Wisconsin Valley Library Service - WISCAT Guidelines for Interlibrary Loan

Transcription

1 Wisconsin Valley Library Service - WISCAT Guidelines for Interlibrary Loan Compiled by Juanita Thomas, WVLS 2/21/2014

2 Table of Contents Participant Record 2 Borrowing - Creating Requests 5 Pending - Incoming requests 9 Article Exchange 17 Questions and Answers 20 WISCAT Interlibrary Loan Links and Contacts 40 RL&LL Screencasts /5/2015

3 Participant Record How do I edit my library Participant Record? Libraries participating in interlibrary loan are encouraged to check the information in their WISCAT Participant Record on a regular basis. It is easy to forget to update it when there are staff changes, changes to lending policies, or a library move, to say nothing about changes in telephone numbers and addresses. To get to your library's Participant Record, you must be logged in to WISCAT. Click Staff Menu. Click ILL Admin. From the ILL Admin menu, choose Maintain Participant Record. NEVER CHANGE YOUR LIBRARY CODE OR LIBRARY NAME! Do not change your Broker Code, Days to Respond, Days to Supply, Days to Return, Preferred Lender List, Primary Default lender or Secondary Default lender without assistance from your system ILL clearinghouse or staff at RL&LL. Verify that the Days Open is the days you have staff working on ILL. Scroll down to the Address/Contact Information section. In Address 1 type your preferred library name (L.E. Phillips Memorial Library). In Address 2 type your street address with PO Box if you have one. If you made any changes to your street ADDRESS, please send an to vickie.long@dpi.wi.gov. The message should give your library name, library code, and say that "address information has been changed." That will allow the appropriate address changes to be made in other software programs used when RL&LL staff refers requests on your behalf to libraries that do not use WISCAT. The contact information should be the person to contact about ILL. Verify that each field is correct. If any field is NOT correct, please make the needed changes. NOTE: Leave the Ship To Address field blank unless you have an ALTERNATE ship to address. If you think you need this field, see the information in the next FAQ. Skip sections until you reach the Other Related Information section. Verify that each field is correct. Add additional information if you so choose. Skip sections until you reach the URL Information section near the bottom. Verify that each field is correct. 2 1/5/2015

4 Add additional information if you so choose. Remove check marks from the box in front of any field in the Participant Record that does not contain data. Click the Update button when you have finished editing your Participant Record. While you are at the bottom of the record, click Lending Policy. Make sure the box under the orange Maintain Lending Policy label has a checkmark. When the box is checked, the software will view your lending policy for the formats with an asterisk. If you do not lend a format, you will not receive requests for it. Make any changes that are appropriate. Click the Submit button when you are finished. Is it necessary to fill in the "Ship To" address in the Participant Record for my library? The Ship To Address field is ONLY used when a library has an ALTERNATE "ship to" address, one that is different than the regular address found in the Address 1:, Address 2:, City:, State:, and Zip: fields of the Participant Record for your library. When a library needs to edit the Holiday List so that a request moves from library to library in the Lender List and skips your library do the following: To update your Participant Record with a Holiday, log in to WISCAT. Log in to WISCAT. Click Staff Menu to access the administrative modules. Click the ILL Admin tab to open the ILL Administration menu. On the ILL Admin menu choose Maintain Participant Record. Click the Holiday List link or scroll down to that section in the record. Enter the Start and End dates using the format MM/DD/YYYY. Click the Update button above the record in the blue bar just below the dark orange bar. It is suggested you begin your holiday suspension the day before the last work day you will be gone. This ensures that any requests caught in between the current day and the holiday may be moved along while staff is still available. Please check Pending requests at the end of your work day. NOTE: Your staff and patrons can often continue to request items while the suspension is in effect. Temporarily Suspend Interlibrary Loan When a WISCAT lending library will be temporarily unavailable to receive requests, it should suspend service. Suspending ILL service is completely separate from holdings update. You can continue to add, change, and delete holdings in the WISCAT database regardless of your ability to participate in ILL. Libraries that want to suspend service should contact Christine (Christine.barth@dpi.wi.gov). RL&LL staff will manage your requests for the period of time that you will be away. 3 1/5/2015

5 How do school libraries stop receiving ILL requests during the summer? School libraries that use WISCAT for ILL should suspend service in WISCAT using the process above. NOTE: Be sure to stop lending early enough to allow loaned materials to be returned while staff is available to update the returned materials. When school is back in session the suspension will automatically be removed when the End Date you entered in the Holiday List has passed. The RL&LL stops referring requests to schools via mail and as of May 1, to allow time for materials to be returned. We generally resume referring requests to schools on September /5/2015

6 Borrowing - Creating Requests Log into WISCAT using your 4 letter code, user name and password. 5 1/5/2015

7 Your landing page should be the Advanced Search screen. If not, navigate to the Advanced Search screen. Enter search terms and choose an available index by clicking the down arrow. Click Search Choose a record from the results screen on which to create your request. Choose the most complete record for the format desired. (large print, etc.). Click on the highlighted title of the record you have chosen to open the full record display. 6 1/5/2015

8 Review the record to confirm it is what you need. Click on the request this item (blue tab on the top right of the screen). A pre-populated loan form will open. Red starred fields are required. Verify the request type - returnable loan. 7 1/5/2015

9 Verify the need by date. Review ship to information. Enter patron s name and contact information ( or phone). Click the blue submit button at the top right of the page. You will receive a confirmation message and the request number. 8 1/5/2015

10 Pending - Incoming requests Go to the login for WISCAT type in the library code for the library and username. (The library and username should be the same.) Type in the password or pin. Click GO. Once logged into WISCAT the Searching section should be the first screen to appear. To get to the Staff Menu screen click on the Staff Menu tab. 9 1/5/2015

11 When in the Staff Menu, click on Pending to get a list of the incoming requests. From Pending click New Requests to get an interlibrary loan form for each of the new requests. 10 1/5/2015

12 Click on the options button to print the ILL forms. How to print will depend on what Internet browser used. 11 1/5/2015

13 Look for the requested material in V-Cat and pull the items from the shelves. Check the items out to the requesting library. Go back into WISCAT to finish the request. If an item requested is not available, click on the title of the request. The individual request will come up. 12 1/5/2015

14 Click on the drop down menu under Will Supply/In Process and select Will Not Supply. 13 1/5/2015

15 Click on the drop down menu next to Omit Reason and select non-circulating. In the Current Lender s Note give a reason for non-circulating. Click the Submit button when finished. From the drop down menu non-circulating and not owned are the only two reasons you select. The Lender s Note is where you give the reason for not supplying. 14 1/5/2015

16 If the item requested is available, go to the shelf and retrieve the item, go into the drop down menu under Will Supply/In Process and select Shipped. Click the Submit button. After the requests status has been updated. Go to Maintain Shipping Labels. 15 1/5/2015

17 The items to be shipped will come up in a list. Click SELECT ALL, if there is more than one item. If there is only one item, click Selected. Click Format to Print. The shipping labels will be generated. Print the shipping label fold the label in half lengthwise and insert into the item with the Delivery side up. Remember to check the item out before sending it to the requesting library. 16 1/5/2015

18 Article Exchange What the heck is Article Exchange and what have you done with my attachment? Article Exchange is a new document delivery product from OCLC. Article Exchange is a cloud-based delivery system for photocopies requested through interlibrary loan. Many OCLC libraries use this product to send articles to the borrower. As more libraries, especially academic institutions adopt this process for handling copy requests; you will begin to see this more and more. The copies will no longer be ed to you as an attachment. Instead, the sent will contain a link and password to retrieve the article. The article retrieval information will be sent as an either from the lending institution or from us at RL&LL, but the retrieval procedures will be the same. The wording of the instructions may be different, but the process is exactly the same. You will receive an similar to this: The University of Wisconsin - Madison has filled your request. Instructions for retrieving your file are below. ILL Number: STWI Journal: Solar Energy Volume: v.18 Number: Pages: p Article Title: Design of a solar autoclave Article Author: M.N. Bahadori URL: Password: vgmzvgd6 The enclosed link gives you access to the article you requested. Please follow these simple instructions: Click on the link to the article that appears above. Carefully enter or copy and paste the case-sensitive password. Please note the following time constraints: Once a file is retrieved, it remains available for thirty (30) days. After thirty days, the file will be removed from the Article Exchange site. Each document file can be retrieved a maximum of five (5) times for each URL/password combination. Files that are not retrieved remain available for 30 days following the original request date. After 30 days, they are automatically removed from the Article Exchange site. 17 1/5/2015

19 To access articles from Article Exchange Click on this link: Article Exchange URL: Once you open the link you will see the following window: Article Exchange case sensitive Password: 9rW3H8KU. Copy and paste the password into the Password field. Click the blue button Get my file. Please be sure to update the request to Received in WISCAT. 18 1/5/2015

20 Questions and Answers Requesting Material from Out of State Locations If a requested item cannot be found in Wisconsin, requests are routinely referred to libraries in other states by the Resources for Libraries & Lifelong Learning (RL&LL). If the borrowing library does not want a request referred to out-of-state locations, they should indicate their preference in the Borrower's Notes field on the request form. Example: OS: N (Out of State: No) is sufficient to notify an ILL Clearinghouse that such a referral is not desired. RL&LL has a reciprocal cooperative arrangement with MINITEX, a Clearinghouse which refers requests to libraries in Minnesota, North Dakota, and South Dakota. These referrals occur automatically for libraries using WISCAT ILL as their ILL management software. In return for the excellent service MINITEX provides, Wisconsin libraries are asked to loan materials to MINITEX for their member libraries. MINITEX uses WISCAT ILL with many of the Wisconsin libraries. They also use OCLC with Wisconsin public library systems if they have a reciprocal agreement with them. Any titles received from or loaned to MINITEX libraries can be shipped through statewide delivery (mark the item clearly for MINITEX) or the mail. All items received from MINITEX libraries must be returned to the MINITEX office so their records can be cleared. Libraries should not return MINITEX materials directly to the owning Minnesota, North Dakota or South Dakota library unless the item has been borrowed directly from that library (not through MINITEX). Failure to return materials to MINITEX will result in overdues and bills being issued, since the item appears to be overdue. If requests are not filled through the automatic WISCAT software process, they will go to the individual library s default lender. For many libraries, this is RL&LL. RL&LL will routinely refer requests to libraries in other states using OCLC s WorldShare. This process can add additional referral time to the request, as each OCLC location has between 4-20 days to respond to a request. Many, but not all formats may be requested from out of state libraries. Items to avoid requesting from out-of-state include: computer software popular music in any audio format feature films in any video format fictional talking books in any audio format requests that have less than 10 days before the deadline date titles that are currently "too popular" or too new to be filled anywhere All requests not indicating no an out-of-state referral will be sent on through OCLC to out-of-state libraries. The borrowing library must pay the postage to return the material to the lending library. Public libraries are strongly encouraged not to charge their patrons for any part of the costs related to interlibrary loan (including return postage), since interlibrary loan is considered a basic library service. 19 1/5/2015

21 What happens if a bill is received with the requested title? If the bill is included for the loan of an item, lenders can send the bill directly to the interlibrary loan librarian at the RL&LL. Bills for overdue or lost materials is the responsibility of the borrowing library. Please do not ignore the bill or send it back when the book is returned. If you have questions about the referral of out-of-state requests, please contact the RL&LL interlibrary loan librarian at dpirllill@dpi.wi.gov or or X4. What should I do if the wrong item is received or the photocopy is incomplete? The best course of action to take when there is a problem with an item received through interlibrary loan is for the borrower to go directly back to the lender. It is best to do this while the paperwork and item are at the borrowing library. The lender will often be able to correct the error quickly and without the need for the submission of a new request. The borrower may need to submit a new request if the error was made by the borrowing library or if the error was made during the referral process. If you have trouble identifying the lender or need address and/or phone numbers, please contact the RL&LL interlibrary loan librarian at dpirllill@dpi.wi.gov or or X4. Why did I receive an interlibrary loan item for which I do not have a request? Sometimes a lending library will miss the specific "ship to" library indicated on a request and ship to the wrong library. If you receive such an item, call or the RL&LL interlibrary loan librarian at dpirllill@dpi.wi.gov or or X4. It is easy for staff at RL&LL to determine which Wisconsin library should have received the item. You may be asked to forward the item to the correct borrowing library, generally through the statewide delivery service. Why didn't my request get filled? In order to determine why a request did not get filled all lenders must respond not only with the change in status to will not Supply, but they also must choose a reason for not supplying the item from those listed in the Reason/Condition dropdown menu. The two specific reason choices, the lender should choose are Non-circulating or Not Owned and then go to the Lender's Notes field and type in the specific reason. Often the History Information will contain replies from multiple non-wiscat libraries. Borrowing library staff will then be able to explain to patrons/users why their requests were not filled. 20 1/5/2015

22 What is the best way to handle requests for audio-visual materials to ensure the patron receives the format they need? BORROWING LIBRARIES: When creating audiovisual requests, it is even more important to be sure to choose the bibliographic record for the specific format desired by the patron. A note MUST be added in the Borrower's Notes field confirming the desired format (please see some examples below): VHS DVD Blu-ray CD-ROM AC (audiocassette) CD (compact disc) Abridged AC (talking book) Unabridged AC (talking book) Abridged CD (talking book) Unabridged CD (talking book) LP/PHONO (phonorecord) The format of the item described in the bibliographic record and the format in the Borrower's Notes field should match! If your patrons create their own requests, part of the job of mediating those requests is to ensure the correct format is included in the Borrower's Notes field. It is the borrower's responsibility to provide the information to the lender. How can I reduce the risk of losing a CD or other audiovisual materials that are included in a book? Many books are now published with an accompanying compact disc (CD) or DVD. It is common to circulate these items, just as you would a book with no additional disc. It is important to be aware of this because if a CD is not returned with the book, the borrowing library is liable for replacement charges. If the lending library is unable to purchase a new disc without the book, the charges for replacing both can be high. Borrowers - Check incoming materials before giving them to the patron. Note if there is any accompanying material - CD, audiocassette, chart, etc. If so, make sure the patron is "reminded" not to forget all of the parts when returning it. If the lender notifies you that a CD or other part is missing, don't panic. Contact the patron as it is likely the CD is in their computer or a part is lying around where they were using the book. If both parties keep track of what is shipped and returned, the likelihood of problems occurring because the item is missing will decrease. 21 1/5/2015

23 How are requests for items with multiple parts handled? Some libraries catalog and circulate titles with multiple parts individually, while others catalog and circulate all parts of the item as a set. Though the examples below talk about VHS and DVD sets, this really pertains to ALL audiovisual formats. Both borrower and lender must be on their toes when working with these requests. It is the borrower's responsibility to indicate on the request what is needed and the lender's responsibility to read the notes the borrower has included. As the BORROWER, how should a request be sent - all parts on one request or each part separately? Choose the method that gives the most holdings for the referral. That is what is most likely to get the request filled quickly. If you send requests for the parts separately and do not want them to arrive out of order, delay requesting more parts until the previously requested one arrives. For instance, a patron wants all parts of the X-Files Season One and you find on WISCAT that there is a bibliographic record containing all the parts which has 4 holdings, but also find bibliographic records for each part cataloged separately which have 20 holdings each, create separate requests for each part. If the holdings are reversed (more on the bibliographic record with all parts on one record), create one request, being sure to indicate which parts are wanted and if each part must be received in order. A Borrower's Notes note might read like this: want parts please send them in order or want parts 1-6 in any order. The borrower must make a new request for items not received. As the LENDER, if there is a single request for a VHS/DVD title where the bibliographic record shows there are multiple parts, but the request does not indicate which parts are wanted, what should be sent to fill the request? If the lender's library policies allow sending more than one part per request, they should send any parts available in sequence, starting with part 1 through the end unless they do not have a part. In that case, stop at the part that begins the gap. The borrowing library must make a new request for the parts still wanted by the patron. Example: You have part 1-3, 12, and 14 of a 15 part set. Do not send all parts you have, but only send parts 1-3. Update the request to Shipped indicating the parts being sent. How can I cancel a request? Only the borrowing library may cancel a request; follow this process: Find the request that you want to cancel. Click the Status dropdown menu and select Request Cancel. Click the Submit button. The lender must take the following actions: Lenders should check Status Browse daily to determine if there are any requests borrowers want to cancel. They will be in Pending Cancel. 22 1/5/2015

24 If there is a request in Pending Cancel, the lending library should find the paper copy of the request and stop action on it. The request can then be updated to Confirm Cancel. If the lender finds the item has already been shipped, the request should be updated to Reject Cancel and should include a message in the lender s notes that the item has already shipped. If the Request Cancel was accepted by the lender, the borrower will find the request has moved to the Cancelled file in Status Browse. Remove the request by updating the request to Delete. The title will have a tiny garbage can placed in front of it and the request will disappear after midnight processing. If the Request Cancel was rejected by the lender, the request will revert to the Pending or Will Supply/In Process status. It may be returned immediately upon receipt if no longer wanted. NOTE: Requests in Cancelled status also offers Approved-Send as a status change option. RL&LL does not recommend it. If you want to start the request over it is much easier and more accurate to create a new request. Why are there two note fields and when are they used? WISCAT has two note fields: Borrower's Notes and Lender's Notes. Borrower's Notes - This is the note field used by the borrower when creating requests. It is often used for additional verification information or to provide the specific format a patron wants for audiovisual requests. This field may be edited at any time during the request process. Lender's Notes - This is the note field used by the lenders. It may only be used when changing the status of a request. It is often used to give unfilled replies from non-wiscat libraries, to supply a renewal due date, or when using Conditional status (to ask the borrower for more information. When the status change is saved, the note is written into the History Information field in the request. How can a lender tell if there is a Borrower's Notes note on a request? When viewing a list of Pending requests, there are two columns with icons above them: the one on the far left is marked with a push pin. Anytime the borrower has included a Special Instruction note, the lender will see a pushpin in the pushpin column in front of the title. Lenders: PLEASE pay attention to those notes! Borrowers are always appreciative when you lend, but when they receive the wrong item and have to start a new request it is the patron that ends up waiting...and waiting...and waiting. 23 1/5/2015

25 Why were On Order and Too New/Too Popular replies received when I used a WISCAT record to request the item? Borrowers may request any title found when doing a search in the Union Catalog and the Z39.50 catalogs. Libraries are encouraged to check the In Constant Demand List available from a tab at the top of the screen on the Advanced Search Page. The emphasis should no longer be on items that are Too New, but Too Popular, as an item may be brand new but is gathering dust on a shelf. WISCAT is comprised of the union catalog and many Z39.50 compliant online catalogs. It has long been standard practice for libraries to add On Order titles to the local catalogs these items should not be requested on WISCAT for interlibrary loan. The same goes for titles considered Too New/Too Popular. There is no indication in WISCAT when an item is On Order or Too New and no indication there are multiple holds on the item at the local system. To the ordinary user the record looks like any other title in WISCAT with holdings and call numbers. Until the prospective lender replies telling the borrower that the item is too new, there is no way to know that. WISCAT users that have a Z39.50 catalog have an advantage over those that do not. If the item is In Use at their library, or is in a status that can be profiled as Non-Circulating, the request will not go to their library. WISCAT will read the status and add the appropriate reply to the History Information for that library. How should requests for serials be handled in WISCAT? BadgerLink allows patrons to obtain articles immediately, in many cases eliminating the need to use ILL to obtain them. However, some things just are not full text in BadgerLink and that's when you must use ILL to obtain the article or microfilm. The best solution is much easier than it might seem: simply use a blank ILL form. Your default library will receive the request and find lenders to get the article or loan for your patron. You really do not want to create a request for an article found in a very old issue of a common title (like TIME for April 13, 1942) and have the request go to all libraries that own TIME magazine in Wisconsin! Most of the locations do not own the exact issue that is needed. If you click the Request This Item button that is exactly what happens if you create an article request from a serial bibliographic record! Everyone owning the title will receive the request, one at a time. For articles (which need citations), go to ILL Admin and choose Blank Request Form from the menu. Type the journal title first and then change the Request Type to Non-returnable (copy) and Material Type to Serial. After that it is smooth sailing. Fill in the fields of the request with the journal title, ISSN, patron information, and article citation. Save the request by clicking Submit and your request is on its way to being filled. NOTE: Entire issues of current periodicals are unlikely to be loaned outside of one's own library system. Do not make ILL requests for them unless you have a citation. You can ask for a copy of the table of contents, and then your patron can choose an article to request from the issue. 24 1/5/2015

26 For newspaper microfilm loans (which MUST have the city and state), go to ILL Admin and choose Blank Request Form from the menu. You may leave the Request Type at Returnable (loan), which is the default. Material Type should be changed to Serial and Format to Microform. Be sure to enter the date or date range of the newspaper being requested. What information is needed to request newspapers on microfilm? There are several things to consider when requesting or editing requests for newspaper microfilm. The closer you follow these guidelines, the more likely your patron is to receive the microfilm needed in a timely manner. 1. Make sure the city and state of the newspaper are on the request. When asking for titles like the GLOBE, JOURNAL, TIMES or TRIBUNE it is especially important, as there are newspapers in many cities with such names. 2. Make sure the title of the newspaper is the title the newspaper had for the date the patron needs. It is common for the patron to ask for the current name of the newspaper, but they want it for The paper could have had a completely different name at that time. For instance, patrons continue to ask for the MILWAUKEE JOURNAL for 2001, but the title changed in 1995 to the JOURNAL SENTINEL. 3. Do not make a request using the wrong bibliographic record or guess if you cannot find the exact newspaper title. Use a blank form, typing in the information that you DO know. You may be as nonspecific as typing in the Title field "Any newspaper for Phoenix, Arizona for March and April 1932, patron wants microfilm or a copy of the obituary for Jane Doe who died in that city (or which appeared in the city's newspaper) on March 27, 1953". Of course, you will check with your patron to be sure that it will meet their needs. 4. You may request up to six reels of microfilm per request, as long as the title is the same during the time period needed. These are the limits used for Wisconsin newspaper titles obtained from the Wisconsin Historical Society. Other libraries have their own limits; some put a per reel limit by patron name. Depending on the title, one reel may cover several months, or it may cover multiple years. If you request six reels and not all are able to be sent, check to see the reason some reels were not sent. Check with your patron to see if they still want the remaining reels before you make a new request for them. Only request them if the original request indicates that they will be available at a later time (in use, not on shelf). If you are not sure how many reels there will be, request a broader date range, rather than smaller. 5. This is NOT mandatory, but if the title is owned at the Wisconsin Historical Society and you have checked MadCat (the UW-Madison online catalog) it is helpful to include the reel numbers that correspond to the dates on the request. If you create the request in WISCAT, type them in the Borrower's Notes field. You must still include the dates that the microfilm should cover! FYI - MadCat displays the reel numbers, which begin with a "P" or an "N", with the dates covered on each reel. It also lists which reels are checked out near the bottom of the bibliographic record. Reel numbers beginning with "N" are negatives and you will have to wait at least a few weeks while a positive film is made to lend. 25 1/5/2015

27 6. If you include information that may be photocopied, be sure to include a copyright compliance code on the request or the request will be returned to the requesting library. Libraries with questions about how to determine which newspaper title is needed or that have questions should contact their library system's ILL Clearinghouse staff or the RL&LL. How is the Due Date defined? The due date is when an item borrowed must arrive back at the lending library. It should not be confused with a due date you give the patron. If you receive an item and find the due date does not allow at least 7 days for your patron to use it update the request to Received and notify your patron to come for the item at once. Once the Received action has processed, immediately ask for a Renewal, which allows the borrower to suggest a new due date. Add a Borrower's Notes note indicating the date you received the item and asking if they are able to extend the due date to allow more time for your patron to use the item. While you are waiting for the renewal response from the lender, your patron can use the item. If you are granted the renewal, notify the patron of the new due date. If the renewal is refused, recall the item from the patron and return it to the lender. Why did I receive two copies of an item requested? We call this the "good Samaritan" problem. This occurs with all ILL users, regardless of whether they use WISCAT, OCLC, or some other form of ILL. People mean well... Here is the likely scenario: A potential lender receives a request and wants to fill it, but they do not update the request to Shipped in time. The request expires at that library and goes on to the next one. The first library sends the item anyway - "just in case they still need it." Then, of course, the next potential lender receives the request. They can fill it and they actually update the request to Shipped in time and send the item. In the meantime, the borrower received the item from the first library and updated the request to Received. The item is given to the patron to use. Then a second copy is received. The borrower ends up returning it, as one had already been received. The situation is further complicated because now the request does not accurately reflect the lender that shipped the item, but the lender of the item that was returned. No one involved, borrower or lender can tell from the request which library was the actual lender of the item the patron has. Borrowers should not have to verify which lending library sent each item they update to Received. Follow this process: LENDERS: If a potential lender does not update the request to Shipped before the request expires at their library they must not send the item! It is as simple as that. If that rule is followed we will not have this problem. 26 1/5/2015

28 If a lender accidentally sends the item before discovering the request is no longer available to update, they must telephone the Borrower immediately to explain the situation. The request should be updated to Request Cancel at the current library so a second copy is not received. A potential lender that receives a Request Cancel should locate the paper copy of the request (if they print one) and NOT fill the request, but rather update to Accept Cancel. BORROWERS: If a lender calls you with the above scenario, verify that the request has not already been updated to Shipped at the current lender. If it has, wait for the item for the first library to arrive and immediately return it. If the request is still Pending or in Will Supply, update the request immediately to Request Cancel and add a note to the Borrower's Notes field indicating that a previous lender already shipped the item for your patron. Leave the request in Cancelled status (where it goes once the lender updates to Accept Cancel) until the item is finished circulating to the patron. When the item is returned, allow enough time for the item to be returned to the lender before you update the Cancelled request to Delete. It is the only way to keep a copy of the request in the system throughout the process. OCLC users would simply delete the request. How can I change the Need By date in a request so that it does not Expire? You cannot change the Need By date on a request that is active in order to have more time. Once the request is in Unfilled or Retry or Expired status the Need By date field may be edited. It is possible to shorten a Need By date by appending a message to the Borrower's Notes field. I found a title in WISCAT with zero holdings. Can I still request it? Yes, please do. The zero means there are no Wisconsin holdings. We keep the WISCAT record in the database for a while in case anyone wants to add a holding to it. You can still use the WISCAT record to make a request. The request will be sent to your default library and/or RL&LL for referral to non-wiscat or out-of-state libraries. Can I submit a Reference request using WISCAT? Yes. There is a blank request form on WISCAT. From the Request Type menu choose Reference Request. Only staff may create reference requests; this is not a patron option. The request will be sent to your default library. You can find the Blank Request form by clicking on a link found on the grey bar when on a bibliographic record or use the ILL Options menu on the left side of the screen. The Blank Request Form is also found on the ILL Admin menu. 27 1/5/2015

29 In the Request Type dropdown menu, choose Reference Request, which changes the form to accommodate a larger Subject text entry field. Use it to input your patron's question and pertinent background information. The borrowing library's default automatically appears in the Lender List on the Blank Request Form. If your Lender List is empty or you want to send the request to a different location, simply type the 4- character code of your default library into the field followed by a comma. In the SUBJECT field type a complete description of your patron's question. Include things such as: Which format(s) is acceptable to the patron (articles, books, video/dvd, cd/audiocassettes). Comprehension level high school/grade school/college graduate limited/advanced knowledge of topic. How the item will be used (term paper, construction project, Christmas pageant). Already requested or viewed items. In the Borrower's Notes field indicate if your patron prefers or cannot use a particular audiovisual format. Additional patron fields are the same as those on other types of interlibrary loan requests. Click Submit when the request form is completely filled out. How long should a lending library wait before it charges a borrowing library for a lost ILL item? Lending libraries are free to make their own determination about how long they wait to bill a borrowing library for an item that was not returned. The borrowing library (not the patron) is responsible for missing or damaged interlibrary loan materials from the time it leaves the lender's library until it is safely returned to the lender. Borrowing libraries should pay invoices promptly when received. It is the borrowing library's responsibility to collect from the patron if the loss or damage is attributed to the patron. When it comes to Lost or Overdue materials, communication between the borrowing and lending libraries is very important. Requests may be updated to Overdue or overdue notices may be issued by lenders to alert borrowing libraries that items have not been returned by the due date. At that time the borrower should verify that the item has not been Lost. All libraries have difficult patrons/users and accidents do happen. It is reasonable to ask the lender to renew the item while the issue is being checked on, or to ask for an additional shelf check to be sure the item was not returned without getting checked in. It is reasonable to ask the borrower to check with the patron/user about the item and, if it is not found, to pay the bill for replacement promptly. Borrowing libraries should not wait for payment from their patron to reimburse the lending library. 28 1/5/2015

30 If an interlibrary loan item is lost, what should I do in WISCAT? As soon as it is suspected that an interlibrary loan item has been lost, the borrowing library should contact the lender via or telephone to begin negotiating reimbursement. In WISCAT both the borrower and lender can declare an item Lost. However, it is recommended that only Lenders place a request in the Lost status. Borrowers do not have the option to delete a request, once the issue has been resolved. The lender will do this when the item is returned or payment is received for replacement of the lost material. NOTE: The borrower is responsible for materials from the time they leave the lending library until they arrive back at the lending library. The responsibility is for items damaged or lost, regardless of whether the borrowing library actually received the item or not. Why was a different edition received than the bibliographic record I used to request the item? Unless specifically checked in the This Edition Only box and stated in the Borrower's Notes field, it is assumed a library will accept ANY performance, version, or edition of a work or musical piece. Library staff needing specific editions for their patrons should check the This Edition Only box and indicate in the Borrower's Notes field. This will help to ensure the patron receives what they want, and it will eliminate unnecessary handling and referrals which will then speed up the reply. Examples of notes that might be used are "This Performance Only," "Large Print Only," "This vocalist only," "This Edition Only," "This Version Only," "Subtitled only," "Dubbed into English only," "Closed captioned only," "Explicit contents only," "Letterbox only," "Colorized version only," "Audio Described only," "Either audiocassette or CD only," "Only wants the unabridged version read by the author." Examples are provided below illustrating when to indicate exact preference: The request is for an LP or cassette of the Toscanini/NBC Orchestra performance of Brahms "Symphony no. 2" and patron/user wants only this performance. The request is for sheet music "Stella by Starlight" only as sung by Frank Sinatra. The request is for a CD of Kid Rock's "Devil Without a Cause" and only the "clean" version of the lyrics is wanted. The request is for a video of "Das Boot" in German with English subtitles and a dubbed or other version is not acceptable. The request is for the fourth edition of a book and only the fourth edition is wanted. If the request does not indicate need for a specific performance/version/edition, it is possible you will receive Brahms "Symphony no. 2" by a different conductor and orchestra, Kid Rock's album with explicit content, "Das Boot" dubbed into English, "Stella by Starlight" played by Stan Getz, or a different edition of the book. 29 1/5/2015

31 Can genealogical materials be requested through interlibrary loan? Genealogical materials owned at libraries seldom circulate. Items that contain any form of the words "genealogy" or "family history" in the title or subject lines of the bibliographic record can rarely be borrowed through interlibrary loan. The patron should specify the information to be copied from the genealogical source requested. The bibliographic record will indicate if the title has an index from which something may be photocopied. Requests for photocopies of information on individuals may be submitted by giving the full names and any additional relevant information such as birth and death dates. A patron may request that information be copied from genealogical material. The bibliographic record will indicate if the title has an index from which something may be photocopied. Requests for photocopies of information on individuals may be submitted by giving the full names and any additional relevant information such as birth and death dates. The federal census, a few state censuses, and a variety of other genealogical materials are available online in free and subscription databases. Check on your library's access to genealogy databases such as HeritageQuest Online (a BadgerLink resource) and Ancestry Library Edition. Check for electronic resources available through state historical societies. For example, the Wisconsin State Historical Society website's genealogy section includes Wisconsin digital research collections which are searchable. Interlibrary loan at the Wisconsin Historical Society Library is handled by UW-Madison. Photocopy requests have a 50 page limit and microfilm loans are limited to 6 reels per request. Why is citing dates correctly so important when creating genealogical and serial requests? One of the reasons genealogical requests do not get filled is that the patron and/or library staff is not clear about dates. That means, of course, that the request may not have the correct date information at all. To give all of us a basic understanding, let's look at the different ways dates might be written. Patrons might write the same date several ways. Among the most common are: March 2, 1844 or 3/2/44 (1800's or 1900s?) or or 03/02/1844. It is up to library staff to cite the dates given by the patron on an ILL request form. If staff is not sure, they should contact the patron before sending the request. The examples shown above could lead to different results, depending on how the lending staff person is reading the request. To eliminate confusion, always spell out the month and always use 4 digits for the year. Do not use slashes or dashes. Use one of the following conventions for citing dates for births, deaths, marriages, and obituaries: 2 March 1844 or March 2, 1844 If the date is repeated on the request, make sure it is the same in both locations (such as the Article Date field and a Borrower's Notes note). If the dates are conflicting and you are lucky, you will receive a conditional message back from the potential lender giving you a second chance to get it right. If you're not so lucky, the lender may just update the request to an unfilled status. 30 1/5/2015

32 One final related hint for you: If you are asking for an obituary and provide a date, make sure you indicate if the date is the date the person died or the date the obituary appeared in the newspaper. Look at the examples below: Need obituary for John Doe (died 24 October 1950). Need obituary for John Doe that appeared in this newspaper on 24 October When a date is a critical element of the request, having the date expressed correctly on the request can be the key that results in receiving the item for the patron. What are some recommendations for dealing with Overdue items? Borrowers must comply with the rules specified by the lender. It is not open for debate, regardless of how much a patron may object. If a borrower has a patron that they have a hard time getting materials back from, that patron should be made to use the materials only in the library. If borrowers alienate lenders they will receive fewer filled ILL requests. The requesting library is responsible for honoring the due date and enforcing any use restrictions specified by the supplying library. The due date is defined as the date the material is due to be checkedin at the supplying library. The requesting library should normally request a renewal before the item is due. If the supplying library does not respond, the requesting library may assume that a renewal has been granted extending the due date by the same length of time as the original loan. All borrowed material is subject to recall. The requesting library should respond immediately if the supplying library recalls an item. The requesting library is responsible for following the provisions of this code. Disregard for any provision may be reason for suspension of service by a supplying library. None of us want things to progress to the point where a library has their borrowing privileges suspended by a lender. If the problem is with a specific patron, make sure you let the lending library know. Do the right thing and get materials back to lenders promptly. What is the Status Browse and how is it used? In WISCAT, the Status Browse is the summary of your current interlibrary loan activity. The Status Browse is your command central. If your library is an active ILL participant, the status browse should be checked daily for requests needing your immediate attention. To access the Status Browse in the WISCAT ILL Admin module, click on the Staff Menu at the top left of the Keyword Search, Browse, or Advanced Search screen, and then on the ILL Admin tab. Each ILL request is assigned to a status category that represents its current position in the ILL process. The status of an ILL request changes only through direct action by a borrowing or lending library or through automated action by the system. 31 1/5/2015

33 A category (status) will be highlighted in the Status Browse if your library has requests in that category. To display a list of requests in a category, click on the status label. The Borrower side provides information related to requests that your library has submitted as a borrower. On the Lender side of your Status Browse are requests you have received as a lender. As a borrower, if you have requests in these statuses, they need your attention right away: Awaiting Approval mediated patron- initiated requesting requires staff to review the request before sending on to lenders. Not Received A request will automatically move to this category after a lender has shipped the item and you have not yet received it. Contact the lender ASAP! Recalled the lender needs the item back at once. Do not wait until the due date. Conditional the lender needs clarification or more information from you. Respond in the borrower s notes, and then update the request as appropriate. Overdue A request will automatically move to this status when the due date has passed. Return the item to the lender. (It is best practice to request a renewal before the due date.) As a lender, if you have requests in these statuses, they need your attention: Pending you have received a request to lend something from your collection Pending Cancel a borrower wants to cancel a request that is in your pending file. If you have not processed it, update to confirm cancel. Renew Pending a borrower has asked for a renewal on material you have loaned to them. Why are requests in Not Received status? When viewing Status Browse, it is often the automatic status changes that confuse WISCAT software users. Automatic actions occur when a profiled number of days have passed. These are set up in the Participant Record as the Days to Respond, Days to Supply, and Days to Return. One such status is Not Received. Requests appear in this status when the date the request was updated to Shipped plus the number of Days to Supply has been exceeded. This "warning" status simply indicates the request you've been waiting for has not arrived in the amount of time it was expected. Borrowers should review requests in this status daily. View the full request because you need to see the History Information to determine what date the request was updated to Shipped. If it was updated to Shipped two weeks ago or longer, contact the lender indicated on the request via phone or . You need to tell the lender that the item did not arrive. Ask them if by some chance it had made its way back onto the lender's shelves. If so, ask if they could please ship it to you again. That will solve the problem. If the lender was a public library system Clearinghouse or RL&LL your request was likely referred to another library off of WISCAT. Contact staff there and they will assist you in determining who the specific lender was and provide contact information. The options for updating a request in Not Received status are: Received, Request Cancel, and Lost. Most items arrive and when it does it should be updated to Received as any other shipped item. However, sometimes the item never arrives. After discussing the issue with the lender, you may find the lender 32 1/5/2015