1. TST BOCES SCOOLS (South Central Organization of (School) Library Systems) INTERLIBRARY LOAN PROCESS…..An Overview Created by Michele Barr, TST ILL Login @ (http://scools.org/bin/login) & initiate an ILL requesthttp://scools.org/bin/login Select item to request Fill ILL form (on the site) Send ILL Request View ILL Requests & Responses Response procedures Reception & Return Procedures View ILL Statistics

2. Enter Union Catalogue URL http://scools.org/bin/login Click “Login” (top right hand corner)

3. Login to use ILL Functions Select your district and library

4. You are logged in: System confirms logged in status

5. To REQUEST MATERIALS FROM SCOOLS: Click on ILL TAB and then click on My Requests

6. Click on: search locations (located to the right of the search button under the first blue bar).

7. Click system button and select “All”. This will change the search status to include all BOCES in SCOOLS.

8. Then, click advanced search (underneath search locations) and the following screen will appear:

9. This process allows for a more detailed search. Input materials searching for then click search.

10. Detailed record holdings for that title will be displayed. To request the item, click on title (highlighted in blue) or see cover of the book.

11. A detailed record of the material is displayed. To request the item click on ILL REQUEST (highlighted in red).

12. System can manage multiple copies from multiple locations—Be sure to indicate in “number of copies”… Single copy request: You can direct it to more than one library (up to three… the system ensures that only one copy will be sent Indicate expiry date & notes to others and to your staff Click “Submit Request”

13. Request Sent - Confirmation: System confirms that requests will be emailed Emails are consolidated & sent twice daily… ILL email delivered: 4:00 AM & 12:00 noon System generates a unique ILL number (ID 79)

14. Click an ILL ID link to view detail: Clicking an ILL ID link shows ILL request details ILL ID number links also appear in the emailed requests Scroll beneath this section to see additional functions (next slide)

15. Submitted request-additional functions: The ILL request form contains additional data As the request is filled, a due date appears System will display call numbers & pertinent ILL details You can remove your requests at this point Other “grayed out” functions available after doc(s) received

16. Check “My Requests” Archive: Authorized staff can check “My Requests” archives Mouse over “ILL” then click “My Requests” Review the status of requests at any time Request status is in the right column Click the ILL ID number to see a request’s details

17. ILL Request Status: SCOOLS keeps track of ILL status & informs participants Request & Response archives will grow ILL Status box filter shows all or specific ILL status items as below:

18. 2. Responding to an ILL Request Login to your school in SCOOLS Mouse over “ILL” and click “ILL Responses”

19. Sample “My Responses” List: SCOOLS will display an ILL responses summary ILL status appears in the right column To respond to an “open” transaction, click on an ILL ID (ex. 36314)

20. ILL Response Form Retrieve the item to send – Select Due Date – Scan item barcode- Add note if desired Click “Fill”

21. ILL Response - “Fill” After clicking “Fill,” data is added to “Loan List” System assigns an ILL Loan ID number (ex. “24) Click “filled” in the “Loan List” status column System activates more transaction links on bottom line Click “Print Slip” to print a packing list to send with resource- Please send 2 slips with the book. Packing slip includes ship to and from directory addresses Receiving library is notified by email that item is en route

22. Packing List Details Scan ILL ID number to retrieve transaction details at any time System assigns unique number to each ILL loaned item (ex. “24”) Library can use this ID number to create a temporary ILL loan record

23. 3. Receiving a Requested ILL Requester’s file is updated when a member responds File indicates that the request has been “filled” Details can be checked by clicking on the ILL ID # on the “My Requests” list

24. Receiving a requested ILL Responding library sends a packing slip with requested item(s) You can call up the ILL details by scanning the ILL ID barcode You should let your colleague know that this has arrived

25. System will display a list of ILL Requests System displays ILL status in right column ILL Status box – click drop down arrow

26. Acknowledging Receipt of Borrowed Item Click drop-down box options Click “ILL’s received by responder”

27. Returning a borrowed ILL resource Mouse over the “ILL” tab Select “My Requests” from the drop-down box Click on the ILL ID # to return Scroll down the ILL record to view these options Click the “Return” link on the bottom of the page

28. RECEIVING A RETURNED ILL IN SCOOLS: Log into SCOOLS--- Select My Responses---Click on ILL ID # of Returned Materials– Scroll to bottom of record--- Click on box to the right of loan list-Click on receive at the bottom

29. Building / Branch level ILL Statistics Login to SCOOLS; http://scools.org/bin/loginhttp://scools.org/bin/login Mouse over the “ILL” tab Click “ILL Statistics” Report

30. Enter a date range System will produce two reports Materials Borrowed – above Materials loaned – next slide

31. Building / Branch Level ILL Statistics Materials loaned report

32. TST BOCES Interlibrary Loan Services Contact ILL COORDINATOR with questions: Michele Barr illtst@tstboces.org