Staff Client Help v7.0
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<h1><a name="XREF_64869_Cancel_an"></a>Cancel interlibrary loan requests</h1>
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<p><a name="kanchor3745"></a><a name="IX_cancelling_2"></a><a name="kanchor3746"></a><a name="IX_cancelling_1"></a>You can cancel Active and Inactive interlibrary loan requests. For example, if a patron decides that she no longer wants an item, you might cancel the Active request. If you cancel the request instead of deleting it, the request remains in your database, and is still displayed on the Request Manager workform and the Patron Status workform - Requests view. (If the cancelled request is not needed, simply delete it. See <a href="Delete_interlibrary_loan_requests.htm#XREF_38931_Delete_an">Delete interlibrary loan requests</a>.)</p>
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<p> To cancel one or more interlibrary loan requests:</p>
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<p class="NoteShade"><b>Important:<br /></b>If you cancel a request after it goes to OCLC but before it is filled by a lending library, you must notify OCLC that you no longer want the item.</p>
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<ol>
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<li value="1">Display the ILL requests you want to cancel on the Request Manager workform - ILL Requests view. See <a href="Display_ILL_requests_in_the_Requests_Manager.htm#XREF_55962_Display_ILL">Display ILL requests in the Requests Manager</a>.</li>
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</ol>
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<p class="NoteShade"><b>Note:<br /></b>You can also view ILL requests for a specific patron in the ILL requests list on the Patron Status workform - Requests view.</p>
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<ol data-mc-continue="true">
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<li value="2">Select the ILL request line items to be canceled.</li>
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<li value="3">Right-click and select <b>Cancel</b> from the context menu.</li>
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</ol>
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<p class="indent2">The ILL requests have a Canceled status and remain in the database.</p>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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<h1><a name="XREF_12475_Create_an_ILL"></a>Convert hold requests to ILL requests</h1>
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<p><a name="kanchor5437"></a><a name="IX_converting_from_hold"></a>To convert a hold request to an ILL request, the hold request must have one of the following statuses: Active, Expired, Inactive, or Not-supplied. To convert hold requests to interlibrary loan requests:</p>
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<ol>
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<li value="1">If the hold requests do not exist, create them. See <a href="../PPholds/Placing_Hold_Requests.htm#XREF_58179_Creating_Hold">Placing Hold Requests</a>.</li>
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<li value="2">Select <b>Circulation, Request Manager</b> from the Polaris Shortcut Bar.</li>
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</ol>
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<p class="NoteShade"><b>Tip:<br /></b>Other methods: From the Hold Request workform, select <b>Tools</b>, <b>Convert to ILL Request</b>.You can also select hold requests for a specific patron in the Polaris Requests list on the Patron Status workform - Requests view. Then right-click and select <b>Convert to ILL Request</b> from the context menu. </p>
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<p class="indent2">The Request Manager workform - Hold Requests view appears.</p>
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<p class="indent2">
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<img src="../../../Resources/Images/reqmanholdvw_600x405.gif" style="width: 600;height: 405;" alt="" />
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</p>
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<ol start="3">
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<li value="3">Select the appropriate options in the <b>Branch</b> <b>name</b>, <b>By</b>, and <b>Status</b> boxes. See <a href="../PPholds/Display_hold_requests_by_selected_criteria.htm#XREF_93097_Display_holds_by">Display hold requests by selected criteria</a>.</li>
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<li value="4">Select the line items in the Requests list, and click <img alt="pbutConvILL.gif" style="margin-bottom: -4.000pt;mc-float: none;clear: none;vertical-align: text-top;width: 25;height: 24;" id="image2" src="pbutConvILL_25x24.gif" /> above the list or press <b>CTRL+I</b>.</li>
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</ol>
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<p class="indent2">The selected hold requests are deleted. A new ILL request replaces each hold request. The ILL requests may have an Active or an Inactive status, depending on your library’s policy. </p>
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<p class="NoteShade"><b>Note:<br /></b>Borrow by Mail hold requests can be converted to ILL requests, but Borrow by Mail functionality does not apply to the new ILL request. For more information about Borrow by Mail, see <a href="../PPBorrowBM/Borrow_By_Mail_Circulation.htm#XREF_58531_Managing_Course">Borrow By Mail Circulation</a>.</p>
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<p class="indent2">If the patron has exceeded the limit for ILL requests, the following message appears: <b>Patron is limited to </b><span class="FM_Emphasis">number</span><b> ILL requests</b>. Click <b>Yes </b>to continue creating the ILL request. Click <b>No</b> to stop the process.</p>
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<ol data-mc-continue="true">
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<li value="5">To check the status of the ILL requests, see <a href="Display_ILL_requests_in_the_Requests_Manager.htm#XREF_55962_Display_ILL">Display ILL requests in the Requests Manager</a>.</li>
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<li value="6">If the ILL requests are inactive, do these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Review each request and make any changes. See <a href="Edit_an_ILL_request.htm#XREF_26081_Edit_an_ILL_request">Edit an ILL request</a>.</li><li value="2">Export the appropriate requests to OCLC. <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online">see <a href="Export_ILL_requests_to_OCLC.htm#XREF_57509_Export_an_ILL">Export ILL requests to OCLC</a>.</MadCap:conditionalText></li></ol></li>
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</ol>
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<p class="NoteShade"><b>Note:<br /></b>You can use <b>Export</b> to change the request status to Active even if you do not use OCLC.</p>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<h1><a name="XREF_76196_Create_an_OTF"></a>Create ILL Item Templates</h1>
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<p><a name="kanchor1209"></a><a name="IX_creating_6"></a><a name="kanchor1210"></a><a name="IX_ILL_Item_creating"></a>To create the template for interlibrary loan items:</p>
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<p class="NoteShade"><b>Important:<br /></b>Each branch that receives ILL items needs an ILL item template as described here. You need to do this procedure only once for each branch.</p>
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<ol>
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<li value="1">Select <b>File | New</b> from the Polaris Shortcut Bar to display the New dialog box.</li>
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<li value="2">Select <b>Item Template</b> from the Objects list, and click <b>OK</b>.</li>
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</ol>
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<p class="indent2">The Item Template workform - Cataloging view appears.</p>
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<ol data-mc-continue="true">
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<li value="3">Type <b>ILL Item</b> in the <b>Name</b> box.</li>
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</ol>
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<p class="NoteShade"><b>Important:<br /></b>Name the template <b>ILL Item,</b> exactly as it appears here.</p>
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<ol data-mc-continue="true">
|
||||
<li value="4">Select <span class="FM_Emphasis">your branch</span> (not yourself) in the <b>Template owner</b> box.</li>
|
||||
<li value="5">In the <b>Circ status</b> box (<b>Identification</b> section of the workform), select <b>In</b>.</li>
|
||||
<li value="6">Make the following settings in the <b>Circulation parameters</b> section of the workform:<ol style="list-style-type: lower-alpha;"><li value="1">Select the material code in the <b>Material type</b> box.</li></ol></li>
|
||||
</ol>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>The interlibrary loan material type is recommended.</p>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;" start="2">
|
||||
<li value="2">Select the loan period code in the <b>Loan period </b>box.</li>
|
||||
<li value="3">Select the fine code in the <b>Fine code</b> box.</li>
|
||||
<li value="4">Set the number of times an item can be renewed in the <b>Renewal limit</b> box.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<blockquote>
|
||||
<p class="NoteShade"><b>Note:<br /></b>A renewal limit of <b>0</b> (item cannot be renewed) is recommended.</p>
|
||||
</blockquote>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="7">Make the following settings in the <b>Call number</b> section of the workform:<ol style="list-style-type: lower-alpha;"><li value="1">Select the shelving system in the <b>Scheme</b> box.</li><li value="2">(Optional) To track ILL records more easily, type <b>ILL</b> in the <b>Class</b> box. <b>ILL</b> is automatically inserted in the item’s call number when the item record is created.</li></ol></li>
|
||||
<li value="8">If you want to input or change information in other boxes (such as <b>Assigned</b> [branch] or <b>Collection</b>), type or select the information.</li>
|
||||
<li value="9">Set the branch in the <b>Home branch</b> field to the same organization as the <b>Assigned Branch</b>.</li>
|
||||
<li value="10">Select (check) <b>Do not float</b>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>ILL items never float, and any item created from an ILL template will have this indicator checked automatically.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="11">Select <b>File | Save</b> to save the template.</li>
|
||||
</ol>
|
||||
<p class="indent2">Once you have created the template, you can receive ILL items. See <a href="Receive_an_ILL_item.htm#XREF_38795_Receive_an">Receive an ILL item </a>.</p>
|
||||
</div>
|
||||
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|
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<h1><a name="XREF_70121_Status_Table"></a><a name="XREF_27477_Placing_a_Hold"></a>Creating Interlibrary Loan Requests</h1>
|
||||
<p><a name="kanchor5694"></a><a name="IX_status_descriptions_1"></a><a name="kanchor5695"></a><a name="IX_creating_overview"></a>You create an interlibrary loan request for a patron by converting a hold request to an ILL request. You may convert multiple hold requests at the same time. See <a href="Convert_hold_requests_to_ILL_requests.htm">Convert hold requests to ILL requests.</a></p>
|
||||
<p>After an ILL request is created, it has a status of Active or Inactive, according to your library’s settings in Polaris Administration. If your library uses OCLC and the request has an Active status, it has been exported to OCLC and is in the queue. If the request has an Inactive status, you must review it and manually export it to OCLC before it becomes Active. See <a href="Exporting_ILL_Requests_to_OCLC.htm#XREF_33774_Exporting_ILL">Exporting ILL Requests to OCLC</a>. </p>
|
||||
<p>The status of an ILL request indicates the stage it has reached in processing:</p>
|
||||
<ul type="disc">
|
||||
<li><b>Active</b> - The request has been exported to OCLC and placed in the queue. If a requesting library chooses not to mediate (review) ILL requests, the requests are automatically Active when they are created. The PAC patron account displays the date when the request became Active.</li>
|
||||
<li><b>Cancelled</b> - A Cancelled ILL request remains in the database and visible on Polaris workforms. The PAC patron account displays the date on which the request was cancelled. Cancelled requests can be deleted manually, at any time.</li>
|
||||
<li><b>Inactive</b> - An Inactive ILL request has not been placed in the queue. First, the request must be reviewed and manually exported to OCLC by staff at the requesting library. If a requesting library chooses to mediate (review) ILL requests, the requests are Inactive when they are created. The PAC patron account displays <b>Inactive since [date]</b>.</li>
|
||||
<li><b>Received</b> - The ILL item arrived at the requesting library, and staff applied the Polaris receive function to the ILL request. When the request becomes Received, and temporary bibliographic and item records have been created, the item can be checked out to the patron. The request retains a Received status before and after the item is checked out. In the staff client, an ILL item with a Received status also displays the item’s circulation status; for example, Received-Transferred or Received-Held. In the PAC patron account, only the ILL status (<b>Received</b>) is displayed.</li>
|
||||
<li><b>Returned</b> - The ILL item was returned by the patron and checked in. Staff applied the Polaris return function to the ILL request. When the request becomes Returned, the item can be shipped back to the lending library. The request retains a Returned status before and after the item is shipped. The temporary bibliographic and item records are deleted when the request is deleted from Polaris. The Returned status is not displayed in the PAC patron account.</li>
|
||||
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<h1><a name="XREF_38931_Delete_an"></a>Delete interlibrary loan requests</h1>
|
||||
<p><a name="kanchor1986"></a><a name="IX_deleting_7"></a>You can delete Inactive, Cancelled, or Returned ILL requests at any time, as long as the item status is In. When a request is deleted, the request, as well as the attached temporary ILL bibliographic record and item record (for returned requests), is removed from the database. </p>
|
||||
<p>To delete one or more interlibrary loan requests:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If you delete a request after it goes to OCLC but before it is filled by a lending library, you must notify OCLC that you no longer want the item.</p>
|
||||
<ol>
|
||||
<li value="1">Display the ILL requests you want to delete on the Request Manager workform - ILL Requests view. See <a href="Display_ILL_requests_in_the_Requests_Manager.htm#XREF_55962_Display_ILL">Display ILL requests in the Requests Manager</a>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also view ILL requests for a specific patron in the ILL requests list on the Patron Status workform - Requests view.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select the ILL request line items to be deleted.</li>
|
||||
<li value="3">Right-click and select <b>Delete</b> from the context menu.</li>
|
||||
</ol>
|
||||
<p class="indent2">The ILL requests and any associated temporary bibliographic and item records are deleted from the database.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Polaris Administration settings control whether the bibliographic and item records are immediately purged from the database. </p>
|
||||
<p class="FM_Heading4n">Related Information</p>
|
||||
<p><span class="FM_BulletHead">ILL bibliographic and item records</span> - See <a href="Receiving_Interlibrary_Loans.htm#XREF_96810_Receiving">Receiving Interlibrary Loans</a>.</p>
|
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPill/Display_ILL_requests_in_the_Requests_Manager.htm">Open topic with navigation</a>
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<h1><a name="XREF_55962_Display_ILL"></a>Display ILL requests in the Requests Manager</h1>
|
||||
<p><a name="kanchor4812"></a><a name="IX_displaying_in_Requests"></a>You view all the interlibrary loan requests in your Polaris system by selecting criteria on the Request Manager workform - ILL Requests view. The library in the <b>Branch name</b> box is associated with the selection (item, patron, or pickup library) in the <b>By</b> box. In addition, you must select a request status.</p>
|
||||
<p class="NoteShade"><b>Example:<br /></b>To display all cancelled ILL requests where West Side Library is the patron’s registered branch, select the following criteria: <b>West Side Library</b> (<b>Branch name</b> box), <b>Patron</b> (<b>By</b> box), and <b>Cancelled</b> (<b>Status</b> box).</p>
|
||||
<p>To display the interlibrary loan requests in the system:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also view ILL requests for a specific patron in the ILL requests list on the Patron Status workform - Requests view.</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation, Request Manager</b> from the Polaris Shortcut Bar.</li>
|
||||
</ol>
|
||||
<p class="indent2">The Request Manager workform - Hold Requests view appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select <b>View, ILL Requests</b>, or click <img alt="pbutILLView.gif" style="width: 26;height: 18;" id="image5" src="pbutILLView_26x18.gif" class="imginline" />.</li>
|
||||
</ol>
|
||||
<p class="indent2">The ILL Requests view appears.</p>
|
||||
<p class="NoteShade"><b><b>Tip:<br /></b></b>You can open the Polaris Find Tool from the Request Manager workform to search for any ILL request. Select <b><b style="font-weight: bold;">File, Open</b></b> on the Request Manager menu bar.<b></b></p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Select a library in the <b>Branch name</b> box and one of the following options in the <b>By</b> box, according to the requests you want to display: <ul type="disc"><li><b>Item</b> - Displays requests for items that are owned by the selected library (available only for Received and Returned requests)</li><li><b>Patron</b> - Displays requests for patrons who are registered at the selected library</li><li><b>Pickup</b> - Displays requests to be picked up at the selected library</li></ul></li>
|
||||
<li value="4">Select an ILL request status in the <b>Status</b> box. For status descriptions, see <a href="Creating_Interlibrary_Loan_Requests.htm#XREF_70121_Status_Table">Creating Interlibrary Loan Requests</a>.</li>
|
||||
</ol>
|
||||
<p class="indent2">The line items that appear in the Requests list depend on your selections in the <b>Branch name</b>, <b>By</b>, and <b>Status</b> boxes.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">To open the request, right-click the line item, and select <b>Edit…</b> from the context menu. See <a href="Edit_an_ILL_request.htm#XREF_26081_Edit_an_ILL_request">Edit an ILL request</a>. </li>
|
||||
<li value="6">To print the request, follow these steps:<ol style="list-style-type: lower-alpha;"><li value="1">Right-click the line item, and select <b>Print, Request</b> from the context menu.</li></ol></li>
|
||||
</ol>
|
||||
<p class="indent4">The print file is generated and the Report Preview window opens.</p>
|
||||
<blockquote>
|
||||
<ol style="list-style-type: lower-alpha;" start="2">
|
||||
<li value="2">Click the printer icon.</li>
|
||||
</ol>
|
||||
</blockquote>
|
||||
<p class="indent2">The request is printed on the default printer for your workstation.</p>
|
||||
</div>
|
||||
</div>
|
||||
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<h1><a name="XREF_26081_Edit_an_ILL_request"></a>Edit an ILL request</h1>
|
||||
<p><a name="kanchor279"></a><a name="IX_editing_3"></a>You may want to make changes to an interlibrary loan request. For example, a patron may ask to pick up the requested item at another branch, or you may want to add a note to the request. The status of the request determines which fields can be edited. </p>
|
||||
<p>To edit an interlibrary loan request:</p>
|
||||
<ol>
|
||||
<li value="1">Display the ILL request from one of the following locations:<ul type="disc"><li><span class="FM_BulletHead">I</span>ll Request Find Tool - See <a href="Find_ILL_requests.htm#XREF_42772_Find_ILL_requests">Find ILL requests</a>.</li><li>Request Manager workform - ILL Requests view - See <a href="Display_ILL_requests_in_the_Requests_Manager.htm#XREF_55962_Display_ILL">Display ILL requests in the Requests Manager</a>.</li></ul></li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also view ILL requests for a specific patron in the ILL requests list on the Patron Status workform - Requests view.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Right-click the ILL request, and select <b>Edit</b> from the context menu.</li>
|
||||
</ol>
|
||||
<p class="indent2">The ILL Request dialog box appears.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Click one or more of the following tabs to display the information you want to change:<ul type="disc"><li>Click the <b>General</b> tab to display request status, patron, and delivery information.</li><li>Click the <b>Request</b> tab to display bibliographic information.</li><li>Click the <b>Notes</b> tab to display staff notes.</li></ul></li>
|
||||
<li value="4">Edit the information, and click <b>OK</b> to submit your changes.</li>
|
||||
</ol>
|
||||
<p class="indent2">The ILL Requests view appears.</p>
|
||||
</div>
|
||||
</div>
|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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<h1><a name="XREF_33774_Exporting_ILL"></a>Exporting ILL Requests to OCLC</h1>
|
||||
<p><a name="kanchor135"></a><a name="IX_exporting_overview"></a>If your library uses OCLC’s ILL Direct Request Service, the library can choose whether to have Polaris export interlibrary loan requests automatically upon their creation. If your library has chosen to mediate ILL requests instead, you must review each inactive ILL request, make any necessary changes to it, and manually export it to OCLC. You can export multiple requests at the same time. Once exported, the requests become Active.</p>
|
||||
<p><a name="kanchor136"></a><a name="IX_changing_request_status"></a><a name="kanchor137"></a><a name="IX_exporting_requests_to"></a><a name="kanchor138"></a><a name="IX_exporting_to_OCLC"></a>To export interlibrary loan requests to OCLC:</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Use <b>Export</b> to change the request status to Active even if you do not use OCLC.</p>
|
||||
<ol>
|
||||
<li value="1">Display the <span class="FM_Emphasis">inactive</span> ILL requests you want to export on the Request Manager workform - ILL Requests view (see <a href="Display_ILL_requests_in_the_Requests_Manager.htm#XREF_55962_Display_ILL">Display ILL requests in the Requests Manager</a>).</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also view ILL requests for a specific patron in the ILL requests list on the Patron Status workform - Holds view.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Select the ILL request line items to be exported.</li>
|
||||
<li value="3">Right-click and select <b>Export</b> from the context menu.</li>
|
||||
</ol>
|
||||
<p class="indent2">The exported ILL requests become Active requests, and they are forwarded to OCLC if your library uses the OCLC ILL service.</p>
|
||||
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|
||||
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|
||||
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPill/Find_ILL_requests.htm">Open topic with navigation</a>
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</p>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_42772_Find_ILL_requests"></a>Find ILL Requests</h1>
|
||||
<p><a name="kanchor390"></a><a name="IX_finding_1"></a>To find any ILL requests in your Polaris system using the Polaris Find Tool:</p>
|
||||
<ol>
|
||||
<li value="1">Select <b>Circulation, ILL Requests</b> from the Polaris Shortcut Bar, or click <img alt="ILLShortcut.gif" style="width: 31;height: 18;" id="image3" src="ILLShortcut_31x18.gif" class="imginline" />.</li>
|
||||
</ol>
|
||||
<p class="indent2">The General tabbed page of the Find Tool appears. <b>ILL Requests</b> is selected in the <b>Object</b> box.</p>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>For fast navigation, press the <b>TAB</b> key to move among the <b>Object</b>, <b>Search</b> <b>by</b>, <b>Type</b>, <b>For, Limit by</b>, and <b>Values</b> boxes. Type the first letter of the search option in the <b>Object</b>, <b>Search by</b>, <b>Type, </b>and <b>Limit by </b>boxes.</p>
|
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<ol data-mc-continue="true">
|
||||
<li value="2">Select the criterion to search by in the <b>Search</b> <b>by</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you often search by the same criteria but they are not the default settings, you can save your own settings by selecting <b>Options, Save as User Default</b> from the Find Tool menu bar. </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Select the type of search in the <b>Type</b> box.</li>
|
||||
<li value="4">If you want your search results to be sorted, select the <b>Sort by </b>check box and select a value.</li>
|
||||
<li value="5">Type a search string in the <b>For</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>If you are searching by ISSN, include a dash in your search string if the ISSN is stored with a dash. Or use a wildcard character (*) before the dash and eliminate the rest of the ISSN. If you limit the search by ILL request status (Received or All), the results list includes a column that displays the related item status, such as In, Held, or Shipped.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="6">If you want to focus the search, select a limiter in the <b>Limit by</b> box, and set a value for the limiter in the <b>Value</b> box.</li>
|
||||
<li value="7">Click <b>Search</b> to begin the search, or press <b>ENTER</b>.</li>
|
||||
</ol>
|
||||
<p class="indent2">Your results appear in the results list at the bottom of the Find Tool window. To load all the results in a large results list, press <b>CTRL+SHIFT+A</b>.</p>
|
||||
<p class="NoteShade"><a name="kanchor391"></a><a name="IX_searching_by_date_2"></a><b>Note:<br /></b>If you searched in <b>Normal</b> mode by <b>Need-by date</b>, this date appears in the Date column of the search results list. All other ILL request searches display the <span class="FM_Emphasis">request</span> date in the Date column.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">To work with an item in the results list, do one of the following actions:<ul type="disc"><li>Double-click a line item to open the ILL request.</li><li>Right-click an item in the results list to work with the request without opening it. The context menu displays the available options. Among other options, you can link to associated patron, bibliographic, or item records.</li></ul></li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
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<col style="width: 50%;" />
|
||||
<col style="width: 50%;" />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
|
||||
<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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</table>
|
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<table style="width: 100%;">
|
||||
<col />
|
||||
<tbody>
|
||||
<tr>
|
||||
<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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||||
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|
||||
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|
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPill/Interlibrary_Loan_Reports.htm">Open topic with navigation</a>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_49057_Interlibrary_Loan"></a>Interlibrary Loan Reports</h1>
|
||||
<p>Interlibrary loan reports help you notify patrons when their ILL items have arrived, and track ILL statistics. To access these reports, select <b>Utilities, Reports and Notices</b> from the Polaris Shortcut bar, and select <b>Public Services, Circulation</b> in the Polaris Reports dialog box.</p>
|
||||
<ul type="disc">
|
||||
<li>
|
||||
<p class="FM_Task">For information on generating reports, see <a href="../../Polaris_Basics/PIreports/Using_Polaris_Standard_Reports.htm#XREF_32945_Getting_Started">Using Polaris Standard Reports</a>.</p>
|
||||
</li>
|
||||
<li>
|
||||
<p class="FM_Task">For detailed descriptions of specific interlibrary loan reports, see <a href="../../Polaris_Basics/PIreports/ILL_Reports.htm#Interlib">Interlibrary Loan Reports</a>.</p>
|
||||
</li>
|
||||
</ul>
|
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<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<col style="width: 50%;" />
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<col style="width: 50%;" />
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||||
<tbody>
|
||||
<tr>
|
||||
<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<table style="width: 100%;">
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<col />
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<tbody>
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|
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<td colspan="3" style="text-align: center;"> <a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<div class="MCBreadcrumbsBox_0 breadcrumbs" role="navigation" aria-label="Breadcrumbs" data-mc-breadcrumbs-divider=" > " data-mc-breadcrumbs-count="3" data-mc-toc="True"><span class="MCBreadcrumbsPrefix">You are here: </span>
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<h1><a name="XREF_38795_Receive_an"></a>Receive an ILL Item </h1>
|
||||
<p><a name="kanchor1655"></a><a name="IX_receiving_items_procedure"></a>When you receive an interlibrary loan item, you create temporary catalog records. Then you can check out the item to the requesting patron. </p>
|
||||
<p>To receive an interlibrary loan item and create temporary bibliographic and item records:</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>Before you use the interlibrary loan function for the first time, create the ILL Item template. See <a href="Create_ILL_item_templates.htm#XREF_76196_Create_an_OTF">Create ILL item templates</a>.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>ILL item records cannot be changed via bulk change.</p>
|
||||
<ol>
|
||||
<li value="1">Display the Active ILL request you want to receive on the Request Manager workform - ILL Requests view. See <a href="Display_ILL_requests_in_the_Requests_Manager.htm#XREF_55962_Display_ILL">Display ILL requests in the Requests Manager</a>.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>You can also view ILL requests for a specific patron in the ILL requests list on the Patron Status workform - Requests view.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Right-click the ILL request to be received, and select <b>Receive</b> from the context menu. You must receive each ILL item individually.</li>
|
||||
</ol>
|
||||
<p class="indent2">
|
||||
<img alt="pReqMgrIllRec.gif" style="margin-bottom: 0.000pt;width: 600;height: 403;" id="image14" src="pReqMgrIllRec_600x403.gif" /> </p>
|
||||
<p class="indent2">The Brief Item Entry dialog box appears.</p>
|
||||
<p class="indent2">
|
||||
<img alt="pILLBriefItem.gif" style="margin-bottom: 0.000pt;width: 300;height: 299;" id="image15" src="pILLBriefItem_300x299.gif" /> </p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="3">Complete these steps to fill in the Brief Item Entry dialog box:</li>
|
||||
<li value="4">Type or scan an item barcode in the <b>Barcode</b> box.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>To facilitate searching, you may want to place identifying information such as <b>ILL</b> in the <b>Call number</b> box.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">If you want to add a blocking note to the item, type the note in the <b>Free text block</b> box.</li>
|
||||
<li value="6">Review the default settings in the remaining boxes and change them, if necessary.</li>
|
||||
<li value="7">Click <b>OK</b> to submit your settings.</li>
|
||||
</ol>
|
||||
<p class="indent2">Temporary bibliographic and item records are created. A message indicates that the item was created, and the item status is Held.</p>
|
||||
<p class="NoteShade"><b>Important:<br /></b>If your branch is not the pick-up branch, the item status is In-transit. You must ship the item to the pick-up branch.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="8">Click <b>OK</b> to acknowledge the message.</li>
|
||||
</ol>
|
||||
<p class="indent2">The following events occur automatically:</p>
|
||||
<blockquote>
|
||||
<ul type="disc">
|
||||
<li>The ILL request status changes to Received.</li>
|
||||
<li>A hold notice is generated for the patron. </li>
|
||||
<li>An ILL slip is printed. </li>
|
||||
<li>An in-transit slip is printed if your branch is not the pick-up branch.</li>
|
||||
</ul>
|
||||
</blockquote>
|
||||
<p class="NoteShade"><b>Important:<br /></b>When you first install Polaris, you need to set up Polaris to print receipts and slips. See <a href="../PPworkstn/Setting_Up_Receipt_Printing_from_Workforms.htm#XREF_66208_Setting_Print">Setting Up Receipt Printing from Workforms</a>.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="9">When the patron arrives to pick up the item, check out the item. See <a href="../PPckout/Check_out_an_item.htm#XREF_97950_Check_out_items">Check out an item</a>.</li>
|
||||
</ol>
|
||||
</div>
|
||||
</div>
|
||||
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|
||||
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|
||||
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|
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|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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|
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|
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<h1><a name="XREF_96810_Receiving"></a>Receiving Interlibrary Loans</h1>
|
||||
<p><a name="kanchor3941"></a><a name="IX_receiving_items_overview"></a>When an item that fills an Active interlibrary loan request arrives at your library, you receive the item in Polaris using a special ILL item template. When you receive the item, you create temporary bibliographic and item records from the template to track the item in Polaris.  Later, these temporary records are automatically deleted when you delete the ILL request.</p>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Polaris Administration settings control whether the deleted bibliographic and item records are immediately purged from the database or retained until a purge process is run. See <a href="../../Cataloging_Admin/PDKcatalog/Retain_deleted_records.htm">Retain deleted records.</a></p>
|
||||
<p>After the request status is received and the bibliographic and item records have been created, you can check out the item to the patron. Your library controls circulation as it would for any item, such as by adjusting the loan limit and fines. If the item becomes overdue, it is processed like any other overdue item, and the patron is notified.</p>
|
||||
<p>See also: </p>
|
||||
<ul>
|
||||
<li><a href="Create_ILL_item_templates.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create ILL Item Templates</span></a>
|
||||
</li>
|
||||
<li><a href="Receive_an_ILL_item.htm">Receive an ILL item</a>
|
||||
</li>
|
||||
</ul>
|
||||
</div>
|
||||
</div>
|
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|
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<tr>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
|
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<td colspan="2" style="text-align: right;"> <a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<h1><a name="XREF_21668_Returning"></a>Returning Interlibrary Loans</h1>
|
||||
<p><a name="kanchor1545"></a><a name="IX_returning_items_overview"></a>When a patron returns an interlibrary loan item to your library, you check in the item, change the ILL request status to Returned, and ship the item back to the lending library. See <a href="Return_ILL_items.htm">Return ILL items</a></p>
|
||||
<p><a name="kanchor1546"></a><a name="IX_returning_items_procedure"></a>To check in and return interlibrary loan items to their lending libraries:</p>
|
||||
<ol>
|
||||
<li value="1">Check in the interlibrary loan items. See <a href="../PPckin/Do_a_normal_check-in_from_the_Check_In_workform.htm#XREF_61518_Do_a_basic_check">Do a normal check-in from the Check In workform</a>. The item status changes to In.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Tip:<br /></b>You can also view ILL requests for a specific patron in the ILL requests list on the Patron Status workform - Requests view.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="2">Display the <span class="FM_Emphasis">received</span> ILL requests for items to be returned on the Request Manager workform - ILL Requests view. See <a href="Display_ILL_requests_in_the_Requests_Manager.htm#XREF_55962_Display_ILL">Display ILL requests in the Requests Manager</a>.</li>
|
||||
<li value="3">Select the ILL request line items for the items to be returned.</li>
|
||||
<li value="4">Right-click and select <b>Return</b> from the context menu.</li>
|
||||
</ol>
|
||||
<p class="indent2">The ILL requests have a Returned status.</p>
|
||||
<ol data-mc-continue="true">
|
||||
<li value="5">Ship the ILL items to the lending libraries.</li>
|
||||
<li value="6">Delete the request from Polaris when you know that the item has been received by the lending library. See <a href="Delete_interlibrary_loan_requests.htm#XREF_38931_Delete_an">Delete interlibrary loan requests</a>. When you delete the returned request, the temporary bibliographic and item records are also deleted.</li>
|
||||
</ol>
|
||||
<p class="NoteShade"><b>Note:<br /></b>Polaris Administration settings control whether the bibliographic and item records are immediately purged from the database. </p>
|
||||
</div>
|
||||
</div>
|
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
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<p class="MCWebHelpFramesetLink MCWebHelpFramesetLinkTop"><a href="../../../Default.htm#PolarisStaffHelp/Patron_Services/PPill/Working_with_Interlibrary_Loans.htm">Open topic with navigation</a>
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<h1><a name="XREF_12272_Working_with"></a>Working with Interlibrary Loans</h1>
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<p><a name="kanchor5235"></a><a name="IX_ILL_requests_overview"></a><a name="kanchor5236"></a><a name="IX_See_also_interlibrary"></a><a name="kanchor5237"></a><a name="IX_overview_43"></a><a name="kanchor5238"></a><a name="IX_See_interlibrary_loan"></a><a name="kanchor5239"></a><a name="IX_See_also_ILL"></a><a name="kanchor5240"></a><a name="IX_processing_overview_1"></a>Unlike a hold request, which is placed for a local title or item and filled by your library system, an interlibrary loan (ILL) request is filled by routing it to potential lenders outside your system. Depending on your library’s policy, interlibrary loan requests may come through the staff client and PAC.</p>
|
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<p><a name="kanchor5241"></a><a name="IX_role_in_interlibrary"></a>Your library may process ILL requests manually or automatically. Polaris supports automatic interlibrary loan processing through Online Computer Library Center (OCLC), which acts as an interlibrary loan broker to route ILL requests to potential lenders.</p>
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<p>If your library has a license for INN-Reach integration with Polaris, <MadCap:conditionalText data-mc-conditions="Primary.Hidden,Primary.Online"> <a href="../../INN-Reach Integration/INNOverview/PolarisINNOverview.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Implementing and Using INN-Reach Integration</span></a></MadCap:conditionalText></p>
|
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<h2>ILL Processing Overview</h2>
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<ul>
|
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<li>Patron places an ILL request or a staff member converts a hold request to an ILL request</li>
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<li>Depending on your library's policy:<ul><li>The ILL request status is Active and the ILL request is exported directly to OCLC.</li><li>The ILL request is Inactive until a staff member reviews the request and exports it to OCLC.</li></ul></li>
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<li>OCLC processes the request and sends it to the lending library.</li>
|
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<li>The lending library ships the item to your library.</li>
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<li>A staff member receives the item in Polaris.<ul><li>Temporary bib and item records are created to enable circulation.</li><li>The ILL request status is set to Received.</li><li>A notice is sent to the patron that the item is available for pickup.</li></ul></li>
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<li>The item is checked out to the patron.</li>
|
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<li>The patron returns the item to the library.</li>
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<li>The item is returned to the lending library.</li>
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<li>A staff member deletes the ILL request, which automatically deletes the temporary bib and item record.</li>
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</ul>
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<p>Before you can use the interlibrary loan function, your library must set the appropriate parameters in Polaris Administration. See <MadCap:conditionalText data-mc-conditions="Primary.Online,Primary.Hidden"><a href="../../Patron_Services_Admin/PDPrequests/Setting_Up_ILL_Requests.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Setting Up ILL Requests</span></a>. </MadCap:conditionalText>You also need a template for the temporary item records created when the interlibrary loan items arrive. See <a href="Create_ILL_item_templates.htm" class="MCXref xref"><span style="color: Blue;" class="mcFormatColor">Create ILL Item Templates</span></a>.</p>
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<p>See also:</p>
|
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<ul type="disc">
|
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<li><a href="Creating_Interlibrary_Loan_Requests.htm#XREF_27477_Placing_a_Hold">Creating Interlibrary Loan Requests</a>
|
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</li>
|
||||
<li><a href="Exporting_ILL_Requests_to_OCLC.htm#XREF_33774_Exporting_ILL">Exporting ILL Requests to OCLC</a>
|
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</li>
|
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<li><a href="Receiving_Interlibrary_Loans.htm#XREF_96810_Receiving">Receiving Interlibrary Loans</a>
|
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</li>
|
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<li><a href="Returning_Interlibrary_Loans.htm#XREF_21668_Returning">Returning Interlibrary Loans</a>
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</li>
|
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<li data-mc-conditions="Primary.Hidden,Primary.Online"><a href="../../Polaris_Basics/PIreports/ILL_Reports.htm#Interlib">Interlibrary Loan Reports</a>
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</li>
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