Tipasa Interlibrary Loan Procedures

1. Under Lending, click on New - Copies.

2. Click on the Request ID or title to open the request. 

3. Verify the Type field says Copy, and apply COPIES constant data. Save the request.

 

4. Scroll to Request Details. This contains the citation information for whatever chapter or article the requesting library needs.

• Occasionally, a library will submit a copy request that actually should have been submitted as a loan request. If there are no page numbers, article/chapter titles, or anything else indicating a specific selection, the request is likely a loan request. Change the request type to Loan and follow the Loan Request procedures. If this is the case, you will also need to apply the LOAN constant data and save the request.

5. Determine if the Local ID field is populated with our holdings. If the field is blank and you need to locate holdings in Primo, click “Search my library’s online catalog.”

• Clicking this search button searches Primo based on the OCLC number in the request. That won't always bring up results in Primo. If the search yields no results, search using the title or ISXN.

6. Determine what kind of material is being requested, an e-resource or physical title, and follow the next appropriate step for that type of material.

• E-resources will have an "Available Online" option.
• Physical titles will have the location and holdings listed in the catalog.
• Some titles have both. Look at the Request Details to see what date or issues is being requested, and then see if the requested selection is covered by digital or physical holdings.

1. Note the citation information for the requested article/chapter. This will be under Request Details in Tipasa.

 

2. E-resources can be accessed through Primo. Return to your search in Primo and after selecting the correct item, scroll to our holdings. Click the resource that covers the requested article/chapter.

 

3. Search for the requested article/chapter by selecting the appropriate issue, or enter the article title into the search bar.

• The search function will not always yield results. If you cannot find the article by searching for the title, select the proper issue and look through it.

4. Once you've found the correct article, save it as a PDF to W:/Library/ILL_articles to lend. Name the PDF by the request ID.

• If there is no save as PDF function, do a CTRL+P to print the page, and then select the save as PDF option. Some e-resources cannot be downloaded at all. In this case, mark the request as Verifying and do not process any further.

5. Click on OCLC Article Exchange. This will bring up a dialog box where you can open the PDF you just saved.

 

6. Click the Drop File button. (Large files can take a while to load into the request.)

 

7. Click the Preview button. This brings up the PDF you selected. Verify you have saved and selected the requested article one last time.

 

8. Back at the top of the request, click Yes.

 

9. Tipasa will take you back to the New - Copies queue, and a green banner will appear that confirms the request was shipped.

1. Note the citation information for the requested article/chapter. This will be under Request Details accordion in Tipasa.

2. Search for the book or journal in Primo. Verify that the book is available, or that our holdings of the journal cover the requested volume. (This prevents time wasted on going to search for an item we don’t have.) 

Note: If we don’t have the requested item, mark the request as Verifying for supervisor to investigate further. Add a brief note to the request that explains the issue.

3. Click Print Now to print the request slip.

4. Retrieve the item from our shelves. Place the request slip in the item.

5. Take the item, request slip and USB drive to the book scanner.

6. Log into the book scanner with libstudent login.

7. Click the ST Bookscan Icon to open the program.

8. Select Custom Scan.

9. Select the following settings:

• Scan Type: Book Pages

• Destination: USB Drive

• Image Quality: Automatic

• Color Mode: Automatic

• Convert (OCR): Yes

• File Format: PDF

• Image Compression: Medium

10. Scan the article/chapter by clicking Start, or the scan button on the machine. Use the plexiglass to keep the item open and flat.

• For journal articles: scan the request slip, copyright page, table of contents, then the entire article.

• For book chapters, scan the request slip, title page, copyright page, table of contents, then the entire chapter.

• Note: If you cannot locate the copyright page or table of contents, you don’t have to scan them.

11. Once done scanning, click Finish Scanning.

12. Review and edit the document as needed. 

• Make sure you did not skip scanning any pages.

• Click the open book icon in the top left corner to adjust where the edges of the pages are. In the top right corner, you can select whether you want the scanned image split into one or two pages. The request slip should be kept as one page. The rest of the pages should be split into two, unless you have scanned something like the end of the last article or the dedication page. You can cut these pages out by selecting one page.

13. When finished reviewing and editing, click Save and Exit in the bottom right corner. Save the file by the Request ID number to This PC/USB Drive (D:). Sign out of the computer.

14. Back in Tipasa, scan the Request ID to open the request. Click on OCLC Article Exchange. This will bring up a dialog window. Select/open the PDF you just scanned.

15. Click the Drop File button. (Large files can take a while to load into the request.)

16. Click the Preview button. This brings up the PDF you selected. Verify you have scanned and selected the requested article one last time.

 17. Back at the top of the request, click Yes.

 18. Tipasa will take you back to the New - Copies queue, and a green banner will appear that confirms the request was shipped.

19. Write the date and your initials at the bottom of the request slip, then give the request slip to supervisor.

20. Take the item you scanned from to the Discharge Shelf at the circulation desk.

• If the item is a book:
  • Log into Alma and select Seymour Library as your location.
  • Go to Fulfillment > Resource Request > Scan In Items and scan the item's barcode.
  • Shelve in call number order with the other items on the Discharge Shelf. If the item is a part of a collection other then Main Stacks, put it at the end of the shelf, or on a different row.
• If the item is a periodical, you don't have to scan it in in Alma. Take it to the Discharge Shelf at the circulation desk and place it on the second row.