Tipasa Interlibrary Loan Procedures

1. Click on New - Loans under the lending side. This queue can also be accessed on the left side navigation.

 

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

 

3. Once in the request, apply LOAN constant data, and save the request. (The request type of Loan will also show under the request details.)

• Occasionally, the requesting library will send the request labeled as a loan when it is really a copy request. If the material type is determined to be a periodical, and the citation information contains an article title or page numbers, it might actually be a copy request. If this is the case, change the request type to Copy, and follow Copy Request procedures.

 

4. Scroll down to Borrowing Information. Verify that the library is in the United States by checking the Ship To address.

• International loan requests require supervisor approval. Mark these requests as Verifying in the top right corner of the request, and do not process any further.

 

5. Verify we can lend the item.

• Scroll back up to Request Details and copy the OCLC number.

 

• Paste this number into the Alma search bar and do an All Titles search, limited to OCLC Control Number.

 

• Choose the title that matches the requested title. (There will typically be only one search result.) To the right of the title, click the ellipses, then click items.

 

• Check the location (collection) of the item, the item receiving date, and the item policy. Compare to the Lending Policy page or spreadsheet to verify it meets lendable criteria.

 

• If the item does not meet lendable criteria, stop processing the request and mark the request as verifying. Add a note to the request to explain which criteria it does not meet.

 

6. If you determine that item is lendable, follow instructions below: "For Lendable Items"

 

7. If you determine the item requires supervisor approval (DVD, request for more than a few volumes, published before 1900), follow instructions below: "For Items that Require Supervisor Approval"

1. Copy and paste the item's location and call number into the Local ID field if the Local ID field is not populated. Save the request. A green banner will appear at the top of the request confirming it was saved.

2. Print the request by clicking Print Now. This will bring up a PDF of a stack search slip, but will not update the request status to Shipped/In Transit. Close out of the PDF after printing.

• If there are more loan requests, click Next Request in the top right corner to work through the rest of the queue.

3. Retrieve the item(s) from the shelf.

4. Check out the item in Alma.

• Go to Fulfillment>Manage Patron Services, and enter the Interlibrary Loan barcode (10101).

• Scan the item barcode.

6. Write the Alma due date on the stack search slip.

7. Write the due date on the book's due date slip and write the Request ID after the due date.

8. Back in the request in Tipasa update the due date field with the due date from Alma and save the request.

• For CDs:
  • Grab a protective case from the cabinet in the delivery processing area and put the CD in it.
  • Delete the information in the Local ID field and add a note about how many pieces you are lending, e.g., "3 pieces = 1 CD + 1 Leaflet + 1 Protective Case. Please return all pieces."
  • Save the request.
• For 2 volumes:
  • Delete the information in the Local ID field and add a note about how many volumes you are lending, e.g., "2 pieces  = 2 volumes. Please return both volumes."
  • Save the request.

9. Check the Print Book Straps/Stickers box, and then click Yes.

10. A green banner will appear, confirming the request status was updated to Shipped, and the request will move to the Print Queue.

 

11. In the left navigation menu, click Print Queue and then click Book Straps/Stickers.

12. Select all requests that need book straps printed, confirm the Format is 2 per page, and then click Print.

13. Print the PDF that appears, and a green banner will confirm it was printed successfully.

• Note: If you are sending two volumes, you will need to print this book strap twice so you will have one for each volume.

14. In the left navigation menu, click Book Straps/Stickers. Select the request(s) again, and now click remove.

15. On the book strap:

• highlight the ID number, due date, and "Please return this form with the item."
• highlight any notes you added into the Local ID field
• For CDs: highlight "Please wrap DVDs/CDs/Microforms in bubble wrap and return in box."
• For two volumes: Near the title of the book, write the volume number of the book the you are putting the bookwrap on. 

16. Create a bookwrap using the book strap.

• For books: Cut the blank space off of the book strap, tape a scrap of paper to the book strap to create a bookwrap, then wrap it around the front cover of the item and tape to secure.
• For CDs: Put the item in a protective case and slip the book strap behind the plastic on that case, rather than the CD/CD-ROM itself. These cases are located in the cabinet in the ILL office.
• Double check you are putting the correct bookwrap on the correct item.

17. Prepare the item for shipping.

• For items going to an Illinois library, ship via ILDS.
  • Find the library name and ILDS code on the Tipasa stack search slip you printed. This should be located in the bottom left corner under Shipping Information.
  • Get a white ILDS label, circle and highlight the ILDS code, and write the library name in the Final Destination line at the top of the label.
  • Put a purple ILDS label in the item for the borrowing library to use upon return.
  • For books: Rubber band the white label to the outside of the book and tape the rubber bands to the white label.
  • For CDs/CD-ROMs/DVDs:  Put the item in a blue ILDS A/V mailer, which will be located on top of the cabinet in the ILL office. If there are no blue ILDS A/V mailers, put the item in a bubble mailer. Rubber band the white label to the outside of the mailer and tape the rubber bands to the white label.
  • If you cannot determine the ILDS code for an Illinois library, give the item to supervisor.
  • Recycle the Tipasa stacks search slip.
• For items going out of state
  • Put a return mailing label inside the item
  • Package the item
    • Double check the correct Tipasa request slip is attached to the correct package
    • If an item is going west past ND, OK, TX, or to the East Coast, please use a box. Boxes are always preferable, but mailers are acceptable for everywhere closer to us.
    • When using a mailer, always wrap the item in packing paper or use cardboard to give it extra protection.
    • Remove old labels from box/mailer. For labels that won’t come off, cross out thoroughly with a sharpie. 
    • Tape both horizontally and vertically around the package.
    • Non-print or fragile items: always wrap in bubble wrap/honeycomb wrap and use a box
• Tape the Tipasa request slip to the corresponding package and give to supervisor.
• Supervisor: Search for the library's name or street address in the illoan email to see if we have previously sent packages to the library. If you find a previous shipment to the library, write the address from the tracking email on the shipping label. If you cannot find a previous shipment, just use the address provided from Tipasa. (This is a courtesy to the mailroom staff, as they have stated their shipping software has problems validating the addresses we use.)

1. Copy and paste the item's location and call number into the Local ID field if the Local ID field is not populated. Save the request. A green banner will appear at the top of the request confirming it was saved.

 

2. Print the request by clicking Print Now. This will bring up a PDF of a stack search slip, but will not update the request status to Shipped/In Transit. Close out of the PDF after printing.

 

3. Retrieve the item(s) from the shelf and give them to supervisor. If supervisor determines we can lend the item, they will give it back to you to continue processing.

♦If you are processing a DVD request, once supervisor gives approval, retrieve the DVD from behind the circulation desk.

4. Check out the item in Alma.

• Go to Fulfillment>Manage Patron Services, and enter the Interlibrary Loan barcode (10101).

• Scan the item barcode.

 

6. Write the Alma due date on the stack search slip.

7. Write the due date on the item's due date slip and write the Request ID after the due date.

8. Back in the request in Tipasa update the due date field with the due date from Alma and save the request.

9. Add any notes into the Local ID field, e.g., "5 pieces = 5 volumes. Please return all pieces."; "3 pieces  = 2 DVDs + 1 Booklet. Please return all pieces." Save the request.

10. Check the Print Book Straps/Stickers box, and then click Yes.

 

11. A green banner will appear, confirming the request status was updated to Shipped, and the request will move to the Print Queue.

 

 

12. In the left navigation menu, click Print Queue and then click Book Straps/Stickers under the Lending section.

 

13. Select all requests that need book straps printed, confirm the Format is 2 per page, and then click Print.

 

14. Print the PDF that appears, and a green banner will confirm it was printed successfully.

 

15. In the left navigation menu, click Book Straps/Stickers. Select the request(s) again, and now click remove.

 

16. On the book strap, highlight the ID number, any notes you added in the Local ID field, due date, and "Please return this form with the item." If the item is non-print, highlight "Please wrap DVDs/CDs/Microforms in bubble wrap and return in box or blue A/V mailer." Cut the blank space off of the book strap and attach it to the item.

17. For multiple volumes: Each volume will need a book strap. Print out the necessary number of book straps. Next to the title on each book strap, write the volume number of the item you are putting it on.

18. For DVDs: Slip the book strap behind the plastic on the case, rather than wrapping around the case. 

18. Prepare the item for shipping.

• For items going to an Illinois library, ship via ILDS.
  • Find the library name and ILDS code on the Tipasa stack search slip you printed. This should be located in the bottom left corner under Shipping Information.
  • Get a white ILDS label, circle and highlight the ILDS code, and write the library name in the Final Destination line at the top of the label.
  • Put a purple ILDS label in the item for the borrowing library to use upon return.
  • For books: Rubber band the white label to the outside of the book and tape the rubber bands to the white label.
  • For CDs/CD-ROMs/DVDs:  Put the item in a blue ILDS A/V mailer, which will be located on top of the cabinet in the ILL office. If there are no blue ILDS A/V mailers, put the item in a bubble mailer. Rubber band the white label to the outside of the mailer and tape the rubber bands to the white label.
  • If you cannot determine the ILDS code for an Illinois library, give the item to supervisor.
  • Recycle the Tipasa stacks search slip.
• For items going out of state
  • Put a return mailing label inside the item
  • Package the item
    • Double check the correct Tipasa request slip is attached to the correct package
    • If an item is going west past ND, OK, TX, or to the East Coast, please use a box. Boxes are always preferable, but mailers are acceptable for everywhere closer to us.
    • When using a mailer, always wrap the item in packing paper or use cardboard to give it extra protection.
    • Remove old labels from box/mailer. For labels that won’t come off, cross out thoroughly with a sharpie. 
    • Tape both horizontally and vertically around the package.
    • Non-print or fragile items: always wrap in bubble wrap/honeycomb wrap and use a box
• Tape the Tipasa request slip to the corresponding package and give to supervisor.
• Supervisor: Search for the library's name or street address in the illoan email to see if we have previously sent packages to the library. If you find a previous shipment to the library, write the address from the tracking email on the shipping label. If you cannot find a previous shipment, just use the address provided from Tipasa. (This is a courtesy to the mailroom staff, as they have stated their shipping software has problems validating the addresses we use.)

Microfilm requests for more than 5 reels or any material related to Lincoln requires supervisor approval to lend. Mark these requests as verifying and do not process any futher. All other microfilm requests do not require supervisor approval.

1. Determine if we have the requested reels or date range. This information may be in the title, borrowing notes, volume, or issue date fields. Compare the requested info to our holdings in Primo. 

• If we have the requested material, proceed to the next steps.
• If we do not have the requested material, mark the request as verifying and do not process any further.

• If it is unclear if we have the requested material, print the request and search for it (steps 2 and 3.) If you do not find the requested material, mark the request as verifying and give the search slip to supervisor. Do not process any further.

2. Enter the item's location, holdings, and any notes into the Local ID field if this field is not populated. Save the request. A green banner will appear at the top of the request confirming it was saved.

• Our holdings in Primo

• Entered into Local ID field

 

3. Print the request.

 

4.Open the request, and conditional it with the reason OTHER. This will bring up a field to paste our conditions into: We can lend the requested material if your library can agree to the following conditions: the microfilm will be restricted to in house use only, and returned to us bubble wrapped in a box, insured for $100. For in state requests that will be shipped via ILDS, the conditions are just in-house use. Send the response.

 

5. A green banner will appear and confirm the conditional was sent. 

 

6. Keep the request on the shelf while awaiting the borrowing library's response.

7. If the borrowing library accepts the conditions, the request will appear in the Conditions Accepted queue. 

8. Update the microfilm's record in Alma with its barcode.

9. Check out the item in Alma to the Interlibrary Loan account (10101). If there is a due date slip on the back of the microfilm, record the due date and request ID number on it. 

10. Update the due date in Tipasa and save request.

11. In the local ID field, enter the conditional text and save request.

12. Print book straps/stickers.

13. Go to print queue, select request, print two per page.

14. Highlight request ID, conditions, due date, and please return this form with the item. Cut in half and wrap around box.

15. Prepare for shipping.

• Wrap in bubble wrap and package in a box.
• Ship via FedEx Ground. This service includes $100 worth of insurance.