interlibrary loan & document delivery
TRANSCRIPT
Interlibrary Loan & Document Delivery
A Randall Library Tutorial
written & designed by
Liza Palmer & Madeleine Bombeld
June 2009
Tutorial Contents
General Overview: Interlibrary Loan General Overview: Document Delivery ILLiad Setting up an ILLiad Account How to Make ILLiad Requests What Happens Next? Best Practices Due dates Copyright & ILL Need Help? ILL & DD Contacts
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General Overview: Interlibrary Loan (ILL)
A free service, provided only to UNCW undergraduate and graduate students, distance education students, faculty, and staff.
When an item is needed, and Randall Library does not own it, it can be requested via Interlibrary Loan, using the ILLiad system (see slide #5).
Randall Library will borrow the needed item(s) on the patron’s behalf and make them available to that patron.
Requestable items include: books, DVDs, videos, CDs, articles, etc.
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General Overview: Document Delivery (DD)
A free service, provided only to UNCW graduate students, distance education students, faculty, and staff (N.B. undergraduate students are not eligible).
When an item is needed, regardless of whether Randall Library owns it, it can be requested using the ILLiad system (see slide #5).
The ILL Office – and not the eligible patron – will determine the item’s availability (and borrow it as needed via ILL).
The item will then be delivered to the patron’s campus address (or held for pick up), depending upon the patron’s preference as indicated in ILLiad.
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ILLiad
ILLiad is the electronic system that eligible UNCW patrons use to request an item through Interlibrary Loan and/or Document Delivery.
ILLiad stands for: InterLibrary Loan internet accessible database.
To make an ILL or DD request using ILLiad, you must first set up your ILLiad account.
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Setting up an ILLiad Account (1)
Go to the library homepage (http://library.uncw.edu/).
Click on the “Interlibrary Loan” link on the left side of the screen.
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Setting up an ILLiad Account (2)
If you have never set up an account before, click on the “First-Time Users” button on the right.
After you set up your account, you will then be able to use the “Enter ILL System” button on the left during subsequent visits.
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Setting up an ILLiad Account (3)
On the next page, scroll down until you see another button labeled, “First Time Users Click Here.”
Click on that button.
Fill out the resulting form, taking care to identify yourself correctly: undergraduate student, graduate student, distance education student, faculty, or staff.
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Setting up an ILLiad Account (4)
Undergraduate students: 1. Select “Undergraduate” from the “Status” dropdown menu.
2. Enter “n/a” in the “Campus Address” field.
3. Enter “n/a” in the “Home Address” field.
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Setting up an ILLiad Account (5)
Graduate students: 1. Select “Graduate” from the “Status” dropdown menu.
2. Indicate your preference in the “Book Delivery Method” field by selecting either “Mail to Address” or “Hold for Pickup.”
3. Enter your “Campus Address.”
4. Enter “n/a” in the “Home Address” field.
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Setting up an ILLiad Account (6)
Distance education students: 1. Select “Distance Education” from the “Status” dropdown menu.
2. Select “Mail to Address” from the “Book Delivery Method” dropdown menu.
3. Enter “n/a” in the “Campus Address” field.
4. Enter your “Home Address.”
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Setting up an ILLiad Account (7)
Faculty: 1. Select “Faculty” from the “Status” dropdown menu.
2. Indicate your preference in the “Book Delivery Method” field by selecting either “Mail to Address” or “Hold for Pickup.”
3. Enter your “Campus Address.”
4. Enter “n/a” in the “Home Address” field.
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Setting up an ILLiad Account (8)
Staff: 1. Select “Staff” from the “Status” dropdown menu.
2. Indicate your preference in the “Book Delivery Method” field by selecting either “Mail to Address” or “Hold for Pickup.”
3. Enter your “Campus Address.”
4. Enter “n/a” in the “Home Address” field.
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Setting up an ILLiad Account (9)
If you experience any problems with setting up your ILLiad account, please contact the ILL Office: Office location: RL 1038 (on the first floor). Office hours: 8am-4pm, Monday-Friday. Telephone: 910-962-3273 or 910-962-7005. Email: [email protected]
If you forget your ILLiad password, please use the “Forgot Password?” link located below the ILLiad logon screen.
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How to Make ILLiad Requests (1)
Article:1. Log into your ILLiad account.
2. Click on the “Article” link on the left side of the page, under “New Request.”
3. Fill out the form as completely as possible.
4. Click on the “Submit Request” button at the bottom of the page.
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How to Make ILLiad Requests (2)
Book/DVD/VHS/CD:1. Log into your ILLiad account.
2. Click on the “Book/DVD/VHS/CD” link on the left side of the page, under “New Request.”
3. Fill out the form as completely as possible.
4. Click on the “Submit Request” button at the bottom of the page.
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How to Make ILLiad Requests (3)
Alternatively, requesting Book/DVD/VHS/CD items via WorldCat: Search WorldCat for the item you need. Click on the title of the item to view the full record. Click on the “Send Request to UNCW ILLiad” link in
the record.
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How to Make ILLiad Requests (4)
Requesting Book/DVD/VHS/CD items via WorldCat, cont.: A new window will open, prompting you to log into
your ILLiad account. Once you log in, the ILLiad form will be automatically
populated with the WorldCat record information. Add or modify information as needed in the ILLiad
form. Click on the “Submit Request” button at the bottom of
the page.
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How to Make ILLiad Requests (5)
Thesis/Dissertation:1. Log into your ILLiad account.
2. Click on the “Thesis/Dissertation” link on the left side of the page, under “New Request.”
3. Fill out the form as completely as possible.
4. Click on the “Submit Request” button at the bottom of the page.
5. You can also request these types of materials directly via WorldCat as described previously.
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What Happens Next? (1)
In general: Electronic articles will typically arrive in three business
days. Books, DVDs, videos, CDs will typically arrive in two
weeks. Follow up with the ILL Office if your materials have not
arrived in a timely manner.
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What Happens Next? (2)
The item arrives. It is “received” in ILLiad.
If the item has a due date, it is checked out in ILLiad.
Physical items: The patron is notified via email that the item has
arrived. It is delivered to the “campus address” for graduate
students, faculty & staff. It is delivered to the “home address” for distance
education students. It is held at the Customer Services desk for undergraduate
students.21
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What Happens Next? (3)
The item arrives, cont. Electronic items:
The patron is notified via email that the item has arrived and is instructed to log into ILLiad to access the article.
Click on the “Electronically Received Articles” link under “View” to access the article in PDF form.
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What Happens Next? (4)
DD requests are handled in house. Circulating items are located in Randall Library. They are then checked out in the library system. Books, videos, DVDs, etc.:
Are mailed or delivered to graduate students, distance education students, faculty & staff.
Articles: Are scanned & delivered electronically via ILLiad.
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Best Practices (1)
Choose the correct ILLiad form. Choose from Article, Book/DVD/VHS/CD, or
Thesis/Dissertation. Fill out the form as completely as possible. If unsure what information goes where, ask! Or, for appropriate items, use the direct link “Send Request
to UNCW ILLiad,” available in certain databases.
WorldCat Toxline
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Best Practices (2)
Include numbers such as ISBN/ISSN on the ILLiad form, if available. These are generally given in citations from databases. Screenshot from Academic Premier:
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Best Practices (3)
Include the OCLC number from the WorldCat record on the ILLiad form, if available. Screenshot from WorldCat record:
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Best Practices (4)
Give the source of your citation on the ILLiad form. Examples of sources might be: database name,
title of a book, article citation, etc. This will help the ILL staff, if they need to verify
any information about your request.
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Best Practices (5)
Do not guess at the meanings of abbreviations. Input them on your ILLiad form exactly as cited.
Include important information in the “Notes” field on the ILLiad form. Ex. Any edition is fine. Ex. I need this by next week. Ex. Randall Library’s copy is listed as missing.
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Best Practices (6)
Allow time for your materials to arrive. Electronic articles will typically arrive in three business
days. Books, DVDs, videos, CDs will typically arrive in two
weeks. Follow up with the ILL Office if your materials have not
arrived in a timely manner. Request renewals for items via ILLiad before their
due dates. Return items to Randall Library by their due date to
preserve our/your ability to borrow far and wide.29
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Due Dates (1)
Due dates are assigned by the lending library. Libraries generally allow at least a month. Some give 6-week loan periods. Not all will allow renewals.
If not allowed, the band on the item will note this. If an item is needed beyond its due date & it’s
eligible for renewal: Request online via ILLiad. There is an automatic one week renewal while the ILL
Office requests a renewal from the lending library. The patron is notified when a response is received.
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Due Dates (2)
Requesting renewals online via ILLiad: Log into your ILLiad account. Click on “Checked Out Items” under “View.” Click on the “Transaction Number” for the item you wish to
renew to view the full record.
Click on the “Renew Request” link in the upper left corner.
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Copyright & ILL (1)
Articles and items that are borrowed by Randall Library must comply with copyright law.
Problematic situations: Requesting more than 1 article from a journal
issue. Requesting more than 1 chapter from a book. Requesting more than 5 articles from the same
journal title published in the last 5 years.
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Copyright & ILL (2)
Strategies that the ILL Office might use in these situations: Use a commercial DD vendor.
Charges $20-40 per article, which includes the copyright fee.
Attempt to borrow the entire issue of a journal. Ask the patron to prioritize requests. Borrow the entire book if too many chapters are
requested. Purchase the book or journal issue for the
library’s permanent collection.33
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Need Help?
For further assistance with researching your ILL or DD requests, please contact any of the following: Randall Library Reference Desk
(http://library.uncw.edu/web/administrative/help.html). Your Primary Contact Librarian
(http://library.uncw.edu/web/outreach/contactlibrarians.html).
For help with ILL & DD policies or account issues, please use the contacts on the following slide.
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ILL & DD Contacts
ILL Office: Office location: RL 1038 (on the first floor). Office hours: 8am-4pm, Monday-Friday. Telephone: 910-962-3273 or 910-962-7005. Email: [email protected]
Madeleine Bombeld: Assistant University Librarian Coordinating Access &
Delivery Services. Email: [email protected] Telephone: 910-962-3278. AIM: AccessLib
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