Business Library Responding Function – Serials Responding Function – Monographs Requesting Function – Monographs Oddities & Help

Logging into Racer Racer works best with Internet Explorer. The web page address for Racer is different for staff access and for patron access. Please log into the following address for staff access: http://racerstaff/scholarsportal.info/vdx/index.html

Click on LOGIN

Login & Password for your location: olu.bus.full ******* VDX

Go to REPORTS

Look for STANDARD PICKLIST

Then click on: No need to worry about these date boxes

Print the Standard Picklist Use the ADOBE toolbar to print - Note the statistics at this point

Statistics Count the number of requests, not number of pages in queue This number represents the first statistic that is recorded, the number of requests received. We keep track of the number of requests received, and filled. This information is recorded on the “University Library System Public Services – Interlibrary Loans Statistics” sheet. (attached) We count the number of requests filled to each location, but that is counted separately. (We’ll go over this in a few minutes).

I. Requests to be filled: Serials Check library catalogue for holdings. Check for needed volumes/issues. Retrieve articles Action “SHIPPED” on Racer Prepare for scanning on ARIEL Scan

Shipping a Serial Insert number listed on top of request Click on SUBMIT Insert request number

Request is listed Check to see correct Request # Click on ACTION

SHIPPING INFORMATION: Scroll Down to complete the following information. Service Type: Loan or Copy Non-returnable (articles) Ship Medium: Printed for books, Photocopy for Articles or Microform Delivery Method: Ariel for articles to most libraries, IUTS for items in Ontario University Libraries, Canada Post, Purolator or SOLS or Southern Ontario Public Library System Check to see information is accurate. Click on SUBMIT

Ensure action available is SHIPPED The screen will change, and to reflect the action, click on SUBMIT one more time.

Volume/Issue Missing? Can’t fill the Request Insert request number

Request is listed Check to see correct Request # Click on ACTION

Actions Available: Answer Conditional Answer Non-Supply Cancel Reply – No Checked In Checked In – Indication Conditional Reply – No Damaged Lost Overdue Request Recall Renew Answer –Yes Renew Indication Returned Returned – Indication Shipped

Reasons for Non-Supply We should provide a reason why we are unable to supply an item At bindery Cost exceeds limit In process In use Lacking Not found as cited Before we move to monographs: Need to keep track of items sent for statistical and billing purposes: Note stats on “Interlibrary Loans Materials Lent To” sheet with lots of boxes. (attached) Keep copy of request for billing.

II. Requests to be filled: ‘Returnables’ Usually monographs, but could be microform Check availability Retrieve item Sign out on Millennium on ILL Badge Ship on Racer and print book band (see next slide)

Go to REQUESTS

Enter request number and submit: 123456

Request is listed Check to see correct Request # Click on ACTION

Ensure action available is SHIPPED The screen will change, and to reflect the action, click on SUBMIT one more time. Shipped

SHIPPING INFORMATION: Scroll Down to complete the following information. Due Date: add a due date of 4 weeks from today for monographs in Ontario. Outside of Ontario, allow 8 weeks. Service Type: Loan or Copy Non-returnable (articles) Ship Medium: Printed for books, Photocopy for Articles or Microform Delivery Method: IUTS for items in Ontario University Libraries, Ariel for articles to most libraries, Canada Post, Purolator or SOLS for Southern Ontario Public Library System Check to see information is accurate. Click on SUBMIT

Need to print a paper book band for “returnable” items Click on REPORTS

Book bands are printed in PDF format also Book bands are printed in PDF format also. Can’t print book band, until item is shipped Need one book band per item being shipped Must use ADOBE print icon to print book band

After printing and placing band on book, use your location stamp Check to see correct book band goes on each book. BUSINESS Ensure loan period is listed as “3 weeks from date of receipt with NO renewal”

More about Returnables All items that are going to be shipped from the mailroom need a book band. If the item is for another Ontario University Library it does not need a shipping label as it can be sent in the IUTS van. All other items require a shipping label. Check IUTS list. (supplied)

Printing a Shipping Label: Go into REPORTS Find SHIPPING LABEL, click on the SUBMIT button

Shipping Labels are printed for all non-IUTS locations Shipping Labels are printed for all non-IUTS locations. Print on regular paper, no need to use label paper. Again, use the Binoculars to Search if many labels listed.

Shipping Returnable Items Ensure book band is taped around front cover of the book or secure to microform. If a label is needed, place inside front cover of the book for the ILL staff at Weldon to package. Send in interoffice mail envelope to “DBW Interlibrary Loans” to be shipped.

Responding to other Queues Another campus location may fax you a request that was in their queue. This mainly happens in the Taylor and Weldon queues. Passwords for other locations: confidential Weldon: Login olu.dbw.full Password ****** Location VDX Taylor: Login olu.tay.bus Password ****** Location VDX

Go directly to Request # – you have the request number When the request information appears, SHIP it. Insert request number

If a book band is needed, go to REPORTS If a book band is needed, go to REPORTS. Remember – still in that other location’s queue. Use the binoculars to find the request, (search by number).

When using the Adobe, only print the needed book band.

Can’t find book band? This sometimes happens as that location may also be printing book bands. No worries. We can find it. Go back to REPORTS, and go to BATCH RERUNS, and click on SUBMIT

Find SHIPPING BOOKBAND from approximately the same time you were actioning SHIPPED Click on the SUBMIT button

Shipping Labels & Statistics Print the SHIPPING LABEL from the same location queue that the request was shipped from. Follow the same steps as for your location (from pages 13 & 15) Record number of items sent to each location. Save copy of request for billing/invoicing purposes.

III. Receiving Material For Pick-Up Material borrowed for Western Libraries patrons may be picked up at your location. All items need to be RECEIVED in Racer in order for the e-mail alert to go to the patron indicating their item is in. Books and microform need to be have book bands printed and need to be received in Millennium. Items to be received will always be in the Taylor library queue

Taylor library queue (all ordering of material for our patrons is done through the Taylor queue) Please keep passwords confidential. Login: olu.tay.bus Password: ****** Your Library: VDX olu.tay.bus ****** VDX

Go to REQUESTS, Enter Request Number, from request slip Insert request number

Information appears about the item. Click on the ACTION button

Item needs to be RECEIVED Ensure RECEIVED is chosen and click on SUBMIT The screen will change, and to reflect the action. See box below, indicate book band number and click on SUBMIT one more time. Bookband Number – Record the number of the laminated bookband in the large box on the screen (Band # 999, etc.) If multiple volumes, list each volume : Vol. 1 is band 23, Vol. 2 is band 420, etc. Click on Submit one more time.

Returnables need to have a book band Go to REPORTS, click on RECEIVED BOOK BAND

Print the needed book band. Affix to front cover of item Print the needed book band. Affix to front cover of item. Check for due date.

Manually change the due date so that it is 3 weeks from today. Due date for Returnable items – highlight it for check out. Always 3 weeks from the day in which it is received in your location, unless under special circumstances the lending library has given a shorter due date. Manually change the due date so that it is 3 weeks from today.

Check into Millennium Returnables need to be checked into Millennium Innopac Item may be in transit from another location, needs to be received here. Ensure due date is highlighted so Access Services staff can manually add the due date. Ensure pink bookmark is in book Turnaround time is important, needs to be ready for pick-up the same day it is received.

Receiving Articles Articles will come from Taylor and Weldon for pick up at your location Usual charge for articles is $5.00 as indicated on cover sheet. Follow same steps as receiving books, only no book band to be printed. Alert will be sent to patron that material is ready for pick up at your location.

Non-Racer Requests OCLC Requests will arrive via FAX Non-Racer Requests OCLC Requests will arrive via FAX. Send items to Taylor or Weldon (depending on which library has printed the request from OCLC). These requests look different from Racer requests. (Statistics for these counted by Taylor and Weldon). If articles – Ariel to Weldon or fax to Taylor for that location to send onward. Included OCLC # on request when you send it off. Hospital Requests may also arrive via FAX. Send to Taylor or Weldon (depending on which library is requesting this item). CISTI Articles – If our patrons self-request material from CISTI, it will arrive at your location for final processing. Costs are the same, $5 manual charge on circulation system. Send a photo copy of fax cover sheet from CISITI (indicated “received at BUSINESS, charged $5., etc) and send it to Taylor library for their accounting records.

Problems or Questions? Lending problems, articles or books: Taylor, ext. 86363 Weldon, ext. 84797 Receiving or Borrowing problems with items for our patrons: Taylor, ext. 83697 Weldon, ext. 84758 Elizabeth Marshall Ext. 84801 emarsha3@uwo.ca