ILL Process Diagrams

Within SWAN interlibrary loans

1. Holds are placed on the SWAN catalog by or for patrons
2. Circulation staff processes holds
   1. Use the Onshelf Items wizard in WorkFlows to pull holds;  as items come across Circ Desk holds may be triggered
   2. Pull items, scan to checkin
   3. Follow procedures for putting items in transit
   4. Produce RAILS delivery label and prepare for transit
3. Receiving library Circulation staff processes:
   1. Upon receipt at destination library, scan to trap the hold
   2. Place on pick-up shelf
   3. Check out to the patron
   4. Patron has item on loan
   5. Discharge the item if it expires on the hold shelf, or upon return
4. Overdue processing, as needed

External interlibrary loan process (SWAN library = lender)

Image:

1. ILL request comes to the library via an external source, such as OCLC WorldShare ILL request
2. ILL or Circulation staff process the item for sending to the requesting library
   1. Pull the physical item
   2. For out-of-state requests, most libraries check out the item to their Out of State OCLC Generic User - package and mail the item out of state through postal preference
   3. For in-state requests, libraries should check out to the In State OCLC Generic User
   4. Check out the item and prepare appropriate delivery labeling

Methods of receiving requests

• ILL requests can be sent to your library by OCLC request or ALA form - check out item to your library's Generic OCLC or ALA User
  • Use the Generic In-State or Out-of-State OCLC accounts for tracking and managing the requesting library information through your WorldShare ILL records.

Interlibrary loan request - SWAN library as borrower

1. Place a request on your patron's behalf with another library
   1. Request the item through OCLC WorldShare ILL
   2. It's best practice to create a brief title record for the incoming ILL as soon as the request is made, and place a hold on that item for the requesting patron. Use the Borrowing Items from Non-SWAN Libraries documentation for detailed steps.
   3. Request is processed by the lending library and send to the SWAN borrowing library
2. ILL or Circulation staff receive the item
   1. Process the item
   2. If not already created, create a brief title record for the item
   3. Optionally place a hold for the patron to trigger notification, or contact the patron directly
   4. Place the item on the hold pick-up shelf
   5. If the patron picks up the item, check it out to the patron
   6. Upon return or expiration on hold shelf, discharge the item and return it to the lending library
3. If the patron fails to return the item, work with the lending library directly
4. Delete the brief title record upon return

Tips for processing OCLC requests:

• OCLC request can be semi-automated by using Custom Holdings Path to automatically populate the libraries you request materials from
• When OCLC materials are received:
  • update OCLC record
  • enter brief title record on SWAN
  • place hold for patron
  • check item in to generate hold pickup notice for patron
  • upon return from patron, delete brief title record