From Blue Slip to Ship: What’s the Secret to Great Turnaround Time?
Linda Ernst, Allegheny College Amy Lee Heinlen, Chatham University Kenneth Fisher, Drexel University Shane Burris, Pennsylvania State University Allegheny College
Allegheny College
2100 students
Interlibrary Loan Manager (E-ZBorrow/ILLiad) - Linda Ernst
Fall/Spring Semester - 8 student workers
Summer - 1 student worker
Office hours 8-5 pm, M-F ILL manager - trains, supervises, and trouble shoots both E-ZBorrow
and ILLiad. Initiate all ILLiad requests.
Student workers - work a minimum 2 hour shifts (8-10 hrs. a week),
print pendings, (E-ZBorrow/ILLiad), retrieve books and
journals, scan, copy, deliver books to departmental
offices, process incoming mail, do all the shipping, do
all processing in E-ZBorrow and ILLiad.
2016 E-ZBorrow lent - 3412
2016 E-ZBorrow borrowed - 1997
Chatham University http://www.chatham.edu/about/
http://www.chatham.edu/about/ Chatham University
What size is your institution?
Total University Enrollment for Fall 2015 = 2224
Undergraduate...1034 Graduate...1190
On-Campus……………..957 On-Campus….…891
Online……………………..77 Online…………...299
http://www.chatham.edu/about/quickfacts.cfm Chatham University
JKM Library Hours: Jennie King Mellon Library
Monday - Thursday 7:45 a.m. - midnight
Friday 7:45 a.m. - 7 p.m.
Saturday 8 a.m. - 7 p.m.
Sunday noon - midnight Chatham University
How many and what level of staff are working on EZB? ● 1 Access Services librarian ● 11 undergraduate student workers split 100 hours per week in fall & spring ● 3 undergraduate student workers split 35 hours per week in summer Do they have other duties than EZB? Access Services librarian’s additional duties: ● student workers, course reserves, resource sharing, stacks maintenance, billing ● Reference Desk ● liaison responsibilities
Circ Desk students’ other duties: ● staff the Circ Desk ● reshelve & shelf read ● other projects as assigned Chatham University How often and when do you process requests? Specific times of day? Weekends? First a.m. person in, last p.m. person out
Summer: Twice a day, Monday through Friday Fall & Spring: Twice a day, Monday through Friday At least once on the weekends Chatham University
What’s your volume? Are you a net borrower or net lender? We are a net lender
E-ZBorrow stats 2015-2016 2014-2015
borrowing requests initiated 1890 2258
borrowing total filled 1801 2131
borrowing total unfilled 89 117
lending total requests 2646 2894 Chatham University
How does it fit into the rest of your ILL or Delivery Services?
In 15-16, E-ZBorrow made up of our 94% of our physical item lending for resource sharing
And 86% of our physical item borrowing for resource sharing
Chatham University
E-ZBorrow processing is done separately from ILL.
Graduate student workers process ILL borrowing and lending through the ILLiad software.
Resource Sharing packaging area (and one wall of ILL office)
Bri processing ILLiad requests in the ILL office Chatham University
All E-ZBorrow is processed by undergraduate student workers
behind the Circulation Desk at these two computers
E-ZBorrow printing supplies Chatham University
Morning E-ZBorrow Processing:
Odera prints blue slips & pulls books...
She makes the bands, processes the requests as SHIPPED in Relais, & highlights the borrowing library’s IDS number... Chatham University
Odera clears the holdshelf & processes all RETURNS in Relais... As books are processed as SHIPPED or
RETURNED in Relais, they are organized numerically by IDS number.
Chatham University Odera prints UPS labels &
packages the books...
Dan, our UPS driver, picks them up about
3:30 p.m.
Monday - Friday
Chatham University
Evening & Weekend Processing: Rinse and Repeat Cheyenne prints the blue slips, pulls books, marks them as SHIPPED in Relais… clears the holdshelf and return shelf…
& orders them by IDS along the back counter.
The next morning,
incoming lending requests & returns are added to the books
processed the previous evening. Chatham University
Here’s how we stay organized and ensure accurate and quick communication!
A.M. Processing (part 1)
Chatham University
A.M. Processing (part 2)
Chatham University
P.M. & evening Processing
Drexel University
Queen Lane MARIO
W.W. Hagerty Hahnemann Drexel University The Facts :
● 26,000 students plus 5,000 online students ● Traditional ILL was divided into two departments ● Resource Sharing (processes and fills electronic requests) ● Print Resource Access Management (PRAM) ○ All “print requests” (E-ZBorrow, ILLiad scanning/book requests, internal book holds) ○ Stacks Management (weeding, shelving, shifting, shelf reading/inventory) at all 3 libraries and the offsite storage facility Drexel University PRAM
● E-ZBorrow managed out the Hagerty PRAM Office ● 4 Full time Staff ○ 1 Supervisor, 3 Staff (All Paraprofessional Staff) ○ Rotating staff: 3 @ Hagerty, 1@ Hahnemann, Resource Sharing completes PRAM functions at QL ○ Staff complete 5-10 hrs a week with Access Services (combination of Circ Desk and Chat Shifts) ● 8-10 Student Workers during regular term. Students are scheduled by Supervisor using Zoomshift Drexel University
REQUESTS/IDS/INCOMING MAIL/Count Use/Shelving @ Hagerty To be done daily by PRAM staff or designated student worker. If completed by SW, PRAM staff is responsible for ensuring work is completed. This constitutes your PRAM duties for the entire day. Requests = EZB, ILLiad, Paging Lists, Clear Holds, View Holds
DAY NAME TASK DAILY BREAKDOWN 8 HR/DAY
Monday Ellen Requests/Clear Holds 2 hr.: PROJECT WORK AND/OR STACKS (Joe at DJ IDS/Incoming mail MANAGEMENT HHN) Kenneth Count Use/Shelving 1 hr.: LUNCH 2 hr.: DESK 2 hr.: PRAM WORK (REQUESTS, MAIL, ECT) 1 hr: MISC (PRAM, PROJECT, DESK, WEEDING, MEETINGS) Drexel University
E-ZBorrow: ● FY 16 ○ Borrowing: 2577 ○ Lending: 2340 ● Requests (EZB,ILLiad,Paging) monitored by staff and processed at least every two hours by staff or student workers ● Incoming mailed processed twice daily (USPS - am; UPS - pm) ● Outgoing mail processed throughout the day ● UPS picks up mail at Hagerty at 5:00; Hahnemann and QL at 11:00
● Any mail at Hahnemann that does not make the cut off is dropped in the UPS box by staff at the end of the day ● No evening or weekend processing at present.
Drexel University Add a package Drexel University
Hahnemann
Hagerty Pennsylvania State University Pennsylvania State University Beaver Stadium Capacity: 107,282
Students and Employees: 141,500
34,200 will have to watch game on tv Pennsylvania State University
Students: 97,500 (total)
47,000 (Univ Park)
31,000 (CCL)
12,500 (World Campus)
Employees: 44,000
(Faculty: 6,300 FT; 2,700 PT)
Pickup Sites - 29 Campuses - 24 Pennsylvania State University FY 2015-16
EZB Borrowing Requests: 8,906
[6,229 borrowing requests from ILLiad - placed by ILL borrowing staff (FY15-16)]
Non-EZB Borrowing Requests: 21,367
EZB Lending Requests: 9,667
Non-EZB Lending Requests: 23,591
*Filled Loan Requests Only Loan stats only Pennsylvania State University Our requests are emailed to each campus by Relais
.pdf file with all the bookbands and a .pdf summary sheet
Saves campuses who rarely get requests from having to monitor queues
Saves PSU staff the hassle of installing and maintaining EZB applications at all campuses (we have very restrictive rights on PCs for security reasons)
Use email lists to receive requests and to communicate between locations (ul- [email protected], [email protected], [email protected])
Expert team: Meets to discuss issues, policy, training, etc. (UP and CCL representatives) Pennsylvania State University Processing Staff:
1 Staff and 1+ backup at each campus (both lending and borrowing)
1 retrieval run per day - printed @ 6:30 am
@ Univ Park: UP-PAT & Branches (pams, eng, arch, ems, annexes)
2 retrieval runs per day - printed @ 6:30 am & 12:30 pm
UPS pickup at 3:30 pm -- Everything from UP-PAT and from early branch
UPS dropoff at 11:00 am - Borrowing checked in and ready by 2:00
Pennsylvania State University -Items within Pattee/Paterno (UP-PAT) are retrieved 2 times per day by ILL Staff
-Branch items - ILL staff place holds on the
EZB user’s account with a UP-PAT pickup.
-When the items come in and we update EZB the hold is available for the EZB user so
NCIP allows the checkout. Pennsylvania State University Why requesting from Penn State via E-ZBorrow is faster than via OCLC.
OCLC requested item goes from
Erie to Univ. Park to Pittsburgh
EZB requested item goes directly from Erie to Pittsburgh