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Respond to requests

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.

  1. On the left navigation, under Lending Requests, click Can You Supply?.
    •  Note: Request queues where batch processing is available include a batch icon (batch_icon.png) in the left navigation.
  2. On the Can You Supply? screen, click the request ID or Title to display the request.
  3. In the request, review and confirm the information in the Request Details accordion.
  4. From the Apply constant data list at the top of the screen, select your constant data for loans.
    •  Note: When a different Constant Data is applied to a request, the fields are briefly highlighted in green as a visual indicator of the change. Data in a field of a constant data record will always overwrite the value shown in the request.
  5. Review the information in the Borrowing Information accordion.
    •  Note: Click the information icon (information_icon.png) next to the Borrower's symbol to view their profile in the Policies Directory.
  6. Review the information in the Lending Information accordion.
  7. In the Request Details accordion, confirm the Due Date.
  8. Optional. Enter a Local ID. The Local ID can be any local identifier number (for example, a call number or barcode number).
  9. At the top of the screen, click Save.
  10. (Optional) Select any printing options. For more information, see Printing.
  11. To respond yes to the request, click Yes.

     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.

Watch a video

Responding to an ILL loan request (6:12)

This video shows how to respond to a loan request as a Lender - including responding yes, no, conditional, and responding to renewal requests. 

 

Respond Yes to a Copy Request

To respond yes to a copy request:

  1. On the left navigation, under Lending Requests, click Can You Supply? Note: Request queues where batch processing is available include an icon (batch_icon.png) in the left navigation.
  2. On the Can You Supply? screen, click the request ID or Title to display the request.
  3. In the request, review and confirm the information in the Request Details accordion.
  4. From the Apply constant data list at the top of the screen, select your constant data for loans. 

    Note: When a different Constant Data is applied to a request, the fields are briefly highlighted in green as a visual indicator of the change. Data in a field of a constant data record will always overwrite the value shown in the request.
     
  5. (Optional) If you can supply an electronic copy of the article, use the OCLC Article Exchange link to upload the copy to share with the borrower. 

    Note: You are automatically signed into Article Exchange.
     
    1. Click OCLC Article Exchange (under URL).
    2. Locate the file on your computer.
    3. Click Open
      Note: For a list of file formats supported by OCLC Article Exchange, see Article Exchange, Technical requirements.
    4. Click Drop File. The URL and Password fields are respectively updated with the URL and password for the document. A Preview button also appears. Click Preview to preview the uploaded document before sending the document to the borrower.
    5. Once the file has been picked up for the first time, it will remain available on the site for 30 days. After 30 days, the file will be removed. A file can be picked up a maximum of five times for each URL/password combination. Files that are never picked up will be removed in 30 days.
       Note: For more information, please see Article Exchange workflow.
  6. Review the delivery information in the Borrowing Information accordion.
  7. Review the information in the Lending Information accordion.
  8. Optional. Select Print Shipping Labels and/or Print Book Straps/Stickers to create labels that you can print later, or click Print Now to print a copy of the request immediately. 

    Note: If you are using Article Exchange, no shipping labels or book straps/stickers are needed. See Printing for more information.
  9. Click Yes to respond yes to the request.
  10. (Optional) If you have specified an ILL or IFM charge for the item you are lending, you will receive an alert if your IFM charges exceed the maximum cost set by the borrower or the borrower has not selected IFM payment. If you click Update 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.
  11. A confirmation message appears and the request appears under the category Lending Requests > Supplied > Shipped/In Transit.

Watch a video

Responding to an ILL copy request (3:47)

This video shows how to respond to a copy request (respond yes, no, or conditional)as a Lender. Includes applying constant data and using OCLC Article Exchange.  

 

Respond No to Requests as a Lender

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:

  1. On the left navigation, under Lending Requests, click Can You Supply?.
  2. On the Can You Supply? screen, click the request ID or Title to display the request.
  3. In the request, review and confirm the information in the Request Details accordion.
  4. Review and confirm the information in the Borrowing Information accordion.
  5. To respond no to the request, click No.
  6. Optional. Click the down arrow to select a reason for saying no.
    Reasons for No
    • No reason given
    • In use/On loan
    • Lacking volume/issue
    • Not owned
    • Non-circulating
    • Not on shelf/Missing
    • Policy problem
    • Item too new to loan
    • On reserve
    • Publisher embargo
    • Not licensed to fill
    • On order
    • Volume/issue not yet available
    • Cost exceeds limit
    • Not found as cited
    • Offsite
    • Technical processing
    • Poor condition
    • Requested delivery services not supported
    • Preferred delivery time not possible
    • At bindery
    • Prepayment required
  7. A confirmation message appears, and the request goes to the next Lender in the lender string.

Respond Conditionally to a Request

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:

  1. On the left navigation, under Lending Requests, click Can You Supply?.
  2. On the Can You Supply? screen, click the request ID or Title to display the request.
  3. In the request, review and confirm the information in the Request Details accordion.
  4. In the Borrowing Information accordion, confirm the delivery and payment information.
  5. To respond conditionally to the request, click Conditional.
  6. Optional. Click the down arrow to select a reason for the conditional.
  7. On the Send Conditional window, enter any additional information you want to send to the Borrower, if needed.
  8. Click Send Response.
  9. A confirmation message appears and the request is returned to the Borrowing library. If the conditions are accepted, the request appears on the left navigation under Lending Requests > Can You Supply? Conditions Accepted.

Respond to a Renewal Request

To respond to a renewal request:

  1. On the left navigation, under Lending Requests, click Renewal Requested.
  2. On the Renewal Requested screen, click the request ID or Title to display the request.
  3. In the request, review and confirm the information in the Request Details accordion. Note the Borrower's desired Due Date and Renewal Requested date (if applicable).
  4. If you are willing to grant the renewal, edit the Due Date to reflect the new due date you wish to give.
  5. Click an action:
    • Accept Renewal to accept the request
    • Deny Renewal to reject the request
    • Recall item to request the return of an item
  6. A confirmation message appears and the request appears on the left navigation under Received/In Use.

 Learn more in a training course: WorldShare - ILL Lending 

Recall an Item

If your library sent an item to a borrower but needs the item back before the due date or the borrower requested a renewal but your library needs the item immediately, you can recall the item. The borrower must return the item immediately regardless of the due date.

To recall an item

  1. On the left navigation, under Lending Requests, click Received/In Use (if recall is from renewal requested, click Renewal Requested).
  2. On the Received/In Use (or Renewal Requested) screen, click the request ID or Title to display the request.
  3. In the request, review and confirm the information in the Request Details accordion.
  4. Click Recall item button on the top to request the return of the item