Oswego County BOCES School Library System Includes ICICILL & ICEPAC Instructions As well as delivery instructions for ILL

Transcription

1 Oswego County BOCES School Library System Includes ICICILL & ICEPAC Instructions As well as delivery instructions for ILL Interlibrary Loan Manual August 2010 Oswego BOCES

2 This manual is a compilation of materials from the Northern New York Library Network, the Jefferson-Lewis BOCES SLS, the North Country Library System and the Oswego BOCES SLS. Interlibrary Loan Manual August 2010 Oswego BOCES

3 TABLE OF CONTENTS Page 1...Point-to-Point Procedures Page 2...Borrowing/Lending Responsibilities Page 3...ICICILL Borrowing Sheet Page 4...ICICILL Lending Sheet Page 5...Placing Manual Requests/Requesting Multiple Copies Page 6...Requesting Items not Found in ICEPAC Page 7...Requesting Serial Articles Page 8...Copyright Compliance for Serial Requests Page 9...Advance Searching in ICEPAC Page 10...How to Add a Patron Page 11...Patron Initiated Requests Page 12...Processing Patron Initiated Requests Appendices Appendix A...ILL Flow Chart Appendix B...Routing ILL Materials Appendix C...NCLS Routing Slip Appendix D...ILL Statistics (July 1 December 31) Appendix E...ILL Statistics (January 1 June 30) Appendix F...Lost Book Invoice Appendix G...Setting Up ICICILL for the First Time Interlibrary Loan Manual August 2010 Oswego BOCES

4 POINT-TO-POINT PROCEDURES General Procedures: 1. Access ICICILL each working day. 2. Point-to point interlibrary loan is defined as requests and materials transmitted directly between borrower and lender. 3. All school libraries are point-to-point for all interlibrary loan. 4. Request materials via ICICILL. 5. Requests should be made within your own School Library System first. 6. Spread requests equitably among all potential lenders. 7. Note copyright compliance on request when appropriate. 8. A copy of the pull slip will always be included with the item. 9. Lending period will be one month from date materials leave the lending library, whenever possible. 10. It is recommended that items not shipped through the courier be shipped in a padded mailer via UPS or U.S. mail with insurance added. 11. System office holds no record or responsibility for point-to-point transactions. 12. Point-to-point with public, academic and special libraries is acceptable when resources are unavailable in school libraries. Interlibrary Loan Manual -Page 1 - April 2009 NNYLN

5 Borrowing Library Will: BORROWING & LENDING RESPONSIBILITIES 1. Request materials via ICICILL. 2. Make requests within your own School Library System first. 3. Spread requests equitably among all potential lenders. 4. Note copyright compliance on request when appropriate. 5. Be responsible for material once it leaves lending library. 6. Return materials on time in good condition or request renewal before due date. 7. Return materials directly to the lender. 8. It is recommended that items not shipped through the courier be shipped in a padded mailer via UPS or U.S. mail with insurance added. 9. Include a copy of the pull slip when returning the item. 10. Send interlibrary loan statistics to System Office twice a year (January and June). Lending Library Will: 1. Access ICICILL and print pull slips each working day. 2. Respond to requests within three working days. 3. Include the following, as appropriate: Bookmark with due date. Return address label. Copy of pull slip. 4. Stamp books with complete mailing address of library. 5. It is recommended that items not shipped through the courier be shipped in a padded mailer via UPS or U.S. mail with insurance added. 6. Send interlibrary loan statistics to System Office twice a year (January and June). Interlibrary Loan Manual -Page 2 - April 2009 NNYLN

6 ICICILL BORROWING SHEET HOW TO BORROW 1. Go to and login as ILL Librarian. Your login and password can be requested from the SLS office. 2. Search PAC 3. Select ILL Request 4. Search for Patron 5. If Patron is not found, see "To Add a Patron in ICICILL " instructions 6. If patron is found, click on name 7. Uncheck all boxes and check boxes for the schools from which you want to request the item. 8. Click Submit Request. If you merely close the window the request will not be sent; it will go to your borrowing file for review. The next step is up to the lending library. If you receive a status message of Will Supply, this DOES NOT mean the request has been filled. It means the lending library printed the pull slips and intends to supply the item. If the request cannot be filled, you will receive a status message of "Not Supplied". If "Not Supplied" is from the last school in your lending string, the transaction is considered complete and is transferred out of "Show Active". Check "Not Supplied" (a button on the Borrowing menu) at least once a week for unfilled requests. The status message "Shipped" means the request has been filled and the item should be on its way to you. When you "Receive" the item, go into Borrowing, Show Active, find the transaction, select Receive and click Go. To return item: 1. Borrower, Show Active 2. Select Transaction 3. Select Return, click Go 4. The transaction is complete. It will move into the "Show All" file. When you are completely finished with this session (both Borrowing and Lending), click Logout Interlibrary Loan Manual -Page 3 - Revised April 2009 Jefferson-Lewis SLS

7 ICICILL LENDING SHEET HOW TO LEND 1. Go to and login as ILL Librarian. Your login and password can be requested from the SLS office. 2. Click Lending 3. Click Pull Slips 4. Print Pull Slips This will send the status message "Will Supply" to the borrowing library, which DOES NOT commit you to supplying the item but informs the borrowing library you intend to supply the item. You can print pull slips for all the new requests in your Lending file by clicking on the Pull Slips button on the Lending menu or you can print them individually from within the transaction. 5. Review requests and decide if they can be filled or not 6. Click Lending 7. Click Show Active 8. Select Transaction 9. If the request cannot be filled: - Select Answer Unfilled and click Go. - This will complete the transaction, and move it to the "Show All" file. 10. If the request can be filled: - Select Shipped and click Go. - Now send the item to the borrowing library. 11. When the item is returned: - Select Checked In and click Go. 12. The transaction is now complete and will move to the "Show All" file. When you are completely finished with this session (both Borrowing and Lending), click Logout Interlibrary Loan Manual -Page 4 - Revised April 2009 Jefferson-Lewis SLS

8 PLACING MANUAL REQUESTS/REQUESTING MULTIPLE COPIES 1. Login as ILL Librarian Note or print out the holdings information for the title in the ICEPAC Public Access Catalog (PAC). 2. Click: Borrowing 3. Manual Request 4. Find Patron for Manual Request - search by name - choose patron - OR - Use the link, Click here to add a new patron 5. Place Interlibrary Loan Request for patron with following information Item Type: Author: Title: Publication Date/Year: Monograph Enter author Enter title Enter publisher and copyright date (if known) 6. If necessary, adjust Need Before Date. Do not change any other information. 7. Scroll down to: Choose Your Lenders and Order of Preference 8. Click: Uncheck ALL 9. Put check mark next to the first lender from whom you are requesting. 10. Scroll up to and click: Submit Request. 11. Click Back. 12. Click: Uncheck ALL 13. Put check mark next to the second lender. 14. Scroll up to and click: Submit Request. 15. Continue this until you have requested all the copies you need. Interlibrary Loan Manual -Page 5 - April 2009 Franklin Essex-Hamilton SLS

9 1. Login as ILL Librarian 2. Click: Borrowing 3. Manual Request REQUESTING ITEMS NOT FOUND IN ICEPAC 4. Find Patron for Manual Request search by name - choose patron OR Use the link, Click here to add a new patron 5. Place Interlibrary Loan Request for patron with following information Item Type: Author: Title: Publication Date/Year: Monograph Enter author Enter title Enter publisher and copyright date (if known) 6. If necessary, adjust Need Before Date. Do not change any other information. 7. Scroll down to: Choose Your Lenders and Order of Preference 8. Click: Uncheck ALL 9. Choose Oswego County School Library System. The SLS Office will process your request 10. Scroll up to and click: Submit Request. Interlibrary Loan Manual -Page 6 - Revised April 2009 Franklin Essex-Hamilton SLS

10 REQUESTING A SERIAL ARTICLE ON ICICILL 1. Login as ILL Librarian Make a note of, or print out, the holdings information for the serial in the ICEPAC Public Access Catalog (PAC). 2. Click: Borrowing 3. Manual Request 4. Find Patron for Manual Request - -search by name -choose patron OR - -Use the link, Click here to add a new patron 5. Place Interlibrary Loan Request for patron with following information Item Type: Title: Publication Date/Year: Pagination: Volume/Issue: Title of Article: Author of Article: Serial Enter title of serial Enter date and year of article Enter pages of article Enter volume number/issue number Enter title of article Enter author of article (last name, first name) 6. ILL Service Types Loan: Not Desired Estimate: Not Desired Copy: First Copyright Compliance: Choose CCG or CCL Check appropriate choice 7. Other Information If necessary, adjust Need Before Date. Do not change any other information. 8. Scroll down to: Choose Your Lenders and Order of Preference 9. Click: Uncheck ALL 10. Put check mark next to libraries which own issue you need 11. Scroll up to and click: Submit Request Interlibrary Loan Manual -Page 7 - April 2009 Jefferson-Lewis SLS

11 COPYRIGHT COMPLIANCE FOR SERIAL REQUESTS Every interlibrary loan request for a photocopy must be accompanied by a declaration that the request is in compliance with the United States copyright law. The law allows a library to make a photocopy of copyrighted material if the copying is done within the bounds of fair use. It is the borrower s responsibility to indicate compliance with the law on each interlibrary loan request. There are two abbreviations you may use on your request to indicate this compliance: CCG and CCL. CCG: Stands for Conforms to Copyright Guidelines CCL: Stands for Conforms to Copyright Law The Copyright Guidelines were accepted by Congress as examples of copying which falls within the meaning fair use. You should use the code CCG if: The article falls with in the rule of five (no more than five copies from the same title within the last five years). The journal title has been ordered. The journal issue is not on the shelf, is missing, or is at the bindery. You should use the code CCL if: The copy you are requesting does not meet the above requirements but is still permissible under the copyright. For example, if the request is for a title published earlier than five years prior to the date of the request, and therefore not covered by the Guideline, you would use CCL. Interlibrary Loan Manual -Page 8 - April 2009 Franklin Essex-Hamilton SLS

12 ADVANCED SEARCHING IN ICEPAC 1. Click on the Advanced Search Page link near the bottom of the screen 2. Use the Set Limits link to limit by date, language, and format. 3. Choose the Browse search to browse by call number (Dewey number only) as well as other numbers in addition to titles, authors, subjects and notes. 4. Choose the Combined search to search for up to three terms together. 5. Unfortunately, the Advanced Search Page refers to limiting by branches instead of libraries. Just mentally substitute the word libraries for the word branches. The Branch Limiting Options screen can be confusing at first. The default is No Branch Limiting which means no scoping. In order to use the Preselected Scoping Levels list or the Search Location list you first have to choose either Limit by Branch Scoping (which refers to the Preselected Scoping Levels) or use the Limit by Specific Branches which refers to the Search Location list. You can choose more than one entry at a time from either list by holding down the <Ctrl> key on the keyboard and clicking the one or more entries you wish to select. It is not necessary to do any Branch Limiting or to Set Limits in order to search. Interlibrary Loan Manual -Page 9 - April 2009 NNYLN

13 HOW TO ADD A PATRON Patrons can be added in advance or while processing the interlibrary loan request. To add the patron in advance: 1. Login as ILL Librarian 2. Click: Settings 3. Click: Add User 4. Complete the form with at least the following information: First Name: Last Name: Phone: Login Name: Password: Retype Password: Security Level: User Type: Block User: Enter first name Enter last name Either patron s home number Or Generic number: firstnamelastname (lowercase no spaces) first name (lowercase) first name (lowercase) Patron Choose Patron or Unlimited No Enter address if you want to communicate electronically. 5. Click on Go! Interlibrary Loan Manual -Page 10 - April 2009 NNYLN

14 PATRON INITIATED REQUESTS 1. Go to: 2. Select your home library from the scroll menu. Your home library is your school library. 3. Search for desired material. When item is found, place the request by clicking on the ILL Request button. 4. At the Place a request for item in the PAC screen, do one of the following: If already registered, enter login name and password. OR Click on New Users Click Here 5. If new user, select your home library from the list and click GO. 6. At the Add Patron for Pac Request screen, complete the form. Required fields are: last name, first name, phone number, login name and password. Although an address is not required, it is highly recommended that you enter your address. This will allow ICICLL to send you notices about your requests. When information has been entered, click GO. 7. The next screen will say Your patron record has been added. Adjust the need by date if necessary. The default is one month. Click on Place Request Button. 8. You will receive a message that the request has been submitted for review by library staff. You may check the status of the request through the icepac2 web sit (URL listed above) OR if an address was included I your registration information, you will be kept informed of the status of the request via a direct message. Interlibrary Loan Manual -Page 11 - April 2009 NNYLN

15 PROCESSING PATRON INITIATED REQUESTS 1. Log in to the ICICILL web site as an ILL Librarian. 2. Go to Borrowing choose Show Active. In the show active list, under the Latest Activity heading, you should see a transaction that says (Reviewing). 3. On the far right, make sure that the choice in the drop down menu says Review Patron. Then click on the GO button. (For patrons already accepted, choose Review Request. ) OR To process all new patrons at once, go to Borrowing, choose In Review New Patrons. 4. On the Edit User Screen, you will see the information that the patron/user entered. Check the fields for missing data. If you choose to accept this new patron, make sure the drop down menu says yes and click the Go button. **If you do not want to accept the patron, choose no. If you choose no, all of the entered information will be deleted, and there will be no record of this potential patron/user. The patron s request(s) will also be automatically deleted a this point. 5. Once you choose yes to accept the patron, you will get a message on the next screen saying The user was successfully updated. In the case of a new patron, this means that the user information was added to your library s list of patrons. On this same screen, the actual item request appears. 6. Scroll down and examine the List of institutions holding this item. Rearrange or uncheck libraries, just as you would when requesting any other material through ICICILL. Scroll back up and click on the Submit Request button. To deny the request, click the Deny Request button on the left side of the screen. Note: Once patrons have been added, you will not have to review patron: again. Their requests will appear in the show active file as reviewing. You will only have to review the item request and submit it. Interlibrary Loan Manual -Page 12 - April 2009 NNYLN

16 APPENDICES Appendix A...ILL Flow Chart Appendix B...Routing ILL Materials Appendix C...NCLS Routing Slip Appendix D...ILL Statistics (July 1 December 31) Appendix E...ILL Statistics (January 1 June 30) Appendix F...Lost Book Invoice Appendix G...Setting Up ICICILL for the First Time Interlibrary Loan Manual August 2010 Oswego BOCES

17 APPENDIX A ILL REQUEST FLOW CHART Placing and responding to an ILL request is a conversation between two libraries. 1. The borrowing library places the request. 2. The lending library ships the request. 3. The borrowing library receives the request. 4. The borrowing library returns the request. 5. The lending library checks in the item to the library. Interlibrary Loan Manual August 2010 Oswego BOCES SLS

18 APPENDIX B ROUTING ILL MATERIALS TO ROUTE BOOKS TO OSWEGO COUNTY SCHOOLS For items being loaned or borrowed between Oswego County Schools, place the item in an ILL routing envelope with a pull slip, write the destination library name on the envelop and drop it into your school mail for the BOCES courier. TO ROUTE BOOKS TO PUBLIC LIBRARIES IN THE NORTH COUNTRY LIBRARY SYSTEM (NCLS) For items being returned to North Country Public Libraries (NCLS), place a Public Library bookmark in the book labeled with the three letter ILL code of the destination library. Please note that the three letter ILL code for each library can be found in the Regional ILL Directory online in ICICILL. Place the book and a pull slip in an ILL routing envelope addressed to the Oswego SLS Office. The book will then be forwarded to the public library via the NCLS courier. TO RETURN BOOKS THAT NEED TO BE MAILED If you are able to mail books from your district, package the book for shipment and mail directly to the borrowing/lending library. If you are unable to mail books from your district, place the item in an ILL routing envelope with a pull slip, addressed mailing label, and address the routing envelope to the Oswego SLS office. Interlibrary Loan Manual August 2010 Oswego BOCES

19 APPENDIX C Interlibrary Loan Manual August 2010 NCLS

20 APPENDIX D OSWEGO BOCES SCHOOL LIBRARY SYSTEM INTERLIBRARY LOAN STATISTICS July 1, 2010 December 23, 2011 Librarian: School: NUMBER OF MATERIALS BORROWED Type of Material Books From within your own district From other districts within Oswego County,but not your district From schools in other BOCES From public librarians From academic libraries From special libraries Total items borrowed Number of requests made by you that no library was able to fill Periodicals AV & non-print NUMBER OF MATERIALS LOANED Type of Material Books Within your own district To other school districts within Oswego County, but not your district To schools in other BOCES To public librarians To academic libraries To special libraries Total items loaned Number of requests that came to you that you were unable to fill. Periodicals AV & non-print PLEASE RETURN BY: December 23, 2010 To: Carla Rowland Oswego BOCES SLS 179 County Route 64 Mexico, NY Or Fax Informal borrowing and lending may be included in these not from where it was requested. Each photocopied article counts as one request. Count each non-print item as one request. Special libraries include hospital prison, military, business, theology, state library, etc. Interlibrary Loan Manual August Oswego BOCES

21 APPENDIX E OSWEGO BOCES SCHOOL LIBRARY SYSTEM INTERLIBRARY LOAN STATISTICS January 1, 2011 June 30, 2011 Librarian: School: NUMBER OF MATERIALS BORROWED Type of Material Books From within your own district From other districts within Oswego County, but not your district From schools in other BOCES From public librarians From academic libraries From Special libraries Total items borrowed Number of requests made by you that no library was able to fill Periodicals AV & non-print NUMBER OF MATERIALS LOANED Type of Material Books Within your own district To other school districts within Oswego County, but not your district To schools in other BOCES To public librarians To academic libraries To special libraries Total items loaned Number of requests that came to you that you were unable to fill. Periodicals AV & non-print PLEASE RETURN BY: June 25, 2011 To: Carla Rowland Oswego BOCES SLS 179 County Route 64 Mexico, NY Or Fax Informal borrowing and lending may be included in these not from where it was requested. Each photocopied article counts as one request. Count each non-print item as one request. Special libraries include hospital prison, military, business, theology, state library, etc. Interlibrary Loan Manual August Oswego BOCES

22 APPENDIX F LOST BOOK INVOICE Date: To: Librarian, (System Code) (Library Code) From: Librarian, (System Code) (Library Code) Here is the invoice for: Author: Title: Please check ( ) one of the following: Title in print, provide shelf ready replacement copy. Title in print, reimburse as below: Title cost: Processing fee TOTAL: Title out of print, please replace with: Author: Title: Publisher & Date: Title out of print, reimburse this amount $ Replacement or compensation is waived. Thank you. (Librarian) (Address) Interlibrary Loan Manual April 2009 NNYLN

23 APPENDIX G SETTING UP ICICILL FOR THE FIRST TIME 1. Go to: 2. Login as ILL Librarian 3. Click: Settings 4. Click: Lenders 5. Choose Your Preferred Lenders Arrange the default lender list by dragging the blue circles on the left in the order in which the requests should be sent. You will be able to alter this selection on individual request basis. This process only needs to be done once. You may edit it at any time, however. 6. Click Go at the very bottom of the list to save your changes. 7. Click: Calendar Weekday Calendar: Indicate any days of the week that the library is always closed. Sunday is always closed by System Default. You do not need to check it. Scroll to: Check Other Closings: Mark days library will be closed 8. Click: Update 9. Click: Setup Enter: address (institutional account) 10. Scroll down and Click: Update 11. Click: Home under Settings 12. Your configuration is now complete. Interlibrary Loan Manual April 2009 NNYLN