To view lending request details, click on the title or request ID of the item within a lending queue.
The Request Details accordion contains information about the request. This includes details about the borrowing library, important dates and item bibliographic information.
Notes:
Field | Description | Constant Data field? |
---|---|---|
Status | The status of the lending request. This field will automatically update as the request is processed by the lending library. New lending requests displays as Submitted. | |
Type |
Indicates the type of request (Copy or Loan). Use the drop-down to change a request to Copy or Loan. |
|
Source | The system from which the request was generated. | |
OCLC | OCLC Number, a unique identifier assigned to WorldCat Records. | |
Lenders | The lending symbols of all institutions included in the borrower's lending string. The lending library's symbol is noted with an asterisk (*). | |
URL Type | For copy requests. Used to indicate how the link will be supplied. | |
URL | For copy requests. This is populated when an article is attached to the request. | |
Borrower | Borrowing institution. | |
Max Cost | Maximum cost the borrower will pay for an item. | |
Need Before | Date by which the borrower wants to receive the item. | |
Requested on | Date the item was requested. | |
Due Date | For loan requests, the borrower's desired due date. This field can be edited by the lender and must be supplied in order for a request to be confirmed. | Yes |
Renewals | The number of times the item has been renewed. | |
New Due Date | When a loaned item has been renewed, the new due date displays. This field can be edited by the lending library before approving the renewal. | |
Renewal Requested | When a renewal request has been made for a loaned item, the date of the request displays, if specified. | |
Shipped Date | Date that a loaned item was shipped or a copy was provided. This field can be edited by the lender when the request is in review. | Yes |
Received Date | Date that the loaned item was received by the borrowing library. | |
Return Date | Date that the time was returned to the lending library. | |
Borrowing Notes | Notes from the borrower to the lending library. | |
Item bibliographic details | This section contains bibliographic information describing the item. | |
Local ID |
Any local identifier number (for example, a call number or barcode number). This field may be edited by the lending library while the request is in review.
|
The Borrowing Information accordion contains information supplied by the borrower for the lender.
Field | Description |
---|---|
Ship to information | Borrower's ship to information. |
Electronic Delivery information | Borrower's preferred electronic delivery method. |
Bill to information | Borrower's billing information. |
The Lending Information accordion contains information about the lender's terms for loaning material. This information can be edited by the lender before the request is processed.
Field | Description | Constant Data field? |
---|---|---|
Use ILL Fee Management (IFM) | Check this box to use ILL Fee Management (IFM). | Yes |
Lending Charges |
All costs: handling, photocopying, postage, etc., in country currency. Numeric data only. Type 0.00 if there are no charges. To accept a Borrower's IFM offer, enter a numeric value, and check the IFM check box. |
Yes |
Insurance Amount |
The amount of insurance, if applicable. |
Yes |
Lending Notes | Notes from the lending library regarding the terms of the loan. | |
Lending Restrictions |
Restrictions that apply to loans. Example: |
Yes |
Return Via |
A preferred method for returning loaned materials. |
Yes |
Return To and address fields |
Complete return mailing address.
|
Yes |
The Request History accordion provides details about the history of the lending 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 |
---|---|
ILL Fee Management (IFM) History | Log of charges, refunds and error messages related to Interlibrary Loan Fee Management activity, if IFM has been used for the request. |
Event History | Indicates if the Article Exchange access URL and Password were updated automatically by Article Exchange following document upload. Also indicates if Article Exchange automatically updated the request status to Shipped for copies or Complete for Document Delivery requests. |
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.
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.
Edit a Staff Note
A message appears confirming the note successfully saved.
Delete a Staff Note
Caution: Deleted notes are not retrievable.
A message appears confirming the Staff Note has been deleted.
You can search for Active and Closed Requests from the home screen. To learn more, see Search for requests.
To edit fields on a lending request:
If your library has enabled local holdings and availability, lending requests will display local holdings information for items held by your institution.
Real-time availability enables the system to automatically respond No to lending requests that have an OPAC status of unavailable. This allows the requests to move through the lender string more quickly.
Lending requests for items that are not available will not appear in your request queue. Requests that the system has automatically said No to will use the reason for no of No - System checked availability.
Notes:
WMS libraries and libraries that subscribe to WorldCat Discovery Premium are configured for Real-time availability.
For all other institutions, complete this real-time availability questionnaire. For more information, contact oclcresourcesharing@oclc.org.
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:
The Local ID field is populated with the Branch, Shelving Location and Call Number information. This field appears on book straps and stickers for lending requests.
When multiple holdings are returned by your OPAC, the View All Local Holdings link will appear. The View All Local Holdings screen will show each instance of holdings for the requested item.
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.
When a requested item is held at a remote branch, you can send an email to the branch requesting the item be sent to the ILL department.
To request an item from a remote branch via email:
Follow the instructions below to respond yes to a loan request.
To respond yes to a loan request:
Note: To prevent additional responses to a request from other lending institutions, respond Yes to the request prior to shipping the item.
Note: If you have specified an ILL or IFM charge for the item you are lending, you will receive an alert if your charges exceed the maximum cost set by the borrower. If you click Update on the alert to proceed and update the status to Shipped, you are agreeing to the Borrower’s terms, which include their maximum cost and method of processing that payment. If you click Cancel, you have the option to respond no or conditionally to the request.
A confirmation message appears and the request appears under the category Lending Requests > Supplied > Shipped/In Transit.
For copy requests, see Respond Yes to a Copy Request.
If you have received a lending request and cannot supply the borrower with the item, follow the instructions below to respond no to the request.
To respond no to a request:
You can optionally choose to include a reason why you are responding No to the lending request. For more information, see Reasons for No.
If you have received a request, but need more information to decide whether you can fulfill it, you can respond conditionally.
To respond conditionally to a request:
Follow the instructions below to respond to a renewal request.
To respond to a renewal request:
Deflection is a feature that is such a time-saver because Lending libraries will often get requests for items that they do not lend over ILL- usually because their policies or license agreements dictate that certain items cannot be loaned through interlibrary loan. Deflection allows the system to say “no” to these requests on your behalf. It will skip your library in the lender string, and move the request on to the next lender.
Use the the OCLC Policies Directory to setup your Deflection policies.
Deflection is applied to the lender string to ensure that an unfilled request does not remain in WorldShare Interlibrary Loan or Tipasa as Pending, waiting for potential lenders to manually deny the request.
Deflection is not the same process as filtering. Filtering is a process that chooses lenders based on holdings data and other information from the holdings record before the request is created (produced). It takes place before the lender string is built. The Policies Directory is not involved with this processing.
To create a Deflection policy:
If the borrower returns to the request after it has been placed, the asterisk indicating the current lender will have moved to the next lender. The Request History will indicate the Reason for No:
Deflection may be based on the request service type, local holdings, format type, OCLC profiled group membership, Custom Holding Group, maximum cost, E- license terms and material age in years. Exceptions can also be set, based on format type, OCLC profiled group membership, and Custom Holding Group. The default setting is for no deflection policies to be set.
If you have multiple deflections, requests are processed following the hierarchy for deflection listed below.
The order in which deflections are processed is as follows:
A simple scenario for deflection by format would be:
If you select Format, OCLC Group (profiled group), or Custom Holding Group as deflection criteria, you cannot select those criteria as exceptions.
Example policy | Deflection option(s) selected | Exception criteria available |
---|---|---|
I do not loan e-serials. | Format | OCLC Group |
I do not loan e-serials to profiled group XXXX. | Format OCLC Group | |
I do not loan to profiled group XXXX. | OCLC Group | Format |
I charge $15. | Borrower Maximum Cost | Format OCLC Group |
I loan books only. | Format 2 | OCLC Group |
I loan books only. | Format 3 OCLC Group |
|
I only loan to all members of group XXXX. | Format OCLC Group 4 |
Issues to note:
When creating deflection policies for your group, you can choose to block or not block certain groups or items. This feature allows your institution to be very specific about what groups and items a deflection policy pertains to, and those that it does not pertain to.
If you want to deflect a group or one or two items, use the Include feature. If you want to deflect everything except a group or one or two items, use the Exclude feature.
Also, choosing two limiters combines both into one policy.
For example: Excluding the format Visual Material – DVD and then selecting a Material Age of Less than: 1 year will deflect only DVDs that are less than one year old.
On the Deflections screen, a green check mark () indicates that the group or item is included in the deflection (in my library’s policies), meaning that the requests from those groups or for those items will be deflected. A red X (
) indicates that the group or item is not included in the deflection.
See also:
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.