1. Shared Resources Spotlight Session November 7, 2014
Mary Lynne Bartlett
Resource Sharing Supervisor

2. Agenda Interlibrary Loan overview Requesting Patron accounts
Troubleshooting requests
IBIS
Questions

3. Interlibrary Loans: Who are you and what do you do?
The Interlibrary Loan unit borrows materials for University of Waterloo students, faculty, and staff not found within PRIMO.
The unit also lends the materials from our collection to requesting institutions.
In most cases patrons do not pay for Interlibrary Loan services.
Normally, a loan period is three weeks for borrowed material.
Mention change in hours

4. Frequently requested materials:
Books
Photocopies/scans
Conference Proceedings
We might not be able to obtain:
Audio/visual material
Patents
eBooks
Old or rare items

5. Staff Sam Gibbon-Manager Mary Lynne Bartlett-Supervisor
Ted Harms- Borrowing processing
Shirley Fraser- IBIS and borrowing processing
Karen Davidson-Lending/TUG
Steph Voichita- Lending/TUG
Nadeem Lawji-Lending
Denise Paquette-Borrowing/receiving
Troy West- TUG

6. Requesting Transition of uw@uw to current requesting landscape
What happened to the TUGdoc form?
Students at a distance
When can patrons expect to receive their requests?

7. Transition of uw@uw to current requesting landscape
Privileges:
Faculty, staff, and all students can now request copies of articles (TUG wide including UW), request copies of book chapters (from UW), and place holds on circulating books (TUG wide including UW).
These patron groups can request books be delivered to the circulation desk of their choice for pickup. This includes materials from:
Dana Porter
Davis Centre
STJ CG
REN
CTE
OPT
Musagetes
Pharmacy

8. What happened to the TUGdoc form?
In August 2013, the TUGdoc form was decommissioned. TUG patrons can still request articles from Waterloo, Guelph, and Laurier by filling out the blank request form in RACER.
If an article that a Waterloo patron is looking for is accessible electronically only to Guelph or Laurier patrons, the patron can fill out the blank RACER request form.
If copyright/licensing allows, Laurier and Guelph will fill the request. If the request cannot be filled, we will move the request to ILL.

9. Request Process in RACER
UW patron requests are handled in one of two ways:
RACER sends out the request automatically without staff intervention.
Requests are handled by staff and then sent out to be filled.

10. When can patrons expect their request?
Arrival times for books depend on where the requested material is coming from.
Within OCUL-usually one week
Within Canada-shipped via Canada Post. Times vary
Outside Canada-a few weeks
Copies:
Copies arrive in our “ILL inbox” continually throughout the day from lending institutions.
Copies are processed throughout the day. They are checked for quality before being sent via to patrons.
Once sent out, the with the web link takes approximately three minutes on average to be delivered to their inbox.

11. Students at a distance Requesting
Students at a distance can request journal articles or copies by filling out the blank RACER request form and selecting:
as the pickup location. Requests can also be ed to
All copy requests will be filled and sent to the patrons via their as copyright permits.

12. Students at a distance continued…
To request books, patrons place holds through PRIMO or by to and will be couriered to the patron.

13. Statuses Idle – the request will be processed shortly.
Pending – the request has been sent to a lending library.
Shipped – the lending library has begun the process of shipping the item.
Not Supplied –library staff are searching other libraries for the item and may contact the patrons if needed.
Conditional – A lending library has indicated they will supply the item as soon as some condition is met (e.g. a specific delivery method is required).
Received – the item has arrived at the library and will be available shortly. Patrons receive a user alert to inform them that their book is at a circulation desk and available for pickup.
Articles are sent to the patron electronically to their as long as copyright permits. If copyright does not permit, a paper copy is made available to the patron
Returned – Item is being sent back to the lending library.
Checked In – Lending library has the item back.
Cancel Pending – Interlibrary Loan is in the process of cancelling the request.

14. Patron Accounts Logging into RACER Renewals Fines
Who to contact for help if an account is not working

15. Logging in to RACER
If patrons are unable to log into RACER, the most common reasons are:
New barcode
Multiple accounts/barcodes
Patron upload problem from Voyager to RACER
Please ask the patron to contact the Interlibrary Loan office and we will troubleshoot the problem. It’s most effective if we can correspond with the patron.

16. Renewals
Patrons can ask for a renewal on their ILL material by contacting the unit:
Phone: ext
Walk-ins: open Monday to Friday 8:30am-12:00pm and 1:00pm-4:00pm
Renewals are not guaranteed, but the patron will receive an indicating whether the renewal was or was not granted.

17. Fines Fines for Interlibrary Loan material are $1.00 a day
Patron accounts are suspended after fines accrue to more than $30.00

18. Troubleshooting Requests
Incoming print ILL material can take up to 24 hours to be processed from the time it is delivered to the Interlibrary Loan office. Ask the patron if, and when, they received the stating their item is available for pick-up. If it has been more than 24 hours and the item is not at the circulation desk, ask the patron to contact the Interlibrary loan office.
Patrons forwarding their uwaterloo address to a Gmail account will likely have their article requests sent to the ‘Spam’ folder until they put on their safe senders list.

19. Troubleshooting Requests Continued…
The patron’s copy request is not available because the link embedded in the doesn’t work (30 day expiry etc). The link can be resent to the patron, the Interlibrary Loan department needs the REG# or the RACER request number to locate the request on the server. Please ask the patron to contact me and I will troubleshoot the problem with them.

20. (Industrial and Business Information Service)
I.B.I.S.
(Industrial and Business Information Service)
IBIS is a fee based service for business, individuals, and those outside the academic community.
IBIS services include; ILL of print materials (providing loans of materials from various collections) and reproducing copies of University of Waterloo theses.
Due to copyright restrictions, article requests cannot be filled.

21. IBIS Costs
Loans:
$20 plus courier charges for TUG-owned materials [materials held at Waterloo, Guelph, or Laurier universities]
$30 plus costs plus courier charges from other sources
Delivery methods:
Courier - cost varies
UW Theses:
Photocopies of University of Waterloo theses are available at a cost of $20 plus $0.30 per page plus courier charges.

22. IBIS Contact Info
Telephone
Fax

23. Questions?