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.
5. A My library catalog link will redirect to the library's online catalog URL as set up in the Online Catalog section of the WorldCat Registry module in the OCLC Service Configuration. The following must be entered in the Online Catalog section in order for the My library catalog link to resolve: Online Catalog Direct to ISBN, Online Catalog Direct to ISSN, or Online Catalog Direct to OCLC Number. 
   • The My library catalog link can take 24 hours to populate. 
   • Refer to  WorldCat Registry, Configure links to your online catalog.
6. 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.
      
       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.
       

      

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

Process Open Access requests

Follow the instructions below to process Open Access requests.

To process Open Access requests:

1. On the left navigation, click Discover Items.
2. Search for a journal or magazine title by typing your search terms in the box provided.
3. Click Search. Matching results appear, along with holdings display options.
4. On the Results screen, click View Now. Note: The resource will open in a new window.
5. In the WorldShare ILL window, click Regional Holdings from the Results screen.
6. On the Holdings screen, click Create Request. Note: The View Now link is also available on this screen.
7. On the request workform, click Save for review.
8. A confirmation message appears and the request appears under the category Borrowing Requests > New For Review.
9. Click the Request ID in the confirmation message.
10. Or access the request from the Borrowing Requests > New For Review category.
11. Click the Email button and fill out the form to send the patron the open access link for the item requested.
     Note: HTML tags are not supported within the email feature.
12. Open the request and select Open access from the Change fulfillment type list 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 request 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.

Receive items (from In Transit status)

Follow the instructions below to mark an item as received.

To mark an item as received:

1. From the Borrowing Requests category, click In Transit.
2. 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 sidebar.
3. Click Mark received.
4. A confirmation message appears and the request appears under the category Borrowing Requests > Received > Received/In Use.

Renew item (from Received status)

Follow the instructions below to renew a request item.

To renew an item:

1. From the Borrowing Requests category, click Received.
2. Click the request ID or Title to display a request.
3. Click Request renewal. From the drop-down, determine whether to request renewal:
   • With desired due date
     • Enter a Desired due date.
   • WIthout desired due date
4. Click Renew item.

    Caution: When suggesting a desired due date, be sure to consult the lender’s renewal policies by scrolling down in the request form and clicking the question mark icon () to open the lender’s Policies Directory profile.

5. A confirmation message appears and the request appears under Borrowing Requests > Received > Renewal Requested.  

Mark a request as Lost

If a received item is missing, mark the request as Lost to alert the Lending library.

To mark an item as Lost:

1. From the Borrowing Requests category, click Received.
   • Items can be marked as Lost from the Received/ In Use, Renewal Requested, Renewal Approved, Renewal Denied, Overdue, and Recalled queues.
2. Click the request ID or Title to display a request.
3. Select Mark as Lost on the request detail screen.

The request status is updated to Lost and the request moves to the Received but Missing queue for both the borrowing library and the lending library.

If the item is recovered, return or renew the item.  See Return items for more information.

Unfilled requests

If a request is not filled by any of the lenders in the Lender String, the request will age to Unfilled.  Options for Unfilled requests include Resend Request, Change Fulfillment Type, or Cancel Request.

To resend the request:

1. Click on the request ID of the unfilled request.
2. Under Lending libraries, enter additional lenders into the Lender string.
   • The Supplier history appears below to indicate the lenders who have previously received this request and their response.
3. Optional.  Edit the bibliographic data in the Request Details, Borrowing Notes, Billing Notes, or IFM Maximum Cost.
   • Search options appear for Title, Author, ISSN, ISBN, and OCLC Number fields.
   • The Preferred edition field is not editable.
4. From the request screen, click Resend request.
5. The request will move to Awaiting Response.

You can change the Fulfillment Type of an unfilled request to a Purchase request. 

To change the fulfillment type of the request:

1. Locate the request you want to change.
2. In the request, click Change fulfillment type and select Purchase request.
3. The request moves to the new fulfillment type queue.

 Note: Whilst the Cancel request button is still available for these requests, it is not necessary to click on this button as the request has already been closed. If clicked, it will result in the request status being updated to Closed (canceled). This request will then be double-counted in OCLC Usage Statistics - Borrower Activity Overview Report as both an unfilled and a canceled request.

Respond to conditionals from lenders (from Produced status)

Follow the instructions below to respond to conditionals.

To respond to conditionals:

1. On the left navigation, click Borrowing Requests.
2. Click Conditional. 
3. On the Conditional screen, review the Conditions column to see the lender’s conditions. 
4. Click the request ID or Title to display a request.
5. If the lender has requested alternate terms, such as an increase in max cost or the use of IFM, and you agree to the terms, update those details within the request. You must do this before clicking Yes; otherwise, the terms of your original borrowing request still apply.
6. Respond to the Lender’s condition with Yes, No, or Cancel Request.
   • If you click Yes, the request returns to the Lender and appears under Lending Requests > Can You Supply? > Conditions Accepted.
   • If you click No, the request goes to the next Lender in the lender string.
   • If you click Cancel Request, the request is canceled.
7. A confirmation message appears.

 Note: Update the request as needed before saying Yes to the condition. If there is confusion or special circumstances, use the lender's contact information in the request or form the Policies Directory to communicate with the lender. There is no way to add a note when responding to a lender's conditional response within the request.