Mile Circulation Instructions

MILE CIRCULATION INSTRUCTIONS

This document contains the same information as the one-page document on circulating materials using the MiLE project. It is designed to provide instructions and will include screen shots.

Contents 2 Introduction 3-4 Gathering Requests 5-7 Retrieving Books 8 Receiving Other Library’s Books in Delivery 9-10 Returning Books to Borrowing Library 11 Receiving Books at Lending SLC Library 12-14 Frequently Asked Questions

INTRODUCTION

What is MiLE? MiLE stands for Michigan Library Exchange. It was designed to enable SE Michigan libraries to interloan materials quickly and inexpensively. The following consortia and libraries are participating in the project:

Baldwin Public Library Benson Ford Research Center Botsford General Hospital Cromaine District Library Detroit Medical Center Eastern Michigan University Lawrence Technical University Macomb Community College Marygrove College Library Oakland Community College Oakland University Orion Township Public Library Plymouth District Library Suburban Library Cooperative The Library Network Univ. of Detroit Mercy Univ. of Michigan - Dearborn VA Medical Center Walsh College Wayne County Comm. Coll. Dist. Wayne State University

Other libraries may join as time goes on.

Gathering Requests (NOTE: Gathering MiLE requests must be done every day, M-F.)

1) Gather and set aside any books that appear for MiLE requests on your Pull Holds Report. You will be able to see that a MiLE patron has requested it because user name will read MILE 1 (or 2 or any number through 9):

Kobalenko, Jerry The horizontal Everest : extreme journeys on Ellesmere Island / Jerry copy: 1 item ID:31508007865566 type:BOOK location:NEW- BOOK user ID:21508001951265 user name:MILE 9

DO NOT RUN THEM THROUGH CHECK ITEM STATUS.

2) Check for mediated requests by using the following steps: a. Log in to the MiLE web site (http://www.mile.coop/~ursa/staff_login_frame.html) using the login and password slcstaff

b. Click on Review Incoming Requests under the Lending section

c. You will be taken to an Incoming Requests Menu. Select Location under Order Requests By. Select Browser under Output Destination. Put a check in the box next to the phrase Process Requests that have already been printed. Click on Print All Requests.

d. Print out the list from your browser by using the print button. e. At the bottom of the screen, click on Cancel Print Operation. If you select Printed Successfully, it will make it more difficult for other SLC libraries to view the list. f. Gather the books that your library can send, and note the request number (it will display on the report).

3) View Provisional Requests (requests where your patrons have put Borrower Notes) by clicking on Provisional Requests under Borrowing.

4 Retrieving Books

1) Books that CAN be supplied: a. Either remain logged in as slcstaff, OR click on Quit, and log back in using your library’s user ID and password. Logging in using your library’s ID will allow you to gather statistics on MiLE usage. b. Click on Ship Loans under Lending.

Note: You should never click on Ship Copies, because that pertains to magazines, which we are not sending via the MiLE Project.

c. For items that appeared on your Pull Holds report, scan in the barcode and click on Submit Input. For items that appeared in the Review Incoming Requests section, wand in the barcode AND type in the request number, then click Submit Input.

d. Note that the next screen lists the Request Number and location where you need to send the book. Attach MiLE band to the book and write the URSA request number and the MiLE ship-to code for the library that is to receive it (Check Code list). Do not put TPL on the band – put the code for the library that is requesting it.

e. Click on OK. The book is automatically checked out to a MiLE patron in SIRSI. f. Put the book in the bag. MCL delivery service will know that these books need to go to Troy to be sent on to other libraries.

2) Books that you are unable to ship a. Click on Set Not Available under Lending.

b. Input the request number and a general reason why you are unable to send it (i.e., “Bestseller,” “Copy needs repair,” “Missing,” etc.). Click on Submit Input.

c. If library has e-mail set up, URSA sends e-mail to patron that item is unfilled. d. Double check to be sure the hold is removed from the unsent book record on your automated system until sure that system does it correctly every time.

Receiving Other Library’s Books in Delivery

1) Click on Receive Loans under Borrowing.

2) Wand in the item’s barcode in Request Number/Barcode. Wand in the barcode in Temporary Barcode. If you get any sort of error message, try again – this time typing in the request number under Request Number/Barcode. Then once again, wand in the barcode in Temporary Barcode and click on Submit Input. (The first field checks in the item in URSA, and the second field creates a temporary record.)

3) Notify the patron. URSA automatically sends an e-mail if the patron has input his/her e-mail address when placing the loan. The patron will have a hold placed on his/her record. However, the hold will show up as “Unavailable.” If you try to use Check Item Status, you will be told to ship the item to MCL. Therefore, you must telephone the patron to notify him or her. 4) Check out the book to the patron in SIRSI. Instruct the patron that these books cannot be renewed, and that the MiLE band should be left with the book. 5) If patron never arrives to pick up the book, you MUST check the book out to the patron then check it back in to remove the hold on URSA before sending it back.

Returning Book To Borrowing Library

1) Check the book back in on SIRSI to remove it from the patron’s record. 2) Log in to URSA by using your library’s login and password. Click on Return Loans under Borrowing.

3) Wand in the barcode of the item. Click on Submit Input. If you get an error message, you can type in the request number and click on Submit Input.

9 4) You will now see where the book must be returned to. Fill out the narrow MiLE “Return To” slip. Include the Delivery number, the library code, and the request number. Put it inside the book. Remove the cover band, and throw it away. Then click on OK.

5) Place the book in a delivery bag.

Receiving Books at Lending SLC Library

1) Log in to URSA using your library’s login and password. 2) Click on Complete Loans under Lending.

3) Wand in the barcode under Request Number/Barcode. Click on Submit Input. If you have a problem, you can type in the request number and click on Submit Input.

4) Check the book back in on SIRSI using the Discharge wizard. 5) You are done! Remove the band, and if your library uses sensitizing security equipment, make sure that your book is re-sensitized.

11 Frequently Asked Questions

Q: What is the difference between URSA and MiLE?

A: MiLE stands for Michigan Library Exchange, and is the name of the project. URSA is the software which it runs on.

Q: What are the different statuses that the URSA software uses?

A: They are the following: *Pending – The item has been requested but no library has shipped it yet. *Shipped – A library that owns the item has put it in delivery. It should arrive at the borrowing library within a matter of days. *Received – The borrowing library has received the item in delivery. *Returned – The patron has returned the book and the borrowing library has put it in delivery. *Completed – The lending library has received the book from delivery and can return the book to the shelves. *Not Available – An owning library is unable or does not want to send the book. *Unfillable – No MiLE libraries can send the book. The borrowing library can seek the book through other means, such as OCLC.

Q: When does a patron get an e-mail notification from URSA?

A: A patron will get an e-mail from URSA under the following situations: *If the hold is Unfillable *When the hold is received at the borrowing library Staff at SLC libraries will also get an e-mail if the hold is Unfillable. At that point, the staff member can follow up with the patron to find out if the patron still wants the book. The staff member can try to get it through OCLC.

Q: In what order should I try to get an item for my patron?

A: 1. SLC Catalog 2. MiLE Project 3. OCLC

Q: I have a book that appeared on my Pull Holds report, but when I run just the barcode through Ship Loans, I get a message that reads, “Cannot find request to ship this item.” Why does this happen? How can I ship it?

A: It happens because the Title Control Number in the SIRSI record does not match the OCLC number associated with the item. In these cases, you need to have the MiLE Request number as well as the barcode. Here is how you can get it: 1. Log in as slcstaff. 2. Click on the Request Inquiry button under the main staff menu. 3. Under the Status pull-down menu, select Pending and select the radio button next to “Requests made to your library.” Leave all other fields blank. Click on OK. 4. Look through the list of titles until you see the title of the book in question. Note that the request number is to the far left of the box. Write down the request number. 5. Click on Staff Menu. This will take you back to the main menu. 6. You may now Click on Ship Loans, and type in both the item barcode and the request number.

Q: I just made a mistake. I ran an item through Check Item Status, not noticing until after I had done so that it was for a MiLE patron. SIRSI is telling me to send it to MCL. Should I do that?

A: No, you should not. By sending it to MCL, someone on the SLC staff will have to ship the loan in URSA, and that could delay shipment by at least two days. Here is how you should handle that situation: 1. Log into URSA using slcstaff. 2. Click on the Request Inquiry button under the main staff menu. 3. Under the Status pull-down menu, select Pending and select the radio button next to “Requests made to your library.” Leave all other fields blank. Click on OK. 4. Look through the list of titles until you see the title of the book in question. Note that the request number is to the far left of the box. Write down the request number. 5. Go back to SIRSI. 6. Cancel the hold for the MiLE patron on that item. 7. Check the book out to yourself (or another library patron), and then check it back in. You must do that because otherwise, the book will still show up in transit. 8. Ship the loan in URSA using both the barcode and the request number. NOTE: If, after canceling the MiLE hold, you are prompted to send the hold to another SLC patron, go ahead and do so. SLC patrons have priority over MiLE patrons.

Q: My patron has returned a MiLE book that was checked out. I’ve checked it in on URSA, and it says that the status is RET. However, in SIRSI, it says that I need to send the book to MCL. What should I do?

A: This happens because URSA automatically creates bib records for MiLE books, and these books must have an owning library. The owning library is set to MCL. When you check the book in using SIRSI, the system is doing what it is set up to do, namely, return the book to the owning library. However, we know that MCL doesn’t really own these books. Therefore, ignore the message, and fill out the MiLE “Return To” slip. As long as URSA has the status of RET, it will be fine.

Q: I received one of my books back in delivery. However, when I try to Complete the Loan, I get an error message. What should I do?

A: Look up the request number in Request Inquiry. Note the last status of the item. It may be that the borrowing library forgot to receive the loan or return the loan. If that is the case, you must call the borrowing library and ask a staff member to set it to the proper status. Only then, can you complete the loan. You cannot do this step for them, because you do not know that library’s login and password.

Telephone numbers can be obtained by checking the MiLE participant list, an Excel spreadsheet which was distributed to all member libraries.

Q: I have an overdue mailer notice for one of our books that is checked out to MiLE. What should I do with it?

A: We are not sending out overdue notices at this time. However, you should retain for your records.

Q: Where are you seeing the request number? I can’t find it when I search by title or author.

A: I’m finding them by logging in as slcstaff, and looking at all Pending Requests: Here is how you can get it: 1. Log in as slcstaff. 2. Click on the Request Inquiry button under the main staff menu. 3. Under the Status pull-down menu, select Pending and select the radio button next to “Requests made to your library.” Leave all other fields blank. Click on OK. 4. Look through the list of titles until you see the title of the book in questions. Note that the request number is to the far left of the box. Write down the request number.