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Interlibrary Loan & Document Delivery

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Interlibrary Loan & Document Delivery

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

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