This document provides instructions for patrons and staff on accessing and using interlibrary loan services through the Access PA database and POWER Library catalog at Lancaster Public Library. It outlines how patrons can search for and request items, and how staff should process incoming and outgoing ILL requests and materials. Key steps include patrons filling out request forms, staff faxing requests and checking in/out materials, and special rules for ILL items regarding due dates, renewals and charges.

1. Access PA Database and Interlibrary Loans Fall 2011

2. To Find Interlibrary Loan Materials… Search the Access PA Database Database used to find materials in all participating Access PA libraries (public, school, academic, medical) throughout Pennsylvania

3. Logging on to Access PA Access PA shortcut is on every library circulation computer and reference computer Link takes you directly to search page POWER Library

4. How do patrons log-on to the Access PA database?

5. Patron Perspective - Logging On Through POWER Library Log on to POWER Library Under the heading Find A Book , select the Access Pennsylvania Database link

6. Patron Perspective - Logging On Through POWER Library A new window will open to the Access PA homepage, at the top of the page select the first tab entitled Search the Database

7. Patron Perspective - Logging On Through POWER Library A new window will open with a PA state map You can search by either: Specific county Click on county name on the map or on the list counties below Entire state Click on link which is located above the map Most often you will want to search the entire state

8. Patron Perspective - Logging On Through POWER Library You will always want to search the entire state. Only in rare instances will you search by county For example, a patron wants to know if the Berks County Library Systems has a title available

9. Patron Perspective - Logging On Through POWER Library Select a library type to search You will always want to search All Libraries

10. Searching Access PA Database Able to search by title, author, keyword, ISBN, etc.

11. How to I request an interlibrary loan item?

12. To Request ILL Materials Patrons MUST come in to the library Fill out an ILL Request Form and a Fax Transmittal Sheet Both forms are located under the second computer station at the circulation desk, or are available on the staff wiki

13. Before filling out any paperwork… Scan the patron ’s library card and make sure: The patron is 18 years or older There are no fines or overdue materials on the account

14. Fax Transmission Form You are responsible for filling out the top portion of the form, and signing at the bottom Have the patron read and sign the form Make sure the patron is aware of the special loan rules, such as they will be charge $25 for each item that IS NOT picked up, and that fines for ILLs are $1 per item per day with no limits

15. ILL Request Form Fill out the Book Loan Request portion of the form Make sure the book was not published in the last year. Libraries will not send items out for ILL until after 1 year. Have the patron fill out the bottom portion

16. Fax Forms to ILL Fax both sheets to Lancaster Public Library ’s ILL Department, 717-394-3083 Copier shortcut Select the TEMPLATE button in the upper right corner Select the PUBLIC TEMPLATE GROUP button Select the FAX TO ILL button Staple sheets together and put in the ILL folder under the circulation desk

17. Interlibrary Loans and Millennium

18. ILL and the Patron Record You will see any Pending ILL Request on the Patron ’s ILL Tab In the example below, the STATUS of the request is AWAITING ARRIVAL. This means it has not been received by the ILL Department at LPL Notice the virtual item does not have a barcode yet. When the ILL Dept. receives the item, they will attach a temporary barcode to it. NOTE: Pending ILL Requests cannot be cancelled in Millennium Circulation. Contact the ILL Dept. if a patron is asking to cancel an ILL Request.

19. ILL and the Patron Record When you access a patron ’s account, any Received Pending Requests will appear with a highlighted red ILL tab showing the number of requests NOTE: This pop-up box will appear even while the item is In Transit to the pick-up location. It may or may not be on the holdshelf yet. It will be necessary to view the virtual item record to see what date the ILL Dept. placed the item In Transit.

20. When ILL Material Arrives… ILL material comes in the delivery. It will have a yellow strap with a temporary barcode attached to it The item DOES NOT need to be checked it Call the patron who requested the ILL material Put the item on the holdshelf to await pickup We will hold the ILL material until the due date on the book strap. If the item is not picked up, please write “NOT PICKED UP” across the book strap and return the item to the ILL Department. A $25 charge will be added to the patron’s account for not picking up the requested item. ILL Department staff will take care of charging the patron’s account.

21. Checking Out an ILL Item Scan the patron ’s library card barcode Make sure their fine amount is below $6 and they do not have any long overdue items. Scan the temporary barcode of the ILL item provided by the ILL Dept. The due date is automatically put into the system according to what was entered by the ILL Dept. DO NOT modify this date! Remind the patron of the special loan rules for ILL items: Fines are $1 per day with no limit We do not handle renewals of ILL materials. If the patron needs the book longer, they are responsible for calling the ILL Department at the number listed on the book strap within 5 days of the book due date. The ILL Department will then contact the lending library to request an extension.

22. Do Not Renew ILL Items ILL material should NEVER be renewed by anyone other than the ILL Department

23. Checking In an ILL Item In the Check In mode, scan the temporary barcode of the returned ILL item. The following pop-up box will appear: Click CHECK-IN. The following pop-up box will appear: Click No. Place the item in the LPL crate.