Inter-Library Loan Circulation

Concepts

When no OWWL libraries own a particular item needed by a patron, libraries can request, on behalf of the patron, the item from a non-OWWL source. For more information about ILL policies and requesting materials, see: Interlibrary Loan Request.

For any additional questions regarding ILLs - policy, requests, circulation, etc. - please contact Kathryn Riedener at ill@owwl.org

Very important details

• Fee:
  • Any ILLs requiring special fees must be handled directly between the member library and the owning library
• Due dates:
  • are established by the providing library
  • INCLUDE delivery time to and from OWWLHQ and any time spent on the hold shelf
  • Do NOT correspond to local library loan periods and MUST BE MANUALLY edited
• Renewals:
  • MUST be handled by OWWLHQ ILL Staff
  • May or may not be granted
  • Not allowed for non-book items

Prepare the ILL Request

Use the forms found at Interlibrary Loan Request and fill out all required fields, particularly the patron's first and last name (as it appears in Evergreen) and barcode number.

Always search WorldCat prior to submitting the form. Including the Accession Number, also known as the OCLC number (located within the WorldCat record) will help expedite the ILL request.

Processing at OWWLHQ

• Request form is received by OWWLHQ ILL staff
• Form is submitted to ILL provider
• ILL provider notifies OWWLHQ ILL Staff that the item is available or not
  • If item is not available, OWWLHQ ILL STaff will contact your library
• Available items are sent to OWWLHQ
• OWWLHQ ILL Staff create a brief record for the ILL item
• Item is labeled with pertinent loan details: "due at OWWLHQ by" date, renewal limits, item notes, etc.
• OWWLHQ ILL staff place a hold on the item for the requesting patron
• Item status is made "in transit", and sent to library in delivery

Receive the item at the library

• Library staff scan the item in Check In
• The Hold is made available and patron notified - if the item has a short loan period, contact the patron ASAP. The time spent on the hold shelf IS INCLUDED IN the overall loan period
• Do NOT remove the ILL band or any labels

Checkout

• Open Check Out and SET THE SPECIAL DUE DATE
  • ILL items DO NOT circulate according to your local loan periods.
  • These items have due dates established by the ILL provider.
  • The due date listed on the band is the final date by which the item must be returned to your library.
  • Once returned, send the item to OWWLHQ in order to return it to the provider on time.
    • OWWLHQ has delivery to and from area ILL providers only once per week.
• Scan the item
• Be sure to ALERT THE PATRON to the special due date - IT SHOULD MATCH WHAT IS PRINTED ON THE LABEL

Renewal

• ALL renewal requests MUST be referred to OWWLHQ ILL Staff for processing. Requests made prior to the due date are appreciated.
• OWWLHQ ILL Staff will contact the providing library to request the renewal.
• If the renewal is granted, OWWLHQ ILL Staff will 1) update the due date in the patron's account and 2) will contact the requesting library who will contact their patron with the updated due date information.
• If the renewal is NOT granted, OWWLHQ ILL Staff will contact the requesting library with the outcome of the request. Library staff will contact the patron to request a timely return of the item.
• Note: Even if a renewal is granted, the item may be recalled by the providing library BEFORE the renewed due date. Your patron MUST return the item as soon as they are notified if a recall is issued.

Return to OWWLHQ

• Scan the item in Check In
• Put the item in an envelope then place in delivery to OWWLHQ

Attachments of example label and circulation process

Sample ILL label

ILL directions for front desk staff

Video demonstration of Specific Due Date