Reading Room Trainers ILL Questions Blog

There was no agenda for Friday’s meeting

Microfilm Lending:

• Tom mentioned that Wendy will be training students on microfilm lending process (pulling and scanning) to help cover staffing needs.  ILL might be potentially training students next year.

Lending:

• Discussion of Lending– students are making “rookie errors” in ILL Lending processing.
• Jessica suggested it was related to the note recently added to the computers about choosing HD items over the Widener items.  Everyone thought that explained it and Jess was going to fix the notes.
• Discussion of whether or not Lending Error Tracker is effective.  Sarah suggested an ILLida 8 Add-on to sync with the googledoc to track errors.  Tom will work on setting this up.
• In the meantime, Lending staff will place errors in the brown wooden desk by the trainer’s desk.  When in the office, trainers should look at the slips and consult the lending staff if they can’t figure out the error.  Trainers can then check-in with students as needed for their errors .
• Jason Clarke will send the blog link to Nancy as well.

Borrowing:

• Tom gave the ok to accept or process requests for less then $75 dollars.  Anything above should be canceled.  A patron can seek help from collection development if she wants to acquire the item.
• Jason and Claire brought up problems with Shelving in the NMRR.  Students are placing HD items with the ILL ones and vice versa.    Students aren’t following ABC order for shelving ILL film.  Students also still are not checking microfiche box.
• When in the office, trainers should check-in with whoever is upstairs in the NMRR and do a “NMRR” refresher on the film and machines.  Try some role-playing as a patron asking for film and help with the machines, so the student knows what she/he doesn’t know and can be  taught the proper technique.
• ** In “refresher”, make sure students know about the “smaller lens” that is in the lower left drawer of the desk.
  Mention this is lens for the machines and must be returned to the desk, so communicate with the next person, if your shift is over and the patron still has the lens.

KS

Student Sign-in

• How can we make it more efficient?

• Switch to paper?
• Conclusion: give it more time to become a student habit before taking more action

Students searching in ILL: choosing Stacks over HD

• Do students know which to choose?  Should insert more obviously into training

Yenching Requests

• don’t request from Harvard libraries (except those specifically marked on the sheet)
• Changes coming soon, trainers should be attentive

Patrons objecting to Cancellations:

• What’s the proper amount of time and energy to spend?  How should trainers look for items?
• Consensus seems to be OCLC only, non-OCLC only if relatively sure we can find it
• If patron really wants item, they will respond to the cancellation; then we should take it as a call to search more thoroughly
• We should really only be doing secondary searching if that patron can provide more information about the item/where it is held
• Don’t leave things in the queue!
• Should come up with a canned response for asking for more information in the email/telling them why it was canceled

Monograph Series

• Nancy gave some techniques for searching in HOLLIS

Jessica will share lending notes

Students Not Noticing that Non-Circ items are OK for Articles

• draft email (Jessica)
• monitor tags

Blog: Put TN in body of post for questions–can’t copy/paste from title!

Copyright Discussion

• Murky on what to tell patrons about copyright and re-submitting
• In the end: Ask Tom

CF

Roland ran across a request today for an article out of a book that is “in transit/sublibrary 12/31/99,” which normally can be requested by the patron just as if it were at HD.  In this case, though, the patron needed an article.

For this, we need the patron to request the item him/herself, and THEN make a request for the article out of the book which is on hold under their name.  (They should also leave a note.)  We can notify them of this roundabout procedure by email (don’t cancel the request, though!), but Claire suggested just calling them to explain.

Hi Tom!

GZM blocked us some time last week, and I just wanted to make sure you had the contact info they provided for us to get unblocked.  I copied it from TN: 3671722 and pasted it below.  Thanks!

GZM: 27 – Service BLOCKED for unpaid invoice Please contact Eric Robinson (erobinson@wils.wisc.edu) for reconciliation.

Jessica

RTIS Lending

* First Search, 100071253 Franklin

* We can send PhD/dissertations if held at Lamont

* If the item is held at Harvard University Archives- Conditionalize to Imaging Services

* 1923 or earlier?  Ok to copy whole item if necessary.

* Limit to 150 pages/ copy

* Check max cost!  Sometimes it gets by the student.

* If it is non-circ, copy the HOLLIS number and hase it (especially if it is old enough – try to see if we can copy it!)

* Try not to cancel if we are the only person on the lending string

* Fine Arts won’t loan anything!  Cancel as non-circ.

* Tozzer and the Music library are the only ones that will loan!

* For Fine Arts copies, or copies/loans from Tozzer and Music, contact them by e-mail (there is a template, and you’ll need the call number).

* For anything from Judaica or the Middle East collections, contact by e-mail.  Please note: Middle East won’t copy!

* Fairbanks and document center won’t loan, but they will copy.

* If Yenching, conditionalize.  Same goes for any other libraries on the conditional drop-down list!

* We can send up to 4 vols, and can conditionalize to inform libraries of that.  Which ones does the patron want?

* Make notes very short!

* If a non-circ item comes up, search with the full catalog title under ‘series’, and look for the volume number next to the name of the series.

* None of the libraries will lend audio visual material.

* If only a networked resource, say no to the request UNLESS it shows the link to the item and says ‘no restrictions’ to the PDF.  Then conditionalize the request, give the link, and say there are no restrictions.  Do not fill/charge the library!

Microfilm:

* US imprint (ONLY OF NEWSPAPERS)  Can send.

* Not US imprint of a newspaper, it has to have a master microfilm to send.

* HT dissertations – we can send.

* Can send on microfiche or microfilm US and Canadian dissertations only.

* Refer microfiche to Imaging Services (if non-dissertation)

* Master Microfilm (MMF) attached? Can loan the second copy.

* For Lamont film, get the call #/barcode, and in the call # field also write ‘has MMF.’  Then finish the request.

–New priority for working on queues (for ALL trainers):

• Lending RTS
• Borrowing Conditional
• All other queues

–Claire is working on the email queue, trainers can help when there is nothing of higher priority to work on

–You can save in ILLiad by pressing CTRL+S (the save button disappeared after last update)

–Stanford: delete STF queue–refer to Request Sent queue instead

–Who to ask about what:

• Borrowing: Claire
• Lending: Nancy
• Anything: Tom

–Fax/paper aticles go straight to scanner and ILLiad is updated. If it’s not there, ILL didn’t receive the request. Faxes go directly in the box next to the Ariel scanner.

A note from Jessica:

I was working in the scan and deliver (s&d) unfilled queue today (a new queue that we were assigned in the trainer’s meeting today, Roland, which we will train you on later), and an important point came up regarding the Awaiting Harvard Processing Queue.  I did not know this before, so I thought I’d pass it on to you in case none of us knew it.  Apparently all of the requests that we get in the harvard queue which we convert into S&D requests, often are there because there is no s&d link in HOLLIS.  Claire and Tom told me that if no s&d link appears in HOLLIS, that means the item cannot be received through s&d.  What that means for us is, as we already look in HOLLIS first as we work through the Harvard queue, we now just need to remember to check whether or not the item is listed in the detailed holdings, and if no s&d link appears, we shouls not convert the request to s&d, but rather continue processing it through ILL.  Please let me know if this makes sense, or if I can answer any questions about it.  Making this change will keep requests from getting caught up in a cycle where they simply won’t get filled!

Thanks everyone, and have a great weekend,

Jessica

Transaction numbers can’t be copied from the titles of posts, so please put them in the actual body of the post.

Thanks!

-Jason

I’m working in the Unfilled queue and I came across this message from CUY: “This item, requested from ZAP, is currently charged to HLS. Please resubmit a new request to after it is returned.” How should I proceed? Thanks.

Use this blog to write up any questions you have about ILLiad processing. The ILL staff will check the blog frequently and answer your questions via comments.

Be sure to use the Categories option to select what your post is about–for example, if you’re writing about ILLiad Borrowing, check the “ILLiad” and “Borrowing” categories. Feel free to add new categories as needed!

You can read up on the basics of posing here: Writing Posts <  Wordpress Codex

If you have any questions, let me know!