Student Training

ALEPH

State Library

• State Library ILL Page http://www.library.nd.gov/ill.html
• Click on Publications and Forms to see updated State Library forms about ILL, such as Copyright basics and ILL Statistics.

OCLC

• OCLC Information Documents http://www.oclc.org/support/documentation/resourcesharing/
• OCLC Full Manual http://www.oclc.org/support/documentation/resourcesharing/using/userguide/default.htm

OCLC ILL Settings

OCLC ILL settings are split between two different OCLC web portals, each requiring a different login.

• The OCLC Policies Directory is accessible through a link on the WorldShare ILL landing page, and uses the same login. Here you can edit lending policies (such as the number of days we have to respond to a loan request, and items excluded from ILL lending), and set the schedule for OCLC ILL (such as open hours, or turning lending off for an extended time period). This is the place to make standard changes to ILL settings.
• OCLC Service Configuration requires the library director's OCLC Admin login.

Basic Information for archiving requests in Interlibrary Loan.  While archived requests no longer appear in the Borrowing or Lending summary lists, they are still included in statistical counts, and can be searched/displayed.

1.    Log in to the ALEPH ILL Module

2.    Go to the Services menu and select Archiving | Generate Borrowing History (ill-88) to archive borrowing requests, or Generate Lending History (ill-89) to archive lending requests.

3.    The Generate Borrowing History (or Lending History) service form appears.  Enter information in the applicable fields, and click ‘Submit.’

4.    Output File – enter the name which you will use to retrieve the report later in the Task Manager.  Preferred naming convention is to begin the output file with your three letter ADM code.  Spaces and special characters (aside from hyphens and underscores) are not allowed.

5.    Borrowing/Lending Req Status – select which statuses you would like to have requests archived.  Only requests in an inactive (or terminal) status are eligible for archiving.  In the case of  borrowing requests, those eligible statuses included Cancelled, Closed, Deleted, Expired and Unfilled.  For lending requests, eligible statuses include Closed, Cancelled by Requestor, Deleted, Expired and Answer Unfilled.  The system defaults to ‘All’ which includes all the eligible statuses.

6.    Status Date Before – enter the date (or use the pop-out calendar to select a date) threshold before which you wish to have requests archived.  All requests with a last update date before the entered date will be archived.

7.    Report Format – the only report format type available is Standard.

8.    Results of the service can be found in the Task Manager.  The Report will list those requests that have been archived.

How long does it usually take for the item to arrive?

Shipping and processing times vary greatly, so it can take anywhere from one day to one month.  Usually for books and other physical items it takes 3-5 business days, and for e-mailed articles it takes 2-3.  A good rule of thumb is the more libraries that own the item, the easier and quicker it is to borrow through interlibrary loan.

How do I request an ILL book or other physical item?

Go to the VCSU library website (library.vcsu.edu).  Click on ODIN Library Catalog.  Find All Libraries in the dropdown menu.  Type the item’s information in the blank and click on Find.  If you get too many results, refine the search with the options on the left.  When you find the item you’d like to request, click on the title.  Scroll down and click on the Login link below the Request Item heading.  In the pop up box, type your ID number and last name in the two blanks.  Click on Log in; then, click on Request.  Fill out the information in the pop up box.  Pay close attention to the Not Needed After line.  Click Create ILL Request. 

How do I request an ILL article?

Search for the periodical and log in using the same steps as above.  Click on Request when you find the periodical for which you’re searching.  Fill out the information in the pop up box.  Make sure you fill in the article title, page numbers, and date or volume and number.  Click Create ILL Request. 

How can I track my requests?

In the ODIN Library Catalog, click My Account at the top of the page.  Log in using your ID number and last name.  Click on Interlibrary Loan Requests. 

How do I cancel an ILL request?

Follow the above instructions.  Scroll down until you find the item you’d like to cancel.  Click on the Cancel button.  Please do this as soon as possible to avoid unnecessary work for the two libraries involved.

How will I know when the item has arrived?

Watch for an e-mail from library.ill@vcsu.edu.  For community patrons, the interlibrary loan person will call to inform you.  The interlibrary loan person will also contact you with major updates concerning your interlibrary loan request. 

How long can I keep my ILL item?

The lending library determines the date the item needs to be returned, so it may be different from our library.  If you’d like to see the due date on you item, log in to My Account and find the request in the Interlibrary Loan Requests tab.  Copies of articles are yours to keep.

How can I renew an ILL item?

In My Account, find the request in the Interlibrary Loan Requests tab.  Click on the Renew button.  Check back in a couple days, and if the due date hasn’t changed, please return the item.  Keep in mind other libraries have different due date and renewal policies.

Why wasn’t my request filled?

There are many reasons a request goes unfilled.  Some are as follows:

• The item is very new and popular, so the other library may want to keep it for their patrons.  If you still need it, we can try again in a month or two.
• The item is very rare, like genealogical items and old books, so the other library would be concerned about losing it.  If you only want a part of the item, they may be willing to copy some pages.
• Certain media types aren’t lent as freely.  Some libraries don’t lend certain types of media, such as audiovisuals, microfiche, and etc., so they’re often very difficult to borrow.

Is there a limit to the number of items I can request?

Faculty, Staff, Students, and Emeritus can request 75 items in a year and 25 at a time.  Community patrons are allowed 20 per year and 10 at a time.

I searched for the item in VCSU’s catalog and in all ODIN libraries and couldn’t find it.  Can I still get it?

Often times, we can find the item through a WorldCat search.  Make sure to have the item’s information and contact the interlibrary loan person or a reference librarian.