillment of the item.  A confirmation message appears, and the request is updated to Closed (Open Access).

 Caution:  It is important to email the patron the Open Access link to the requested item before clicking Open Access because when the request is updated to Closed (Open Access), the patron information attached to the request will be cleared.

 Note: Requests filled via Open Access will be included in monthly statistical reporting.

Other processing actions

Use the workflows linked below for more options for processing borrowing requests.

Return Items

 Note: OCLC does not control how libraries package their ILL requests and each library can do this differently. When returning the ILL item, consult with the lending library or your mail room about sending the packaging back with the item. 

Return item (from Received Status)

Follow the instructions below to return an item to a Lender.

To return an item:

  1. On the left navigation, click Borrowing Requests.
  2. Click  Received/In Use.
  3. Click the request ID or Title to display a request.
    •  Note: Request queues where batch processing is available include an icon in the left navigation.
  4. Click Return item.
  5. A confirmation message appears and the request appears under the category Borrowing Requests > Returned.

To learn how to return items from Recalled status, see Return items.  

Batch processing for borrowers

Follow the below procedures to perform batch processing as a borrower. Batch processing has a limit of 100 requests at a time. The batch icon (batch_icon.png) appears on queues in the left navigation where batch processing is available.

There is a limit of 100 requests at a time.

Batch processing to receive items
  1. Navigate to Borrowing Requests > In Transit in the left navigation bar.
  2. At the top of the screen, click Batch receive "In Transit" items.
  3. Provide a Date Received.
  4. Optional. Click Print Book Straps. The selected items will be added to the Print Queue.
  5. In the Request ID field, manually enter a request ID number, scan a barcode, or click the plus symbol (plus_sign.png) to add a request.
  6. Click Receive Items. A confirmation message appears and the requests are updated to Received.

 Note: If you have enabled WorldShare Circulation and WorldShare ILL integration, do not batch receive loan requests.  Each request should be received separately so that an item barcode can be specified for use in WorldShare Circulation.

 

Batch processing to return items
  1. Navigate to Borrowing Requests > Received in the left navigation bar.
  2. At the top of the screen, click Batch return "Received" items. The screen will refresh to include the additional batch processing fields. 

     Note: The Date Returned defaults to the current date.

  3. Optional. Click Print Return Labels. The selected items will be added to the Print Queue.
  4. In the Request ID field, manually enter a request ID number, scan a barcode or click the plus symbol (plus_sign.png) to add a request.
  5. Click Return Items. A confirmation message appears and the requests are updated to Returned.

Email a copy of a request

Your library can send a formatted email of the request details to any email address using the Email button at the top right of any request screen.

 Note:  When a library sends an email, the email address in the From field will also receive a copy of the email.