1. Receiving and Returning ILL Items
Sue Kaler
Interlibrary Loan Supervisor
Wellesley Free Library

2. Items should be shipped directly to the Requesting Library
Wellesley ILL will create OCLC constant data with your library’s address
Lenders should ship directly to you
You will have to inform Wellesley ILL when you receive the requested item
You will have to inform Wellesley ILL when you return the item to the lender
Wellesley ILL can mediate between you and the lender in case of issues

3. When you receive an item
Was it shipped to the correct place?
Is it for your patron?
Is it the correct item?
Check editions and publication date
Check format
Are there condition issues?
Is it complete?
How many parts, pieces, inserts, etc. does it have?
Is it a book with a disc inserted?
Contact Wellesley ILL with issues

4. What about the lender? Who is the lender?
Have they imposed restrictions?
In-library use only
No renewals
Needs boxed return
Needs trackable return from USPS or Fedex/UPS
Must be insured for return
Did they provide a return address?
What if there is none?

5. Sources of Return Addresses
Packaging
Paperwork
Massachusetts Delivery Directory
OCLC WorldCat Registry
Advanced Search
OCLC Symbol
Google and Telephone

8. What about the due date? What does the due date mean?
Where do you find a due date?
Special circumstances:
Library of Congress due dates
University of Mass Amherst due dates
Do they really mean No Renewal?

9. What information does Wellesley need?
The ILL Request Number
This is not the Illiad Transaction Number
Enough of the author & title to identify the item
Contents out of the ordinary
Number of parts or reels, CD-Rom not sent, etc.
Condition problems
Where it came from
When you think it is due
Amount you were charged

10. Received Form
Bookmark this URL
Use this form for reporting items you have received that are, indeed, for you
If you think you did not request something, please us directly

12. To inform us you are returning
Use the returned form at this URL
We need much less information

14. Alternate checkbox method to receive and return
Log in as if to make an ILL request at
Click on “check the status of your ILL items”
There are check boxes for
Received this item
Request Renewal
Returned this item
There is a button at the bottom to send your updates

16. How to return items
Many items come through delivery and can be returned through delivery
Packaging for delivery
We want them to keep lending to us
Some items come through the mail, but can be returned by delivery
Why do certain libraries avoid shipping via delivery but not mind delivery returns?
Simplicity for their student workers?
Speeding the item to the patron?

17. Using the U.S. Postal Service
Library Rate is not always the cheapest
You pay for the first whole pound
First Class is cheaper for very light items
This is true up to about 8 ounces
Check rates at
Click and Ship versus postage meters
Endicia
Flat rate boxes for Priority Mail
Insurance and tracking

18. Returning to Alaska or Hawaii
Library Rate is extremely slow
Priority or First Class is the way to go
Check rates for Flat Rate versus your packaging
Flat Rate envelopes
Flat Rate boxes of several sizes
It gets quite expensive beyond the lightest items

19. Returning to Canada Library Rate is not an option
The only options are First Class International or
Priority Mail International
Consider Flat Rate envelopes or boxes
A U.S. Customs form is needed
Green up to four pounds, white above that
A certain text is needed for Canadian customs
If this is neglected, the Canadian library has to pay customs fees

20. Canadian customs text
Attn: Revenue Canada Tariff: GST Code 51 International Loans Between Libraries (International Act of 1978) No Commercial Value: Any Value Stated Is For Insurance Purposes Only

21. Text for National Library of Canada’s items
Attn: Revenue Canada Tariff: or GST Code 66 Property of the National Library of Canada returned on Interlibrary Loan

22. UPS or Fedex Certain libraries require return via UPS or Fedex
Library of Congress, Princeton, the Navy Department library in Washington, DC, etc.
This is either because mail is irradiated, materials are deemed to be safer in the hands of a courier, speedy delivery is needed or proof of return is desirable.
In almost all cases UPS Ground or Fedex Ground is OK
These items are automatically insured to a certain limit and extra insurance can be purchased
Costs vary by weight and distance

23. U.S. Postal Service Options
You can get tracking via the post office
You can get delivery confirmation via the post office
You can get insurance via the post office
In some cases, some combination of these services may substitute for UPS or Fedex
LC is OK with this although they prefer UPS