Worldcat Resource Sharing User Guide

WorldCat Resource Sharing User Guide

First edition

WorldCat Resource Sharing User Guide First edition

The following OCLC product, service and business names are trademarks or service marks of OCLC, Inc.: First- Search, Electronic Collections Online, WorldCat, WorldCat Resource Sharing and “The World’s Libraries. Connected.” In addition, the WorldCat symbol and OCLC symbol are service marks of OCLC. Third-party product and service names are trademarks or service marks of their respective owners.

In addition, the WorldCat symol and OCLC symbol are service marks of OCLC. Third-party product and service names are trademarks of their respective owners.

OCLC grants permission to photocopy this publication as needed. Contents

About This Guide Overview, x Content History, xi Typographic Conventions, xii Availability, xiii Acknowledgments, xiv 1 OCLC WorldCat Resource Sharing 1.1, Introduction to WorldCat Resource Sharing, 1:2 1.2, The Basic Interlibrary Loan Cycle, 1:3 1.3, WCRS Features, 1:6 1.4, Group Access Capability, 1:8 1.5, OCLC Direct Request via FirstSearch, 1:9 1.6, ISO ILL Applications , 1:10 1.7, Administrative Functions, 1:12 2 Request Manager 2.1, Overview, 2:2 2.2, Searching Requests, 2:5 2.3, Actions, 2:13 2.4, Request Status, 2:14 2.5, Special Messages, 2:28 2.6, Request History, 2:30 2.7, Workform/Request Field Definitions, 2:31 3 Access and Authorizations 3.1, Access and Authorizations, 3:2 3.2, FirstSearch/ILL Linking, 3:3 4 Additional Loan Cycles 4.1, Cannot Lend (No), 4:2 4.2, Conditional, 4:3 4.3, Renewal, 4:7 4.4, Not Received, 4:10 4.5, IFM Failure, 4:13 5 Resource Sharing Functions in the WorldCat Services Administrative Module 5.1, Patron ILL Settings, 5:2 5.2, Staff ILL Settings, 5:12 5.3, Per-Article Purchase, 5:36 5.4, OpenURL Links, 5:45

:iii 6 Reports in OCLC Usage Statistics 6.1, Overview, 6:2 6.2, WorldCat Resource Sharing Reports, 6:4 6.3, WorldCat Navigator Reports, 6:11 7 OCLC Policies Directory 7.1, Overview, 7:2 7.2, Searching, 7:3 7.3, Search Results, 7:5 7.4, Profile Information, 7:7 7.5, Collections, Contacts, Schedule, 7:9 7.6, Creating Policies, 7:10 7.7, Creating Deflection Policies, 7:12 7.8, Deflection Exceptions, 7:14 7.9, Example Deflection Policies, 7:15 7.10, Deflection Policy Formats, 7:16 7.11, Changing Supplier Status, 7:18 8 OCLC FirstSearch/ILL Direct Request Link 8.1, Overview, 8:2 8.2, Creating the Direct Request Link, 8:3 8.3, Reviewing Direct Requests, 8:7 9 OCLC ILL Fee Management Service 9.1, Overview, 9:2 9.2, Billing, 9:3 9.3, Initiating ILL Fee Management, 9:4 9.4, Responding to ILL Fee Management , 9:5 10 Creating a WCRS Request (Borrower) 10.1, Interlibrary Loan Request (Patron), 10:2 10.2, Workform (Staff), 10:5 10.3, Direct Request Workform (Staff), 10:15 10.4, E-mail Workform (Staff), 10:17 10.5, Lender String Using Group or Custom Holdings, 10:18 10.6, Example Initial Request, 10:20 11 Choosing Lenders (Borrower) 11.1, Overview, 11:2 11.2, Libraries that Own Item screen, 11:3 12 Processing Unsubmitted Requests (Borrower) 12.1, Unsubmitted Requests, 12:2 12.2, Next Steps/Actions, 12:4 12.3, Example Submitted Request, 12:8

iv 13 Responding to an Initial Request (Lender) 13.1, Overview, 13:2 13.2, In Process Status, 13:4 13.3, Responding Yes, 13:5 13.4, Responding No, 13:9 13.5, Responding Conditional, 13:12 13.6, Responding Future Date, 13:15 14 Processing a Lender Response (Borrower) 14.1, Lender Responds Yes: Borrower Receives the Item, 14:2 14.2, Lender Responds No: Borrower Takes No Action, 14:5 14.3, Lender Responds Conditional: Borrower Accepts/Declines, 14:6 14.4, Lender Responds Future Date: Borrower Reviews Due Date, 14:12 15 Additional Borrower Activities 15.1, Requesting a Renewal, 15:2 15.2, Responding to a Recall, 15:5 15.3, Reinitiating a Request, 15:8 15.4, Deleting a Request, 15:11 16 Additional Lender Activities 16.1, Conditional/Pending, 16:2 16.2, Retry/Pending, 16:3 16.3, Responding to a Renewal Request, 16:4 16.4, Recalling an Item, 16:10 16.5, Creating a Request with Your Library as Borrower, 16:13 17 Completing a Loan Cycle 17.1, Introduction, 17:2 17.2, Borrower Returns Item, 17:3 17.3, Lender Completes Loan Cycle, 17:6 18 Special Messages 18.1, Introduction, 18:2 18.2, Lender to Borrower: Received?, 18:3 18.3, Borrower to Lender: Not Received, 18:8 18.4, Lender to Borrower: Overdue, 18:9 18.5, Borrower to Lender: Complete?, 18:11 19 Batch Update 19.1, Overview, 19:2 19.2, Step 1: Choose a Next Step, 19:4 19.3, Step 2: Assign Request IDs to Actions, 19:5 19.4, Step 3: Update All Categories, 19:7 19.5, Step 4: Output Options, 19:8 19.6, Step 5: Return and Review Update, 19:10 19.7, Unsuccessful Update, 19:11

v 20 Printing from Request Manager 20.1, Overview, 20:2 20.2, Printing Requests, 20:3 20.3, Printing Single Shipping/Return Labels, 20:8 20.4, Printing Batch Shipping/Return Labels, 20:13 20.5, Printing Book Straps, 20:16 20.6, Printing Book Stickers, 20:20 A Editable Fields A.1, Editing Based on Request Status: Borrower, A:2 A.2, Editing Based on Request Status: Lender, A:4 A.3, Editing Based on Field Name: Borrower, A:5 A.4, Editing Based on Field Name: Lender, A:7

vi About This Guide

Chapter overview This chapter contains information about how to use this Guide.

In this chapter This chapter contains the following topics:

Subject Page Overview x Content History xi Typographic Conventions xii Availability xiii Acknowledgments xiv

ix Overview

Purpose OCLC WorldCat Resource Sharing User Guide presents detailed information for using the OCLC WorldCat Resource Sharing service (WCRS).

Scope Although interlibrary loans can be initiated for materials found in most FirstSearch databases, this Guide assumes that library staff are working in the WorldCat database, which is available to all WorldCat Resource Sharing users.

Using this Guide In WorldCat Resource Sharing, you act as either Borrower or Lender depending upon the task at hand. This Guide assumes you know which role you play for any given resource sharing transaction.

Audiences This Guide serves 3 levels of WorldCat Resource Sharing audiences:

z Novice users who need to learn the functionality of the system

z Intermediate users who need a reference for tasks they do not perform regularly

z Advanced users who train (or provide support for) other interlibrary loan users and need support material

Screen illustrations Screen displays shown in this document are taken from OCLC development environments; these environments are typically limited in scope. Although the names of real OCLC member libraries are often shown, the associated data is displayed for demonstration purposes only and is not in any way meant to be an accurate representation of their holdings.

Related The list of additional WorldCat Resource Sharing documentation is found on the documentation OCLC Web site at: http://www.oclc.org/support/documentation/resourcesharing/ default.htm.

x WorldCat Resource Sharing User Guide Content History

This document replaces the OCLC Interlibrary Loan Service User Guide. Those familiar with that document may want to consult the following list for the corresponding location of similar information in this document.

ILL User Guide WorldCat Resource Sharing User Guide

About This Guide About This Guide 1 OCLC Interlibrary Loan Service 1 OCLC WorldCat Resource Sharing 2 OCLC ILL Files 1 OCLC WorldCat Resource Sharing 2 Request Manager 3 OCLC ILL Workform and Request 10 Creating a WCRS Request 4 Using Constant Data 5 Resource Sharing Functions in the WorldCat Services Administrative Module 5 Constant Data for Borrowers 10 Creating a WCRS Request 6 Bibliographic Records None 7 Introducing Custom Holdings 5 Resource Sharing Functions in the WorldCat Services Administrative Module 8 Using Custom Holdings 5 Resource Sharing Functions in the WorldCat Services Administrative Module 9 Choosing Lenders 11 Choosing Lenders 10 Creating an ILL Request 10 Creating a WCRS Request 11 Updating Requests as a Borrower 14 Processing a Lender Response 15 Additional Borrower Activities 17 Completing a Loan Cycle 12 Managing the Review File 12 Processing Unsubmitted Requests 13 FirstSearch/ILL Direct Request 8 OCLC FirstSearch/ILL Direct Link Request Link 14 Constant Data for Lenders 13 Responding to an Initial Request 15 Responding as a Lender 13 Responding to an Initial Request 16 Updating Requests as a Lender 16 Additional Lender Activities 17 Completing a Loan Cycle 17 OCLC Name-Address Directory 7 OCLC Policies Directory 18 OCLC ILL Fee Management 9 OCLC ILL Fee Management Service Service 19 ILL Administrative Reports 6 Reports in OCLC Usage Statistics

. xi Typographic Conventions

Characters Throughout this Guide the following typographical conventions are used:

Character Name

l, l lowercase letter l (el) 1, 1 digit one I, I uppercase letter i (eye) O, O upper case letter o 0, 0 digit zero

Note: These characters are not interchangeable.

Keyboard keys Keys that you press are enclosed in angle brackets < >. The keys in this Guide are those found on the typical PC keyboard.

Examples:

Data you enter In procedures, data that you must enter exactly as shown appears in boldface type.

Example: acd books.

Data you need to supply is described in brackets in italic typeface.

Example: au [keyword]

Do not type the brackets.

xii WorldCat Resource Sharing User Guide Availability

Available formats The WorldCat Resource Sharing User Guide is available on the OCLC Web site at http://www.oclc.org/support/documentation/resourcesharing/using/userguide/ default.htm as both an HTML document and a printable .pdf file.

Updates To learn of new and revised documentation added to the OCLC Web site, subscribe to DOCupdate-L.

To subscribe, send an e-mail message to [email protected] with “subscribe DOCupdate-L [your name]” in the body of the message. Do not enter the brackets around your name.

This list is for announcements only; it is not a discussion list.

. xiii Acknowledgments

Introduction OCLC acknowledges the efforts of all the people who participated in producing the WorldCat Resource Sharing User Guide.

OCLC reviewers Anya Arnold, Tony Clark, Gabriella Holland, Pete Insabella, Keith Jaycox, Kathy Kie, Amy Lytle, Christa Starck Weiker, Judy Vaillancourt, Craig Wright

Network reviewers Jennifer Bielewksi, Keri Cascio, Heather Clark, Deb Ehrstein, Collette Mak, Margi Mann, Jon Penn, Tim Prather, Sam Sayre, Cynthia Wilson

Writers Kathy Fishbaugh, Lydia Pratt

Editor Peter Insabella

Technical Lorna Williamson development

xiv WorldCat Resource Sharing User Guide 1

OCLC WorldCat Resource Sharing

Chapter overview This chapter presents a high-level view of the WorldCat Resource Sharing (WCRS) service and its features, illustrates the basic resource sharing cycle, and explains related capabilities such as group access, Direct Request, and ISO ILL. The chapter also includes an overview of the administrative functions available through the WorldCat Services Administrative Module.

In this chapter This chapter includes the following sections:

Topic page 1.1 Introduction to WorldCat Resource Sharing 1:2 1.2 The Basic Interlibrary Loan Cycle 1:3 1.3 WCRS Features 1:6 1.4 Group Access Capability 1:8 1.5 OCLC Direct Request Service via FirstSearch 1:9 1.6 ISO ILL Applications 1:10 1.7 Administrative Functions 1:12

1:1 1.1 Introduction to WorldCat Resource Sharing

The WorldCat Resource Sharing (WCRS) service provides interactive, online access to an array of resource sharing and reference applications. The WCRS service combines the resources of over 7,000 libraries and the WorldCat database (1 billion holdings and growing). These records represent both physical and digital resources owned by libraries. When you use the WorldCat Resource Sharing service, your library and your patrons have access to this vast storehouse of materials. The service helps you borrow and lend materials efficiently.

Resources As a WCRS participant, you have access to:

® z Bibliographic data. The OCLC FirstSearch service provides access to OCLC databases (such as WorldCat, Electronic Books, Article First, PapersFirst and Proceedings) as well as to third-party databases such as Art Index, Chemical Abstracts (Student edition), GEOBASE, and PsycBOOKS to locate records. Your library can choose to subscribe to any or all of these databases.

z Holdings data. OCLC holdings displays allow you to select potential Lenders for items you wish to borrow.

z OCLC Policies Directory. The OCLC Policies Directory provides contact information and lending policies for WorldCat Resource Sharing participants. ® z WorldCat Registry. The WorldCat Registry lists pertinent data about your institution or consortium at a single Web site.

For a summary of administrative functions see section 1.7, "Administrative Functions".

Access and Your library may have access to WorldCat Resource Sharing in one of two ways: authorizations WCRS only. Your library has access to WCRS but searching is restricted to the WorldCat database.

OCLC FirstSearch®. Your library has subscribed to the OCLC FirstSearch service and has obtained an additional authorization for access to WCRS. You can search all OCLC databases (WorldCat, ArticleFirst, NetLibrary, etc.) plus whichever third- party databases you have contracted for.

For more information about accessing WorldCat Resource Sharing, contact your OCLC Regional Service Provider (RSP) or see: http://www.oclc.org/contacts/ regional/default.htm.

1:2 WorldCat Resource Sharing User Guide 1.2 The Basic Interlibrary Loan Cycle

The interlibrary loan cycle is the series of interactions that take place between the Borrower and the Lender during the request, loan, and return of a library item. Both the Borrower and the Lender update the request at certain points during the cycle. This cycle begins when the Borrower creates a request and sends it to the first potential Lender.

The following examples illustrate the Borrower and Lender steps for the cycle in its simplest form: borrow and return. Various circumstances affecting both the Borrower and the Lender cause the basic cycle to vary. For example, a Lender may own a given item but not be able to supply it until after the date requested, or a Borrower patron may request renewal of a loan. Additional cycles such as those for conditional responses and renewal requests are described in Chapter 4, "Additional Loan Cycles".

Tools for identifying potential Lenders are described in Chapter 11, "Choosing Lenders (Borrower)".

Successful The first potential Lender receives the request and indicates whether it can be filled. transaction If the request can be filled, the Lender responds Yes. If not, the request goes to the next potential Lender in the lender string until an available item is found and the actual Lender ships the item. The Borrower then receives the item and updates the status to Received; at the end of the loan period the Borrower updates the status to Returned and returns it to the Lender. The cycle ends when the Lender receives the returned item and completes the transaction by setting the status to Complete.

Note: If the Lender does not want an item returned (such as a photocopy), the transaction is concluded when the Borrower indicates that the item has been received.

1. OCLC WorldCat Resource Sharing 1:3 1.2 The Basic Interlibrary Loan Cycle (continued)

Unsuccessful The first Lender receives the request and responds No to indicate that it cannot fill transaction the request. WCRS then forwards the Request to the next potential Lender in the lender string. The second Lender also responds No, so WCRS forwards it to the last potential Lender. If no Lender in the lender string can fill the request, the request returns to the Borrower as Unfilled. The unfilled request will be archived to Closed Requests in 7 system days.

Request aging In order to keep requests moving through the service, WCRS implements request aging. Request aging restricts the number of days a request can remain untouched at various points in the interlibrary loan cycle. Once a request has remained at a given point for the allotted number of days, it automatically moves on to the next step in the cycle. Date ranges are associated with request aging and expressed as a number of calendar days or a number of system days.

z Calendar days. Calendar days are sequential days and include weekends and holidays.

z System days. System days, also known as ILL referral days, exclude Saturdays, Sundays, non-referral holidays, or, potentially, when the OCLC system is unavailable due to scheduled or unscheduled maintenance.

As shown for the Basic Interlibrary Loan Cycle, a request remains with a potential lender in a status of Pending for a maximum of four system days. If the first potential lender has not responded to the request at the end of four days, the request automatically moves on to the next potential lender where it can remain for a maximum of four system days.

1:4 WorldCat Resource Sharing User Guide 1.2 The Basic Interlibrary Loan Cycle (continued)

Non-referral days. A potential Lender has four system days to respond to a Pending request; however, certain days are not counted in the aging of a request. These days are called non-referral days. OCLC treats Saturday, Sunday, and the following holidays as non-referral days:

z New Year’s Eve

z New Year’s Day

z Thanksgiving Day and the day after

z Christmas Eve

z Christmas Day

Example: If a Pending request arrives at 6:00 p.m. on Wednesday, December 23rd, you have until midnight the following Thursday to respond to the request because Thursday (Christmas Eve), Friday (Christmas Day), Saturday and Sunday are non- referral days.

Workflow As a Borrower or Lender, you can work through the cycle several ways:

z Individual requests (explained in Part III)

z Batch processing (explained in Part III)

z Direct Request (see section 1.5, "OCLC Direct Request via FirstSearch").

1. OCLC WorldCat Resource Sharing 1:5 1.3 WCRS Features

The WorldCat Resource Sharing service provides additional features to augment and streamline many aspects of the interlibrary loan cycle. These are described briefly below.

Selecting lenders These features, available through the FirstSearch Staff View, streamline borrowing by providing holdings information and allowing you to pre-select lenders.

z Holdings displays. These displays, including Libraries Worldwide, Regional Holdings and State Holdings are accessed from the WorldCat List of Records and WorldCat Detailed Record displays, and list the OCLC symbols of institutions that have the item. Member institutions that participate in WorldCat Resource Sharing as Lenders are called suppliers. Member institutions that do not participate (either permanently or for a specified period of time) are called nonsuppliers. Suppliers are identified by yes in the Supplier column.

z Group access capability (GAC). OCLC recognizes sets of libraries that have voluntarily agreed to have access to each other’s bibliographic, location, and holdings records. OCLC profiles each member of the group and assigns a group symbol. While viewing a bibliographic record, you can request a display of holdings within a particular group. Local holdings records are an important source of potential lender information for serial items.

z Custom holdings. The WorldCat Services Administrative Module allows you to create custom groups of libraries to use in borrowing. You can define groups of preferred lenders when borrowing for sets of similar requests.

z Document suppliers. You have access to thousands of participating libraries, major national resource centers, and fee-based document suppliers such as the British Library Document Supply Centre (BLDSC) and the Center for Research Libraries. Some suppliers allow you to request electronic documents that are delivered through your e-mail system. Statistical information about OCLC document suppliers is provided in the OCLC Document Supplier Quick Reference available in .pdf format. For details, see the OCLC Web site at http://www.oclc.org/support/documentation/resourcesharing/ docsuppliers/OCLC_docsupplier_reference.pdf.

1:6 WorldCat Resource Sharing User Guide 1.3 WCRS Features (continued)

Creating and The following features provide automated input of numerous data fields to speed modifying requests request production and ensure uniformity.

z Automatic transfer from WorldCat. When you create a workform using a WorldCat record, WCRS automatically transfers pertinent bibliographic data from the selected record to the workform. If you use a different source for bibliographic data, you can manually enter the data into the workform, or you can use Direct Request.

z Constant Data. The WorldCat Services Administrative Module allows you to create records containing information that you use repeatedly in transactions. — For Borrowers this would include data such as your shipping address, electronic delivery address, billing address, maximum cost information and copyright clearance. — For Lenders this would include data such as your standard due date, insurance information (if applicable), any restrictions and the preferred means of returning the item. These records are called Constant Data records. You can create multiple Constant Data Records according to your borrowing and lending needs.

z Fees. You can use the OCLC ILL Fee Management (IFM) service to pay and be paid for library-to-library loan requests through your OCLC invoice. This optional service reduces the time spent generating invoices and writing checks. For more information, see: Chapter 9, "OCLC ILL Fee Management Service".

Processing requests The following features further streamline request processing by automatically declining to lend classes of items that you specify and also providing uniform access to both current and archive requests.

z Deflection. Lenders can automatically decline a request based on specific criteria set in the OCLC Policies Directory. For example, a library might decide that its Government Documents collection does not circulate, or that their vendor contract does not allow the electronic or physical copying of electronic serials. See Part II of this user guide for more information on deflection.

z Request Manager. The Request Manager screen (Staff View) is the management hub of WorldCat Resource Sharing. This screen displays all active borrowing and lending requests and provides the ability to search, display, and print both active and archive requests. The screen also links to the WCRS batch processing capability, and provides direct access into the WorldCat Services Administrative Module. For more information see Chapter 2, "Request Manager".

Reports You can access reports to help track your borrowing and lending activity via the OCLC Usage Statistics Web site at: http://www.stats.oclc.org/. Log on using your resource sharing authorization and password and your library’s information automatically appears under the Resource Sharing tab.

For additional information about these reports see Chapter 6 of this guide, or select the Help icon on any screen.

1. OCLC WorldCat Resource Sharing 1:7 1.4 Group Access Capability

Introduction A Group Access Capability (GAC) group consists of libraries that have:

z Agreed to certain terms of service when dealing with other members of the group

z Agreed to use OCLC’s resource sharing system

Members of a GAC group need to be profiled into the group by OCLC. Within the profile, users can specify certain conditions based on group membership, such as:

z Display characteristics on certain screens (holdings of GAC members are more prominently displayed).

z Deflection policy as managed through the OCLC Policies Directory (e.g., our library loans DVDs only to libraries that are members of our GAC).

GAC profile The GAC profile lists all member libraries within the group and assigns the group a GAC group symbol. A group may include major resource centers and document suppliers in its GAC profile. To request GAC profiling, contact your OCLC Regional Services Provider, International Distributor, or OCLC Training and Implementation Specialist.

1:8 WorldCat Resource Sharing User Guide 1.5 OCLC Direct Request via FirstSearch

Direct Request automates your interlibrary loan processing by allowing patron- and staff-generated FirstSearch requests that meet criteria that you establish to go directly to potential Lenders.

Your library can set up Direct Request processing in one of three ways:

Option Description

Direct-to-Profile Requests are forwarded directly to potential lenders using a lender string supplied in the Direct Request Profile. These requests appear on the Request Manager screen in the Pending category, and have a status of Pending. Direct-to- Requests are forwarded directly to potential Lenders through Lender Direct Request using a lender string that your system provides. These requests appear on the Request Manager screen in the Pending category, and have a status of Pending. Direct-to- Patron-generated requests are held for review by your staff. Review File These requests appear on the Request Manager screen in the Online Produced category, and have a status of Review. Staff can review or modify the requests, then submit them to lenders through your regular interlibrary loan workflow.

Direct Request Profile When your library chooses to participate in this service, it creates a Direct Request Profile containing information such as bibliographic formats or languages that you are willing to allow patrons to obtain by Direct Request, a need before date, and how duplicate requests are handled.

More information See Chapter 8, "OCLC FirstSearch/ILL Direct Request Link".

1. OCLC WorldCat Resource Sharing 1:9 1.6 ISO ILL Applications

An ISO ILL system offers a single consolidated interface for library staff to conduct all their interlibrary loan activity.

At OCLC, ISO ILL is a background process that allows the WorldCat Resource Sharing service to exchange messages with other standards-compliant systems.

Requirements To interact with WorldCat Resource Sharing, your ISO ILL system must:

z Comply with the ISO ILL 10160/10161 (Edition 2, 1997) standards

z Have access to the Internet and be able to interact with OCLC using TCP/IP

z Pass interoperability testing

OCLC ISO ILL OCLC identifies institutions approved for ISO ILL interoperability through the participants institution’s OCLC profile.

A list of OCLC institutions that have implemented the ISO ILL protocol and passed interoperability testing is available on the OCLC Web site at: http://www.oclc.org/ isoill/libraries/default.htm. To view information about a particular institution use the Find an OCLC library search at: http://www.oclc.org/contacts/libraries/ default.asp.

Managing requests Any requests you create in your ISO ILL system must be managed through your ISO ILL system. Any requests you create in OCLC WorldCat Resource Sharing must be managed through OCLC ILL.

If you create and forward an ILL request through your local ISO ILL system to OCLC (for a lending partner that happens to be an OCLC WCRS participant), the request is represented in OCLC WCRS. However, you cannot update or modify the request through OCLC WCRS. As an ISO ILL library, you may only search for it, view the request and its history, and print the request.

Blocking feature OCLC prevents ISO ILL libraries from getting requests out of sync by blocking attempts to update locally produced (ISO ILL) requests on WCRS. This feature identifies a library with ISO ILL capabilities and prevents it from changing the status of an OCLC WorldCat Resource Sharing request that was created on a local ILL management system.

Viewing. When you view a request in OCLC WCRS that you created in your local ISO ILL system, the request display includes the message:

This record may only be updated with ISO 10161.

Updating. If you attempt to update a request that you created in your ISO ILL system, the OCLC WCRS service blocks the action and displays the error message:

[action] must be done from your ISO 10161 workstation.

1:10 WorldCat Resource Sharing User Guide 1.6 ISO ILL Applications (continued)

Reasons for no ISO ILL Reasons for No and their WCRS equivalents are listed below.

ISO ILL Code/Text WCRS Reasons for No

1: In Use/On Loan 1: In use/on loan 2: In Process 9: Technical Processing 3: Lost 3: Not on shelf/Missing 4: Non-Circulating 2: Non Circulating 5: Not Owned 4: Not Owned 6: On order 7: On order 7: Volume/Issue not yet available 13: Volume issue not yet available 8: At Bindery 12: At bindery 9: Lacking 5: Lacking Volume/Issue 10: Not On Shelf 3: Not on shelf/Missing 11: On Reserve 1: In use/on loan 12: Poor Condition 11: Poor Condition 13: Cost Exceeds Limit 8: Cost exceeds limit 14: Charges Not used in WCRS 15: Prepayment required 16: Prepayment required 16: Lacks Copyright Compliance Lender responds Conditional: Lacks copyright compliance 17: Not Found as Cited Lender responds Conditional: Not found as cited 18: Locations not found 6: Branch policy problem 19: On Hold 1: In use/on loan 20: Policy Problem Not used in WCRS 21: Mandatory Messaging not supported Not used in WCRS 22: Expiry Not Supported Not used in WCRS 23: Requested Delivery Service Not 15: Requested delivery services not Supported supported 24: Preferred delivery time not possible 10: Preferred delivery time not possible 27: Other 17: Other 28: Responder Specific Not used in WCRS

ISO ILL Equivalents. WorldCat Resource Sharing does not accept certain ISO10161 numeric codes or text designations (for example, 20 or Policy Problem). The full list of OCLC Reasons for No is given in: section 13.4, "Responding No".

More information For more information about ISO ILL, see the OCLC Web site at http://www.oclc.org/isoill/default.htm.

1. OCLC WorldCat Resource Sharing 1:11 1.7 Administrative Functions

The WorldCat Services Administrative Module allows you to set or restrict numerous options. Depending on the terms of your library’s subscription you may or may not see all of these areas.

Staff ILL settings Resource Sharing staff can use WorldCat Resource Sharing to complete interlibrary loan requests. Anyone with a Resource Sharing authorization may use FirstSearch Staff View.

This area controls the staff settings in WorldCat Resource Sharing.

z Authorizations. This feature allows you to add or delete individual FirstSearch authorizations, and displays which Resource Sharing and FirstSearch authorizations are linked. Linking your Resource Sharing authorization to a FirstSearch authorization gives you access to additional features, including customization of the patron and staff interfaces. Linked authorizations also allow you to access any databases available on your FirstSearch account.

z Constant Data Options. This feature controls whether or not a default Constant Data Record is automatically applied to each new Workform. The screen also allows your library to choose a preferred service for electronic delivery and record the appropriate URL.

z Constant Data Records. This feature allows you to create, maintain and delete Constant Data Records. For more information, see Constant Data in Chapter 5, "Resource Sharing Functions in the WorldCat Services Administrative Module".

z Saved Notes. This feature allows Lenders to record explanatory messages (Conditional Notes) that are attached to requests in order to specify circumstances for lending.

z Custom Holdings Groups. This feature allows you to create, maintain and delete Custom Holdings Groups, that is, a list of OCLC symbols identifying preferred Lenders for a particular category of borrowing.

z Custom Holdings Paths. This feature allows you to create, maintain and delete Custom Holdings Paths, that is, a list of one or more Custom Holdings Groups in the preferred order for borrowing.

z Direct Request Profiles. This feature allows you to create, maintain and delete Direct Request Profiles, that is, information consisting of: —Your library’s own criteria for allowing Direct Request processing —A Constant DataRrecord to be automatically applied to the request —A Custom Holdings Path automatically assigned to the request

1:12 WorldCat Resource Sharing User Guide 1.7 Administrative Functions (continued)

Patron ILL settings If your library has a FirstSearch authorization, you can let users submit interlibrary loan requests to your library using OCLC WorldCat Resource Sharing.

This area controls what features are available to your patrons.

z ILL Processing. This feature allows you to set ILL Access, and to specify ILL settings for databases in your FirstSearch account.

z WorldCat ILL Access. This feature controls the document types that your library users can request from the WorldCat database through WorldCat Resource Sharing.

z Patron ILL Request Form. This feature controls the overall appearance of the Interlibrary Loan Request form that is seen by the patron. Your library can customize the form’s input field labels, add supplementary text, and control which fields are displayed to patrons.

z ILL via E-mail. This feature allows you to specify e-mail addresses for ILL requests, even if your library does not use OCLC WorldCat Resource Sharing.

z ILL Request Management. This feature controls which request management options are available to your patrons.

Per-article purchase Per-article purchase lets you provide access to the full text of journal articles included in FirstSearch but not covered by your FirstSearch subscription or by other full-text billing methods.

Purchase Settings. This feature controls the cost of per-article purchases.

Journal Settings. This feature allows you to turn access to full text on or off by journal, and to enable full text purchases.

Open URL links This feature allows you to add, maintain and delete links to specific internet information sources. The OpenURL Links feature in the WorldCat Services Administrative Module lets you add links in FirstSearch databases that lead to your library’s OpenURL servers.

Note: When you make changes to your OpenURL server(s), the changes are automatically updated in the WorldCat Registry.

See Part II of this user guide for more information on administrative functions.

1. OCLC WorldCat Resource Sharing 1:13 1.7 Administrative Functions (continued)

1:14 WorldCat Resource Sharing User Guide 2

Request Manager

Chapter overview The Request Manager screen is the WorldCat Resource Sharing management hub for your library’s interlibrary loan staff. It contains messages and requests you have received from other libraries, or system-generated messages regarding the status of your requests. The screen has three sections: Borrowing, Lending, and Printing.

In this chapter This chapter includes the following sections:

Topic page 2.1 Overview 2:2 2.2 Searching Requests 2:5 2.3 Actions 2:13 2.4 Request Status 2:14 2.5 Special Messages 2:28 2.6 Request History 2:30 2.7 Workform/Request Field Definitions 2:31

2:1 2.1 Overview

The Request Manager screen displays a summary list of active requests and Workforms that are associated with your OCLC symbol. The list includes incomplete and/or unsubmitted Workforms as well as submitted requests in various stages of the interlibrary loan cycle.

The screen provides a search function that allows you to search both active and closed requests, and provides links to:

z a blank Workform (for staff to manually initiate WCRS requests)

z printing utilities (see Chapter 20, "Printing from Request Manager")

z Batch Processing [see Chapter 12, "Processing Unsubmitted Requests (Borrower)"]

z the WorldCat Services Administrative Module (see Access Administrative Module below)

The Request Manager screen presents borrowing and lending categories in separate columns. Within these columns, categories are grouped by urgency so you can organize your daily work. That is, categories needing decisions or other staff attention are listed first under Action Items. Categories for requests in various steps of a loan cycle are listed under Work in Progress. Categories supplying information, such as Shipped, are listed last under Information.

2:2 WorldCat Resource Sharing User Guide 2.1 Overview (continued)

Request Manager Requests are displayed by category. With the exception of the categories below, a categories request’s category is identical to its status. See section 2.4, "Request Status" for status descriptions.

z Online Produced. This Borrowing category retains an additional copy of all requests submitted/processed within the last 4 system days via: —staff Workform —staff Direct Request Workform —patron ILL Request (with Direct-to-Review option) —patron ILL Request (with Direct-to-Lender option) that cannot be forwarded to a lender due to some problem This allows you to view your most recent transactions without searching. Requests are listed in the order submitted, that is, oldest request first. The status of the original request changes as the request makes its way through the Interlibrary Loan cycle, and this change will be reflected in the Online Produced copy. After 4 system days the Online Produced copy is deleted and the original request remains in the category appropriate to its status.

z Direct Produced This Borrowing category retains an additional copy of all patron-generated requests that have been submitted/processed within the last 4 system days via patron ILL Request (with Direct-to-Lender option). This allows you to view those requests which have gone directly to the Lenders in the selected Custom Holding Path. After 4 system days the Direct Produced copy is deleted and the original request remains in the category appropriate to its status.

z Special Messages. This category contains requests that are now outside the normal flow of the interlibrary loan cycle and require some form of followup/ corrective action. Such requests include: —Receipt not acknowledged by the Borrower —Overdue —Return not acknowledged by the Lender See section 2.5, "Special Messages" for status descriptions.

Request numbering Requests are tracked by two types of identifying numbers, depending on where they are in the interlibrary loan cycle.

Review number. Unsubmitted Workforms are assigned Review Numbers. The Review Number is a temporary number that appears with the General Record Information on an individual request’s Display screen.

Request identifier. The Review Number becomes the Request Identifier when the Workform is submitted. The Request Identifier is shared by the Borrower and the Lender and remains with the request even after it is closed.

2. Request Manager 2:3 2.1 Overview (continued)

Viewing requests Within each category, the number in the Qty column of the Request Manager screen indicates the number of requests for that category. To view an individual request from a category:

Action

1 Select the underlined Qty number shown for a given category.

Result: The Summary screen showing a list of all the requests for that category appears. 2 Select an underlined request number.

Result: The Display screen for the individual request appears.

If a category contains a single request, the Summary screen does not appear and the Display screen is immediately shown.

Access Administrative If your library’s FirstSearch admistrator has enabled access, you can use the Admin Module Link icon to access the WorldCat Services Administrative Module. Selecting the icon opens the WorldCat Services Administrative Module Resource Sharing/Staff ILL Settings/Authorizations screen in a separate window.

2:4 WorldCat Resource Sharing User Guide 2.2 Searching Requests

You can search all active and closed requests for specific requests using a variety of methods:

z Exact Match

z Keyword

z Phrase

z Truncated

Closed requests. Closed requests are defined as requests having a status of: Completed, Expired, Cancelled, Not Received or Unfilled.

To search requests:

Action

1 Select either the Search Active Requests or the Search Closed Requests radio button. 2 Enter your search term(s) in the adjacent text box. See the Search Types table below for which method to use with different information. 3 Select a search type from the adjacent drop-down menu. 4 Select the Search button.

Result: The Display screen, showing all records that match your search, appears.

Search types You can search for specific requests in a number of ways. The searching process operates differently for different search types.

Usage Note 1: Because WCRS does not display patron information to a Lender, the following Search Types produce results for the Borrower only:

z Patron Department

z Patron ID

z Patron Name

Usage Note 2: Unless otherwise indicated, a Search Type may be used for both Active and Closed requests.

2. Request Manager 2:5 2.2 Searching Requests (continued)

For these For this search Search Type... You enter... method(s)

Author The author's name the same way you believe it is Keyword stored in the database; include punctuation but Phrase ignore leading and trailing spaces. Truncated Borrowing Library The OCLC Symbol of a library to whom your library Exact match has loaned an item (your library is the lender). Call Number The call number of item in the request you want to Keyword retrieve. Truncated ILLiad Transaction ID The Identification number generated by OCLC's Exact match (closed requests ILLiad Resource Management System. only) Lending Library The OCLC Symbol of a library from whom your Exact match library has borrowed an item (your library is the borrower). Patron Department The department of the patron in the request you Keyword want to retrieve. Phrase Truncated Patron ID The ID number of the patron in the request you Keyword (active requests only) want to retrieve. Truncated Patron Name The name of the patron in the request you want to Keyword (active requests only) retrieve. Phrase Truncated Request Closed Date The date on which the request you want to retrieve Exact match (closed requests was closed, in yyyymmdd format. only) Request Identifier The system-generated identification number of the Exact match request you want to retrieve RLG Reference ID The identification number generated by the RLG Exact match (closed requests ILL Manager resource sharing system only) Title The title of the item in the request you want to Keyword retrieve. Phrase Truncated

System search rules For all searches except Exact match:

z Case is ignored. Examples: The Guns of August produces the same results as the guns of august. Examples: McDonald produces the same result as mcdonald. Examples: MacLachlan produces the same result as maclachlan

z Stopwords are ignored. Examples: For whom the bell tolls is searched as whom bell tolls. Examples: A tale of two cities is searched as tale two cities

2:6 WorldCat Resource Sharing User Guide 2.2 Searching Requests (continued)

z Punctuation is removed and the remaining characters (spaces included) are collapsed. Examples: Shakespeare, William searches as Shakespeare William (the space before W remains). Examples: Shakespeare,William searches as ShakespeareWilliam.

z Diacritics are stored in the database as Roman characters Examples: Search for Paul Valéry as Paul Valery. Examples: Search for Cien años de soledad as Cien anos de soledad.

Special characters You can use these special characters as follows:

Search Character Example(s)

Author - (hyphen) Rimsky-Korsakov, Nikolay Title - (hyphen) Baden-Powell: founder of the Boy Scouts + (plus sign) The elements of C++ style & (ampersand) A treasury of Gilbert & Sullivan

Exact match An exact match search requires you to enter the exact text you want to retrieve. You can use exact match searching for Borrowing Library, Lending Library, ILLiad Transaction ID, Request Identifier and RLG Reference ID searches.

Search type How to...

Borrowing Library Enter the institution symbol.

Example: To search for items loaned to the LIbrary of Congress, enter: DLC or dlc. ILLiad Transaction ID Enter the identification number of the request you want to retrieve. (closed requests only) Example: To search for Transaction ID 67354, enter: 67354. Lending Library Enter the institution symbol.

Example: To search for items borrowed from the Library of Congress, enter: DLC or dlc. Request Identifier Enter the system-generated identification number of the request you want to retrieve.

Example: To search for Request #12345678, enter: 12345678. RLG Reference ID Enter the identification number of the request you want to retrieve. (closed requests only) Example: To search for Reference ID PAUG68394, enter PAUG68394.

To use an exact match search to track your own library’s borrowing and lending activity, see Alternate Searches below.

2. Request Manager 2:7 2.2 Searching Requests (continued)

Keyword A keyword search retrieves the entire search term as a whole word (that is, bordered by spaces or certain punctuation) anywhere within the request. You can use keyword searching for the searches shown below.

Examples:

Search Type Search Term Results Include...

Author Lorca Garcia Lorca, Federico Lorca, Alberto Lorca, Ernesto Mayorga Lorca, Roberto Sierralta Lorca, Eduardo Philip-Lorca DiCorcia, Philip-Lorca Call Number PR4572 PR4572.E25 1870 Dickens, Charles. Mystery of Edwin Drood PR4572.M76 1864 Dickens, Charles. Mrs. Lirriper’s legacy PR4572.M8 1880 Dickens, Charles. The Mudfog papers, etc. PR4572.S56 1872 Dickens, Charles. Sketches of young couples & young gentlemen 1864 PR4568.A1 1864 Dickens, Charles Our mutual friend PR4572.M76 1864 Dickens, Charles. Mrs. Lirriper’s legacy Patron renaissance history of the renaissance Department renaissance lit Patron ID 18412316 18412316 Patron Name Sousa John Sousa John Phillip Sousa Sousa, John Phillip Title call Call of the wild Call of the wildflowers Certain trumpets: the call of leaders I heard the owl call my name Making a friendly call

2:8 WorldCat Resource Sharing User Guide 2.2 Searching Requests (continued)

Boolean expressions. You can combine keywords using Boolean operators AND, OR, and NOT; you may also use parentheses for more complex searches.

z AND (results contain both terms anywhere, in any order)

Search terms Results include these titles...

twain AND finn Huckleberry Finn by Mark Twain Mark Twain: Tom Sawyer and Hucklebarry Finn Mark Twain and Huckleberry Finn twain AND sawyer Mark Twain: author of Tom Sawyer Mark Twain: Tom Sawyer and Huckleberry Finn A Tom Sawyer companion: an autobiographical guided tour with Mark Twain

z OR (results contain one of the terms anywhere)

Search terms Results include these titles... twain OR finn Adventures of Huckleberry Finn Great novels of Mark Twain A Mark Twain sampler New essays on Adventures of Huckleberry Finn twain OR sawyer Adventures of Tom Sawyer Great novels of Mark Twain A Mark Twain sampler Tom Sawyer abroad

z NOT (results contain the first term anywhere and do not contain the second term)

Search terms Results include these titles...

twain NOT finn A Connecticut Yankee in criminal court: a Mark Twain mystery Great novels of Mark Twain Mark Twain: author of Tom Sawyer A Mark Twain sampler

z ( ) (satisfies the condition in parentheses first, then satisfies the entire condition.)

Search terms Results include these titles...

(finn AND pudd’nhead) AND A study of American culture as portrayed by Mark Twain twain in the adventures of Huckleberry Finn, a Connecticut Yankee at King Arthur’s court, and Pudd’nhead Wilson (finn OR pudd’nhead) AND Down the river, a play: adapted from Pudd’nhead Wilson twain by Mark Twain Mark Twain: Tom Sawyer and Huckleberry Finn Mark Twain and Huckleberry Finn

2. Request Manager 2:9 2.2 Searching Requests (continued)

Phrase A phrase search retrieves the exact phrase between the double quotes as a whole word (that is, bounded by spaces) anywhere within the search type. You can use phrase searching for the searches shown below.

Search Type Search Term Results Include...

Author “Garcia Lorca” Garcia Lorca, Federico “Sierralta Sierralta Lorca, Eduardo Lorca” Call Number — Not recommended; use keyword or truncated search Patron “lit” French lang & lit Department renaissance lit Spanish lit

Does not retrieve: Native American literature Does not retrieve: Literary history and criticism Patron ID — Not recommended; use keyword or truncated search Patron Name “Phillip Sousa” John Phillip Sousa Sousa, John Phillip Title “call my name” I heard the owl call my name

2:10 WorldCat Resource Sharing User Guide 2.2 Searching Requests (continued)

Truncated A truncated search is used for author, call number, patron department, patron identifier, patron name, and title searches. For these searches, you may enter the partial names or titles with an asterisk (*), with or without a space, in upper- or lower case (case insensitive).

Note: In the following examples, the symbol b / represents a blank space.

This... Retrieves... Results Include...

robb / * Any name or title beginning Rob Madison with rob+space Rob Roy rob* Any name or title beginning Rob Madison with rob Rob Roy Robert Ludlum Robin Hood, Prince of Thieves lit* Any term or title beginning French language & lit with lit renaissance lit Spanish lit Spanish literature nnnn* Any numeric term such as 18412316 an ID number PR45* Any call number beginning PR4536.M4 Metcalf, John C.PR4572.E25 with PR45 De Quincey: a portrait PR4568.A1 1864 Dickens, Charles. Our mutual friend PR4571.A1 1901 Dickens, Charles. A tale of two cities. PR4588.R6 Romano, John.. Dickens and reality PR457* Any call number beginning PR4571.A1 1901 Dickens, Charles. with PR457 A tale of two cities. PR4575.D525 2003 Galvin, John ed. Dickens on screen PR4577.K5 1089 Kitton, Frederic G. Dickens and h is illustrators *b / smith Any name or title ending Gene Smith with space+smith The Life of Joseph Smith *b / literature Any name or title ending Spanish literature with space+literature *smith Any name or title ending Gene Smith with smith Jack L. Hammersmith Blacksmith The life of Joseph Smith *smith* Any name or title Fundamentals of blacksmithing containing the string smith smith Any name or title Smith containing only the word smith

2. Request Manager 2:11 2.2 Searching Requests (continued)

Alternate searches You can view all of your library’s current borrowing and lending activity using the Request Manager screen.

Borrowing. Identify your library as the Borrowing Library to answer the question From whom have I borrowed? or Who has loaned to me?

Action

1 Select either the Search Active Requests or the Search Closed Requests radio button. 2 Enter your OCLC symbol in the adjacent text box. 3 Select the down arrow at the right of the adjacent field and choose Borrowing Library from the drop-down list. 4 Select the Search button.

Result: The Summary screen displays a list of requests for which your library is shown as Borrower.

Lending. Identify your library as the Lending Library to answer the question To whom have I loaned? or Who has borrowed from me?

Action

1 Select either the Search Active Requests or the Search Closed Requests radio button. 2 Enter your OCLC symbol in the adjacent text box. 3 Select the down arrow at the right of the adjacent field and choose Lending Library from the drop-down list. 4 Select the Search button.

Result: The Summary screen displays a list of requests for which your library is shown as Lender(s).

2:12 WorldCat Resource Sharing User Guide 2.3 Actions

This section describes the buttons on the Display screen. The buttons shown depend on the status of a given request. For example, the content of Pending or In Process requests cannot be edited by the Lender, so no Edit button appears to the Lender.

Select... To do this...

New Copy data from the request into a new workform. Edit Display the request with editable fields as input boxes.

Note: The record's status and your library's role (Borrower or Lender) determine which fields may be edited. Save Save the request for further review. The system replaces the Request ID (or the word New) with a Review File number. Requests are retained for a maximum of 14 system days. The Review File number will become the Request ID when the request is submitted. Submit Release a record for further processing by the WorldCat Resource Sharing system according to which Next Step has been selected. Update Execute any action you have selected or save (replace) existing data with your edits. Reset Clear all edits you have made and return all input boxes to their original state. Cancel Return to the record's view-only display and discard any edits you have made.

2. Request Manager 2:13 2.4 Request Status

Each request status defines a specific state or decision point within the interlibrary loan cycle. The control panel at the top of the Display screen shows:

z a request’s current status

z whether you are viewing the request as the Borrower or the Lender

The status determines what processing choices (next steps) and actions (buttons) are available to you as Borrower or Lender.

Example: Request 10005039 has a current status of Shipped. As displayed to the Borrower the only next step is to acknowledge receipt of the item (Receive with Today’s Date).

When request 10005039 is displayed to the Lender, the available Next Step is Recall. The actions (buttons) for Borrower and Lender are identical.

2:14 WorldCat Resource Sharing User Guide 2.4 Request Status (continued)

Status information Each status description includes the following information:

z Definition: A description of the status.

z Request Manager Category: Indicates the category under which the request is found.

z Response required from: Indicates whether the Borrower or the Lender is responsible for choosing the next step and advancing the request in the loan cycle.

z Next steps/response: Choices available to you at this point in the interlibrary loan cycle (based on the request’s current status) and a description of what WCRS does based upon the next step you select.

z Actions: Buttons you select to move the request to the next step in the cycle.

z System default. A description of what WCRS does if Borrower/Lender takes no action.

Cancelled Definition: Borrower has withdrawn the request for this item.

Request Manager Category: None; locate by searching Closed Requests with Request ID, ILLIAD Transaction ID, or RLG Reference ID.

Response required from: None

Next steps/response: None

Actions: None

System default: None

2. Request Manager 2:15 2.4 Request Status (continued)

Conditional Definition: Lender may be able to supply an item if certain conditions are met or additional loan information is provided. See Lending Notes for more information.

Request Manager Category: Borrowing/Conditional

Response required from: Borrower

Next steps/response (see section 14.3, "Lender Responds Conditional: Borrower Accepts/Declines"):

Borrower Step System Response

I accept the Lender’s WCRS returns the request to the Lender with status condition Conditional/Pending. Note: Be sure to review any Lending Notes to make sure you understand the condition(s).

I do not accept the z Multiple Lenders: WCRS forwards the request to the Lender’s condition next potential Lender with status Pending (4 system days). z Single or last Lender: WCRS changes request status to Unfilled. An Unifilled request will be archived to Closed Requests in 7 system days. Delete record WCRS archives the request to Closed Requests with a status of Cancelled.

Actions/Borrower: Update, Edit, Save, New, Reset Actions/Lender: Edit

System default: If the Borrower takes no action within 4 system days, the request is forwarded to the next symbol in the lender string and an entry is generated in the Request History area of the Display screen. If there are no additional lenders in the string, the request status changes to Unfilled.

2:16 WorldCat Resource Sharing User Guide 2.4 Request Status (continued)

Conditional/Pending Definition: Borrower has agreed to the conditions stipulated. Check Borrowing Notes for additional information.

Request Manager Category: Lending/Conditional Pending

Response required from: Lender

Next steps/response (see section 16.1, "Conditional/Pending"):

Lender Step System Response

In Process WCRS changes request status to In Process, indicating that the Lender acknowledges receipt of the request but cannot respond to Borrower immediately; this does not reset the 4-day response limit. Yes Indicates that the Lender agrees to supply the item; Lender may optionally apply Constant Data at this time. WCRS returns the request to the Borrower with a status of Shipped (duration of loan period). No Indicates that the Lender cannot supply the item; Lender may optionally supply a Reason for No at this time. z Multiple Lenders: WCRS forwards the request to the next potential Lender with status Pending (4 system days). z Single or last Lender: WCRS returns the request to the Borrower with a status of Unfilled (7 system days). Conditional Indicates that the Lender can supply the item if the Borrower agrees to certain conditions; Lender can optionally apply Lending Notes at this time. WCRS returns the request to the Borrower with a status of Conditional (4 system days). Future Date Indicates that a Lender can supply the item at a future date (Lender specifies). Note: When Future Date is indicated, that Lender is set aside and the request is forwarded to the next Lender in the lender string. z If no other lender can supply the item, the Future Date Lender is selected. WCRS returns the request to the Borrower with a status of Retry and the Retry (future) date is shown in an entry in the Request History area of the Display screen. z If multiple Lenders indicate Future Date, WCRS selects the lender specifying the earliest calendar date.

Actions/Lender: Update, Reset Actions/Borrower: Update, Edit, New, Reset

System default: If the Lender takes no action within 4 system days the request is forwarded to the next symbol in the lender string and an entry is generated in the Request History area of the Display screen. If there are no additional Lenders in the string, the system returns the request to the Borrower as Unfilled.

2. Request Manager 2:17 2.4 Request Status (continued)

Expired Definition: No Lender could supply the item because the Need Before date triggered the request to expire before all potential Lenders were able to reply.

Request Manager Category: Borrowing/Expired

Response required from: Borrower

Next steps/response (see section 15.4, "Deleting a Request"):

Borrower Step System Response

Delete record WCRS archives the request to Closed Requests with a status of Cancelled.

Actions/Borrower: Update, Save, New, Reset (not closed); New (closed) Actions/Lender: none

System default: If the Borrower takes no action the request is archived to Closed Requests in 7 system days.

In Process Definition: Lender has already looked at or printed this request.

Request Manager Category: Lending/In Process

Response required from: Lender

Next steps/response (see section 13.2, "In Process Status"):

Lender Step System Response

Yes Indicates that the Lender agrees to supply the item; Lender may optionally apply Constant Data or print shipping label(s) or a bookstrap at this time. WCRS returns the request to the Borrower with a status of Shipped (duration of loan period). No Indicates that the Lender cannot supply the item; Lender may optionally supply a Reason for No at this time. z Multiple Lenders: WCRS forwards the request to the next potential Lender with status Pending (4 system days). z Single or last Lender: WCRS returns the request to the Borrower with a status of Unfilled (4 system days). Conditional Indicates that the Lender can supply the item if the Borrower agrees to certain conditions; Lender can optionally apply Lending Notes at this time. WCRS returns the request to the Borrower with a status of Conditional (4 system days). Future Date Indicates that the Lender can supply the item at a future date (Lender specifies). WCRS returns the request to the Borrower with a status of Retry and supplies the Retry (future) date in an entry in the Request History area of the Display screen.

2:18 WorldCat Resource Sharing User Guide 2.4 Request Status (continued)

Borrower Step System Response

Delete record WCRS archives the request to Closed Requests with a status of Cancelled.

Actions/Lender: Update, Reset Actions/Borrower: Update, Edit, New, Reset

No Renewal Definition: The Lender did not renew the loan. The original Due Date remains in effect.

Request Manager Category: Borrowing/Renewal Denied

Response required from: Borrower

Next steps/response (see section 17.2, "Borrower Returns Item"):

Borrower Step System Response

Return with Today’s WCRS returns the request to the Lender by original Due Date Date, with status Returned so that the Lender can complete the loan.

Lender Steps System Response

Recall WCRS returns the request to the Borrower with status Recalled indicating that the Lender wants the item back immediately. Complete WCRS archives the request to Closed Requests with a status of Completed.

Actions/Borrower: Update, Edit, Reset Actions/Lender: Update, Edit, Reset

System default: If the Borrower takes no action WCRS automatically sends the Borrower a Special Message: Overdue after 14 system days.

2. Request Manager 2:19 2.4 Request Status (continued)

Pending Definition: A new request, generated when the Borrower selects the Submit button on a completed workform.

Request Manager Category: Lending/Pending

Response required from: Lender

Next steps/response (see section 13.1, "Overview" ):

Lender Step System Response

In Process WCRS changes request status to In Process, indicating that the Lender cannot respond to Borrower immediately; this does not reset the 4-day response limit. Yes Indicates that the Lender agrees to supply the item; Lender may optionally apply Constant Data or print shipping label(s) or a bookstrap at this time. WCRS returns the request to the Borrower with a status of Shipped (duration of loan period). No Indicates that the Lender cannot supply the item; Lender may optionally supply a Reason for No at this time. z Multiple Lenders: WCRS forwards the request to the next potential Lender with status Pending (4 system days). z Single or last Lender: WCRS returns the request to the Borrower with a status of Unfilled. An Unifilled request will be archived to Closed Requests in 7 system days. Conditional Indicates that the Lender can supply the item if the Borrower agrees to certain conditions; the Lender can optionally apply Lending Notes at this time. WCRS returns the request to the Borrower with a status of Conditional (4 system days). Future Date Indicates that the Lender can supply the item at the future date (Lender specifies). WCRS returns the request to the Borrower with a status of Retry and supplies the Retry (future) date in an entry in the Request History area of the Display screen.

Borrower Step System Response

Delete record WCRS archives the request to Closed Requests with a status of Cancelled.

Actions/Lender: Update, Reset Actions/Borrower: Update, Edit, New, Reset

System default: If the Lender takes no action within 4 system days, the request is forwarded to the next symbol in the lender string and an entry is generated in the Request History area of the Display screen. If there are no additional Lenders in the string, the system returns the request to the Borrower as Unfilled.

2:20 WorldCat Resource Sharing User Guide 2.4 Request Status (continued)

Recalled Definition: Indicates that the Lender either:

z Wants the item returned immediately

z Has sent you (Borrower) an erroneous Yes response

Request Manager Category: Borrowing/Recalled

Response required from: Borrower

Check Lending Notes for additional information.

Next steps/response (see section 15.2, "Responding to a Recall"):

Borrower Step System Response

Return with Today’s WCRS returns the request to the Lender with status Date Returned so that the Lender can complete the loan.

Lender Step System Response

Complete WCRS archives the request to Closed Requests with a status of Completed.

Actions/Borrower: Update, Edit, Reset Actions/Lender: Update, Edit, Reset

System default: If the Borrower takes no action the request status changes to Special Messages/Borrow: Overdue 14 system days after the Due Date.

Received Definition: Borrower has acknowledged receipt of an item from a Lender.

Request Manager Category: None; locate by searching Active Requests with Request ID or other index.

Response required from: Borrower

Next steps/response (see section 17.2, "Borrower Returns Item"):

Borrower Step System Response

Return with WCRS returns the request to the Lender with status Returned Today’s Date so that the Lender can complete the loan. The Borrower can choose to print a return label or a bookstrap at this time. Renewal Indicates that the Borrower wants to renew the loan. WCRS Request returns the request to the Lender with status Renewal requested.

2. Request Manager 2:21 2.4 Request Status (continued)

Lender Step System Response

Recall WCRS changes request status to Recalled, indicating that the Lender wants the item returned immediately. Complete WCRS archives the request to Closed Requests with a status of Completed. This completes the loan cycle for non-returnable items such as photocopies.

Actions/Borrower: Update, Edit, Reset Actions/Lender: Update Edit, Reset

System default: If the Borrower does not update the status to Returned within 14 system days of Due Date (7 days for copies) the request status changes to Special Messages: Overdue.

Renewal OK Definition. The Lender agrees to renew the loan.

Request Manager Category: Borrowing/Renewal Granted

Response required from: Borrower

Next steps/response (see section 17.2, "Borrower Returns Item"):

Borrower Step System Response

Return with Indicates that the Borrower is withdrawing the request for Today’s Date renewal; WCRS returns the request to the Lender with status Returned so that the Lender can complete the loan. Renewal Indicates that the Borrower wants a different New Due Date for Request the renewal.

Lender Step System Response

Actions/Borrower: Update, Edit, Reset Actions/Lender: Update, Edit, Reset

System default: If the Borrower does not update the status to Returned within 14 system days of New Due Date, the request status changes to Special Messages: Overdue.

2:22 WorldCat Resource Sharing User Guide 2.4 Request Status (continued)

Renewal Request Definition: The Borrower wants to renew the loan

Request Manager Category: Lending/Renewal Request

Response required from: Lender

Next steps/response (see section 16.3, "Responding to a Renewal Request"):

Lender Step System Response

Renewal OK Indicates that the Lender agrees to renew the loan. No Renewal Indicates that the Lender does not agree to renew the loan. Recall Indicates that the Lender does not agree to renew the loan and that the Lender wants the item returned immediately. Complete WCRS archives the request to Closed Requests with a status of Completed.

Borrower Step System Response

Return with Cancels the request for renewal and returns the request to the Today’s Date Lender with status Returned. Renewal Indicates that the Borrower wants to extend the loan and Request requests a different New Due Date for the renewal.

Actions/Lender: Update, Edit, Reset Actions/Borrower: Update, Edit, Reset

System default: If the Borrower does not update the status to Returned within 14 system days of New Due Date the request status changes to Special Messages: Overdue.

Retry Definition: No Lender could supply the item now but a Lender indicated a future date at which the request could be filled.

Request Manager Category: Borrowing/Retry

Response required from: None

Next steps/response (see section 14.4, "Lender Responds Future Date: Borrower Reviews Due Date"):

2. Request Manager 2:23 2.4 Request Status (continued)

Borrower Step System Response

Delete record WCRS archives the request to Closed Requests with a status of Cancelled. Change Need Before WCRS archives the existing request with a status of Date Cancelled and creates a new request with a new Request ID, a new Need Before date and a status of Retry.

Note: In order to automatically re-initiate the request on the Retry date the Borrower must supply a new Need Before Date that is later than the Retry date.

Actions/Borrower: Update, Edit, Save, New, Reset

System default: If the Borrower takes no action the request status changes to Expired and the request is archived to Closed Requests in 7 system days.

Retry/Pending Definition: A previously specified Future Date has arrived and the Borrower still wants the item.

Request Manager Category: Lending/Retry Pending

Response required from: Lender

Next steps/response (see section 16.2, "Retry/Pending"):

Lender Step System Response

Actions/Lender: Update, Reset

Borrower Step System Response

Delete record WCRS archives the request to Closed Requests with a status of Cancelled.

2:24 WorldCat Resource Sharing User Guide 2.4 Request Status (continued)

Actions/Borrower: Update, Edit, New, Reset

System default: If the Lender does not respond within 4 system days the request is forwarded to the next lender in the lender string and an entry is generated in the Transaction History area of the Display screen. If there are no additional lenders in the string, the system returns the request to the Borrower as Unfilled.

Returned Definition: The Borrower has sent the item back to the Lender.

Request Manager Category: Lending/Returned

Response required from: Lender

Next steps/response (see section 17.3, "Lender Completes Loan Cycle"):

Lender Step System Response

Complete WCRS archives the request to Closed Requests with a status of Completed.

Actions/Lender: Update, Edit, Reset Actions/Borrower: Edit

System default: If the Lender does not indicate receipt of the item by updating the status to Complete within 14 system days the request status changes to Special Messages: Complete?.

Review Definition: An electronically generated request that has been:

z Submitted by a patron

z Previously processed by Direct Request

Request Manager Category: Borrowing/Review

Response required from: Borrower

Next steps/response [see Chapter 12, "Processing Unsubmitted Requests (Borrower)"]:

Borrower Step System Response

Delete record WCRS archives the request to Closed Requests with a status of Cancelled. Review in process Indicates that this request needs attention at a later time; WCRS changes the status to Review in process.

Actions: Submit, Update, Reset

System default: If the Borrower takes no action the request is archived to Closed Records in 14 system days.

Review in process Definition: Borrower has already looked at or printed this request.

2. Request Manager 2:25 2.4 Request Status (continued)

Request Manager Category: Borrowing/Review

Response required from: Borrower

Next steps/response [see Chapter 12, "Processing Unsubmitted Requests (Borrower)"]:

Borrower Step System Response

Delete record WCRS archives the request to Closed Requests with a status of Cancelled.

Actions: Submit, Update, Reset

System default: If the Borrower does not Submit, the request is archived to Closed Records in 14 system days.

Save Definition: Borrower has set this request aside for further review.

Request Manager Category: Borrowing/Save

Response required from: Borrower

Next steps/response [see Chapter 12, "Processing Unsubmitted Requests (Borrower)"]:

Borrower Step System Response

Delete record WCRS archives the request to Closed Requests with a status of Cancelled.

Actions: Submit, Update, Reset

System default: If the Borrower does not Submit, the request is archived to Closed Requests with a status of Cancelled in 14 system days.

2:26 WorldCat Resource Sharing User Guide 2.4 Request Status (continued)

Shipped Definition: The Lender has sent the item to the Borrower.

Request Manager Category: Borrowing/Shipped

Response required from: Borrower

Next steps/response (see section 14.1, "Lender Responds Yes: Borrower Receives the Item"):

Borrower Step System Response

Receive with WCRS returns the request to the Lender with a status of Today’s Date Received to indicate that the item has arrived.

Lender Step System Response

Recall WCRS changes request status to Recalled, indicating that the Lender wants the item returned immediately.

Actions/Borrower: Update, Edit, Reset Actions/Lender:Update, Edit, Reset

System default: If the Borrower does not indicate receipt of the item by updating the status to Received within 14 system days (loans) or 7 system days (copies), WCRS automatically sends the Borrower a Special Messages: Received? on behalf of the Lender, asking the Borrower to confirm receipt of the item.

Unfilled Definition: No Lender could supply the item. Either all Lenders responded No, or the request aged to Unfilled from: Pending, In Process, Conditional, Conditional Pending or Retry Pending.

Request Manager Category: Borrowing/Unfilled

Response required from: Borrower

Next steps/response (see section 15.4, "Deleting a Request"):

Borrower Step System Response

Delete record WCRS archives the request to Closed Requests with a status of Cancelled.

Actions/Borrower: Update, Edit, Reset (not closed); New (closed) Actions/Lender: none

System default: If the Borrower takes no action, the request is archived to Closed Requests with a status of Cancelled in 14 system days.

2. Request Manager 2:27 2.5 Special Messages

This section describes the Special Messages that are used to identify overdue or lost items.

Received? Definition: A Shipped item has not been updated to Received within 14 system days (Special Message to (loans) or 7 system days (copies); WCRS automatically sends the Borrower a Borrower) Special Message: Received? on behalf of the Lender asking the Borrower to confirm receipt of the item.

Response required from: Borrower

Next steps/response (see section 18.2, "Lender to Borrower: Received?"):

Borrower Step System Response

Yes this item was WCRS returns the request to the Lender with status received Received. Not received WCRS returns the request to the Lender with Special Message status Not Received.

Lender Step System Response

Recall WCRS changes request status to Recalled, indicating that the Lender wants the item returned immediately.

Actions/Borrower: Update, Edit, Reset Actions/Lender: Update, Edit, Reset

System default: If the Borrower takes no action the request is archived to Closed Requests after 180 calendar days.

Overdue (Special Definition: The Due Date is past and the Borrower has not returned the item to the Message to Borrower) Lender; WCRS automatically sends the Borrower a Special Message: Overdue on behalf of the Lender 14 system days after the Due Date/New Due Date.

Response required from: Borrower

Next steps/response (see section 18.4, "Lender to Borrower: Overdue"):

Borrower Steps System Response

Return with WCRS returns the request to the Lender with status Today’s Date Returned. Renewal Indicates that the Borrower wants to extend the loan and Request requests a different New Due Date for the renewal.

Lender Step System Response

Recall WCRS changes request status to Recalled, indicating that the Lender wants the item returned immediately.

2:28 WorldCat Resource Sharing User Guide Actions/Borrower: Update, Edit, Reset Actions/Lender: Update, Edit, Reset System default: If the Lender takes no action the request is archived to Closed Requests in 180 calendar days.

Not Received (Special Definition: The Borrower responded No to a Special Message: Received? indicating Message to Lender) no record of the item’s arrival at the borrowing library; WCRS automatically sends the Lender a Special Message: Not Received on behalf of the Borrower indicating that the Lender should contact the Borrower to investigate.

Response required from: Lender

Next steps/response (see section 18.3, "Borrower to Lender: Not Received"):

Lender Step System Response

Complete WCRS archives the request to Closed Requests.

Actions: Update, Edit, Reset

System default: If the Lender takes no action within 180 calendar days the request is deleted.

Complete? (Special Definition: A Returned item has not been updated to Complete within 14 system Message to Lender) days of the Returned Date; WCRS automatically sends the Lender a Special Message: Complete? on behalf of the Borrower asking the Lender to confirm receipt of the item.

Response required from: Lender

Next steps/response (see section 18.5, "Borrower to Lender: Complete?"):

Lender Steps System Response

Complete WCRS archives the request to Closed Requests with a status of Completed.

Actions/Borrower: Update, Edit, Reset

System default: If the Lender takes no action the request is archived to Closed Requests in 180 calendar days.

2:29 2.6 Request History

WorldCat Resource Sharing tracks the progress of a request through the various interlibrary loan cycles by generating an entry in the Request History area of the Display screen. Entries are generated when:

z The request is aged to another Lender in the lender string

z Borrower replies I do not accept to a Conditional response

z A Lender responds No

z A Lender responds Future Date

The Request History is visible to Borrowers only. Each entry shows:

z The date of the response or system action

z The Lender’s OCLC symbol

z Actions against the request such as Retry, Conditional, Referral; Reasons for No; and system-generated responses such as “Aged to next Lender”

Messages In addition to Reasons for No (see section 13.4, "Responding No"), you also may see these messages:

Text Situation Aged to next System has automatically forwarded the request to the next Lender Lender in the string. Borrower refused You refused to accept conditions imposed by Lender in a conditions Conditional response Full Text Option - Electronic document supplier cannot fill request for one of [reason] these reasons: Invalid Date Missing Volume Missing Borrower Invalid Status Missing MaxCost MaxCost Amount Invalid ISSN Invalid MaxCost No Hits Missing ISSN Missing Email Too Many Hits Missing Article Missing Lender Cannot Complete Missing Date Invalid Lender Referral Request was referred on date specified [yyyymmdd] Retry [yyyymmdd] Request was scheduled for retry on date specified

2:30 WorldCat Resource Sharing User Guide 2.7 Workform/Request Field Definitions

This section contains an alphabetical listing of all Workform or Request fields.

Address Description: The patron's address

Area: Patron Information

Source: Borrower — Constant Data record, Direct Request Workform or manual input

Affiliation Description: The symbols, names, or acronyms of your reciprocal or local groups

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Alert Description: A note containing information that needs immediate attention by the Borrower.

Area: General Record Information

Source: Lender — Manual input

Article Description: The selection from a monograph or serial. Enter, in quotes, the author's last name, first name and the title of a journal article.

Area: Bibliographic Information

Source: Borrower — Direct transfer from FirstSearch database or manual input

Author Description: The name of the author or editor of the requested item. It may be a corporate name.

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record

Note: When completing a Workform, do not use this field for the author of an article or part of a book; use the Article field instead.

Bill To Description: The billing address or contact information only if different from the information in the Ship To field. If you do not enter anything in this field before you select the Submit button, the system supplies Same, i.e. same as Ship To.

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

2. Request Manager 2:31 Billing Notes Description: Additional billing information, if any

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Borrower Description: Borrowing library’s OCLC institution symbol

Area: General Record Information

Source: WorldCat Resource Sharing system

Borrowing Notes Description: Any additional information needed to clarify the request

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Call Number Description: The call number of the item that is being loaned

Area: Bibliographic Information

Source: Lender — manual input

z CCG (Conforms to CONTU Guidelines)

z CCL (Conforms to U.S. Copyright law)

Area: Borrowing Informaton

Source:Borrower — Constant Data record or manual input

Date Description: The date of the requested issue of a serial

Area: Bibliographic Information

Source: Borrower — obtain from patron

2:32 2.7 Workform/Request Field Definitions (continued)

Department Description: A library-defined list that typically identifies a group with which the patron is associated. Your library may or may not utilize such groups; check with library staff for more information.

Examples:

z Chemistry

z English

z History

z Physics

Area: Patron Information

Source: Borrower — Constant Data record, Direct Request or manual input

Direct Notes Description: Indicates whether or not a request submitted via Direct Request matches an existing profile.

z If a match is found, displays the profile name(s).

z If no match is found, displays the reason for no match.

Area: Bibliographic Information

Source: WorldCat Resource Sharing system

Dissertation Description: The dissertation note for the requested item

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record (when available)

Due Date Description: The date by which the item must be returned to the Lender

Area: General Record Information

Source: Lender — Constant Data record or manual input

Edition Description: A specific edition of the requested item

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record or Constant Data record

Note: The WorldCat Resource Sharing system supplies any unless the patron requests a specific edition.

2. Request Manager 2:33 2.7 Workform/Request Field Definitions (continued)

Electronic Delivery Description: One or more format/URL pairs

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Email (Borrowing Description: The borrowing library’s e-mail address Library) Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Email (Patron) Description: The E-mail address at which the patron may be contacted

Area: Patron Information

Source: Borrower — Constant Data record or manual input

Fax (Borrowing Description: The Borrowing library’s fax number Library) Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Fax (Patron) Description: The patron’s fax number

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

ID Description: The series of letters and/or numbers that a library uses to identfy a specific patron such as a Library Card number or a local Library ID

Area: Patron Information

Source: Borrower — Constant Data record, Direct Request or manual input

ILL Fee Management Description: Check box that indicates that your library agrees to use the OCLC ILL (IFM) Fee Management feature to pay for the loan or copy

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Note: Both Borrower and Lender must agree to use IFM in order to complete a transaction

2:34 WorldCat Resource Sharing User Guide 2.7 Workform/Request Field Definitions (continued)

Imprint Description: The place of publication, publisher, and publication date

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record (when available)

Insurance Description: The amount for which you have insured this item

Area: Borrowing Information

Source: Borrower — Manual input

ISBN Description: International Standard Book Number

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record (when available)

ISSN Description: International Standard Serial Number

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record (when available)

Lenders Description: OCLC institution symbols of potential lenders (maximum: 5)

Area: General Record Information

Source: Borrower — Custom Holdings Group or manual input

Lending Charges Description: The amount your library charges to lend the item. Includes handling, photocopying, postage, etc. If there are no charges, enter: $0.

Enter a currency amount only.

Examples:

Amount Enter this... Not this...

$10.00 10.00 10.00IFM $8.00 8.00 8ifm $0.50 0.50 .50ifm

Area: Lending Information

Source: Lender — Constant Data record

2. Request Manager 2:35 2.7 Workform/Request Field Definitions (continued)

Lending Notes Description: Additional information to clarify the request such as method of payment, invoicing, renewal options, etc.

Area: Lending Information

Source: Lender — Lending Notes or free-form text input

Note: Lending Notes are required for a Conditional response

Lending Restrictions Description: Any conditions or other notes from the Lender

Area: Lending Information

Source: Lender — Constant Data record or manual input

Locations Description: Placeholder for symbols of additional potential Lenders. If the request returns Unfilled, you may use these symbols to create a new Lender string if you wish to initiate a new request. Direct Request supplies additional symbols from the Custom Holdings Path defined by the direct request profile.

Area: Borrowing Information

Source: Borrower — Direct Request or manual input

Note: Direct Request supplies additional symbols from the custom holdings path defined by the direct request profile.

Maximum Cost Description:

The maximum amount you will pay to borrow or copy the item. On a Workform, enter a currency amount only.

Examples:

Amount Enter this... Not this...

$10.00 10.00 10.00IFM $8.00 8.00 8ifm $0.50 0.50 .50ifm

If you will not pay any amount for a loan, you must do one of the following:

z Leave the IFM check box empty and enter free in the Maximum Cost box.

z Check the IFM check box and enter $0 in the Maximum Cost box.

z Check the IFM check box and enter 0 in the Maximum Cost box.

2:36 WorldCat Resource Sharing User Guide 2.7 Workform/Request Field Definitions (continued)

Warning: Do not leave both the IFM check box and the Maximum Cost box empty. If both boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you with a status of Shipped. You automatically agree to pay the specified amount when you update the request to RECEIVE WITH TODAY'S DATE.

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Need Before Description: The date by which the Borrower wants to receive the requested item. To assign a period of up to 99 days, enter +nn for the system to calculate a date that is 1-99 calendar days from today’s date. You can also enter an exact date in format yyyymmdd, or use the pop-up calendar .

Examples: +21 (21 days from today’s date) 20081015

Area: General Record Information

Source: Borrower — Constant Data record or manual input

Note: If the field is empty when the Submit button is selected, a due date of 30 calendar days from tomorrow’s date is automatically supplied.

New Due Date Description: The date to which the Lender is willing to extend the loan period

Area: General Record Information

Source: Manual input by Lender

Notes Description: Any relevant informaton about the patron

Area: Patron Information

Source: Borrower — Constant Data record, Direct Request or manual input

Example: Wants to pick up from East Branch after next Tuesday.

Number Description: The number or issue of the serial

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record (when available) or manual input

2. Request Manager 2:37 2.7 Workform/Request Field Definitions (continued)

OCLC Number Description: OCLC accession number of the bibliograhic record used to create the request

Area: General Record Information

Source: WorldCat Resource Sharing system

Note: Cannot be edited

Pages Description: The inclusive pages for photocopies, for example, pp. 52-99

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record or manual input.

Patron Description:

The patron's name. For best results, use the format last name, first name, middle name or initial.

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Patron ID Description: The series of letters and/or numbers that a library uses to identfy a specific patron such as a Library Card number or a local Library ID

Area: Patron Information

Source: Borrower — Constant Data record, Direct Request or manual input

Phone Description: The patron’s telephone number

Area: Patron Information

Source: Borrower — Constant Data record, Direct Request or manual input

Pickup Location Description: The location to which the item should be sent by the Lender

Area: Patron Information

Source: Borrower — Constant Data record, Direct Request or manual input

2:38 WorldCat Resource Sharing User Guide 2.7 Workform/Request Field Definitions (continued)

Receive Date Description: The date the item is received at the borrowing library

Area: General Record Information

Source: WorldCat Resource Sharing system or manual input

Renewal Request Description: Date on which a request for renewal of the loan was received by the Lender

Area: General Record Information

Source: Manual input by Borrower

Note: Cannot be edited.

Request identifier Description: WorldCat Resource Sharing control number. Initially displays as NEW; a numeric value is assigned when the request is successfully submitted. If the request is saved the Request Identifier label changes to Review Number.

Area: General Record Information

Source: WorldCat Resource Sharing system

Request Type Description: Indicates what the borrower will accept. Select Loan or Copy.

Defaults. When no selection is made in this field:

z If information is entered in the Article field, the request is assumed to be from a serial or a selection/chapter from a monograph and the default is copy.

z If no information is entered in the Article field, the request is assumed to be for a book, CD, videocassette or other complete item and the default is loan.

Area: General Record Information

Source: Borrower — Constant Data record or manual input

Return To Description: The complete return address for the item

Area: Lending Information

Source: Lender — Constant Data record or manual input

Note: In order to use the Print Labels using Adobe Reader function available with batch update, you must limit this address to 5 lines with a maximum of 27 characters on each line, including spaces. Lines beyond the 5th line do not appear on the resulting address label(s).

2. Request Manager 2:39 2.7 Workform/Request Field Definitions (continued)

Return Via Description: The preferred method of shipment

Area: Lending Information

Source: WorldCat Resource Sharing system or manual input

Note: If you do not enter information before selecting the Update button, the system supplies Library Mail.

Returned Description: The date on which the item was sent back to the Lender

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input.

Review Number Description: Temporary WorldCat Resource Sharing control number. Replaces the Request Identifier field when a request is saved.

Area: General Record Information

Source: WorldCat Resource Sharing system

Series Description: The Series Note or statement for the requested item

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record (when available) or manual input

Ship Insurance Description: The amount for which you have insured this loan item, if any

Area: Lending Information

Source: Lender — Manual input

Ship To Description: The borrowing library's complete mailing address using a slash (/) or to separate each line of the address (substitute a hyphen for slashes in a library's name or address. If you use a delivery service, enter a slash before the delivery service address.

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

2:40 WorldCat Resource Sharing User Guide 2.7 Workform/Request Field Definitions (continued)

Ship Via Description: The preferred method of shipment.

Area: Borrowing Information

Source: Borrower — Constant Data record or manual input

Note: If you do not enter the field before selecting the Submit button, the system supplies Library Mail.

Shipped Description: The date the lending library shipped the requested item

Area: Lending Information

Source: Lender — WCRS system or manual input

Status (General Description: Current report of record's progress through the interlibrary loan cycle Record Information) Area: General Record Information

Source: WorldCat Resource Sharing system

Note: Initially displays as Workform. See section 2.4, "Request Status" for individual status descriptions.

Status (Patron Description: A locally assigned group that defines borrowing and landing information) privileges and restrictions

Examples:

z Faculty

z Executive

z Undergraduate

z Juvenile

Area: Patron Information

Source: Borrower — Constant Data record, Direct Request or manual input

2. Request Manager 2:41 2.7 Workform/Request Field Definitions (continued)

Source Description: Notation indicating the system originating the request:

FS5ILL Request transferred from patron Interlibrary Loan Request FSILLSTF Request transferred from Staff ILL Workform FSIPG Request transferred using ISO-10161 standard FSISOILL Request transferred using ISO-10161 standard, via Direct ISOILL Request ILLiad Request transferred via ILLiad VDX Request transferred via VDX [locally You can define a notation of from 1-8 characters that your defined] local system provides in your local workforms. This notation cannot be edited within WorldCat Resource Sharing.

Area: General Record Information

Source: WorldCat Resource Sharing system

2:42 WorldCat Resource Sharing User Guide 2.7 Workform/Request Field Definitions (continued)

Title Description: The title of the requested item. Omit leading articles such as A, An, The, La, Le, Der, Die, El etc. if present.

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record

Note: When completing a Workform, do not use this field for the author of an article or part of a book; use the Article field instead.

Uniform Title Description: The uniform title of the requested item. Omit leading articles such as A, An, The, La, Le, Der, Die, El etc. if present.

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record

Verified Description: The source of bibliographic citation or location data. OCLC appears if the workform is based on a WorldCat record.

Area: Bibliographic information

Source: Borrower — transfers from bibliographic record as OCLC or Other source. If from FirstSearch, the name of the database and additional bibliographic data will appear.

Note: If you cannot verify a citation, enter Cannot verify.

Volume Description: The volume number from a set, series, or serial

Area: Bibliographic Information

Source: Borrower — transfers from bibliographic record (when available) or manual input

2. Request Manager 2:43 2.7 Workform/Request Field Definitions (continued)

2:44 WorldCat Resource Sharing User Guide 3

Access and Authorizations

In this chapter This chapter describes basic access to the WorldCat Resource Sharing service, and the relationship between FirstSearch and Resource Sharing authorizations.

Subject Page 3.1 Access and Authorizations 3:2 3.2 FirstSearch/ILL linking 3:3

3:1 3.1 Access and Authorizations

Introduction WorldCat Resource Sharing enables OCLC libraries to create, send, manage and track interlibrary loan requests and document orders.

With WorldCat Resource Sharing, the same Web-based interface is used to make requests and fulfill them — OCLC's FirstSearch reference service. Borrowers can fill out a customized form, while staff log in for complete sharing functionality.

Browser Internet Explorer: Versions 4.0 through 7.0. Requirements Netscape: Versions 4.0 through 9.0. Firefox: Versions 1.0 through 3.0.

If you are operating with an older version than those listed, please upgrade your browser. You may need to allow popups to access Help or information from links.

Logging On Log on to WorldCat Resource Sharing at http://www.firstsearch.oclc.org, or the WorldCat Services Administrative Module http://www.firstsearch.oclc.org/admin/ using your authorization and password. You may use either your FirstSearch authorization and password or your resource sharing authorization and password. However, a resource sharing authorization is required to complete requests using WorldCat Resource Sharing.

You may link your resource sharing authorization to a FirstSearch authorization to access non-WorldCat databases available on your FirstSearch account.

Setup: The WorldCat Log on to WorldCat Services Administrative Module at Services http://www.firstsearch.oclc.org/admin/ using your authorization and password. Use Administrative Module the administrative module to establish your resource sharing settings before using WorldCat Resource Sharing. You may use your FirstSearch authorization and password or your resource sharing authorization and password to access the WorldCat Services Administrative Module.

3:2 WorldCat Resource Sharing User Guide 3.2 FirstSearch/ILL Linking

Linking a WorldCat Linking your resource sharing authorization to a FirstSearch authorization gives you Resource Sharing access to additional features, including customization of the interface used by authorization to a patrons and staff. Linked authorizations also allow you to access any databases FirstSearch available through your FirstSearch account. authorization The FirstSearch interface consists of a basic interface to WorldCat Resource Sharing. Resource sharing staff can use FirstSearch to:

z Search for materials using the discovery view in FirstSearch

z Display holdings and enter lender strings

z Enter shipping and billing information and borrowing notes

z Send requests for materials to WorldCat Resource Sharing

The FirstSearch staff ILL interface provides access to:

z Patron ILL capabilities, allowing resource sharing staff to make use of Direct Request in FirstSearch (direct to profile or direct to review)

z Additional tools ILL staff need to allow them to submit requests to WorldCat Resource Sharing (direct to lender)

z All of the functionality of FirstSearch associated with the FirstSearch authorization (Infotrieve, Select Translation Service, pay-per-use article purchasing, etc.)

Anyone with a resource sharing authorization to their FirstSearch authorization may use the FirstSearch Staff View.

Note: A WorldCat Resource Sharing authorization can link to only one FirstSearch authorization.

Your library’s administrator must link the authorizations.

Action

1 In the WorldCat Services Administrative Module, select the Resource Sharing tab, then choose Authorizations from the drop-down list under Staff ILL Settings in the sidebar menu. 2 In the Staff ILL Authorization field, enter your institution’s resource sharing authorization, then select the Add button. 3Select Save Changes.

3. Access and Authorizations 3:3 3.2 FirstSearch/ILL Linking (continued)

FirstSearch/Direct An optional link between the OCLC FirstSearch service and Direct Request allows Request Link patrons to generate requests for materials cited in FirstSearch databases.

This link is only possible if:

z Your library uses both FirstSearch and WorldCat Resource Sharing (WCRS).

z Your FirstSearch administrator turns ILL Access On in the WorldCat Services Administrative Module.

If your library has created Direct Request profiles, patron-generated workforms transferred to OCLC by FirstSearch are processed and automatically sent to the first Lender according to the conditions of the profile.

If you use Direct Request but do not create profiles, the workforms appear in the Review category on the WCRS Request Manager screen. You review the request and determine whether it should be submitted.

See Chapter 8, "OCLC FirstSearch/ILL Direct Request Link" for more information on the OCLC FirstSearch/Direct Request Link.

3:4 WorldCat Resource Sharing User Guide 4

Additional Loan Cycles

In this chapter This chapter contains a flow diagram which illustrates an example of each of the loan cycles listed below. These examples are not meant to be exhaustive. Although a maximum of five Lenders may appear in the lender string, most examples are based on a lender string of two or three Lenders. In addition, not all possible variations for a given cycle are shown.

Subject Page 4.1 Cannot Lend (No) 4:2 4.2 Conditional 4:3 4.3 Renewal 4:7 4.4 Not Received (Lost) 4:10 4.5 IFM Failure 4:13

4:1 4.1 Cannot Lend (No)

A Cannot Lend cycle occurs when a Lender cannot or will not loan an item. See also Chapter 13, "Responding to an Initial Request (Lender)"and Chapter 14, "Processing a Lender Response (Borrower)" for more detailed information.

Note: Unless otherwise stated, all date ranges shown below are system days.

The first potential Lender receives the request with a status of Pending. The Lender determines that the library cannot lend the item and selects a Reason for No from the drop-down list.

If there is only a single Lender in the lender string, the request returns to the Borrower with a status of Unfilled.

If there are multiple lenders in the string, the request is forwarded to the next Lender with a status of Pending (4 system days). If no lender can supply the item, the request returns to the Borrower with a status of Unfilled.

An Unfilled request will be archived to Closed Requests in 7 system days.

4:2 WorldCat Resource Sharing User Guide 4.2 Conditional

A Conditional cycle occurs when a Lender attaches restrictions or limitations to the loan of an item.

Specifying conditions You can attach specific information to a conditional request by using either:

z Lending Notes, created in the WorldCat Services Administrative Module as Saved Notes under the Resource Sharing tab (Resource Sharing > Staff ILL Settings >Saved Notes). The label Lending Notes is not required; you may specify your own label in the Conditional Note Name field.

z Conditional Notes, created directly on the request.

See Chapter 13, "Responding to an Initial Request (Lender)" for more detailed information about the Conditional cycle.

Successful Note: Unless otherwise stated, all date ranges shown below are system days. transaction (first lender) The first potential Lender receives the request with a status of Pending. The Lender may specify the conditions associated with the loan either as a Lending Note or a Conditional Note. When the Lender selects the Update button, the request is returned to the Borrower with a status of Conditional.

The Borrower may accept the conditions as specified by selecting the Update button, or the Borrower may edit the request to change settings such as:

z Request Type from Loan to Copy

z Agree to use IFM

z Use a different electronic delivery format If edits have been made, the Borrower updates the request to save the edits, then updates again to return the request to the Lender with a status of Conditional/ Pending. The Lender verifies that the conditions have been accepted and updates the request to Shipped.

4. Additional Loan Cycles 4:3 4.2 Conditional (continued)

The Borrower receives the item and updates the status to Received. At the end of the loan period the Borrower updates the item’s status to Returned and returns it. The cycle ends when the Lender receives the returned item and completes the transaction by setting the status to Complete. If the Lender does not want an item returned (such as a photocopy), the transaction is concluded when the Borrower indicates that the item has been received.

Successful Note: Unless otherwise stated, all date ranges shown below are system days. transaction (subsequent lender) The first potential Lender receives the request with a status of Pending. The Lender specifies the conditions associated with the loan either by adding a Lending Note from the drop-down list or entering free form text. When the Lender selects the Update button the request is returned to the Borrower with a status of Conditional.

If the borrower does not accept the conditions or takes no action for 4 system days, the request is automatically forwarded to the next Lender in the lender string who receives the request with a status of Pending. This Lender may specify different conditions to which the Borrower can agree. If this is the case, the Borrower may accept the conditions as specified by selecting the Update button, or the Borrower may edit the request to change settings such as:

z Request Type from Loan to Copy

z Agree to use IFM

4:4 WorldCat Resource Sharing User Guide 4.2 Conditional (continued)

Pending. The Lender verifies that the conditions have been accepted and updates the request to Shipped. The Borrower receives the item and updates the status to Received. At the end of the loan period the Borrower updates the item’s status to Returned and returns it. The cycle ends when the Lender receives the returned item and completes the transaction. If the Lender does not want an item returned (such as a photocopy), the transaction is concluded when the Borrower indicates that the item has been received.

Unsuccessful Note: Unless otherwise stated, all date ranges shown below are system days. transaction: Borrower refuses conditions If the Borrower does not accept the Lender’s condition(s), the request status changes (single lender) to Unfilled. The unfilled request will be archived to Closed Requests in 7 system days.

4. Additional Loan Cycles 4:5 4.2 Conditional (continued)

Unsuccessful Note: Unless otherwise stated, all date ranges shown below are system days. transaction: Lender refuses loan (single If the Borrower accepts the Lender’s conditions, the request returns to the Lender as lender) Conditional/Pending. As with an initial request, the Lender has the option of responding No. If the Lender does respond No, the request status changes to Unfilled and the request will be archived to Closed Requests in 7 system days.

4:6 WorldCat Resource Sharing User Guide 4.3 Renewal

A borrower can request renewal of a loan provided that the request currently has a status of either Received or Renewal OK. The Borrower initiates the renewal and must provide a New Due Date. The Lender receives the request with a status of Renewal request.

Lender responds yes Note: Unless otherwise stated, all date ranges shown below are system days. and accepts due date If the Lender agrees to the renewal and accepts the new due date, the request is returned to the Borrower with a status of Renewal OK. The request remains in this status until either the item is returned or a second renewal is requested.

Default. If the Lender fails to respond within a period ending 14 system days after the New due date, the request status changes to Overdue and the request moves to the Special Messages/Borrower category on the Request Manager screen.

4. Additional Loan Cycles 4:7 4.3 Renewal (continued)

Lender responds yes Note: Unless otherwise stated, all date ranges shown below are system days. but changes due date If the Lender agrees to the renewal but changes the new due date, the request is returned to the Borrower with a status of Renewal OK. The request remains in this status until either the item is returned or an additional renewal is requested.

4:8 WorldCat Resource Sharing User Guide 4.3 Renewal (continued)

Lender responds no? Note: Unless otherwise stated, all date ranges shown below are system days.

If the Lender does not agree to the new due date the request is returned to the Borrower with a status of No Renewal.

The Borrower returns the item. The cycle ends when the Lender receives the returned item and completes the transaction by setting the status to Complete.

4. Additional Loan Cycles 4:9 4.4 Not Received

A Not Received cycle occurs when an item is lost or delayed in transit:

z From the Lender to the Borrower

z From the Borrower to the Lender

In addition, in some cases an item may be located after it has been reported lost.

Not received by the Note: Unless otherwise stated, all date ranges shown below are system days. Borrower Once a Lender has supplied an item and updated the request status to Shipped, the Borrower has an interval of 14 system days (loan) or 7 system days (copy) to confirm receipt of the item by updating the request status to Received. If the request status remains as Shipped at the end of the appropriate interval, the WCRS automatically sends the Borrower a Special Message: Received? on behalf of the Lender. The Borrower must now verify whether or not the item has been received.

Borrower response.

z Yes. If the Borrower determines that the item has actually been received, the Borrower returns the request to the Lender with a status of Received and the cycle proceeds normally.

z No. If the item cannot be located, the Borrower returns the request to the Lender as Special Message: Not Received and should supply any relevant information in the Borrowing Notes. The Lender should attempt to trace the item.

z No response. If the Borrower fails to respond to the Received? message, the message is archived to Closed Requests 180 system days after the message date. If the Lender fails to respond to the Not Received message, the message is archived to Closed Requests 180 system days after the message date.

4:10 WorldCat Resource Sharing User Guide 4.4 Not Received (continued)

Not received by the If a Borrower has responded Not Received to a Special message: Received? and then Borrower and then discovers that the item has in fact been received, the Borrower should update the located status of the request to Received and explain the circumstances in the Borrowing Notes.

The cycle then completes normally. Note that there is no change in the Due Date because of the erroneous Not Received.

4. Additional Loan Cycles 4:11 4.4 Not Received (continued)

Not received by Note: Unless otherwise stated, all date ranges shown below are system days. Lender Once a Borrower has sent an item back and updated the request status to Returned, the Lender should complete the cycle by returning the request to the Borrower with a status of Complete. If the request status remains as Returned at the end of 30 system days, WCRS automatically sends the Lender a Special Message: Complete? on behalf of the Borrower. The Lender must now verify whether or not the item has been returned.

Lender response.

z Yes. If the Lender determines that the item has actually been returned to their library, the Lender returns the request to the Borrower with a status of Complete and the request is closed.

z No. If the item cannot be located, the Lender should contact the Borrower and/or attempt to trace the item. If the item cannot be located the Lender can choose to close out the cycle by updating the status to Complete and (optionally) note the loss of the item in the Lending Notes.

z No response. If the Lender fails to respond to the Complete? message, the message is archived to Closed Requests 180 system days after the message date.

Not received by If the Lender has responded Complete to a Special message: Complete? and then Lender and then discovers that the item has in fact been received, the Lender may retrieve the closed located request and note that the item is not lost in Lending Notes, or follow the specified local practice.

4:12 WorldCat Resource Sharing User Guide 4.5 IFM Failure

An IFM Failure cycle occurs when the maximum amount a Borrower is willing to pay (Maximum cost) is less than the loan cost (Lending charges) specified by any of the potential Lenders in the lender string.

Here a Borrower is willing to pay at most $7.50 for the loan of an item. The first Lender has set its Lending Charges at $12.00. Since $7.50 is less than $12.00, the first Lender responds No and forwards the request to the next Lender. The second lender has set its Lending Charges at $8.00. This is a smaller cost than the first Lender, but is still more than the $7.50 that the Borrower is willing to pay. The second lender also responds No and the request returns to the Borrower as Unfilled.

See Chapter 9, "OCLC ILL Fee Management Service" for more information.

4. Additional Loan Cycles 4:13 4. Additional Loan Cycles (continued)

4:14 WorldCat Resource Sharing User Guide 5

Resource Sharing Functions in the WorldCat Services Administrative Module

In this chapter This chapter contains the following topics:

Subject Page 5.1 Patron ILL Settings 5:2 5.2 Staff ILL Settings 5:12 5.3 Per-Article Purchase 5:36 5.4 OpenURL Links 5:45

5:1 5.1 Patron ILL Settings

Introduction You can let users submit resource sharing requests to your library while they are using FirstSearch databases that cover materials suitable for resource sharing requests.

Use the following features in the WorldCat Services Administrative Module to turn on and customize WorldCat Resource Sharing in the FirstSearch service. Click the Resource Sharing section of the main menu of the administrative module to access these settings:

z ILL Processing

z WorldCat ILL Access

z Patron ILL Request Form

z ILL via E-mail

z ILL Request Management

ILL Processing Use the ILL Processing feture for the following:

z To turn on ILL access to allow users to submit requests while using FirstSearch, and to designate when the ILL button appears.

z To customize the text of the link to the Patron Interlibrary Loan Request form.

z To control ILL processing by database by selecting the FirstSearch databases from which users can submit requests and the method used to process the requests for each database.

ILL Access. To let users access WorldCat Resource Sharing and submit requests while using FirstSearch, check the box Access On. If the box is not checked, users cannot submit requests from any database. Select the option you prefer for displaying the ILL button when your library holds the item (by default, the ILL button is always displayed). Click Save Changes.

5:2 WorldCat Resource Sharing User Guide 5.1 Patron ILL Settings (continued)

ILL Request Form Link Text. This link is what users click to go to the Patron Interlibrary Loan Request form. To change the text of the link, highlight the default text and enter your own text. Click Save Changes.

ILL Settings for Databases. If you let usrs submit requests, you must also select one of the following processing methods for each database suitable for requests:

z OCLC ILL Review File. Select this method if you want your library staff to review all requests that users submit while using the database. To use this method, your library must have access to WorldCat Resource Sharing.

z OCLC ILL Direct Request Profile. Select this method if you want all requests that users submit to be processed automatically using the Direct request service. For this option to work correctly, you must also create Direct Request Profiles. To use this method, your library must have access to WorldCat Resource Sharing.

z ILL via E-mail. Select this method if you want each request to be sent to your library in an e-mail message. If you choose this option, you must also specify one or two of your library’s e-mail address to which requests submitted by your users are sent. See ILL via E-mail below

z ILL Access off. Select this method if you do not want users to submit requests while using the database.

WorldCat ILL Access Use the WorldCat ILL Access feature to control the document types that your institution's FirstSearch users can request through WorldCat Resource Sharing.

The WorldCat ILL Access screen contains a list of WorldCat document types and a check box for each type. For each document type that you want your FirstSearch users to be able to request check the box. You may click Select all to check all document types, or Clear all to uncheck all document types. The ILL button will appear on the gray status bar of a detailed record in the WorldCat database for those document types that you "turn on."

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:3 5.1 Patron ILL Settings (continued)

Definitions of WorldCat Document Types The following table provides definitions of the WorldCat document types.

Initial Assignment in the WorldCat Resource Default Sharing Administrative Document Type Definition Setting Module Archival/Mixed Materials in two or more forms that are usually related by off Use existing assignment Materials virtue of their having been accumulated by or about a from WorldCat ILL Access person or body. This category includes comprehensive archives and manuscript collections of mixed forms of materials, such as text, photographs, and sound recordings. Articles Text that is part of a larger item such as conference on Use existing assignment papers, chapters, or articles. Also known as "analytics." from WorldCat ILL Access Books Books, pamphlets, technical reports, typescripts, theses, on Use existing assignment dissertations, manuscripts and other written works. from WorldCat ILL Access Computer Files Items in the following classes of electronic resources: on Use existing assignment computer software (including programs, games, images, from WorldCat ILL Access graphics, sounds, and fonts), numeric data, computer- oriented multimedia, interactive multimedia, and computer-oriented documents. E-Audio Leader value of sound recording and cataloged as website off Use default setting with no dimension (300/c) information provided. E-Serial Serial materials availalbe in electronic format. on Use existing assignment from WorldCat ILL Access E-Text Non-serial materials cataloged as a website. off Use default setting Government Any material type code for Government publication. on Use default setting Documents Integrated Continually updated resources. on Use default setting Resources Internet Resources Websites with online documents, graphics, systems or off Use existing assignment services. from WorldCat ILL Access Kits Mixtures of various components issued as a unit and off Use default setting intended primarily for instructional purposes. Manuscripts An unpublished document, often handwritten or off Use default setting preparatory drafts of authors. Maps Maps, map manuscripts, globes, atlases, aeronautical on Use existing assignment charts, navigational charts, celestial charts, remote- from WorldCat ILL Access sensing images, computer-generated maps, and other cartographic material. Microforms Original microform publications. off Use default setting Musical Scores Printed music materials, including full score, choir score, on Use existing assignment close score, condensed score, miniature score, part, from WorldCat ILL Access music manuscript, books of musical studies, and exercises. Newspapers Serial publications in newspaper format. on Use default setting Serials Serial publications such as periodicals, newspapers, on Use existing assignment annuals, journals, memoirs, proceedings, and from WorldCat ILL Access monographs.

5:4 WorldCat Resource Sharing User Guide 5.1 Patron ILL Settings (continued)

Initial Assignment in the WorldCat Resource Default Sharing Administrative Document Type Definition Setting Module Sound Recordings Both musical and non-musical sound recordings. Non- on Use existing assignment musical sound recordings may include sound effects, bird from WorldCat ILL Access calls, physical exercise recordings (for example, aerobic workouts) that consist of spoken, shouted, sung, or chanted instructions over musical accompaniment, stories read over incidental music accompaniment, and plays with incidental music. Sound Recordings Material type: CD audio. on Use assignment from - CD existing “Sound Recordings” Sound Recordings Material type: cassette recording. on Use assignment from - Cassette existing “Sound Recordings” Sound Recordings Material type: LP records. on Use assignment from - LP existing “Sound Recordings” Visual Materials Projected media-Motion pictures, videorecordings, on Use existing assignment filmstrips, slides, transparencies, and overhead from WorldCat ILL Access projections or projected images. Two-dimensional nonprojected graphics-Activity cards, charts, collages, drawings, duplication masters, flash cards, graphics, original artwork, paintings, photonegatives, photoprints, pictures, postcards, posters, prints, spirit masters, study prints, technical drawings, transparency masters, photomechanical reproductions, and reproductions of any of these. Three-dimensional artifacts and naturally occurring objects-Models, dioramas, games, puzzles, simulations, sculptures, and other three-dimensional art works, exhibits, machines, clothing, toys, and stitchery. Also may include microscope specimens (or representations of them) and other specimens mounted for viewing. Kits-Mixtures of various components issued as a unit and intended primarily for instructional purposes. Visual Materials - Material type: videodisc. on Use assignment from DVD existing “Visual Materials” Visual Materials - Material type: VHS. on Use assignment from VHS existing “Visual Materials”

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:5 5.1 Patron ILL Settings (continued)

Patron ILL Request The Patron ILL Request Form screen lets you customize the form used in the Form FirstSearch service to submit requests. By customizing the form, you make it easier for users to submit requests and for library staff to process them. If you make changes on the Patron ILL Request Form screen, be sure to click Save Changes before leaving the screen.

Customize the Patron ILL Request form

Action

1 Select the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Patron ILL Request Form from the drop-down list under Patron ILL Settings in the sidebar menu.

Result: The system displays the Patron ILL Request Form screen. 2Set Persistence by clicking the box.

Note: If the box is checked, data about the user entered in the first resource sharing request of a FirstSearch session is automatically redisplayed in subsequent requests during the session, and can be edited as needed by the user.

If the box is not checked, data must be re-entered for each request during a session. 3 Confirm or change the format in the Send name to OCLC ILL box.

If Last Name First is selected, as recommended by OCLC, FirstSearch sends the user's name to WorldCat Resource Sharing with the last name before the first name. For example: Smith, John

If First Name First is selected, FirstSearch sends the user's name to WorldCat Resource Sharing with the first name before the last name. For example: John Smith

5:6 WorldCat Resource Sharing User Guide 5.1 Patron ILL Settings (continued)

Action Result

1 Confirm or change the format in the If First Name First is selected, as Display name to patron box. recommended by OCLC, the FirstSearch Patron ILL Request form prompts for the user's first name before the last name. For example: John Smith

If Last Name First is selected, the FirstSearch Patron ILL Request form prompts for the user's last name before the first name. For example: Smith, John 2 In the Library note to patrons box, The entire note is displayed to users type any note you want to display to in a single paragraph, even if you your users on the FirstSearch Patron type it in multiple paragraphs in the ILL Request form. administrative module. 3 Make any necessary changes to the rows in the table using the instructions in steps 7–9 to change each column in a row.

Each row in the table below defines the characteristics of one field in the form. 4 To change a field label, delete any text in the Field Label box and type the new label (up to 20 characters and blank spaces). 5 To change data, delete any text in the Library-Supplied Data box and type the new data (up to 40 characters and blank spaces in each field). 6 Add new items in the Dept or Branch, In a separate browser window, the Status or Pick-up Location fields, if system displays the ILL Data Items necessary, by clicking the appropriate screen for the field that you clicked. field. 7 Add, rename or delete items on the screen, then click Done to return to the Patron ILL Request Form screen. 8 To add or remove a check in the Required by Library box, Displayed to patron box, or Modifiable by patron box, click the box.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:7 5.1 Patron ILL Settings (continued)

Action Result

9 Although data for the Comments field can contain many characters, most libraries do not supply data for this field that is intended for the user's comments about the request. 10 Review the screen and make any additional changes needed. 11 Click Save Changes. The system confirms your changes.

Fields in OCLC WorldCat Resource Sharing that correspond to fields on the FirstSearch Patron ILL Request form

Data from this field on the Patron ILL Appears in this field in OCLC Request form WordCat Resource Sharing

First Name Patron Last Name Patron Address Address City Address State/Region/Prov. Address Postal Code Address Country Address Telephone Phone Fax Fax Email Email Patron ID ID Note: The Patron ID field will be automatically populated when the patron is logged into FirstSearch via My Account. Max Cost Maximum Cost Note: The Max Cost in the actual ILL request form is determined by the library’s Constant Data Record. Date Needed Need Before Dept or Branch Department Status Status Pick-up Location Pickup Location Comments Notes

5:8 WorldCat Resource Sharing User Guide 5.1 Patron ILL Settings (continued)

ILL via E-mail Even if your library does not use OCLC WorldCat Resource Sharing, you can let your users submit requests by selecting the ILL via E-mail processing method for one or more databases. If you do that, you must also use the ILL via E-mail option in the Administrative Module to control the e-mail message that your library receives when a user submits a request. Use these features to specify one or two e- mail addresses that receive the message containing the bibliographic and patron information you need to forward the request to another library. Also, use the features to specify borrowing library information so the e-mail message includes that information as well.

E-mail addresses for ILL Requests Specify one or two of your library's e-mail addresses to receive requests submitted by your users. You must do this if you want to use the ILL via E-mail method to process any requests.

Location Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose ILL via E- mail from the drop-down list under Patron ILL Settings. Default setting No E-mail Address.

Borrowing Library Information

Purpose Specify any borrowing library information to be included in requests submitted by your users, if you specified the ILL via E- mail method for processing the requests. The information helps you to complete requests that you forward to potential Lenders. You can change the information in individual requests, if necessary, before forwarding them. Your users do not see the borrowing library information.

You may specify the following borrowing library information: z Ship To address z Bill To address z Ship Via z Maximum Cost z Telephone z Fax z E-mail address z Borrowing Notes Location Click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose ILL via E- mail from the drop-down list under Patron ILL Settings. Default setting Blank for all parts of the borrowing library information, except Ship Via and Bill To address. The default for Ship Via is Library Rate. The default for Bill To is Same.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:9 5.1 Patron ILL Settings (continued)

Information for Lending Library The e-mail messages that your library receives for resource sharing requests processed through the ILL via E-mail method are organized to help library staff complete the requests and forward them to potential Lenders. The following table summarizes the important components of these e-mail messages.

Information Notes

Request ID Add a request ID before forwarding the request to a Lender to identify the request for your records. Date requested FirstSearch supplies this information automatically. Borrowing library name FirstSearch supplies this information automatically. and symbol Date needed FirstSearch supplies this information if you included the Date Needed field in the Patron ILL Request form and the user supplied the information when submitting the request. Description of the FirstSearch supplies this information from the First- requested item, including Search database record associated with the user's verification information and request. OCLC record number Copyright compliance Indicate copyright compliance before forwarding the information request to a Lender. Other borrowing library FirstSearch supplies this information if you specify it information in the administrative module. Modify the information, if necessary, before forwarding the request to a Lender. Patron information, located Delete this information from the request that you for- near the end of the mes- ward to a Lender. FirstSearch supplies this informa- sage for easy removal tion if you included fields for it in the FirstSearch Patron ILL Request form and the user supplied the information when submitting the request. OCLC tracking number, Provide this number to support staff if they request it located at the end of the for use in problem solving. FirstSearch supplies this message information automatically.

ILL Request Use the ILL Request Management feature to determine which request management Management options will be available to your FirstSearch users.

Note: These options are only available to patrons when they have created an account in FirstSearch and are logged into that account when submitting a request.

Select whether or not the Cancel and Renew options will display for your users. The default is set to display, so de-select the check boxes if you prefer that your users not have the ability to cancel and/or renew their requests from FirstSearch.

If you want the due date to display, select the Due Date Display Option and a relative date of 0 to 4 days.

5:10 WorldCat Resource Sharing User Guide 5.1 Patron ILL Settings (continued)

OCLC ILLiad and Libraries that use WorldCat Resource Sharing and OCLC ILLiad Resource Sharing Resource Sharing in Management software can easily set up resource sharing in FirstSearch to work FirstSearch effectively with OCLC ILLiad.

OCLC ILLiad provides a comprehensive ILL management system that automates the routine borrowing and lending functions within the ILL department for libraries of all types and sizes. It integrates borrowing automation, lending automation, and electronic document delivery in one web-based customer interface. Information about OCLC ILLiad is available at http://www.oclc.org/illiad/.

The Administrative Module steps for setting up resource sharing in FirstSearch to work with OCLC ILLiad are described in the following table:

Action

1 Use the ILL Processing screen to turn on ILL access in FirstSearch, to select the FirstSearch databases in which users can submit requests, and to select the Direct Request Profile method.

Note: ILLiad does not use the Review File method. 2 Use the Patron ILL Request Form screen to customize the FirstSearch request form. z Provide a library note to patrons telling them where to obtain an ILLiad username. z For the First Name field, change the field label to ILLiad Username and check the Required, Displayed, and Modifiable boxes for the field. z If you want patrons to enter a password, change the label of the Patron ID field to a label for the password and check the Required, Displayed, and Modifiable boxes for the field. z For every other field that your library does not need on the request form, remove any checks from the Required, Displayed, and Modifiable boxes.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:11 5.2 Staff ILL Settings

Introduction Resource Sharing staff can use WorldCat Resource Sharing to:

z Search for materials using the discovery view in FirstSearch

z Display holdings and enter lender strings

z Enter shipping and billing information and borrowing notes

z Send requests for materials to WorldCat Resource Sharing

WorldCat Resource Sharing provides access to:

z Patron ILL capabilities, allowing Resource Sharing staff to make use of Direct Request in FirstSearch (direct to profile or direct to review)

z Additional tools staff need to allow them to submit requests to WorldCat Resource Sharing (direct to lender)

z All of the functionality of FirstSearch associated with the FirstSearch authorization (Infotrieve, Select Translation Service, pay-per-use article purchasing, etc.)

Authorizations Anyone with a Resource Sharing authorization who has linked their authorization to their FirstSearch authorization may use WorldCat Resource Sharing.

Use the following procedure to associate a Resource Sharing authorization with your institution's FirstSearch authorization, or to delete one.

Note: Contact your institution's ILL department for information on Resource Sharing authorizations. The Resource Sharing and FirstSearch authorizations must belong to the same institution.

Action Result

1 Click the Resource Sharing section of The system displays the the main menu of the WorldCat Authorizations screen. Services Administrative Module, then choose Authorizations from the drop- down list under Staff ILL Settings in the sidebar menu. 2 To add an authorization, type a The authorization appears in the FirstSearch authorization for your FirstSearch Authorization List. institution in the FirstSearch Authorization field, then click the Add button.

5:12 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Action Result

3 To delete an authorization, click the The authorization disappears from authorization you want to delete, then the FirstSearch Authorization List. click the Delete button. 4 Click Save Changes. If you entered an invalid authorization, the system responds with an error message. Possible invalid authorizations include: z Authorizations already linked to other FirstSearch authorizations for your institution z Authorizations that do not belong to the same institution as your FirstSearch account

Constant Data Constant Data is stored information that your institution's ILL staff can use to save keystrokes, reduce errors, and ensure consistency when they initiate or respond to requests. Using Constant Data is optional, but accomplishes the following:

z Automatically transfers repetitive data to workforms and requests

z Adds to or modifies repetitive data when processing groups of requests or responses

Constant Data can be created to fit routine borrowing or lending situations.

In the WorldCat Services Administration Module, use the Constant Data Options screen to set persistence for your Constant Data Records, and to choose electronic delivery options. Use the Constant Data Records screen to view, print, create, edit, and delete Constant Data.

Constant Data Options Persistence Select whether you wish to have Constant Data Records automatically applied to each Resource Sharing request. If persistence is turned on, a default Constant Data record will automatically be applied. If a modified Constant Data Record is selected, that record will be applied to future requests. If persistence is turned off, you must manually select a Constant Data Record for each Resource Sharing request.

Use the following procedure to set persistence.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:13 5.2 Staff ILL Settings (continued)

Action Result

1 Click the Resource Sharing section of The system displays the Constant the main menu of the WorldCat Data Options screen. Services Administrative Module, then choose Constant Data Options from the drop-down list under Staff ILL Settings in the sidebar menu. 2 Choose your preference for Persistence. 3 Click Save Changes.

Electronic Delivery Options Choose your preferred method of electronic delivery, and enter a URL in the field provided.

Field Definition

Ariel (FTP) FTP delivery via Ariel. Ariel (E-Mail) Delivery via e-mail through Ariel. Odyssey Delivery via Odyssey software. Skype Delivery via Skype software. Yahoo! Messenger Delivery via your Yahoo! Messenger account. Windows Live Delivery via your Windows Live Messenger account. Messenger

Constant Data Use the Constant Data Records screen to view, print, create, edit, and delete Records Constant Data. You may want to set up one default Constant Data Record for the most common type of request your library processes, if you don’t already have one.

Create Constant Data Use the following procedure to create Constant Data.

Action Result

5:14 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Action Result

3 Enter the desired data in each field. The system populates the fields with Note: The CD Name field must be the Constant Data for the record populated. you selected. 4 Click Save Changes. The system responds “Constant Data Records screen changes saved” at the top of the screen.

Edit Constant Data Use the following procedure to edit Constant Data.

Action Result

Delete Constant Data Use the following procedure to delete Constant Data.

Action Result

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:15 5.2 Staff ILL Settings (continued)

Action Result

4 Click Delete Record. A pop-up window asks if you want to delete the record. 5 Click OK to delete the record, or Cancel If you clicked OK, the record is to cancel the deletion. deleted. The system responds with “Constant Data Records deleted” at the top of the screen.

View or Print Constant Data Use the following procedure to view or print Constant Data.

Action Result

1 Click the Resource Sharing section of The system displays the Constant the main menu of the WorldCat Data Records screen. Services Administrative Module, then choose Constant Data Records from the drop-down list under Staff ILL Settings in the sidebar menu. 2 In the Select drop-down box, select the Constant Data Record you want to view or print. 3 Click the Go button. The system populates the fields with the Constant Data for the record you selected. 4 Click View/Print. The Constant Data Records view/ print screen appears. 5 If you want to print the record, click If you clicked Print Record, the Print Record. If you want only to view system prompts you to print the the record, click Close Window after record on the printer defined by your you have finished viewing. system. Click Close Window to return to the Constant Data Records screen.

Fields on the Constant Data Records screen The following is a list of all fields on the Constant Data Records screen in the WorldCat Services Administrative Module.

Field Definition

Borrowing Library Information CD Name The CD Name field must be populated. Maximum of eight characters, alphanumeric. Note: You cannot rename a CD record. When you edit a CD name, you create a new Constant Data Record. The system creates a copy of the data in the record under the new name.

5:16 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Field Definition

Need Before Date by which you want to receive the item.

To assign a period of up to 99 days, type +nn. The system will calculate a date that is 1-99 calendar days from today's date. If you leave this field blank, the system provides a default date of 30 calendar days from tomorrow's date. In a Constant Data Record, use only +nn format. Request Type Loan Only requests for loans will match. Copy Only requests for nonreturnable copies will match. Edition The system supplies any unless Borrower requests a specific edition. Ship To Complete mailing address using a slash (/) to separate each line of the address. Substitute a hyphen for slashes in a library's name or address. When possible, format the address as 5 lines of address, 27 characters on each line, including spaces. If you use a delivery service, type a slash before the delivery service address. Example: ILL Dept Library Name/P.O. Box nnnn/City, ST 00000/For UPS:nnnn Street/City, ST 00001 Bill To Billing address or contact information (only if different from the information in Ship To). Ship Via Preferred method of shipment. Electronic Delivery Preferred method(s) of electronic delivery. ILL Fee Turns IFM on or off (click Apply to turn it on, unclick Apply to turn it off). Management (IFM) Maximum Cost Maximum amount you will pay for the item. Type the amount you will pay, and check the IFM check box to apply IFM. This reflects the total cost, not the cost per page.

If you will not pay, you must do one of the following: z Leave the check box empty and enter free in the Maximum Cost box. z Check the check box and enter $0 in the Maximum Cost box. z Check the check box and enter 0 in the Maximum Cost box. Note: If you do not provide a value, you are responsible for whatever the Lender charges. If both the IFM and Maximum Cost boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you with a status of Shipped. You automatically agree to pay the specified amount when you update the request to RECEIVE WITH TODAY’S DATE. Copyright Indicates your compliance for photocopy requests. Compliance There are 2 valid codes: z CCL: Conforms to U.S. Copyright law z CCG: Conforms to CONTU Guidelines Use None for loan requests. Fax Your library's Fax number. E-mail Your library's e-mail or Ariel® address. Billing Notes Additional billing information, if necessary.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:17 5.2 Staff ILL Settings (continued)

Field Definition

Borrowing Notes Any additional information needed to clarify the request. Affiliation Symbols, names, or acronyms of your reciprocal or local groups. Examples: LVIS, GLOBALGAC Patron Information Patron The patron's name. For best results, use the format: last name, first name, middle name or initial. If necessary, add descriptive text to differentiate patrons with similar names. Do not enter patron identification numbers in this field. Use ID instead. Examples: Butterworth, Ada Esther Smith, Bob, Art Dept. Smith, Bob, CompSci Dept.

If created in FirstSearch, this field contains the data from the FirstSearch fields First Name, Last Name. ID A number used for patron identification. Examples: 123-45-6789 ALl/6496KRTXX/0001 OH4751603

If created in FirstSearch, this field contains the data from the FirstSearch field Patron ID. Department The patron's department. Be consistent in the use of department names. Example: Type [Department of Chemistry], [ChemDept], or [Chemistry], but use the same form in other requests for that department.

If created in FirstSearch, this field contains the data from the FirstSearch field Dept or Branch. Status The patron's status. Examples: Faculty Executive Undergraduate

If created in FirstSearch, this field contains the data from the FirstSearch field Status. Address The patron's address.

If created in FirstSearch, this field contains the data from the FirstSearch workform fields First Name, Last Name, Address, City, State/Region/Prov., Postal Code, Country. Phone The patron's telephone number.

If created in FirstSearch, this field contains the data from the FirstSearch field Telephone. E-mail The patron's e-mail address.

If created in FirstSearch, this field contains the data from the FirstSearch field Email.

5:18 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Field Definition

Fax The patron's Fax number.

If created in FirstSearch, this field contains the data from the FirstSearch field Fax. Notes Any relevant information about the patron. Examples: Maximum Cost $5.00 Can pickup from East Branch on Tuesdays

If created in FirstSearch, this field contains the data from the FirstSearch fields Max Cost and Comments. Lending Information Due Date The date on which the Borrower should return the item, not the date on which the item should arrive at the lending library. When editing a request, type the specific date or specify a time span of 1-999 days from today's date using the format +nn.

For copy requests, use N/A for the due date. In Constant Data Records, use only the +nn format for loans or N/A for copies. Example: 20010511 +28 ILL Fee Turns IFM on or off (click Apply to turn it on, unclick Apply to turn it off). Management (IFM) Lending Charges All costs: handling, photocopying, postage, etc. Type $0 if there are no charges. To accept a Borrower's IFM offer, enter a numeric value, and check the IFM check box. Examples: $0 $8 8 Shipped The date on which the item leaves your library (past or current), in [YYYYMMDD] format.

If you provide a value for Shipped in a Constant Data Record, the status of a request changes to Shipped when you respond YES. You must use the -nn format in a Constant Data Record ( -0 supplies the current date, -nn supplies a past date). Examples: 20001229 -0 -1 Ship Insurance The amount of insurance, if you insure your outgoing loans. Lending Notes Required only for Conditional responses. Type additional information or a Conditional query. Transfers from Constant Data.

Optional for non-Conditional responses. Use for notes about method of payment, invoicing, no-renewal responses, etc. Lending Restrictions that apply to loans. Restrictions Example: Library use only.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:19 5.2 Staff ILL Settings (continued)

Field Definition

Return To A complete return mailing address. If you include a due date, you must supply a return address. If you type N/A, you need not complete this field.

Type a slash (/) to separate each line of the address. Substitute a hyphen for any slashes in your library's name or address. When possible, format the address as 5 lines of address, each separated by a slash (/). If you have both a P.O. box and street address, type them as shown in the example. Example: ILL Dept Northern Univ Lib/PO Box 100/Northern, OH 44448/For UPS: 1515 Main St./Northern, OH 44446 Return Via A preferred method for returning loaned materials. This field provides tracking information if the item is lost in transit.

Saved Notes Conditional Notes are used to set any conditions for borrowing or lending. Special library hours, library lending practices or general information may be noted here.

Conditional Notes will appear in WorldCat Resource Sharing on a Pending request screen. You may select text to add as a message to the Borrower outlining your condition(s) for loan.

Note: You may create a maximum of 20 Conditional Saved Notes.

Use the following procedure to add, delete or change the display order of a Conditional Note:

Action Result

1 Click the Resource Sharing section of The system displays the Saved the main menu of the WorldCat Notes screen. Services Administrative Module, then choose Saved Notes from the drop- down list under Staff ILL Settings in the sidebar menu. 2 To add a Conditional Note, type a name in the Conditional Note Name field (up to 30 characters and blank spaces). 3 In the Conditional Note Text field, type any information to identify the note (up to 500 characters and blank spaces). 4 Click Save Changes. The note name displays in the Select a Conditional Note field. 5 To clear the form and start over, click The system clears the screen. New Blank Record.

5:20 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Action Result

6 To delete a conditional note, select the The system fills in the Conditional note name in the Select a Conditional Note Name and Conditional Note Note field. Text fields, and highlights the note name in the Select a Conditional Note list. 7 Click Delete Record. A pop-up window displays to confirm the deletion of the selected note. 8 Click OK to delete the record, or Cancel If you clicked OK, the record is to cancel the deletion. deleted. The system responds with “Saved Notes screen changes saved” at the top of the screen. 9 Click Save Changes. The deletion will not be permanently changed until you click Save Changes. If you do not click Save Changes, an error message will display in a pop-up window when you leave the screen. 10 To change the diplay order of The system fills in the Conditional Conditional Notes, select the note name Note Name and Conditional Note in the Select a Conditional Note field. Text fields, and highlights the note name in the Select a Conditional Note list. 11 Click Move Up or Move Down. The note name will move up or down accordingly in the list. 12 Click Save Changes. The order of the list in the Select a Conditional Note field will not be permanently changed until you click Save Changes. If you do not click Save Changes, an error message will display in a pop-up window when you leave the screen. 13 Click View/Print to see more The system displays the Print information about Conditional Notes. screen listing all Conditional Notes, with Conditional Note Text, for your institution.

Custom Holdings Custom Holdings allow you to organize and improve access to the OCLC symbols of your preferred Lenders.

Custom Holdings Groups and Paths To generate Custom Holdings displays and lender strings, the system uses holdings group records and holdings path records that you create for your institution.

A Custom Holdings Group contains the OCLC symbols of preferred Lenders for a particular category of borrowing activities.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:21 5.2 Staff ILL Settings (continued)

A Custom Holdings Path is an ordered list of Custom Holdings Groups appropriate to a set of requests. Within the holdings path record are listed holdings group records in order of borrowing preference.

Custom Holdings Fields on the Custom Holdings Groups Screen Groups The following is a list of all fields on the Custom Holdings Groups screen in the WorldCat Services Administrative Module.

Field Definition

Group Name The name given to a Custom Holdings Group, consisting of up to eight alphanumeric characters. Example: BOOKCHRG Group Description The description of a Custom Holdings Group, consisting of up to 140 alphanumeric characters. Example: Institutions that charge for book loans. Symbols to be added or removed The OCLC symbols for institutions that are part of the Custom Holdings Group. Examples: AAU ABI ACN

Create a Custom Holdings Group Use the following procedure to create a Custom Holdings Group.

Action Result

5:22 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Action Result

5 Click Add Symbols. The symbol(s) added will appear under Symbols currently in your group (#).

If you want to remove the symbol(s) you added, click the symbol(s) under Symbols currently in your group (#), then click Remove Symbols.

Clicking the ? next to the institution symbol under Symbols currently in your group (#) takes you to the OCLC Policies Directory logon screen if you logged in with a FirstSearch authorization, or directly to the OCLC Policies Directory page pertinent to the institution if you logged in with a resource sharing authorization. 6 Click Save Changes. The system responds “Custom Holdings Group has been updated” at the top of the screen.

Edit a Custom Holdings Group Use the following procedure to edit a Custom Holdings Group.

Action Result

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:23 5.2 Staff ILL Settings (continued)

Action Result

4 To add or remove symbols, type the symbols in the Symbols to be added or removed field, and click Add Symbols or Remove Symbols. 5 Click Save Changes. The system responds “Custom Holdings Group has been updated” at the top of the screen.

Delete a Custom Holdings Group Use the following procedure to delete a Custom Holdings Group.

Action Result

1 Click the Resource Sharing section of The system displays the Custom the main menu of the WorldCat Holdings Groups screen. Services Administrative Module, then choose Custom Holdings Groups from the drop-down list under Staff ILL Settings in the sidebar menu. 2 In the Select drop-down box, select the Custom Holdings Group you want to delete. Note: If you want to view a description of the Custom Holdings Group before you edit it, click View/Print Group Descriptions. 3 Click the Go button. The system populates the fields for the group you selected. You cannot edit a Custom Holdings Group unless these fields are loaded. 4 Click Delete Record. A pop-up window asks if you want to delete the record. 5 Click OK to delete the Custom Holdings The system responds “Custom Group (or Cancel to cancel the Holdings Group has been deleted” deletion). at the top of the screen.

5:24 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

View or Print a Custom Holdings Group Use the following procedure to view or print Custom Holdings Group data.

Action Result

1 Click the Resource Sharing section of The system displays the Custom the main menu of the WorldCat Holdings Groups screen. Services Administrative Module, then choose Custom Holdings Groups from the drop-down list under Staff ILL Settings in the sidebar menu. 2 In the Select drop-down box, select the Custom Holdings Group you want to view or print. 3 Click the Go button. The system populates the fields with the Custom Holdings Group data for the record you selected. 4 Click the View/Print button to view or The system pops up the Custom print details of a single record, or View/ Holdings Groups view/print screen. Print Group Descriptions for more detailed information about all groups. 5 View the record, or click Print or Print If you chose a print option, the Record to print. system prompts you to print the record on the printer defined by your system. 6 Click Close Window when you are The system displays the Custom done. Holdings Groups screen.

Custom Holdings Fields on the Custom Holdings Paths Screen Paths The following is a list of all fields on the Custom Holdings Paths screen in the WorldCat Services Administrative Module.

Field Definition

Path Name The name given to a Custom Holdings Path, consisting of up to eight alphanumeric characters. Example: DOTLIBS Path Description The description of a Custom Holdings Path, consisting of up to 140 alphanumeric characters. Example: Dept of Transportation libraries and other partners.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:25 5.2 Staff ILL Settings (continued)

Field Definition

Groups available to be included in The names and descriptions of Custom the path Holdings Groups that can be included in the group holdings path. Groups chosen to be included in the The names and descriptions of Custom path Holdings Groups that are currently included in the group holdings path or that will be included when changes are saved.

Create a Custom Holdings Path Use the following procedure to create a Custom Holdings Path.

Action Result

To select two or more nonadjacent groups to add simultaneously, hold down the key when you click the groups.

To select two or more adjacent groups to add simultaneously, click the first group you want to add, press the key, then click the last group. All the groups in between will be selected.

5:26 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Action Result

5 Click the Add button. The group(s) you added appear under Groups chosen to be included If you want to remove the group(s) you in the path. added, click the group(s) under Groups chosen to be included in the path, then click the Remove button.

To change the order of groups in the path, click a group or groups and use the Up or Down buttons. 6 Click Save Changes. The system responds “Custom Holdings Path has been updated” at the top of the screen.

Edit a Custom Holdings Path Use the following procedure to edit a Custom Holdings Path.

Action Result

1 Click the Resource Sharing section of The system displays the Custom the main menu of the WorldCat Holdings Paths screen. Services Administrative Module, then choose Custom Holdings Paths from the drop-down list under Staff ILL Settings in the sidebar menu. 2 In the Select drop-down box, select the Custom Holdings Path you want to edit. Note: If you want to view a description of the Custom Holdings Path before you edit it, click View/Print Path Descriptions. 3 Click the Go button. The system populates the fields for the path you selected. Note: You cannot edit a Custom HoldingsPath unless these fields are loaded. 4 Edit the Path Description, or Groups... fields as you desire. 5 Click Save Changes. The system responds “Custom Holdings Path has been updated” at the top of the screen.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:27 5.2 Staff ILL Settings (continued)

Delete a Custom Holdings Path Use the following procedure to delete a Custom Holdings Path.

Action Result

1 Click the Resource Sharing section of The system displays the Custom the main menu of the WorldCat Holdings Paths screen. Services Administrative Module, then choose Custom Holdings Paths from the drop-down list under Staff ILL Settings in the sidebar menu. 2 In the Select drop-down box, select the Custom Holdings Path you want to delete. Note: If you want to view a description of the Custom Holdings Path before you edit it, click View/Print Group Descriptions. 3 Click the Go button. The system populates the fields for the path you selected. Note: You cannot delete a Custom Holdings Path unless these fields are loaded. 4 Click Delete Record. A pop-up window asks if you want to delete the record. 5 Click OK to delete the Custom Holdings The system responds “Custom Path (or Cancel to cancel the deletion). Holdings Path has been deleted” at the top of the screen.

View or Print a Custom Holdings Path Use the following procedure to view or print Custom Holdings Path data.

Action Result

5:28 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Action Result

4 Click the View/Print button to view or The system pops up the Custom print details of a single record, or View/ Holdings Paths view/print screen. Print Path Descriptions for more detailed information about all paths. 5 View the record, or click Print or Print If you chose a print option, the Record to print. system prompts you to print the record on the printer defined by your system. 6 Click Close Window when you are The system displays the Custom done. Holdings Paths screen.

Direct Request Direct Request automates your request process; it automatically submits patron- Profiles generated requests created in your system to WorldCat Resource Sharing Lenders for fulfillment.

You create a Direct Request Profile for every group of eligible requests, specifying:

z Which requests are eligible for Direct Request

z The Custom Holdings Path for requests to selected Lenders

z A Constant Data Record to apply borrowing library information

What are the Criteria for Creating Direct Request Profiles? Every library has different criteria for creating Direct Request Profiles. You are likely to group eligible requests and create your profiles based on the criteria most important to you. For example, based on your lending policies, your most important criterion may be whether an item is a loan or a photocopy. You may consider the patron's status to be the most important element and create profiles based on each patron status. Another perspective might be to focus on potential Lenders, building profiles based on holdings paths.

Fields on the Direct Request Profiles screen The following is a list of all fields on the Direct Request Profiles screen in the WorldCat Services Administrative Module.

Field Definition

Profile Information Profile Name The Profile Name field must be populated. Maximum of eight characters, alphanumeric, that clearly indicates the scope of the group of requests to which the profile pertains. The name must be unique.

In reports generated by Direct Request, the profile is identified only by name. Profile names are not case sensitive, so, for example, TEST is the same as test. Examples: facloan max5copy recipln

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:29 5.2 Staff ILL Settings (continued)

Field Definition

Description A description of the group of requests to which the profile pertains, up to 140 alphanumeric characters long. Leave blank if no description is necessary. Examples: Loans for faculty Copy requests costing less than $5.00 Loans sent to reciprocal insts Request Sources Indicates if the source of a request is relevant to the profile, and if so, displays the source name or names. If you want the profile to apply to requests from particular sources, type the names of up to six sources in the boxes provided. Source names can be up to eight alpha-numeric characters. The values must be valid values from the Source field in your resource sharing requests.

Source names are not case sensitive, so FS5ILL is the same as fs5ill. Spelling is important. Leave blank if the source of a request is not relevant to the profile.

Commonly Used Source Codes: FSILLSTF FS5ILL FSISOILL FSIPIG Request Types Loan (default value) Only requests for returnable loans will match the profile. Copy Only requests for nonreturnable copies will match the profile. Patron Statuses Patron status or statuses, if any, to which the profile applies, up to 72 alphanumeric characters long. Patron status is not case sensitive, so Grad is the same as grad. Spelling is important, however, so Grad is not the same as Graduate.

Spaces and commas are not valid; they are used as delimiters between multiple patron statuses. If the profile applies to more than one status, type each status separated by at least one blank space or comma.

Leave blank if the status of patrons does not apply to the group of requests you are profiling. Examples: Grad UnderGrad Faculty

Note: The value must match the status value form the Patron Interlibrary Loan Request form.

5:30 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Field Definition

Patron Departments Patron department or departments, if any, to which the profile applies, up to 72 alpha-numeric characters long. Patron department is not case sensitive, so CompSci is the same as compsci. Spelling is important, however, so CompSci is not the same as CSCI.

Spaces and commas are not valid characters; they are used as delimiters. If the profile applies to more than one department, type each department separated by at least one blank space or comma. Leave blank if department does not apply to the group of requests you are profiling. Examples: CompSci Chemistry Biology

Note: The value must match the status value form the Patron Interlibrary Loan Request form. Patron Will Pay Up To The amount (in US dollars), if any, the patron will pay for the requested material.

For a request to match a profile, the amount specified in the request must be equal to or greater than the amount specified in the profile. For example, if the request specifies 7 ($7.00), and the profile specifies 5 ($5.00), the request matches the profile--a patron willing to pay $7 is also willing to pay $5. On the other hand, if the profile specifies 10, then the profile does not match, because a patron willing to pay $7 is not willing to pay $10.

Type a number from 0-1000. A value of 0 means that the patron is not willing to pay anything for the material being requested. Leave blank if the amount the patron will pay does not apply to the group of requests you are profiling. Examples: 6 6.00 6.10

Note: Do not type the dollar ($) symbol. Need At Earliest Used with But Not Later Than to define a date range, if any, within which the patron must receive the material.

In a loan request, the patron's date requirement is specified in the Need Before field. For example, a Need Before value of 4 means that the patron must receive the material within four days of creating the request. To match the profile, the Need Before value in a request must fall within the range you specify in the profile by values you associate with Need At Earliest and But Not Later Than.

For example, if the profile has a Need At Earliest value of 4 and a But Not Later Than value of 7, an incoming request with a Need Before value of 5 will match the profile. However, if the patron specifies a Need Before value of 3 in the request, the request will not match the profile.

Type a whole number from 0-1000. Leave both fields blank if date range does not apply to the group of requests you are profiling.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:31 5.2 Staff ILL Settings (continued)

Field Definition

But No Later Than See Need At Earliest. Bibliographic Formats One or more bibliographic formats that a request must specify if it is to match the profile. Select a format from the list provided. Do not select a format if it does not apply to the group of requests you are profiling. Age of Material For Loans: Used with But No Older Than to restrict the borrowing of items that are either very new or very old based on their publication date.

Note: The number you type in Age of Material must be smaller than the number you type in But No Older Than.

For Copies: Age of Material can be used to designate whether the copy request is CCG or CCL. The age is pulled from the Article Date field in combination with an appropriate Constant Data Record. Libraries can set a Copyright designation using Direct Request Profiles. A copy-based request that comes through Direct Request with an Article date field of 1994 could be matched to a Direct Request Profile with CCL in the Copyright Compliance field.

Type a whole number from 0-1000 representing the age of the material in years. Leave blank if the age of the material does not apply to the group of requests you are profiling. But No Older Than See Age of Material. Language One or more languages that a request must specify if it is to match the profile. Route to Review File Options If Potential Duplicate Yes - potential duplicate requests will be sent to your Review File. Request No - a request can be processed whether or not it is a potential duplicate. If Held By Your Yes - requests will be sent to your Review File when your institution holds the Institution requested item. No - a request can be processed whether or not your institution holds the requested item. If Held By Custom If you want requests matching this profile to be routed to your Review File when Holdings Group one or more members of a particular group holds the requested item, select the name of the Custom Holdings Group record that identifies the group. Select one group name from the list provided.

The list includes all current Custom Holdings Groups for your institution. If group holdings are not relevant to the set of requests you are profiling, do not select a Custom Holdings Group. Examples: The group name that represents all library branches on your campus. The group name that represents consortia for which you have special borrowing procedures.

5:32 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Field Definition

Additional Profile Options Constant Data Record The Constant Data Record, if any, that applies to the group of requests you are profiling. The list contains all current Constant Data Records for your institution.

Note: If you want to define a Constant Data Record for this group, create the Constant Data Record BEFORE creating the profile.

Select a Constant Data Record from the list provided. Do not select from the list if no current Constant Data Record applies to the group of requests you are profiling. Minimum Number in The minimum number of Lenders that must be specified in the request in order for Lender String the request to match the profile. For example, if the minimum number of Lenders specified in the profile is 4, an incoming request with only three Lenders does not match.

Choose 1, 2, 3, 4, or 5 from the drop-down menu. A lender string must have at least one Lender. Custom Holdings Direct Request finds Lenders for requests based upon Custom Holdings Paths you Path define. The list contains all current Custom Holdings Paths defined for your institution. Select one path from the list provided. Produce The Request Yes - you want Direct Request to automatically produce requests that match this profile. No - you want Direct Request to put all matching requests in Request Manager so you can review the work done by Direct Request before it is sent to a Lender.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:33 5.2 Staff ILL Settings (continued)

Create a Direct Request Profile Use the following procedure to create a Direct Request Profile.

Action Result

1 Click the Resource Sharing section of The system displays the Direct the main menu of the WorldCat Request Profiles screen. Services Administrative Module, then choose Direct Request Profiles from the drop-down list under Staff ILL Settings in the sidebar menu. 2 Enter the desired data in each field, or edit existing data if you have already entered data that you want to change. Note: Required fields are marked with an asterisk (*). 3 Click Save Changes. The system responds “Direct Request Profiles screen changes saved” at the top of the screen.

Edit a Direct Request Profile Use the following procedure to edit a Direct Request Profile.

Action Result

1 Click the Resource Sharing section of The system displays the Direct the main menu of the WorldCat Request Profiles screen. Services Administrative Module, then choose Direct Request Profiles from the drop-down list under Staff ILL Settings in the sidebar menu. 2 In the Select drop-down box, select the Direct Request Profile you want to edit. Note: If you want to view a description of the Custom Holdings Path before you edit it, click View/Print Path Descriptions. 3 Click the Go button. The system populates the fields for the profile you selected. 4 Edit the fields as you desire. 5 Click Save Changes. The system responds “Direct Request Profiles screen changes saved” at the top of the screen.

5:34 WorldCat Resource Sharing User Guide 5.2 Staff ILL Settings (continued)

Delete a Direct Request Profile Use the following procedure to delete a Direct Request Profile.

Action Result

1 Click the Resource Sharing section of The system displays the Direct the main menu of the WorldCat Request Profiles screen. Services Administrative Module, then choose Direct Request Profiles from the drop-down list under Staff ILL Settings in the sidebar menu. 2 In the Select drop-down box, select the Direct Request Profile you want to delete. 3 Click the Go button. The system populates the fields for the profile you selected. 4 Click Delete Record. A pop-up window asks if you want to delete the record. 5 Click OK to delete the profile (or Cancel The system responds “Direct to cancel the deletion). Request Profile deleted” at the top of the screen.

View or Print a Direct Request Profile Use the following procedure to view or print a Direct Request Profile.

Action Result

1 Click the Resource Sharing section of The system displays the Direct the main menu of the WorldCat Request Profiles screen. Services Administrative Module, then choose Custom Holdings Paths from the drop-down list under Staff ILL Settings in the sidebar menu. 2 In the Select drop-down box, select the Direct Request Profile you want to view or print. 3 Click the Go button. The system populates the fields for the profile you selected. 4 Click the View/Print button to view or The system pops up the Direct print details of a single record, or View/ Request Profiles view/print screen. Print Profile Descriptions for more detailed information about all profiles. 5 View the record, or click Print or Print If you chose a print option, the Record to print. system prompts you to print the record on the printer defined by your system. 6 Click Close Window when you are The system displays the Direct done. Request Profiles screen.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:35 5.3 Per-Article Purchase

Introduction Benefits of per-article purchase Per-article purchase lets you provide access to the full text of journal articles included in FirstSearch but not covered by your FirstSearch subscription or by other full-text billing methods.

Per-article purchase can provide the following benefits to your library:

z More "just-in-time" information to satisfy the needs of your library users

z More online information to serve growing numbers of remote-access users

z Access to journals that complement your existing subscriptions, including journals not used enough to warrant the expense of annual subscriptions

z Statistics to support future subscription decisions

z Another document delivery option for interlibrary loan departments using online services to fill document requests in a timely manner

z Increased access to full text from FirstSearch databases that link to the full text of journal articles in other databases

What users see for per-article purchase Users see little or no difference between accessing full text available through per- article purchase and accessing other full text available through FirstSearch. In FirstSearch, they click the same full-text icon and link used to access other full text. For direct article access, they click links that you supply on your library's web pages just as they do for other full text available through FirstSearch.

You can use features in the administrative module to affect how users access full text:

z For per-article purchase, you can display the purchase price of the article within the full-text link in FirstSearch.

z For per-article purchase and other full text, you can require that users enter a full- text password to view the full text.

z You can create a custom message to be displayed to users along with the prompt for the full-text password. An example of a full-text password message is [Please check at the Reference Desk about access to this article].

Availability of per-article purchase Your library can use per-article purchase if your account includes a full-text database that offers it. Per-Article Purchase appears in the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, if your library can use per-article purchase.

For databases that offer per-article purchase, the name of the database is highlighted and underlined on the Database Access screen. You can click the name of the database to go to the Journal Settings screen for the database.

5:36 WorldCat Resource Sharing User Guide 5.3 Per-Article Purchase (continued)

To use per-article purchase, you must turn it on in the administrative module:

z Click the Authentication/Access section of the main menu of the WorldCat Services Administrative Module, then choose Database Access in the sidebar menu.

z Check the box in the Access column on the Database Access screen for a full-text database that offers per-article purchase.

z Click the Resource Sharing section, then choose Journal Settings from the drop-down list under Per-Article Purchase in the sidebar menu.

z Check the box in the Enable Purchase column for one or more journals.

Cost of per-article purchase Your library is billed monthly for each viewing of an article available through per- article purchase. Article prices vary by journal. Current year and backfile prices for each journal are listed on the Journal Settings screen of the administrative module.

Because article prices for per-article purchase differ from prices for other full-text billing methods, full text available through per-article purchase is not available through other monthly billing methods or the per-search billing method. Prices for those billing methods do not apply to per-article purchase.

Databases offering per-article purchase Currently, per-article purchase is available only for journals included in the Electronic Collections Online database. Even if you do not subscribe to any Electronic Collections Online journals, you can use per-article purchase if the ECO_FT database is included in your FirstSearch account.

Journals available through per-article purchase Journals available through per-article purchase in your FirstSearch account are listed on the Journal Settings screen of the administrative module. Each available journal has a box in the Enable Purchase column of the screen. If you check that box for a journal, articles from it are available to your users for per-article purchase.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:37 5.3 Per-Article Purchase (continued)

Publishers participating in per-article purchase A list of the Electronic Collections Online publishers providing per-article purchase from their journals is available at http://www.oclc.org/support/documentation/ firstsearch/managing/perarticle/pappublishers.htm.

Information about available journals The Journal Settings screen of the administrative module contains the following information about each journal available through per-article purchase:

z ISSN

z Journal title

z Billing method

z Current year price

z Backfile price

Statistics for per-article purchase Reports in the OCLC FirstSearch Usage Statistics service include per-article purchase data by journal. This data helps you determine when subscribing to a journal is more economical than purchasing its articles individually. The data is included in reports of journal details about full text used. In these reports, the Full Text by Purchase Method column contains data about subscription and per-article purchase usage.

Direct article access and per-article purchase Direct article access links can be created to articles available through per-article purchase if you make the information for creating direct article access links available from a database for which you also turned on per-article purchase. Per- article purchase charges apply for those articles:

z When you view full text to get the information needed to create a direct article access link

z When you view full text while testing a link

z When someone views full text after clicking a link

More information about direct article access is available at http://www.oclc.org/ firstsearch/documentation/daa.htm.

Turn on and customize per-article purchase The following features in the administrative module let you turn on and customize per-article purchase:

z Journal Settings. The Journal Settings features let you turn access to full text on and off by journal.

z Purchase Settings. The Purchase Settings features let you control the cost of per- article purchase.

Other administrative module features related to per-article purchase:

5:38 WorldCat Resource Sharing User Guide 5.3 Per-Article Purchase (continued)

z Account Information View the amounts budgeted and spent for per-article purchase for the current month on the Home screen. To view the Home screen, click the Home tab on the main menu of the administrative module.

z Passwords Require a full-text password for viewing full text available through per-article purchase.

z Database Access Make full text from individual databases available or unavailable for viewing, including full text available through per-article purchase. Click the name of a database offering per-article purchase to view the Journal Settings screen for the database.

Purchase Settings The Purchase Settings features let you control the cost of per-article purchase. To find these features, click the Resource Sharing section of the main menu of the WorldCat Services Administrative Module, then choose Purchase Settings from the drop-down list under Per-Article Purchase in the sidebar menu.

Display the article price

Description

Purpose Display each article's price in the FirstSearch link to the article's full text. Default Off. setting

Available Values

On (checked) If the box is checked, each article's price appears in the FirstSearch link to the article's full text. Off (not If the box is not checked, the article's price does not appear in the checked) FirstSearch link to the article's full text.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:39 5.3 Per-Article Purchase (continued)

Set a maximum article price

Description

Purpose Provide no links to the full text of articles that have a price greater than the maximum article price that you set.

Although the Select journals by price and Set a maximum article price features are located on the Purchase Settings screen, you can use them together as a shortcut for turning per-article purchase on or off by journal. On the Journal Settings screen, they enable per- article purchase for all journals that have a current year or backfile price less than or equal to the amount that you typed in the box for Set a maximum article price. They disable per-article purchase for all other journals. Default Blank. setting

Available Values

Blank No maximum article price. Links to the full text of articles are provided regardless of the prices of the articles. If used with the Select journals by price feature, this value enables per-article purchase for all journals. 0 (zero) The maximum article price is 0. No links to the full text of articles are provided because all articles have a price greater than zero. If used with the Select journals by price feature, this value disables per-article purchase for all journals. 1 to 99999 The maximum article price is a number between 1 and 99999. Links to the full text of an article are provided if the price of the article is less than or equal to the number. If used with the Select journals by price feature, this value enables per-article purchase for all journals that have a current year or backfile price less than or equal to the maximum article price and disables per-article purchase for all other journals.

Select journals by price Enable per-article purchase for all journals that have a current year or backfile price less than or equal to the maximum article price on the Purchase Settings screen. Disable per-article purchase for all other journals.

Request e-mail notices You receive an e-mail notice when all the following are true:

z A journal's price changes.

z The new price is greater than the maximum article price.

z Per-article purchase is enabled for the journal.

You also receive a notice when the amount spent in the current month is more than 95% of the budget.

5:40 WorldCat Resource Sharing User Guide 5.3 Per-Article Purchase (continued)

Plan your article purchase expenditures Indicate the maximum amount that you want to spend each month for per-article purchase. You can enter an amount for the current month and each remaining month in the current calendar year and for each month in the next calendar year. To help you plan your budget, the system displays the amount spent for per-article purchase for each month in the current year and the previous year.

When the amount spent in the current month exceeds the budget, FirstSearch stops providing links to the full text of articles. FirstSearch once again provides links when a new month begins, or if you replace the budget amount for the current month with a budget amount that is greater than the amount spent.

Journal Settings The Journal Settings features let you turn access to full text on and off by journal.

Access

Description

Purpose Make full text from individual journals covered by your FirstSearch subscription available or unavailable for viewing. Default On. setting

Available Values

On (checked) If the box is checked, full text from the journal is available for users to view. Off (not If the box is not checked, full text from the journal is not available checked) for users to view.

Additional guidelines for setting values:

z A box appears in the Access column of the Journal Settings screen for each journal covered by your FirstSearch subscription. Your subscription may cover all available issues of the journal or just some of them.

z Because all the full text controlled by the Access feature is covered by your FirstSearch subscription, you probably will not want to turn off access to any of these journals.

z To place a check in every box in the column on the page you are currently viewing, click Select all.

z To remove all checks in the column on the page you are currently viewing, click Clear all.

z When additional journals are added to your FirstSearch subscriptions, Access is turned on for them.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:41 5.3 Per-Article Purchase (continued)

Enable Purchase

Description

Purpose Make full text from individual journals not covered by your FirstSearch subscription available or unavailable for viewing. Default Off. setting

Available Values

Additional guidelines for setting values:

z A box appears in the Enable Purchase column of the Journal Settings screen for each journal available through per-article purchase. If a box also appears in the Access column for a journal, the box in the Enable Purchase column applies only to any journal issues not covered by your FirstSearch subscription. Even if you check the box in the Enable Purchase column for a journal, you incur no per-article purchase charges for that journal if all of its issues are covered by your FirstSearch subscription.The Select journals by price feature is a shortcut method for setting the values for the Enable Purchase feature.To place a check in every box in the column on the page you are currently viewing, click Select all.To remove all checks in the column on the page you are currently viewing, click Clear all.

z When additional journals that are available through per-article purchase are added to your FirstSearch account, Enable Purchase is turned off for them.

Search for journals on the Journal Settings Screen:

Search for box, in box and Go button The Search for box, in box, and Go button on the Journal Settings screen are used to find journals on the Journal Settings screen.

5:42 WorldCat Resource Sharing User Guide 5.3 Per-Article Purchase (continued)

Action

1 In the in box, select one of the following search types: z Show All Titles z ISSN z Title Words z Title Starts With z Monthly 2 In the Search for box: z Do not type anything if you selected Show All Titles or Monthly (show all journals that contain Monthly in the Billing Method column). The system ignores the Search for box when Show All Titles or Monthly is selected. z Type an entire ISSN (with or without the hyphen) if you selected ISSN. z Type part of a journal title if you selected Title Words (see Guidelines for Title Words searches, below). z Type the beginning of a journal title if you selected Title Starts With (see Guidelines for Title Starts With searches, below). 3 Click the Go button.

Guidelines for Title Words searches When typing a part of a title in the Search for box:

z Type a string of three or more characters (letters, numbers, blank spaces, symbols, or punctuation).

z Type the characters in the order in which they appear in the title.

z Do not exclude any characters within the string.

z Do not use search operators, such as wildcard characters or Boolean operators (AND, OR, NOT).

Title Words example: To search for the title Accounting, Auditing & Accountability Journal, you could type any one of the following parts:

z aud

z audit

z auditing

z accounting

z accounting, auditing

z auditing & acc

You should not type any of the following because characters are missing within each string:

z accounting accountability

z accounting journal

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:43 5.3 Per-Article Purchase (continued)

z auditing acc (This is missing an &.)

Guidelines for Title Starts With searches When typing the beginning of a title in the Search for box:

z Type a string of one or more characters (letters, numbers, blank spaces, symbols, or punctuation).

z Type the characters in the order in which they appear in the title, starting with the first character.

z Do not exclude any characters within the string.

z Do not use search operators, such as wildcard characters or Boolean operators (AND, OR, NOT).

Title Starts With example To search for the title Accounting, Auditing & Accountability Journal, you could type any one of the following beginnings:

z a

z acc

z account

z accounting, auditing &

z accounting, auditing & accountability journal

You should not type any of the following:

z auditing (this is not a beginning of the title.)

z accounting auditing (this is missing a comma.)

Monthly and A-Z Links Click the Monthly link to the left of the A-Z links to find all journals that contain Monthly in the Billing Method column. Articles in these journals are available for per-article purchase, and your FirstSearch account has no subscription covering any of their issues.

Clicking Monthly finds the same titles as selecting Monthly in the in box and clicking the Go button.

Click one of the A-Z links to find the journal titles that begin with the letter clicked.

Clicking a letter finds the same titles as selecting Title Starts With in the in box, typing the letter in the Search for box, and clicking the Go button.

5:44 WorldCat Resource Sharing User Guide 5.4 OpenURL Links

Overview Some libraries use OpenURL servers to help connect their users to available online resources. For example, a user retrieves a record in an online database that contains a description of a document. The user wants to view the full text from the document. The record contains a link that leads to an OpenURL server. The user clicks the link. The link sends information about the document to the server. The server displays a screen that contains links likely to lead to the document or more information about it.

The OpenURL Links feature allows libraries to add links in FirstSearch databases that lead to their OpenURL servers.

If you add the links, they appear in detailed records in FirstSearch databases. When a user clicks a link, FirstSearch submits information from the record to the OpenURL server. The resulting server screen is displayed in a new pop-up window.

Note: When you make changes to your OpenURL server(s) in the WorldCat Services Administrative Module, the changes are automatically updated in the WorldCat Registry.

To add the links, you must:

z Specify the URL for each OpenURL server.

z Specify the URL of an icon for each server and/or specify the text to be displayed as a link.

z Make the icon(s) and/or link text available in one or more FirstSearch databases.

Add OpenURL Server Select an OpenURL Server from the drop-down list, or type the URL of a new OpenURL server for your library. You can also click the Test button to send an ISBN to the URL and view the results. You can use the ISBN provided or type another one.

Select OpenURL Server Select a URL for an existing OpenURL server to rename, delete, add databases to, or remove databases from.

Add OpenURL Icon File Specify the URL for an icon that FirstSearch will display as a link leading to the designated OpenURL server. If you do not specify an icon file URL, you must specify link text. You can also click a Test button to view a sample page containing the icon and/or link text. (The sample links do not lead to the OpenURL server.)

Note: The recommended image size of the icon is 16 pixels high and up to 64 pixels wide. If the image is more than 16 pixels high, FirstSearch scales its height to 16 pixels and scales its width proportionally.

Add OpenURL Link Text Specify the text that FirstSearch will display as a link leading to the designated OpenURL server. You can specify both an icon file URL and link text. If you do not

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:45 5.4 OpenURL Links (continued)

specify any link text, you must specify an icon file URL. You can also click a Test button to view a sample link containing the icon and/or link text. (The sample links do not lead to the OpenURL server.)

Choose Databases Choose the FirstSearch databases in which you want to make the links (icon and/or link text) available. By default, the links are available in all the databases included in your FirstSearch account. If you do not want the links to appear in some databases, remove the databases from the Databases Included list.

OpenURL Servers Add an OpenURL Server

Note: You may have a maximum of ten OpenURL servers at one time. If you attempt to add a new OpenURL server without first adding an icon file URL or link text for the previously added OpenURL server, the system will display an alert telling you to add an icon file URL or link text or both, or delete the server you previously added.

Action Result

1 Click OpenURL Links in the sidebar The system displays the OpenURL menu of the Resource Sharing section Links screen. of the main menu. 2 Select an OpenURL Server from the drop-down list, or type the URL of a new OpenURL server for your library in the Add OpenURL Server field. 3 Accept the ISBN provided for testing access to your library's OpenURL server or type another ISBN in its place. 4 Click the Test button. The system displays a new browser window containing the screen that your OpenURL server displays for the test ISBN. 5 Close the new window.

If the test was successful, click the Add The name of the server you added Server button. appears in the Select OpenURL Server field. If the test was not successful, verify that you have the correct URL for your library's OpenURL server, then repeat steps 2-4.

5:46 WorldCat Resource Sharing User Guide 5.4 OpenURL Links (continued)

Action Result

6 If you want to change the URL for the You must supply the icon file URL, icon that FirstSearch displays as a link link text, or both. The to the OpenURL server, type it in the recommended image size of the Add OpenURL Icon File field. icon is 16 pixels high and up to 64 pixels wide. If the image is more AND/OR than 16 pixels high, FirstSearch scales its height to 16 pixels and If you want to change the link text that scales its width proportionally. FirstSearch displays as a link to the OpenURL server, type it in the Add OpenURL Link Text field. 7 Click the Test button to test the The system displays a new browser appearance of the icon and/or the link window with a sample link text. containing the icon and/or link text. The purpose of the sample is to show the appearance of the icon and/or link text. Neither link leads to the new OpenURL server. 8 Close the new window.

If the test was successful, click the Add/ Rename Icon File button, and/or Add/ Rename Link Text button, depending on what you have added.

If the test was not successful, verify that you have the correct URL for the icon file, then repeat steps 6-7. 9 In the Databases Included list, remove By default, the links appear in all of any databases in which you do not want the databases included in your the icon link or link text for your FirstSearch account. OpenURL server to appear. Note: You must include at least To remove a database: one database before you can 1. Click the database in the Databases perform the next step. Included list. 2. Click the Remove button. To remove multiple adjacent databases simultaneously: 1. Hold down the key. 2. Click the first and last database you want to remove. 3. Click the Remove button. To remove multiple non-adjacent databases simultaneously: 1. Hold down the key. 2. Click each non-adjacent database you want to remove. 3. Click the Remove button.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:47 5.4 OpenURL Links (continued)

Action Result

10 Click Save Changes. The system acknowledges your changes. 11 Go to the FirstSearch service to test the links. If changes are needed, return to the administrative module and repeat the appropriate steps above.

Rename an OpenURL Server

Action Result

1 Click OpenURL Links in the sidebar The system displays the OpenURL menu of the Resource Sharing section Links screen. of the main menu. 2 In the Select OpenURL Server field, click the server you want to rename. 3 Click the Rename Server button. A Script Prompt box appears, in which you can enter a new URL for the OpenURL server. 4 Type the new URL for the OpenURL server in the Script Prompt box. 5 Click OK to make the change, or If you clicked OK, the name of the Cancel to cancel it. server changes in the Select OpenURL Server field. 6 If you clicked OK, accept the ISBN provided for testing access to the OpenURL server or type another ISBN in its place. 7 Click the Test button. The system displays a new browser window containing the screen that the OpenURL server displays for the test ISBN. 8 Close the new window.

If the test was successful, go to the next step.

If the test was not successful, verify that you have the correct URL for the OpenURL server, then repeat steps 3-7.

5:48 WorldCat Resource Sharing User Guide 5.4 OpenURL Links (continued)

Action Result

9 If you want to change the URL for the You must supply the icon file URL, icon that FirstSearch displays as a link link text, or both. The to the OpenURL server, type it in the recommended image size of the Add OpenURL Icon File field. icon is 16 pixels high and up to 64 pixels wide. If the image is more AND/OR than 16 pixels high, FirstSearch scales its height to 16 pixels and If you want to change the link text that scales its width proportionally. FirstSearch displays as a link to the OpenURL server, type it in the Add OpenURL Link Text field. 10 Click the Test button. The system displays a new browser window with a sample link containing the icon and/or link text. The purpose of the sample is to show the appearance of the icon and/or link text. Neither link leads to the new OpenURL server. 11 Close the new window.

If the test was successful, click the Add/ Rename Icon File button and/or the Add/Rename Link Text button, depending on what you have added.

If the test was not successful, verify that you have the correct URL for the icon file, then repeat steps 9-10. 12 In the Databases Included list, remove By default, the links appear in all of any databases in which you do not want the databases included in your the icon link or link text for the FirstSearch account. OpenURL server to appear. To remove a database, click the database in the Note: You must include at least Databases Included list, then click the one database before you can Remove button. perform the next step.

To remove multiple adjacent databases simultaneously: 1. Hold down the key. 2. Click the first and last database you want to remove. 3. Click the Remove button. To remove multiple non-adjacent databases simultaneously: 1. Hold down the key. 2. Click each non-adjacent database you want to remove. 3. Click the Remove button.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:49 5.4 OpenURL Links (continued)

Action Result

13 Click Save Changes. The system acknowledges your changes. 14 Go to the FirstSearch service to test the links. If changes are needed, return to the administrative module and repeat the appropriate steps above.

Delete an OpenURL Server

Action Result

1 Click OpenURL Links in the sidebar The system displays the OpenURL menu of the Resource Sharing section Links screen. of the main menu. 2 In the Select OpenURL Server field, click the server you want to delete. 3 Click the Delete Server button. A pop-up window asks you to confirm that you want to delete the OpenURL server you selected. 4 Click OK to delete the server, or Cancel If you click OK, the server URL to cancel the deletion. disappears from the Select OpenURL Server field. If you click Cancel, it remains. 5 Click Save Changes. The system acknowledges your changes. 6 Go to the FirstSearch service to test the deletion. If changes are needed, return to the administrative module and repeat the appropriate steps above.

Add or rename an icon file URL

Action Result

1 Click OpenURL Links in the sidebar The system displays the OpenURL menu of the Resource Sharing section Links screen. of the main menu. 2 In the Select OpenURL Server field, click the OpenURL server for which you want to add or rename an icon file URL. 3 In the Add OpenURL Icon File field: The recommended image size of Type in the new icon file URL the icon is 16 pixels high and up to OR 64 pixels wide. If the image is more Rename an existing icon file URL. than 16 pixels high, FirstSearch scales its height to 16 pixels and scales its width proportionally.

5:50 WorldCat Resource Sharing User Guide 5.4 OpenURL Links (continued)

Action Result

4 Click the Add/Rename Icon File button. 5 Click the Test button. The system displays a new browser window with a sample icon. The purpose of the sample is to show the appearance of the icon. The icon does not lead to your library's OpenURL server. 6 Close the new window.

If the test was successful, go to the next step.

If the test was not successful, verify that you have the correct URL for icon file, then repeat steps 3-5. 7 Click Save Changes. The system acknowledges your changes. 8 Go to the FirstSearch service to test the link. If changes are needed, return to the administrative module and repeat the appropriate steps above.

Add or rename link text

Action Result

1 Click OpenURL Links in the sidebar The system displays the OpenURL menu of the Resource Sharing section Links screen. of the main menu. 2 In the Select OpenURL Server field, click the OpenURL server for which you want to add or rename link text. 3 In the Add OpenURL Link Text field: Type in the new link text. OR Rename existing link text. 4 Click the Add/Rename Link Text button. 5 Click the Test button. The system displays a new browser window with sample link text. The purpose of the sample is to show the appearance of the link text. The link text does not lead to your library's OpenURL server.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:51 5.4 OpenURL Links (continued)

Action Result

6 Close the new window.

If the test was successful, go to the next step.

If the test was not successful, verify that you have the correct link text, then repeat steps 3-5. 7 Click Save Changes. The system acknowledges your changes. 8 Go to the FirstSearch service to test the text. If changes are needed, return to the administrative module and repeat the appropriate steps above.

Remove databases

Action Result

1 Click OpenURL Links in the sidebar The system displays the OpenURL menu of the Resource Sharing section Links screen. of the main menu. 2 Identify the OpenURL server from which The Databases Included list shows you want to remove databases. all the databases that are currently included for the OpenURL server you identified. 3 In the Databases Included list, remove Note: You must include at least any databases in which you do not want one database before you can the icon link or link text for your perform the next step. OpenURL server to appear. To remove a database, click the database in the Databases Included list, then click the Remove button.

5:52 WorldCat Resource Sharing User Guide 5.4 OpenURL Links (continued)

Action Result

4 Click Save Changes. The system acknowledges your changes. 5 Go to the FirstSearch service to test the changes. If necessary, repeat the appropriate steps above.

5. Resource Sharing Functions in the WorldCat Services Administrative Module 5:53 5. Resource Sharing Functions in the WorldCat Services

5:54 WorldCat Resource Sharing User Guide 6

Reports in OCLC Usage Statistics

Chapter overview This chapter describes optional administrative reports that are generated in OCLC Usage Statistics. These reports help you track your OCLC borrowing and lending activity.

In ths chapter This chapter includes the following sections:

Topic page 6.1 Overview 6:2 6.2 WorldCat Resource Sharing Reports 6:4 6.3 WorldCat Navigator Reports 6:11

6:1 WorldCat Resource Sharing User Guide 6.1 Overview

Introduction OCLC Usage Statistics generates reports that help track your OCLC borrowing and lending activity. All reports are in electronic format, and are available free of charge.

Report Availability Reports are usually available by the tenth day of each month for the preceding month.

Retention Statistics reports are available for a rolling 36-month period. Reports that allow for multiple-month views, such as the Activity Overview reports, will display up to an additional six months of statistical data.

Logging on Log on to OCLC Usage Statistics to view reports.

1. Access OCLC Usage Statistics at: http://www.stats.oclc.org/cusp/nav. 2. Type your OCLC authorization in the authorization field. 3. Type your password in the password field. Note: FirstSearch users at your institution may use either your statistics password or administrative password in the password field. 4. Click the Start button.

Report Access Logging on with any of your institution's OCLC authorizations will give you access to all available reports for your institution. If you have had no activity in the selected period, reports will not display. For example, if your library did not borrow materials in June 2009, no Borrower reports will appear when the Period box shows June 2009 as the selected date.

Navigating Reports z Select the appropriate reporting period to see a list of reports available for that time.

z Click on the report group name (example: Institution Reports: OCL) or the plus sign before the name to expand the list of reports available under that grouping.

z Select a report to view from the reports listed.

Printing Reports If printing reports from either a spreadsheet or HTML view, select the landscape print format from your browser's Print option for best results.

Exporting Reports An Export button appears on the top right of each report screen. Clicking the button pops up a File Download box with the options of Open, Save or Cancel. Clicking Open will open the file in Microsoft® Excel2. From there you can organize the data to fit your needs. To save the file, click File>Save or Save As, then select the desired directory/folder. Make sure the file type is Microsoft Excel Workbook (*.xls) before saving. In some circumstances, the Text Import wizard will display because the file is actually a tab delimited text file. When saving, be sure to select the correct file type extension.

E-mailing Reports An E-mail button appears at the top right of each report screen. Clicking the button takes you to the E-mail screen where you can choose to send the report to one or more designated e-mail address(es).

6:2 WorldCat Resource Sharing User Guide 6.1 Overview (continued)

The E-mail button can also be used to set up an automatic e-mail feature that will send your designated reports on a monthly basis to the e-mail address(es) that you specify.

z Reports that you designate will be automatically e-mailed when the statistics for the previous month become available at the beginning of the next month (by the 10th of every month).

z You may set up an unlimited number of reports to be e-mailed. ® z You may specify the format of the e-mailed reports: HTML or Microsoft Excel.

z You may specify the style of the e-mailed reports: Attachment or Hyperlink.

z You may view a list of all of your designated e-mail reports by clicking List All.

z The list of e-mail reports is based on the authorization you used to access reports.

Using Help Click the Help button on the top right of any screen to view help.

Logging off When you finish viewing reports, click the Exit button located at the top right or center bottom of all the screens.

Note: Sessions will time out automatically after 45 minutes of inactivity.

Changing Your Although passwords have no expiration limit, it is recommended that they be Password changed periodically to increase security. OCLC Usage Statistics passwords can be changed in the WorldCat Services Administrative Module.

6. Reports in OCLC Usage Statistics 6:3 6.2 WorldCat Resource Sharing Reports

The following table lists basic information about each report:

Report Description

ILL Fee Management (IFM) The monthly reports which itemize library-to- library borrowing debits and library-to-library lending credits for libraries using Resource Sharing and IFM.

Reasons for No Monthly reports for both Borrower and Lender activity help Lenders evaluate their fill rate and borrowers to refine their Custom Holdings Groups. Strategic Union List Report The Strategic Union List Report gives libraries a jump start on entering local holdings records by providing a list of serial titles requested from their library via interlibrary loan. Resource Sharing Stats These reports provide a detailed look at all the requests that pass through a library's system in a given month, and are organized by transaction. Activity Overview These reports show the number of requests initiated by your library in a specified month, the number of requests cancelled in that month, and the number of requests reported as filled for that month. Transaction-Level Detail These reports provide details of requests to or from specific institutions within a given month. eSerials Requests by Journal This report displays the OCLC number, Journal Title Title, ISSN (where available), and the total number of requests for electronic journals received and filled for each electronic journal requested. Serials Request Overview This report shows your library the total number of requests for serials received, and then breaks this total down into print and electronic journals.

ILL Fee Management These monthly reports itemize library-to-library borrowing debits and library-to- (IFM) Report library lending credits for libraries using Resource Sharing and IFM.

There is a Summary view featuring totals by institution with the institution symbols linked. Clicking an institution symbol shows the transaction details for that particular institution. There is also a Detail report showing all transaction details for each institution.

Note: These reports are only available in a single-month view.

Data in the Reports

z Reporting Period

z Institution Name

6:4 WorldCat Resource Sharing User Guide 6.2 WorldCat Resource Sharing Reports (continued)

z Institution Symbol

z Transaction Type

z Fee Amounts

z Total Net Credits/Debits

Reasons for No These monthly reports for both Borrower and Lender activity help Lenders evaluate Reports their fill rate and borrowers to refine their Custom Holdings Groups. The Reasons for No report shows details for requests that were refused, the reported reason for not filling the request, and the date the request was refused. The Resource Sharing Borrower Reasons for No Report also shows the lending institution's position in the lender string.

Note: These reports are only available in a single-month view.

Data in the Reports The report provides Lender and Borrower sections with the following information:

z Reporting Period

z Institution Name

z Institution Symbol

z Lender Position (Borrower reports only)

z ILL Record Number

z Title

z OCLC #

z Article (Citation)

z Date (Citation)

z Direct Request Requested

z Borrower/Lender Symbol

z Borrower/Lender Full Name

z Reason for No

z Lender Unfilled Date

Strategic Union List The Strategic Union List Report provides information on the serial titles requested Reports from your library via WorldCat Resource Sharing.

Data in the Reports

z Reporting Period

z Institution Name

z Institution Symbol

6. Reports in OCLC Usage Statistics 6:5 6.2 WorldCat Resource Sharing Reports (continued)

z OCLC #

z Title

z Requests Received

z Requests Filled

Resource Sharing These reports provide a detailed look at all the requests that pass through your Stats Reports library's system in a given month, and are organized by transaction. A record appears in this report for any month during which action was taken on a request, so a request may appear in multiple months. Because of the depth of this report, only one month of statistics can be displayed at a time.

Data in the Reports The report provides Lender and Borrower sections with the following information:

z Reporting Period

z Institution Name

z Institution Symbol

z Borrower/Lender Symbol

z Borrower/Lender Full Name

z Borrower/Lender State

z ILL Record Number

z ILLiad TN (transaction number)

z Direct Request Requested

z Direct Request Fulfilled

z Title

z Author

z Date

z Imprint

z OCLC Number

z Call Number: Library of Congress or other

z Call Number: Dewey

z Call Number: Medicine

z Language

z ISBN

z ISSN

z Maximum Cost

6:6 WorldCat Resource Sharing User Guide 6.2 WorldCat Resource Sharing Reports (continued)

z Lending Charges

z Patron Department

z Patron ID

z Patron Status

z Article (Citation)

z Date (Citation)

z Number (Citation)

z Pages (Citation)

z Volume (Citation)

z Dissertation Notes

z Photocopy Flag

z Request Before This Month

z Request This Month

z Series Notes

z Ship Via

z Request Initiated Date

z Source

z Borrower/Lender Filled Date

z Borrower Cancelled Date

z Borrower/Lender Unfilled Date

z Lender Received Date

z Request from Review

z Copyright Compliance

z Library Type

z Borrower Completed Date

z Position in Lender String (Borrower report only)

Activity Overview These reports show the number of requests initiated or received by your library in a Reports specified month, the number of requests cancelled in that month, and the number of requests reported as filled for that month. A request counted among the "Requests Initiated" in one month may be counted as a "Requests Filled" or "Requests Unfilled" action in a subsequent month, if that transaction is not completed in the same moth it was initiated.

Turnaround time in the Borrower report represents the cumulative time that a request was passed along through the lender string, so it is generally longer than in

6. Reports in OCLC Usage Statistics 6:7 6.2 WorldCat Resource Sharing Reports (continued)

the Borrower/Lender Transaction-Level Detail Report, which looks at just one institution's contact with a given request. The Lender Turnaround time is shorter than the Borrower time because as a lender, your institution handles the request once and either fills or passes along a request in a relatively short time frame; the report only measures your institution's “touch” on that request.

Data in the Reports These reports provide Lender and Borrower views with the following information:

z Reporting Period

z Institution Name

z Institution Symbol

z History

z Requests Initiated/Received

z Requests from WorldCat

z Requests Cancelled

z Requests Filled

z Requests Unfilled

z Average Turnaround Time for Filled Requests (in days). See the introduction above for clarification of this metric.

z Average Turnaround Time for Unfilled Requests (in days). See the introduction above for clarification of this metric.

z Number of times a user requests Direct Request

z Number of times item was fulfilled via Direct Request

z Number of times item was requested via Direct Request, but not filled through Direct Request

Transaction-Level These activity detail reports provide counts for requests to or from specific Detail Reports institutions within a given month. The Requests to Lender/Borrower totals represent each time a request was passed along to an institution. In the Borrower Transaction Level Detail Report, one request can be handled multiple times. Therefore, the number of requests initiated is higher than the number of requests represented in the Borrower Activity Overview Report.

Data in the Reports These reports provide Lender and Borrower views with the following information:

z Reporting Period

z Institution Name

z Institution Symbol

z Institution State

6:8 WorldCat Resource Sharing User Guide 6.2 WorldCat Resource Sharing Reports (continued)

z Library Type

z Requests to Lender/Requests Received (Borrower and Lender reports, respectively)

z Requests from WorldCat

z Requests Cancelled

z Requests Filled

z Requests Filled (Loan)

z Requests Filled (Copy)

z Requests Unfilled

z Number of times a user requests Direct Request

z Number of times item was fulfilled via Direct Request

z Number of times item was requested via Direct Request, but not filled through Direct Request

z Average Turnaround Time for Filled Requests (in days). See the introduction above for clarification of this metric.

z Average Turnaround Time for Unfilled Requests (in days). See the introduction above for clarification of this metric.

z Totals eSerials Requests by This report helps libraries track ILL requests for eSerials. Journal Title Report Data in the Reports

z Reporting Period

z Institution Name

z Institution Symbol

z OCLC #

z Journal Title

z ISSN

z Total eSerials Requests Received

z Total eSerials Requests Filled

Serials Request This report shows ILL requests for both print and electronic serials, and includes Overview Report totals for requests for print serials and e-serials, along with totals for requests deflected (by print and electronic) and requests filled (print and electronic).

Data in the Reports

z Reporting Period

6. Reports in OCLC Usage Statistics 6:9 6.2 WorldCat Resource Sharing Reports (continued)

z Institution Name

z Institution Symbol

z Total Requests Received

z Total Requests Deflected

z Total Requests Filled

z % of eSerials Holdings Requests Received

z % of eSerials Requests Filled

6:10 WorldCat Resource Sharing User Guide 6.3 WorldCat Navigator Reports

The following table lists basic information about each report:

Institution Reports Description

Reasons for No Monthly reports for both Borrower and Lender activity help Lenders evaluate their fill rate and borrowers to refine their Custom Holdings Groups. Resource Sharing Stats These reports provide a detailed look at all the requests that pass through a library's system in a given month, and are organized by transaction.

In-Group Reports Description

Activity Overview These reports show the number of requests initiated by your library in a specified month, the number of requests cancelled in that month, and the number of requests reported as filled for that month. Transaction-Level Detail These reports provide details of requests to or from specific institutions within a given month. Summary Report These reports are provided under In-Group Reports only, and provide a summary of all In- Group activity for a given institution. Detail Report These reports are provided under In-Group Reports only, and provide a detail report of your activity amongst the entire group.

Note: These reports are only available in a single-month view.

Data in the Reports The report provides Lender and Borrower sections with the following information:

z Reporting Period

z Institution Name

z Institution Symbol

z Group ID

z Group Name

z Institutions

6. Reports in OCLC Usage Statistics 6:11 6.3 WorldCat Navigator Reports (continued)

z Lender Position (Borrower reports only)

z Request Record Number

z ILLiad TN

z Title

z OCLC #

z Article (Citation)

z Date (Citation)

z Borrower/Lender Symbol

z Borrower/Lender Full Name

z Reason for No

z Lender Unfilled Date

Data in the Reports The report provides Lender and Borrower sections with the following information:

z Reporting Period

z Institution Name

z Institution Symbol

z Group ID

z Group Name

z Institutions

z Borrower/Lender Symbol

z Borrower/Lender Full Name

z Borrower/Lender State

z Request Number

z ILLiad TN

z Title

z Author

z Date

z Imprint

6:12 WorldCat Resource Sharing User Guide 6.3 WorldCat Navigator Reports (continued)

z OCLC Number

z Call Number: Library of Congress or other

z Call Number: Dewey

z Call Number: Medicine

z Language

z ISBN

z ISSN

z Maximum Cost

z Lending Charges

z Patron Department

z Patron ID

z Patron Status

z Article (Citation)

z Date (Citation)

z Number (Citation)

z Pages (Citation)

z Volume (Citation)

z Dissertation Notes

z Photocopy Flag

z Request Before This Month

z Request This Month

z Series Notes

z Ship Via

z Request Initiated Date

z Source

z Borrower/Lender Filled Date

z Borrower Cancelled Date

z Borrower/Lender Unfilled Date

z Lender Received Date

z Request from Review

z Copyright Compliance

z Library Type

6. Reports in OCLC Usage Statistics 6:13 6.3 WorldCat Navigator Reports (continued)

z Borrower Completed Date

z Position in Lender String (Borrower report only)

In-Group Activity These reports show the number of requests initiated or received by your library in a Overview Reports specified month, the number of requests cancelled in that month, and the number of requests reported as filled for that month. A request counted among the "Requests Initiated" in one month may be counted as a "Requests Filled" or "Requests Unfilled" action in a subsequent month, if that transaction is not completed in the same moth it was initiated.

Turnaround time in the Borrower report represents the cumulative time that a request was passed along through the lender string, so it is generally longer than in the Borrower/Lender Transaction-Level Detail Report, which looks at just one institution's contact with a given request. The Lender Turnaround time is shorter than the Borrower time because as a lender, your institution handles the request once and either fills or passes along a request in a relatively short time frame; the report only measures your institution's “touch” on that request.

Data in the Reports These reports provide Lender and Borrower views with the following information:

z Reporting Period

z Institution Name

z Institution Symbol

z History

z Requests Initiated/Received

z Requests from WorldCat

z Requests Cancelled

z Requests Filled

z Requests Unfilled

z Average Turnaround Time for Filled Requests (in days). See the introduction above for clarification of this metric.

z Average Turnaround Time for Unfilled Requests (in days). See the introduction above for clarification of this metric.

In-Group Transaction- These activity detail reports provide counts for requests to or from specific Level Detail Reports institutions within a given month. The Requests to Lender/Borrower totals represent each time a request was passed along to an institution. In the Borrower Transaction Level Detail Report, one request can be handled multiple times. Therefore, the number of requests initiated is higher than the number of requests represented in the Borrower Activity Overview Report.

6:14 WorldCat Resource Sharing User Guide 6.3 WorldCat Navigator Reports (continued)

Data in the Reports These reports provide Lender and Borrower views with the following information:

z Reporting Period

z Institution Name

z Institution Symbol

z Institution State

z Library Type

z Requests to Lender/Requests Received (Borrower and Lender reports, respectively)

z Requests from WorldCat

z Requests Cancelled

z Requests Filled

z Requests Filled (Loan)

z Requests Filled (Copy)

z Requests Unfilled

z Average Turnaround Time for Filled Requests (in days). See the introduction above for clarification of this metric.

z Average Turnaround Time for Unfilled Requests (in days). See the introduction above for clarification of this metric.

z Totals

In-Group Summary These reports provide counts for Borrowing and Lending activity on copies and Reports loans with the average turnaround time in days, for the group within a given month.

Data in the Reports These reports provide the In-Group Borrowing and Lending; in-group/out of group totals and percentages for a given month for the group:

z Reporting Period

z Group ID

z Group Name

z Institutions: —Borrowing Activity - In-Group - Total - Copies - Loans - Average Turnaround Time (in days)

6. Reports in OCLC Usage Statistics 6:15 6.3 WorldCat Navigator Reports (continued)

—% In-Group - In-Group - Total - Copies - Loans - Average Turnaround Time (in days) —Out-of-Group - In-Group - Total - Copies - Loans - Average Turnaround Time (in days) —Total - In-Group - Total - Copies - Loans - Average Turnaround Time (in days)

In-Group Detail These reports provide counts for requests to or from specific institutions within the Reports group for a given month.

Data in the Reports These reports provide the In-Group Borrowing and Lending Activity for a given month for each institution that is part of that group.

z Reporting Period

z Group ID

z Group Name

z Institutions: —Institution - Name - Symbol - State - Library Type —Borrowing Activity Within Group - Total - Copies - Originals —Lending Activity Within Group - Total

6:16 WorldCat Resource Sharing User Guide 6.3 WorldCat Navigator Reports (continued)

- Copies - Originals

6. Reports in OCLC Usage Statistics 6:17 6.3 WorldCat Navigator Reports (continued)

6:18 WorldCat Resource Sharing User Guide 7

OCLC Policies Directory

Chapter overview This chapter describes the OCLC Policies Directory, the repository of lending and copying policies for libraries participating in WorldCat Resource Sharing.

In this chapter This chapter includes the following sections:

Subject Page 7.1 Overview 7:2 7.2 Searching 7:3 7.3 Search Results 7:5 7.4 Profile Information 7:7 7.5 Collections, Contacts, Schedule 7:9 7.6 Creating Policies 7:10 7.7 Creating Deflection Policies 7:12 7.8 Deflection Exceptions 7:14 7.9 Example Deflection Policies 7:15 7.10 Deflection Policy Formats 7:16 7.11 Changing Supplier Status 7:18

7:1 7.1 Overview

Introduction You may access the OCLC Policies Directory at https://illpolicies.oclc.org. There is also a link to the Policies Directory from WorldCat Resource Sharing and the WorldCat Services Administrative Module. Using your authorization and password, log on to either WorldCat Resource Sharing at http://www.firstsearch.org/ or the WorldCat Services Administrative Module at http://www.firstsearch.org/admin/, and click the Policies Directory link at the upper right of any screen.

The Policies Directory provides two main functions to enhance your workflow. First, it provides a way to search resource sharing libraries by many criteria, including OCLC institution symbol or name and group symbol or name. Note: The Policies Directory contains only groups profiled by OCLC.

The second function of the Policies Directory is to enable you to enter and display information about:

z Your lending, copying, and deflection policies

z Your resource sharing supplier status

z Contacts at your library

z Your library schedule

z Your library collections

Overview of new The new version of the Policies Directory was released in December 2009. For an features overview of the new features see: http://www.oclc.org/info/policies/.

Help system The Policies Directory contains a help system, available at the Help link in the upper right corner of each screen. When not logged in, the help is available here: http:// www.oclc.org/support/help/policies/.

Logging On Log on to the OCLC Policies Directory at https://illpolicies.oclc.org/. You need a WorldCat Resource Sharing authorization and password to use the Policies Directory.

You may be prompted to update your policies periodically.

7:2 WorldCat Resource Sharing User Guide 7.2 Searching

Introduction You can search by any combination of criteria (you are not required to search by institution or group). For example, you can search for all OCLC suppliers that support rush handling in California and bill with OCLC IFM.

WorldCat Registry data is updated hourly If you change any data in the WorldCat Registry, users searching the Policies Directory will not see the changed data until after the hourly update.

Institution or group Choose the type of search from the Search by list, then type the corresponding name of the institution or group or the symbol of the institution or group.

Search by Description Note

Name (institution The name of the institution or Due to the variety of or group) group abbreviations used in names, wildcards are recommended when searching by name. For example, Ohio State univ* Institution symbol The three-five character OCLC Only exact matches are symbol of the institution retrieved. Searching for ORE results in ORE, not VOREL, Group symbol The four-character OCLC OREVE, FORES, etc. symbol of the OCLC-profiled group

Search guidelines Search phrases are case-insensitive. Articles and most punctuation are ignored. Special characters (such as ( and &) are treated as spaces.

Wildcard characters

? matches any single character

* matches zero or more characters

Search strings that do not contain wildcards search for that string anywhere within the result (not just a result that begins with that string).

How to search Note: The options in steps 3 and 4 do not apply to group name searches

Action

1 From the Search by list, choose what you want to search for (institution symbol or name, group symbol or name). Note: Symbol searches retrieve exact matches only. If a group symbol is found, all its members are listed on the search results screen. 2 Type the name or symbol of the institution or group (based on your choice in step 1).

7. OCLC Policies Directory 7:3 7.2 Searching (continued)

Action

3 Geography. (country; state (USA)/province (Australia, Canada); city) Institution Type. Each library can choose a single type to describe itself. OCLC supplier. Libraries that lend using the OCLC ILL system. Rush Supported. Libraries that will expedite requests. Note: Rush handling often costs more than normal handling. International lender. Libraries that lend to countries other than their own. Group affiliation. To limit search by group, the group must be profiled by OCLC. Note: These options do not apply to group name searches. 4 Policy Information options. Format. Limit search by material type or physical manifestation of the item. Request Method. Limit search by request method (means by which ILL requests are accepted by the library). Delivery Method. Limit search by delivery method (service used or means by which items are delivered to a library). Billing Method. Limit search by billing method (service used or means by which a library will request payment for ILL transactions). Note: These options do not apply to group name searches. 5 Click Search. Click Reset to clear all data you entered. 6 The Search Results screen displays. Note: The maximum number of search results is 5000.

7:4 WorldCat Resource Sharing User Guide 7.3 Search Results

Search results limit This screen lists any matches from a search, up to 5000.

Hourly updates of Fields marked with an asterisk (*) in section 7.4 Profile Information contain data WorldCat Registry from the WorldCat Registry. The Policies Directory updates this data on an hourly data basis.

If you change any data in the WorldCat Registry, users searching the Policies Directory will not see the changed data until after the hourly update.

Sort by column The system displays search results in columns (all information can be sorted by column)

Display symbols Search results screens that list institution symbols have a Display Symbols button (above and below the search results table) that displays all retrieved institution symbols in a window from which you can copy them.

Symbol search results Symbol search results are presented as follows:

Display symbols available on Type of Kind of search results search results Search matching displayed screen?

Institution Exact match (one Institution profile displays, if No symbol result or nothing) found Group Exact match (one If group found, all symbols Yes symbol result or nothing) of group members displayed

Name search results Name searches retrieve the following information:

Type of name search Data retrieved Note

Institution Institution The name of the insitution Symbols The symbol of the institution Supplier Yes if institution lends with OCLC ILL, No if it does not Fees The currency and amount of the copy and loan fees Location The city, state or province, and country of the institution

7. OCLC Policies Directory 7:5 7.3 Search Results (continued)

Type of name search Data retrieved Note

Group Group The name of the group Type The type of group. GAC. Group Access Capability groups contain libraries that share access to their bibliographic, holdings, and location records. UL. Union List groups contain libraries that share holdings information with one another. Symbols The symbol of the group Institutions The number of institutions in the group

Name search results are presented as follows

Display symbols available on Type of search results Search matching Actions screen?

Institution List of results Click institution name to Yes name display profile Group List of results In Institution column, click Yes (if number in name number to display all Institution column symbols of group members has been clicked)

Return to tabs from To return to the Profile tab (and the other tabs), click the institution name in the search results upper right corner of the screen.

7:6 WorldCat Resource Sharing User Guide 7.4 Profile Information

Introduction The Profile tab summarizes your institution's information. The table below indicates where the information is stored.

Summary fields Asterisks ( * ) indicate that data comes from the WorldCat Registry (Not Defined indicates the data is absent). To change this data, log on to the Registry: http:// www.worldcat.org/registry/institutions/.

Field Description

Name (symbol)* Library's name, as it would appear on a shipping label or billing address. Also called* Library is also called by this name. Location* City, state/province, postal code, country Shipping Address The library’s mailing address, as defined on the Contacts tab. Institution Type* The library’s description of itself (one type per library) OCLC supplier Indicates whether the library lends through WorldCat Resource Sharing. Possible conflict between statuses. See section 7.11, Changing Supplier Status. Non-circulating Materials, formats, or collections that are not lent out. Periods Length of time items are loaned or renewed, as defined on the Policies tab. The shortest and longest periods on the Policies tab show up here. Fees The range of costs to the borrower of loans or copies, as defined on the Policies tab. Request Method Methods used by borrower to request loan or copy of an item, as defined on the Policies tab. Delivery Method Methods used by lender to send requested item, as defined on the Policies tab. Group Affiliation Groups of which the library is a member. Defined by OCLC and the library. International Lender Countries the library will lend to (in addition to the country in which the library is located), as defined on the Policies tab.

Details fields Asterisks ( * ) indicate that data in the field comes from the WorldCat Registry (Not Defined indicates the data is absent). To change this data, log on to the Registry: http://www.worldcat.org/registry/institutions/.

7. OCLC Policies Directory 7:7 7.4 Profile Information (continued)

Field What you enter

Ariel® address The library's Ariel FTP and email addresses, as defined on the Contacts tab Illiad Odyssey address The library's Illiad/Odyssey FTP address, as defined on the Contacts tab. Additional Symbols* OCLC symbols of libraries within or affiliated with the institution. Library Catalog (URL)* The institution or library's Web-accessible catalog. Library Homepage (URL)* The institution or library's main Web site address. Lending URL* The internet address of the part of the library responsible for lending. FEIN* Federal Employer Identification Number (also known as Federal Tax Identification Number). A nine-digit number issued by the Internal Revenue Service to track a business's tax returns.

7:8 WorldCat Resource Sharing User Guide 7.5 Collections, Contacts, Schedule

Collections You can create descriptions of each collection that you supply (or do not supply) to borrowing libraries. If you have a URL link to a collection’s description, enter it on the Collection tab.

If you enter collections on the Collections tab, they are also available on the Policies tab for selection in creating copy and loan policies.

Contacts Through the Policies Directory, you can create multiple contacts. We highly recommend that you maintain current contact information. for your library’s resource sharing or document delivery staff.

Have the following information available:

z A list of all contacts for resource sharing or document delivery. At at minimum, list contacts for lending and borrowing. In many cases, this contact may be one person. Other contacts might be in billing, returns, general, etc. A complete list of contact types is located in the drop-down box on the Add Contact workform.

z A list of each contact's phone, e-mail, fax or other communication numbers or addresses. Note: You may list as much contact information as each contact wishes to be made public.

z Addresses for each contact, if they differ from the main shipping address.

Schedule List your department's normal operating hours and any closures, such as holiday breaks, regular “closed” days, etc.

Possible conflict between statuses. See 7.11, Changing Supplier Status.

7. OCLC Policies Directory 7:9 7.6 Creating Policies

Introduction Use the OCLC Policies Directory to explain your lending policies for any library type, group or geographic location for copies or loans. For example, you can create a loan policy for libraries within your state, or consortia with which you have a special reciprocal relationship. You may also list a copy policy for libraries outside your state with which you may not have any lending relationship. In that case, charges may apply and can be included.

Tip: If you are a reciprocal Lender, enter Reciprocal Lender as the policy name so that other Lenders can find this information easily.

When entering your policies, have the following information available:

z The different groups to whom you lend. Include them in your policies. Only groups that have been profiled in the OCLC system will display.

z The fees that you charge to libraries for your ILL services. These may include flat or per page/exposure charges, taxes, shipping, service or rush fees. You may always indicate a zero charge in any policy. Enter 0.00 in the Fee field if there is no fee.

z The billing methods that you support. These may include IFM or "invoice with item" methods, for example. You can also indicate a billing method preference.

z The delivery methods that you support. These could include USPS, courier or commercial services such as UPS or FedEx.

z Specific loan and renewal periods.

To add or edit a copy or loan policy:

Action

1 Click the Policies tab. 2 Click either Copies or Loans for the type of policy you would like to create. 3 Click either Add or Edit. The workform appears. 4 Copies Copy type. The type of copy the policy applies to. Note: Policies based on a single copy type are often easier to understand than those that apply to multiple copy types

Loans Loan item maximum. The maximum number of items loaned. Loan period. The length of the loan. Loan fee. The cost of the loan to the borrower. Renewal maximum. The maximum number of times a loan can be renewed. Renewal period. The length of the renewal period.

7:10 WorldCat Resource Sharing User Guide 7.6 Creating Policies (continued)

Action

5 Fees Increment. The unit of measurement (page, exposure, item). Minimum/maximum. The number of copies available per Fee. Flat fee. To indicate a flat fee, fill in Fee, but leave Minimum and Maximum blank. Currency. The monetary unit used to charge fees. Tax included. Indicates if tax is part of fee or not. Tax type. Rate (per cent) or fee. Tax. The amount of the tax. Reciprocal. The kind of reciprocal agreement (fee vs. free), if any.

Fee example A policy for loaning or copying the first 10 items at $2 and the next 10 at $8 would be recorded in two rows:

Increment: Item; min: 1; max: 10; fee: $2 Increment: Item; min: 11; max: 20; fee: $8 6 Borrowers Groups. The groups the policy applies to and any exceptions. Library type. A description chosen by the library. Locations. The locations the policy applies to and any exceptions. 7 Items Collections. The collections the policy applies to and any exceptions. Formats. The formats the policy applies to and any exceptions. Restrictions. Any conditions that restrict the use of the item. 8 Details Methods and their fees are listed in order of preference. 9 Click Save.

7. OCLC Policies Directory 7:11 7.7 Creating Deflection Policies

Introduction Deflection is applied to the lender string to ensure that an unfilled request does not remain in Request Manager as Pending, waiting for potential Lenders to manually deny the request. Deflection is not the same process as filtering.1

If the Borrower returns to the request after it has been placed, the asterisk indicating the current Lender will have moved to the next Lender. The Request History will indicate the Reason for No: z Auto-Deflection: Format Type z Auto-Deflection: Profiled Group (covers profiled groups and Custom Holding Groups) z Auto Deflection: Maximum Cost z Auto Deflection: Age of Material z Auto Deflection: Multiple Reasons z Auto Deflection: Request Type

Deflection may be based on the request service type, format type, OCLC profiled group membership, Custom Holding Group, maximum cost or material age in years. Exceptions can also be set, based on format type, OCLC profiled group membership and Custom Holding Group. The default setting is for no deflection policies to be set.

When you start using deflection policies, you may want to start with a few simple ones and monitor their effects before you add others.

If you have multiple deflection policies, requests will be processed in the order the policies are created.

The hierarchy for deflection is:

1. Non-supplier status: if a Lender is a non-supplier, nothing can be loaned or copied 2. Local Holdings Record (LHR): bytes 20 and 21 override any other deflection settings 3. Deflection Type: enabled or disabled 4. Deflection Profile: deflection by policies set up in the Policies Directory

1. Filtering is a process that chooses Lenders based on holdings data and other information from the holdings record before the request is created (produced). It takes place before the lender string is built. The Policies Directory is not involved with this process.

Note: Filtering impacts the lender string that is created, i.e., a symbol can be excluded from the lender string based on the filter that is applied. The only filtering that World- Cat Resource Sharing supports is the filtering of Custom Holdings Paths/Groups based on volume and year data in the local holdings record.

7:12 WorldCat Resource Sharing User Guide 7.7 Creating Deflection Policies (continued)

How it works A simple scenario for deflection by format would be:

1. The borrowing library creates a request choosing Lenders that appear to be suppliers for the material. 2. WorldCat Resource Sharing (WCRS) searches the first Lender's policies in the Policies Directory to see if they will loan that format. For example, the requested format is "musical score" and the first Lender has created a deflection policy to indicate that it does not loan musical scores. 3. WCRS gets that answer from the Policies Directory, and instead of the Lender getting the request as Pending, it skips that Lender and automatically deflects to the next Lender. 4. WCRS goes back to step 2 above, and the request moves through the string until it identifies a Lender that might supply it.

7. OCLC Policies Directory 7:13 7.8 Deflection Exceptions

Deflection exceptions If you select Format, OCLC Group (profiled group), or Custom Holding Group as deflection criteria, you cannot select those criteria as exceptions.

Exception criteria Example policy Deflection option(s) available

I do not loan e-serials. Format OCLC Group I do not loan e-serials to profiled Format group nnnn. OCLC Group I do not loan to profiled group OCLC Group Format nnnn. I charge $15. Borrower Format Maximum Cost OCLC Group

I loan books only. Format* OCLC Group

I loan books only. Format† OCLC Group I only loan to all members of Format group nnnn. OCLC Group‡

*. Note: There are two ways to create this policy. Here all formats are selected for deflection except for "book." This is a listing of all formats not loaned. †. No deflection criteria are selected. Service type "loan" with no deflection criteria indicates that no formats are loaned. However, the exception format "book" indicates that only books are loaned. ‡. The institution only loans material to a selected profiled group. Choosing the exception eliminates the selection of the (long list of) individual profiled groups.

7:14 WorldCat Resource Sharing User Guide 7.9 Example Deflection Policies

Policy Policy Field What you enter

I will not copy or loan e-Serials to Policy Name E-Serials anyone Service Type Copy or Loan Deflection Type Enable Real Time Deflection Deflect Format E-Serial I charge $10 for DVDs, and $0 for Policy Name DVD at $10 everything else Service Type Loan Deflection Type Enable Real Time Deflection Deflect Format Visual Material - DVD Borrower Maximum Cost 10 I charge $25 for libraries not in ILLD Policy Name $25 not in ILLD Service Type Copy or Loan Deflection Type Enable Real Time Deflection Deflect Borrower Maximum Cost 25 Exceptions Format N/A OCLC Group ILLD I will not loan materials less than Policy Name No lend new and old three years old or more than 100 Service Type Loan years old Deflection Type Enable Real Time Deflection Deflect Format N/A OCLC Group N/A Borrower Maximum Cost N/A Material Age less than 3 years old or more than 100 years old I don't loan or copy serials unless Policy Name No Serials I'm the last in the lender string Service Type Copy or Loan Deflection Type Enable Real Time Deflection - except when I am last in the lender string Deflect Format Serial

Note: Fields not listed are left blank.

7. OCLC Policies Directory 7:15 7.10 Deflection Policy Formats

Bibliographic Definition of Deflection Format Description Formats

Archival/Mixed Materials in two or more forms that are usually Leader/06 is "p" Material related by virtue of their having been accumulated by or about a person or body. This category includes comprehensive archives and manuscript collections of mixed forms of materials, such as text, photographs, and sound recordings. Book Books, pamphlets, technical reports, typescripts, Leader/06 is "a" or "t" AND theses, dissertations, manuscripts and other Leader/07 is "a" or "c" or "d" or written works. "m" Computer File Items in the following classes of electronic Leader/06 is "m" resources: computer software (including programs, games, images, graphics, sounds, and fonts), numeric data, computer-oriented multimedia, interactive multimedia, computer- oriented documents. E-Audio Book Leader value of sound recording and cataloged Leader/0t is "i" (lower case letter as website with no dimension (300/c) information i) or "j" AND material type is "url" provided. AND no 300/c is in the record. E-Serial Serial material cataloged as a website. Leader/06 is "a" or "t" AND Leader/07 is "s" or "b" AND material type is "url" E-Text Non-serial material cataloged as a website. Leader/06 is "a" or "t" AND Leader/07 is "a" or "c" or "d" or "m" AND material type is "url" Government Any material type code for Government Material type is "gpd" Document publication. Integrated Continually updated resources. Leader/06 is "a" or "t" AND Resource Leader/07 is "i" Kit Mixtures of various components issued as a unit Material type is "kit" and intended primarily for instructional purposes. Manuscript An unpublished document, often handwritten or Material type is "mss" preparatory drafts of authors. Map Maps, map manuscripts, globes, atlases, Leader/06 is "e" or "f" aeronautical charts, navigational charts, celestial charts, remote-sensing images, computer- generated maps, and other cartographic material. Microform Original microform publications. Material type is "mic" Musical Score Printed music materials, including full score, Leader/06 is "c" or "d" choirs score, close score, condensed score, miniature score, part, music manuscript, books of musical studies and exercises.

7:16 WorldCat Resource Sharing User Guide 7.10 Deflection Policy Formats (continued)

Bibliographic Definition of Deflection Format Description Formats

Newspaper Serial publications in newspaper format. Material type is "new" Serial Serial publications such as periodicals, Leader/06 is "a" or "t" AND newspapers, annuals, journals, memoirs, Leader/07 is "s" or "b" proceedings, monographs. Sound Recording Both musical and non-musical sound recordings. Leader/06 is "i" or "j" Nonmusical sound recording may include sound effects; bird calls; physical exercise recordings (for example, aerobic workouts) that consist of spoken, shouted, sung, or chanted instructions over musical accompaniment; stories read over incidental music accompaniment; and plays with incidental music. Sound Recording - Material type: cassette recording. Leader/06 is "i" or "j" AND Cassette material type is "cas" Sound Recording - Material type: CD audio. Leader/06 is "i" or "j" AND CD material type is "cda" Sound Recording - Material type: LP records. Leader/06 is "i" or "j" AND LP material type is "lps" Visual Material Projected media-Motion pictures, Leader/06 is "g" or "k" or "o" or "r" videorecordings, filmstrips, slides, transparencies, and overhead projections or projected images.

Two-dimensional nonprojected graphics-activity cards, charts, collages, drawings, duplication masters, flash cards, graphics, original artwork, paintings, photonegatives, photoprints, pictures, postcards, posters, prints, spirit masters, study prints, technical drawings, transparency masters, photomechanical reproductions, and reproductions of any of these.

Three-dimensional artifacts and naturally occurring objects-models, dioramas, games, puzzles, simulations, sculptures, and other three- dimensional art works, exhibits, machines, clothing, toys, and stitchery. Also may include microscope specimens (or representations of them) and other specimens mounted for viewing. Visual Material - Material type: videodisc. Leader/06 is "g" or "k" or "o" or "r" DVD AND material type is "vdc" Visual Material - Material type: VHS. Leader/06 is "g" or "k" or "o" or "r" VHS AND material type is "vca"

7. OCLC Policies Directory 7:17 7.11 Changing Supplier Status

Reasons to change You may want to change your supplier status for periods of time when you are supplier status unable to fill requests. These situations might include vacations, library holidays, or situations when your collections will be inaccessible, such as when a library or collection is being moved, or during renovations.

Possible conflict Changing Supplier status on the Policies tab overrides any Supplier status you may between statuses have set on the Schedule tab (under Closures). However, during Closure periods Supplier status is checked on the Schedule tab every midnight (Eastern Standard Time). If the two statuses conflict, the status on the Policies tab is changed to match the status on the Schedule tab. The only time the two statuses might conflict is during a Closure period.

Note: Changing OCLC Supplier also changes supplier status in FirstSearch. See table for when changes take effect.

Tab from Timing of changes to supplier status in FirstSearch which status databases is changed WorldCat All other databases Profile real time midnight (EST) Schedule midnight (EST) midnight (EST)

7:18 WorldCat Resource Sharing User Guide 8

OCLC FirstSearch/ILL Direct Request Link

Chapter overview This chapter describes the optional link between the OCLC FirstSearch service and Direct Request. The OCLC FirstSearch/ILL Direct Request Link Reference Card describes the process in more detail.

In this chapter This chapter includes the following sections:

Topic page 8.1 Overview 8:2 8.2 Creating the Direct Request Link 8:3 8.3 Reviewing Direct Requests 8:7

8:1 8.1 Overview

Introduction An optional link between the OCLC FirstSearch® service and Direct Request allows patrons to generate requests for materials cited in FirstSearch databases.

This link is only possible if:

z Your library uses both FirstSearch and WorldCat Resource Sharing.

z Your FirstSearch administrator turns ILL Access On in the WorldCat Services Administrative Module.

If your library has created Direct Request Profiles, patron-generated workforms transferred to WorldCat Resource Sharing are processed and automatically sent to the first Lender according to the conditions of the profile.

8:2 WorldCat Resource Sharing User Guide 8.2 Creating the Direct Request Link

To create the Direct Request Link:

Step Use this system To take this action

1 WorldCat Services Create Constant Data. Your institution Administrative Module probably has at least 1 constant data record that contains Ship To and Maximum Cost. If your system completes these fields when you create a workform, go to step 2. 2 WorldCat Services Create Custom Holdings. The Direct Administrative Module Request link requires Custom Holdings information for processing the patron request. If you skip this step, all patron- generated requests from FirstSearch go to Request Manager. If you have already created Custom Holdings, go to step 3. 3 WorldCat Services Create Direct Request Profiles. If you skip Administrative Module this step, all patron-generated requests from FirstSearch go to Request Manager. 4 WorldCat Services Set Patron ILL Settings Administrative Module z Turn ILL access ON. z Set ILL Settings for Databases. z Select the specific formats for WorldCat ILL Access. z Customize the Patron ILL Request Form. z Set the ILL option to ILL Direct Request Profile for each database for which you will allow patron-generated requests. 5 WorldCat Resource Review results. Sharing

Constant Data Create constant data to provide information the Lender needs to process your patron's request.

For detailed information about Constant Data, see section 5.2, "Staff ILL Settings".

Note: Any data transferred from FirstSearch takes precedence over data from the constant data record.

Constant Data for Copy Requests The Copyright Compliance option indicates your compliance for photocopy requests.

z CCG (Conforms to CONTU Guidelines)

z CCL (Conforms to U.S. Copyright law)

8. OCLC FirstSearch/ILL Direct Request Link 8:3 8.2 Creating the Direct Request Link (continued)

Custom Holdings Custom Holdings automatically selects Lenders for those requests that match your Direct Request Profiles. You must define Custom Holdings in order to use the profiles.

For detailed information about Custom Holdings, see section 5.2, "Staff ILL Settings".

Direct Request Direct Request Profiles act as filters for requests sent by your patrons using Profiles FirstSearch. Profiles check for data in the patron requests that your library considers mandatory. If data is missing, the patron request goes to Request Manager.

If the data matches a profile you created, then Direct Request selects Lenders (see Custom Holdings), supplies critical borrowing information (see Constant Data) and submits the request, which sends it to the first Lender.

Note: Options you specify in your profiles must exactly match the FirstSearch workform settings you define. For example, if a profile specifies a Patron Department called "Chemistry," the FirstSearch workform must present that option as "Chemistry," not "Chem," or any other variation.

For detailed information about the Direct Request Profile procedure, see section 5.2, "Staff ILL Settings".

Loan Profile for Books in English Consider the limits you place on patrons' resource sharing requests. Here is a sample profile that allows patrons to request books in English.

For this Profile Element Type this data

Profile Name ILLDIR Description This profile limits requests for English books Patron Statuses Undergrad Patron Departments Bibliographic Formats Books Language English Route to Review File Options Yes If Held by Your Institution Constant Data Record BOOKS Minimum Number in Lender String 1 Custom Holdings Path BOOKS Produce the Request Yes

For this sample, all the other elements in the profile are blank. When creating a profile, leave the field blank if you do not require the information from your patron.

8:4 WorldCat Resource Sharing User Guide 8.2 Creating the Direct Request Link (continued)

Simple Loan Profile Most Direct Request users create simple profiles. Here is a sample of an easy profile.

For this Profile Element Type this data

Profile Name ILLDIR Description This profile limits requests for recent imprints Patron Statuses Resident Patron Departments South branch Age of Material 100 Route to Review File Options Yes If Held by Your Institution Constant Data Record BOOKS Minimum Number in Lender String 1 Custom Holdings Path BOOKS Produce the Request Yes

Profiles for Copies If a record contains an Article Title and/or an Article Author, FirstSearch forwards a COPY request. If the record does not contain these specific Article elements, FirstSearch forwards a LOAN request.

Profile for CCG Copy Requests CCG is a code provided by the Borrower that indicates the request conforms to CONTU Guidelines. Here is a sample profile for CCG requests:

For this Profile Element Type this data

Profile Name CCG Description This profile applies to copy requests within CCG requirements Request Types Copy Patron Statuses Manager Patron Departments Marketing Age of Material 5 Route to Review File Options Yes If Held by Your Institution Constant Data Record CCG Minimum Number in Lender String 1 Custom Holdings Path FASTCOPY Produce the Request Yes

8. OCLC FirstSearch/ILL Direct Request Link 8:5 8.2 Creating the Direct Request Link (continued)

Profile for CCL Copy Requests CCL is a code supplied by the Borrower that indicates the request conforms to U.S. Copyright Law. Here is a sample profile for CCL requests:

For this Profile Element Type this data

Profile Name CCL Description This profile applies to copy requests within CCL requirements Request Types Copy Patron Statuses Faculty Patron Departments Computer Science Age of Material 5 But No Older Than 100 Route to Review File Options Yes If Held by Your Institution Constant Data Record CCL Minimum Number in Lender String 1 Custom Holdings Path FASTCOPY Produce the Request Yes

Patron ILL Settings Patron ILL Settings, under the Resource Sharing tab in the WorldCat Services Administrative Module at http://firstsearch.oclc.org/admin, can be used to:

z Turn ILL Access On

z Set the ILL Settings for Databases option to OCLC ILL Direct Request Profile for each database for which you will allow patron-generated requests

z Select the specific formats for WorldCat ILL Access

z Customize the Patron ILL Request Form

Once these tasks are completed, patron-generated workforms from FirstSearch are immediately processed through Direct Request.

For detailed information about Patron ILL Settings, see section 5.1, "Patron ILL Settings".

8:6 WorldCat Resource Sharing User Guide 8.3 Reviewing Direct Requests

Introduction Requests that your patrons generate using the FirstSearch/Direct Request link are processed against the Direct Request Profiles that you create.

Successful: Requests that match one of your profiles are forwarded to the first potential Lender, and appear in the Direct Produced category on the WCRS Request Manager screen.

Unsuccessful: Requests that do not match any profile appear in the Review category on the WCRS Request Manager screen. The Direct Notes and Borrowing Notes fields provide information about why a request was unsuccessful.

8. OCLC FirstSearch/ILL Direct Request Link 8:7 8.3 Reviewing Direct Requests (continued)

8:8 WorldCat Resource Sharing User Guide 9

OCLC ILL Fee Management Service

Chapter overview This chapter describes the OCLC ILL Fee Management Service, a means to pay and be paid for lending charges through your OCLC invoice.

In this chapter This chapter includes the following sections:

Topic page 9.1 Overview 9:2 9.2 Billing 9:3 9.3 Initiating ILL Fee Management 9:4 9.4 Responding to ILL Fee Management 9:5

9:1 9.1 Overview

Benefits ILL Fee Management (IFM) provides a means to pay and be paid for resource sharing requests through your OCLC invoice. It reduces the workload and time spent generating invoices and writing checks. It also supports reciprocal ILL agreements among libraries. Using ILL Fee Management is optional.

Process ILL Fee Management is activated on a request-by-request basis:

1. The Borrower offers to make IFM payment to the Lender by entering a dollar amount in the Maximum Cost field, and clicking the ILL Fee Management (IFM) check box. 2. The Lender accepts the offer by entering the same or a lesser dollar amount in the Lending Charges field, and clicking the IFM check box. 3. The OCLC system matches these two fields and activates ILL Fee Management when the Borrower updates the request to Received.

Requirements ILL Fee Management works under these conditions:

1. Both the Borrower and the Lender enter valid ILL Fee Management statements. 2. The Lending Charges amount does not exceed the Maximum Cost amount. 3. The Borrower updates the status of the request to Received.

Constant Data Create Constant Data Records that contain IFM data you use often. For example, create several Borrower Constant Data Records using different IFM values in Maximum Cost, and several Lender Constant Data Records using different IFM values in Lending Charges.

9:2 WorldCat Resource Sharing User Guide 9.2 Billing

Introduction IFM activity appears on your institution’s OCLC invoice in the following line items:

Line item Function

IFM Lib-to-Lib Borrowing Charges you incur for borrowing via IFM Debit IFM Lib-to-Lib Lending Credit Credits you receive for supplying via IFM

Reports The ILL Fee Management Report itemizes the debits and credits listed on your invoice. See chapter 6, “WorldCat Resource Sharing Reports in OCLC Usage Statistics” for details.

Finance staff Discuss the IFM billing process with your library’s accounts receivable or general finance staff. They may offer suggestions that will allow you to take advantage of the IFM option.

Net Lenders The degree to which your OCLC Regional Service Provider or OCLC invoice is affected depends on the extent to which you use the service. If you are a large net- Lender (that is, you supply more than you borrow), you could decrease your overall OCLC bill using the service.

Nonpayment If the Borrower does not pay the Lender’s fee, OCLC reverses the debits and credits. Any taxes on the ILL charge are the responsibility of the Borrower and Lender.

9. OCLC ILL Fee Management Service 9:3 9.3 Initiating ILL Fee Management

Borrower initiates IFM The Borrower chooses ILL Fee Management when initiating a request.

To create a borrowing request:

Action Result

1 Complete the fields in the ILL workform. 2 Check the ILL Fee Management (IFM) The system responds: IFM check box. information supplied. 3 In the Maximum Cost field, state the The dollar sign is optional. maximum amount for borrowing the item in U.S. currency.

IFM format You must use the correct format to activate ILL Fee Management. To create a valid IFM statement:

z Enter a single specific dollar amount (U.S. dollars) for example, 10.00. Do not enter other text.

z The “$” is optional. IFM regards amounts in U.S. dollars only, even if a symbol or word denoting otherwise (for example, pound, yen, lira) precedes the amount. For example, £5.00 is read as 5 U.S. dollars, not 5 British pounds. Dollar amounts must be numeric.

z Enter amounts of less than $1.00 as two-digit decimals, for example, .64.

z Enter an amount greater than $0 but not more than $999.99. In Lending Charges, the amount CANNOT exceed the amount in Maximum Cost amount.

Decimal position IFM interprets numerals before the decimal point as dollars, and numerals after the decimal point as cents. Amounts without a decimal are interpreted as dollar amounts. For example, 10 is $10. If you enter a decimal point, you must enter a two- digit number after it (for example, 10.50).

Examples of valid The following are examples of valid entries of ILL Fee Management statements: IFM statements

Amount Enter this... Not this...

$10.00 10.00 10.00IFM $8.00 8 8ifm .50 .50 .50Ifm

Reciprocal partners You can use IFM in a request even if the lender string includes reciprocal institutions that do not charge for loans. In the Maximum Cost field, enter an IFM statement. Reciprocal partners that can fill the request at no charge update the record to Shipped, but leave the Lending Charges field blank. If a reciprocal partner cannot supply, the record goes to the next institution in the lender string.

9:4 WorldCat Resource Sharing User Guide 9.4 Responding to ILL Fee Management

Lender response The Lender may respond to an IFM request by:

z Accepting billing through ILL Fee Management

z Acting as a reciprocal partner, or

z Rejecting ILL Fee Management

Accept IFM To accept billing through ILL Fee Management and fill the request:

Action Result

1 Open a request in Request Manager. The record’s Display screen appears. 2 Click Yes to accept the request. 3 Click Update. The record is reformatted for entry. 4 Confirm that the ILL Fee Management The amount must be equal to or (IFM) check box is checked, and enter less than the amount in the an amount in the Lending Charges Maximum Cost field. field. 5 Click Update again. The Update Confirmation screen appears to confirm that the record was updated.

Reject IFM To fill the request but not bill through IFM:

Action Result

1 Open a request in Request Manager. The record’s Display screen appears. 2 Click Yes to accept the request. 3 Click Update. The record is reformatted for entry. 4 De-select the ILL Fee Management The Update Confirmation screen (IFM) check box and remove any appears to confirm that the record amount in the Lending Charges field. was updated. OR Enter an amount in the Lending Charges field that is greater than the Maximum Cost.

OCLC response When you send the fields containing the valid ILL Fee Management statements, WorldCat Resource Sharing responds with a confirming message (for example: IFM information supplied).

If either statement is invalid, or the Lending Charges amount exceeds the Maximum Cost amount, the item is not billed through ILL Fee Management—even if each statement received a confirming message as it was entered.

9. OCLC ILL Fee Management Service 9:5 9.4 Responding to ILL Fee Management (continued)

Borrower updates When the Borrower updates an IFM request to Received, the system compares the to Received Maximum Cost and Lending Charges fields. If the IFM statement is valid and the amounts are valid, the system:

z Debits the Borrower for the amount in Lending Charges.

z Credits the Lender for the amount specified in Lending Charges.

Cannot deactivate Once the Borrower updates a loan request to Received, you cannot deactivate ILL Fee Management.

9:6 WorldCat Resource Sharing User Guide 10

Creating a WCRS Request (Borrower)

Chapter overview All interlibrary loans require certain information in order to initiate a WorldCat Resource Sharing request. A request can begin the interlibrary loan cycle one of three ways: as a patron Interlibrary Loan Request, as the staff Workform, and as the staff Direct Request Workform. This chapter describes the layout and fields in these request forms. The chapter also describes the format of the initial WCRS Request sent to the Lender with a status of Pending.

In this chapter This chapter includes the following sections:

Topic page 10.1 Interlibrary Loan Request (Patron) 10:2 10.2 Workform (Staff) 10:5 10.3 Direct Request Workform (Staff) 10:15 10.4 E-mail Workform (Staff) 10:17 10.5 Lender String Using Group or Custom Holdings 10:18 10.6 Example Initial Request 10:20

10:1 10.1 Interlibrary Loan Request (Patron)

The Interlibrary Loan Request screen enables patrons to initiate interlibrary loans without assistance from library staff. Once a patron completes the form and selects the Submit button, the form becomes a request.

Access The Interlibrary Loan Request screen is available to library patrons when the ILL Access check box is checked on the WorldCat Services Administrative Module’s Resource Sharing > Patron ILL Settings > ILL Processing screen:

When this box is checked, the patron’s WorldCat Detailed Record screen contains the ILL icon in the Control panel and the Borrow this item from another library link in the Get This Item area.

Selecting the icon or the link displays the request screen.

Request display The Interlibrary Loan Request contains data that is supplied by the system, actions (buttons) that move the request to the next step in the cycle, and fields to hold information that must be entered by the patron.

System-supplied data. The control panel at the top of the Interlibrary Loan Request displays data that identifies the item to be borrowed. This data is automatically extracted from the record that you are viewing when you select the ILL icon.

Label Description

Current database Database that contains the item Title Title of the requested item (article or book) Author Name of the author(s) or editor(s) of the requested item (article or book)

10:2 WorldCat Resource Sharing User Guide 10.1 Interlibrary Loan Request (Patron) (continued)

Actions. These buttons are available on the Interlibrary Loan Request:

Button Function Result

Submit Releases a request for z If successful, returns the patron to further processing by the the WorldCat Detailed Record WorldCat Resource Sharing screen and displays this message: system. Your resource sharing request was sent successfully. z If unsuccessful, displays an appropriate error message. Clear Deletes any information the Returns all patron fields to blank; patron has entered. system-supplied data remains. Cancel Terminates request Returns the patron to the WorldCat processing. Detailed Record screen and displays this message: Your resource sharing request has been cancelled.

Editable fields. These fields contain information supplied by the patron. Default required fields are identified by an asterisk.

The complete list of fields is shown below. Your FirstSearch administrator may choose not to display all of them, or choose to make addtional fields required. The labels given here are default values that may be customized for your library’s clientele by your FirstSearch administrator. For example, the label Last Name might be changed to Surname, Family Name, Apellido, or Nom de Famille. Also, your administrator may choose not to supply values for Dept or Branch, Pick-up Location, or Status. If the field is displayed but no values are supplied, the down- arrow does not function.

Field Description

*First Name First or given name. *Last Name Last or family name. *Address First line of the mailing address to which notifications are sent. City City of the mailing address. State/Region/ State, province, or other regional designation of the mailing Prov. address. Postal Code Postal or zip code of the mailing address. Country The country of the mailing address. *Telephone A telephone number affiliated with this request. Fax A fax number affiliated with this request. Email E-mail address at which the patron may be contacted.

10. Creating a WCRS Request (Borrower) 10:3 10.1 Interlibrary Loan Request (Patron) (continued)

Field Description

Patron ID The series of letters and/or numbers that a library uses to identfy a specific patron such as a Library Card number or a local Library ID. Dept or Branch A library-defined list that typically identifies a group with which the patron is associated. Your library may or may not utilize such groups; check with library staff for more information. Examples: z Chemistry z English z History z Physics Date Needed The date by which you want to receive the item. Pick-up A library-defined group that identifies the location to which the Location item will be sent by the lending library. Your library may or may not utilize such groups; check with library staff for more information. Max Cost The maximum amount you are willing to pay to borrow the item. Status A library-defined group that specifies your borrowing and lending privileges and restrictions. Your library may or may not utilize such groups; check with library staff for more information. Examples: z Faculty z Executive z Undergraduate z Juvenile Comments Any additional information the library should know about this request.

Submitting the When the patron selects the Submit button one of two things happens: request z Direct Request. If your library allows Direct Request processing of patron requests and if all of the information is complete, the request is sent to the first lender on the Custom Holdings lender string with a status of Pending. A temporary (4 system days) copy of the request is also placed in the Borrower Direct Request category. If the request contains errors or is missing required information, the request is placed in the Borrower Review category with a status of Review and a Review Number (rather than a Request ID).

z Staff review. If your library does not allow Direct Request processing, the request is placed in the Review category for evaluation by library staff. The request has a status of Review and a Review Number (rather than a Request ID).

10:4 WorldCat Resource Sharing User Guide 10.2 Workform (Staff)

The Workform is a template for creating a WorldCat Resource Sharing request. It supplies the Lender with information about the item your library wishes to borrow. After you complete the Workform and select the Submit button, the Workform becomes a request.

Note: Although interlibrary loans can be initiated for materials found in most FirstSearch databases, this Guide assumes that library staff are working in the WorldCat database, which is available to all WorldCat Resource Sharing users.

A Workform contains the following:

z System-supplied data

z Data transferred from the bibliographic record

z Borrower (library) information transferred from constant data

At initial display the Request Identifier: is shown as NEW. Once the Submit button is selected, each request is assigned a Request ID that is shared by the Borrower and the Lender. In Request Manager you can only access those requests that show your OCLC symbol as Borrower or as Lender.

Access You access a Workform in one of three ways:

z Bibliographic Record. The control panel of the Detailed Record screen contains the Staff ILL icon.

Selecting this icon generates a Workform to which data from the bibliographic record as well as borrowing information from the active Constant Data Record has been transferred.

z Libraries that Own Item. The Libraries that Own Item screen provides two ways to display a Workform. —The control panel contains the Staff ILL icon (shown above). Selecting this icon generates a Workform to which data from the bibliographic record and borrowing information from the active Constant Data Record have been transferred.

10. Creating a WCRS Request (Borrower) 10:5 10.2 Workform (Staff) (continued)

—The Lenders: field below the control panel contains a text box that allows you to enter OCLC symbols for up to five potential lenders and ten additional lenders. You can use the additional lenders if the request goes unfilled without having to search and display holdings again.

Entering symbols and selecting the Transfer to ILL Staff workform button generates a Workform to which data from the bibliographic record, borrowing information from the active Constant Data Record and the OCLC symbol(s) that you entered have been transferred. Note: If you select the Transfer to ILL Staff workform button without entering any OCLC symbols, the Workform is generated with an empty Lenders: field. For information on limiting/selecting potential lenders see: section 10.5, "Lender String Using Group or Custom Holdings"

z Blank Workform. The Navigation menu of the Request Manager screen contains a link to a blank Workform.

Selecting this link generates a Workform to which information from the active Constant Data Record (but no bibliography data) has been transferred. Required fields are indicated by an asterisk (*).

Constant Data A Constant Data Record is a set of stored information that is written into or applied to a Workform. The use of constant data saves keystrokes, reduces errors, and ensures consistency within WCRS requests. Example uses of Constant Data Records include:

Situation Suggestion

•You regularly borrow photocopies as well Create one Constant Data Record for as items that must be returned. loans and another for copies.

•You have established policies for the Create a Constant Data Record for amount you will pay for each type of each type of material with its interlibrary loan material. appropriate Maximum Cost.

10:6 WorldCat Resource Sharing User Guide 10.2 Workform (Staff) (continued)

Situation Suggestion

•You handle all loan transactions at your Create Constant Data Records with a main library, but want lenders to ship different Ship To: address for each items directly to branches when necessary. branch.

•Some faculty members are regular ILL Create a Constant Data Record for customers. each high-volume customer.

Constant Data Records are created and edited within the WorldCat Services Administrative Module, on the Resource Sharing > Staff ILL Settings > Constant Data Records screen. Constant Data Records can be created for a library as Borrower or as Lender. Multiple different Constant Data Records can be created to fit various routine borrowing or lending situations; you can create a maximum of 1,000 Constant Data Records. For more information, see: Constant Data in Chapter 5, "Resource Sharing Functions in the WorldCat Services Administrative Module".

To apply a Constant Data Record:

Action

Select the down arrow at the right of the Apply Constant Data: field, then choose a Constant Data Record from the resulting drop-down list.

Result: This message appears below the Control panel: Constant Data Record has been applied: [record name]

Once you have applied a Constant Data Record you can modify the data transferred to the Workform without affecting the actual record.

10. Creating a WCRS Request (Borrower) 10:7 10.2 Workform (Staff) (continued)

Actions (Buttons) These buttons are available on the Workform:

Button Function Result

Submit Releases the Workform for z If successful, replaces NEW with a further processing by the Request Identifier, sends the WorldCat Resource Sharing request to the first potential Lender system. in the lender string with a status of Pending, and displays a finished Workform with this message: Your resource sharing request was sent successfully. z If unsuccessful, displays an appropriate error message. Reset Deletes any information you Information you entered is cleared; have entered. data supplied by the system remains. Save Stores the Workform for Replaces NEW with a Review Number, further work or review. places the request in the Borrower’s Save category with a status of Save, and displays this message: Your resource sharing request was saved successfully.

10:8 WorldCat Resource Sharing User Guide 10.2 Workform (Staff) (continued)

Workform information The Workform is divided into several areas:

z General Record Information

z Request History

z Bibliographic Information

z Holdings information

z Borrowing Information

z Lending Information

z Patron Information

Not all of these areas are present when a request is first created. For example, Request History is empty at this time and therefore not displayed, and Lending Information only appears after a Lender has actually agreed to a loan.

In addition, not all fields within an area may be populated. Bibliographic Information is transferred directly from a bibliographic record; fields for information not present, such as a uniform title or an edition statement, remain empty. Some fields may be added after the request has been submitted and reflect interaction between the Borrower and the Lender during the loan cycle.

Required fields are identified with an asterisk (*).

See section 2.7, "Workform/Request Field Definitions" for an alphabetical listing of all Workform/Request fields.

10. Creating a WCRS Request (Borrower) 10:9 10.2 Workform (Staff) (continued)

General Record Information. This area provides information about the request and its status. Required fields are identified with an asterisk (*).

Field Description

Request WorldCat Resource Sharing control number. Initially displays as Identifier NEW; a numeric value is assigned when the request is successfully submitted. Request Date on which the Borrower initiates the request, given in Date yyyymmdd format. OCLC OCLC accession number of the WorldCat record used to create Number the request. Borrower Borrower’s OCLC institution symbol. *Lenders Up to five OCLC institution symbols of potential lenders. Request Indicates what the borrower will accept. Select Loan or Copy. Type Defaults. When no selection is made in this field: z If information is entered in the Article field, the request is assumed to be a selection from a monograph or serial and the default is copy. z If information is not entered in the Article field, the request is assumed to be for a book, cd, videocassette or other complete item and the default is loan. Status Current report of record's progress through the interlibrary loan cycle. Displays as Workform. Source System-supplied notation indicating the system originating the request. *Need Before The date by which the Borrower wants to receive the requested item. To assign a period of up to 99 days, enter +nn for the system to calculate a date that is 1-99 calendar days from today’s date. You can also enter an exact date in format yyyymmdd, or use the pop-up calendar .

Examples: +21 (21 days from today’s date) 20081015

10:10 WorldCat Resource Sharing User Guide 10.2 Workform (Staff) (continued)

Bibliographic Information. This area provides information about the item to be borrowed, transferred directly from the bibliographic record. Required fields are identified with an asterisk (*).

Field Description Author The name of the author or editor of the requested item. It may be a corporate name. Source: Transfers from bibliographic record. Note: Do not use this field for the author of an article or part of a book. Use the Article field instead. Uniform Title The uniform title of the requested item. Omit leading articles such as A, An, The, La, Le etc. Source: Transfers from bibliographic record. *Title The title of the requested item. Omit leading articles such as A, An, The, La, Le, Der, Die, etc. Source: Transfers from bibliographic record. Note: Do not use this field for the title of a journal article. Use the Article field instead. ISBN International Standard Book Number. Source: Transfers from bibliographic record (when available). ISSN International Standard Serial Number. Source: Transfers from bibliographic record (when available). Edition A specific edition of the requested item. The system supplies any unless the patron requests a specific edition. Source: Transfers from bibliographic record or Constant Data Record. Imprint The place of publication, publisher, and publication date. Source: Transfers from bibliographic record (when available). Series The Series Note or statement for the requested item. Source: Transfers from bibliographic record (when available) or manual input. Dissertation The dissertation note for the requested item. Source: Transfers from bibliographic record (when available). Article The selection from a monograph or serial. Enter, in quotes, the author's last name, first name and the title of a journal article. Source: Direct transfer from FirstSearch database or manual input. Volume The volume number from a set, series, or serial. Source: Transfers from bibliographic record (when available) or manual input. Number The number or issue of the serial. Source: Transfers from bibliographic record (when available) or manual input. Date The date of the requested issue of a serial. Source: Obtain from patron. Pages The inclusive pages for photocopies, for example, pp. 52-99. Source: Transfers from bibliographic record (when available) or manual input.

10. Creating a WCRS Request (Borrower) 10:11 10.2 Workform (Staff) (continued)

Field Description *Verified The source of bibliographic citation or location data. OCLC appears if the workform is based on a WorldCat record. Source: Transfers from bibliographic record as OCLC or Other source. If from FirstSearch, the name of the database and additional bibliographic data will appear. If you cannot verify a citation, enter Cannot verify.

Borrower Information. This area provides information about the borrowing library. Required fields are identified with an asterisk (*).

Field Description

Patron The patron's name. For best results, use the format last name, first name, middle name or initial. Source: Transfers from bibliographic record or manual input. Note: Do not enter patron identification numbers in this field. Use the ID field information instead. *Ship To The borrowing library's complete mailing address using a slash (/) or to separate each line of the address (substitute a hyphen for slashes in a library's name or address). If you use a delivery service, enter a slash before the delivery service address. Source: Constant Data Record or manual input. Note: In order to use the Print Labels using Adobe Reader function available with batch update, you must limit this address to 6 lines with a maximum of 27 characters on each line, including spaces. Lines beyond the 6th line do not appear on the resulting address label(s). *Bill To The billing address or contact information only if different from the information in the Ship To: field. If you do not enter anything in this field before you select the Submit button, the system supplies Same, i.e. same as Ship To. Ship Via The preferred method of shipment. If you do not enter data in the field before selecting the Submit button, the system supplies Library Mail. Electronic One or more format/URL pairs: Delivery z Select the electronic delivery format used by your library from the drop-down list. z Enter the URL to which the item is to be sent. ILL Fee When checked, indicates that your library agrees to use the Management OCLC ILL Fee Management feature to pay for the loan or copy. (IFM)

10:12 WorldCat Resource Sharing User Guide 10.2 Workform (Staff) (continued)

Field Description

Maximum The maximum amount you will pay to borrow or copy the item. Cost Enter a currency amount only. Examples: Amount Enter This Not this $10.00 10.00 10.00IFM $8.00 8 8ifm .50 .50 .50ifm

If you will not pay any amount for a loan, you must do one of the following: z Leave the IFM check box empty and enter free in the Maximum Cost box. z Check the IFM check box and enter $0 in the Maximum Cost box. z Check the IFM check box and enter 0 in the Maximum Cost box. Warning: Do not leave both the IFM check box and the Maximum Cost box empty. If both boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you with a status of Shipped. You automatically agree to pay the specified amount when you update the request to Received. Copyright Indicates your compliance for photocopy requests. Values are: Compliance z CCG (Conforms to CONTU Guidelines) z CCL (Conforms to U.S. Copyright law) Billing Notes Additional billing information, if any. Fax The borrowing library's Fax number. Email The borrowing library's e-mail address. Affiliation The symbols, names, or acronyms of your reciprocal or local groups. Locations Placeholder for symbols of additional potential Lenders. If the request returns Unfilled, you may use these symbols to create a new lender string if you wish to initiate a new request. Direct Request supplies additional symbols from the Custom Holdings Path defined by the direct request profile. Borrowing Any additional information needed to clarify the request. Notes

10. Creating a WCRS Request (Borrower) 10:13 10.2 Workform (Staff) (continued)

Patron Information. This area provides information about the patron who wants to borrow the item.

Field Description

ID A number and/or character string used for patron identification. Department The patron's department. Status A locally assigned group that defines borrowing and lending privileges and restrictions. Examples: z Faculty z Executive z Undergraduate z Juvenile Address The patron's address. Phone The patron's telephone number. Email The patron's e-mail address. Fax The patron's Fax number. Pickup The location to which the item should be sent by the Lender. Location Notes Any relevant information about the patron. Source: Constant Data Record, Direct Request or manual input. Example: Wants to pickup from East Branch after next Tuesday.

Note: These fields do not display to the Lender.

Submitting the You can submit the Workform or you can save it for further work. Workform z Submit. If you select the Submit button, the NEW designation is replaced by a Request ID and the request is sent to the first potential lender in the lender string with a status of Pending.

z Save. If you select the Save button the NEW designation is replaced by a Review Number and the request is placed in the Request Manager Save category with a status of Save.

10:14 WorldCat Resource Sharing User Guide 10.3 Direct Request Workform (Staff)

Staff members of libraries that are set up for Direct Request processing can also initiate loans via the Direct Request Workform. See Chapter 8, "OCLC FirstSearch/ILL Direct Request Link" for more information.

Access You access the Direct Request Workform via the Direct Request icon in the Control panel of the Detailed Record screen.

Actions (Buttons) These buttons are available on the Direct Request Workform:

Button Function Result

Submit Releases a request for further z If successful, returns the user to processing by the WorldCat the WorldCat Detailed Record Resource Sharing system. screen and displays this message: Your resource sharing request was sent successfully.

z If unsuccessful, displays an appropriate error message. Clear Deletes any information the Returns all input fields to blank; user has entered. system-supplied data remains. Cancel Terminates request Returns you to the WorldCat processing. Detailed Record screen and displays this message: Your resource sharing request has been cancelled.

Workform information The Workform is divided into two areas: Bibliographic Information and Patron & Borrowing Information.

10. Creating a WCRS Request (Borrower) 10:15 10.3 Direct Request Workform (Staff) (continued)

Bibliographic Information. This area provides information about the item to be borrowed. All data, when available, is transferred directly from the bibliographic record.

Field Description OCLC Accession number of the WorldCat record used to create the Number request. Author The name of the author or editor of the requested item. It may be a corporate name. Source: Transfers from bibliographic record. Note: Do not use this field for the author of an article or part of a book. Use the Article field instead. Title The title of the requested item. Omit leading articles such as A, An, The, La, Le, Der, Die, etc. Source: Transfers from bibliographic record. Note: Do not use this field for the title of a journal article. Use the Article field instead. ISBN International Standard Book Number. Source: Transfers from bibliographic record (when available). ISSN International Standard Serial Number. Source: Transfers from bibliographic record (when available). Edition A specific edition of the requested item. The system supplies any unless the patron requests a specific edition. Source: Transfers from bibliographic record or Constant Data Record. Imprint The place of publication, publisher, and publication date. Source: Transfers from bibliographic record (when available). Pages The inclusive pages for photocopies, for example, pp. 52-99. Source: Transfers from bibliographic record (when available) or manual input. Verified The source of bibliographic citation or location data. OCLC appears if the workform is based on a WorldCat record. Source: Transfers from bibliographic record as OCLC or Other source. If from FirstSearch, the name of the database and additional bibliographic data will appear. If you cannot verify a citation, enter Cannot verify.

Patron and Borrowing Information. The information in this area is identical to the information supplied by the patron on the Interlibray Loan Request. See Request Display in section 10.1, "Interlibrary Loan Request (Patron)".

Submitting the Direct You must submit a Direct Request Workform at the time you complete it; you Request Workform cannot save it for additional work. If your submission is successful, the request is sent to the first Lender on the Custom Holdings lender string with a status of Pending. The request is also placed in the Borrower’s Direct Request category for 4 system days.

10:16 WorldCat Resource Sharing User Guide 10.4 E-mail Workform (Staff)

You can e-mail ILL requests for hard-to-find items owned only by libraries that are not suppliers through WorldCat Resource Sharing but will accept e-mail requests.

To send a request, click the E-mail ILL icon on the Detailed Record or Libraries that Own Item screen.

A form appears containing full bibliographic information. Enter the e-mail address of the potential lender, your library's interlibrary loan e-mail address, and any other information you wish, and click the Send button.

10. Creating a WCRS Request (Borrower) 10:17 10.5Lender String Using Group or Custom Holdings

You can narrow the list of potential lenders by having WorldCat Resource Sharing display libraries that have their holdings attached to an item you want to borrow. You can do this by specifying:

z An OCLC-defined Group

z A Custom Holdings Path

Group Holdings You can display a list of potential lending libraries that are members of a given OCLC group.

Action

1 Enter the code for your desired group in the Group Holdings field. 2 Serials only: z Enter a year (required) z Enter a volume 3 Click the Select button.

Result: The Libraries that Own Item screen is displayed, showing all libraries in the selected Group that own the item. 4 Enter up to five OCLC symbols in the Lenders: field. 5 Select the Transfer to ILL Staff workform button.

Results: A Workform is generated, populated with: z The OCLC symbols you entered z Data from the bibliographic record z Borrowing information from the active Constant Data Record

10:18 WorldCat Resource Sharing User Guide 10.5 Lender String Using Group or Custom Holdings (continued)

Custom Holdings If your library has created one or more Custom Holdings Paths, you can generate a Workform that contains a suggested lender string based on the path.

Action

1 From the WorldCat List of Records, WorldCat Detailed Record, or Libraries that Own Item screen, select the down arrow at the right of the Custom Holdings Path drop-down list, then choose a path name.

2 Serials only: z Enter a year (required) z Enter a volume 3 Click the Select button.

Result: The Libraries that Own Item screen is displayed, with the Lenders field populated with up to five OCLC symbols of libraries in the selected Custom Holdings Path that own the item. 4 Select the Transfer to ILL Staff workform button.

Results: A Workform is generated, populated with: z The OCLC symbols selected by the Custom Holdings Path z Data from the bibliographic record z Borrowing information from the active Constant Data Record

10. Creating a WCRS Request (Borrower) 10:19 10.6 Example Initial Request

This is the Borrower’s view of an example Pending request that has just been submitted to the first Lender via WorldCat Resource Sharing.

10:20 WorldCat Resource Sharing User Guide 11

Choosing Lenders (Borrower)

Chapter overview This chapter describes how to select potential lenders from holdings displays associated with WorldCat bibliographic records.

In this chapter This chapter includes the following sections:

Topic page 11.1 Overview 11:2 11.2 Libraries that Own Item screen 11:3

11:1 11.1 Overview

One task in completing a Workform is to identify institutions that hold the item. Another is to choose those to whom you will send your request.

Suppliers and OCLC members are categorized as suppliers (willing to lend through WorldCat nonsuppliers Resource Sharing) and nonsuppliers (not willing to lend through WorldCat Resource Sharing) of interlibrary loan materials. Supplier/non-supplier status is strictly determined by each member. Institutions that are suppliers show yes in the Supplier column of the Libraries that Own Item screen.

Note: You may include a symbol in your lender string even if it is not listed on the Libraries that Own Item screen as long as the institution is an OCLC ILL supplier.

Custom Holdings You may already have established borrowing and lending partners. Custom Holdings Groups allow you to define preferred groups of lenders for common types of requests. See Custom Holdings in Chapter 5, "Resource Sharing Functions in the WorldCat Services Administrative Module" for more information.

Lender ILL policies To check the policies of potential lenders or document suppliers before including them in your lender string, use:

z OCLC Policies Directory at: https://illpolicies.oclc.org/ (login and password required). This document provides a profile including OCLC symbol, supplier status, OCLC Regional Service Provider, group affiliations and lending/request/ delivery details. The Directory is searchable by OCLC symbol or institution name. Note: You may access a library’s listing in the Directory via the red question mark (?) adjacent to its OCLC symbol in any of the holdings tables.

z Document Supplier Program Quick Reference at: http://www.oclc.org/support/ documentation/resourcesharing/docsuppliers/OCLC_docsupplier_reference.pdf. This document provides basic information about OCLC document suppliers including type of materials available and contact information.

For more information see Chapter 7, "OCLC Policies Directory".

11:2 WorldCat Resource Sharing User Guide 11.2 Libraries that Own Item screen

The Libraries that Own Item screen displays a list of libraries that hold a particular library resource. Use this screen to quickly locate potential lenders and transfer OCLC library symbols to the staff Workform.

Access You can access the Libraries that Own Item screen from the Availability area of the List of Records and the Detailed Records screens. You can choose the scope of the holdings information that you want to view.

This link... Shows you...

Libraries worldwide that Every OCLC member library that holds the item. own item Regional Holdings A list of libraries in your own state and in states contiguous to your own state that hold the item State Holdings A list of libraries only in your own state

Lenders The Lenders: field below the Control panel contains a text box that allows you to enter OCLC symbols for up to five potential lenders and ten additional lenders. You can use the additional lenders if the request goes unfilled without having to search and display holdings again.

To automatically transfer a symbol to one of the boxes, select the symbol in the Code column of the Holdings table. When you have chosen your lenders, select the Transfer to ILL Staff workform button. A Workform is generated, populated with:

z The OCLC symbols you entered: the symbols of potential lenders appear in the Lenders field in General Record Information and the symbols of additional lenders appear in the Locations field in Borrowing Information

z Data from the bibliographic record

z Borrowing information from the active Constant Data Eecord

Holdings table The Libraries with Item/Regional Holdings/State Holdings table includes the library location, name of the holding library, local holdings information if available, OCLC interlibrary loan supplier status, the library's OCLC symbol, and a direct link to the library’s Quick View description in the OCLC Policies Directory [a red question mark (?) adjacent to the OCLC symbol].

11. Choosing Lenders (Borrower) 11:3 11.2 Libraries that Own Item screen (continued)

To sort the table by the information in a column, select a column heading.

This column... Contains... Location Location of the holding library, listed as follows:

1. Your library group (if any), identified by the In Your Library Group icon. 2. Your library’s state 3. Surrounding (that is, contiguous) states 4. Remaining states and US territories in alphabetical order 5. Global locations by country in alphabetical order Library The name of the holding library. When linked, selecting the name displays local ownership details in the library’s own catalog. Local Holdings Summary holdings information, including volumes and years held. (serials only) Supplier yes if the library is a supplier; otherwise blank.

Code z 1) OCLC institution symbol of the holding library z 2) A link (red question mark) to the library’s Quick View description (if present) in the OCLC Policies Directory

No holdings available If no holdings exist for a bibliographic record, the system responds with one of the following messages:

Message Meaning

No holdings in [State, Region, or Group] No holdings in your state, region, or group. No ILL Custom Holdings No holdings within the Custom Holdings Groups included in your active Custom Holdings Path. No preferred lenders found Institutions within your active Custom Holdings Path hold the item but they are nonsuppliers. No library ownership information at this No holdings are shown anywhere in level WorldCat WorldCat indicates that no libraries in the None of the libraries in the selected chosen custom holdings path own this custom path hold the item. item

Return to Detailed To return to the WorldCat Detailed Record screen, select the Return icon in Record screen the Control panel.

11:4 WorldCat Resource Sharing User Guide 12

Processing Unsubmitted Requests (Borrower)

Chapter overview This chapter describes the actions that you can take and the subsequent status for WorldCat Resource Sharing requests with the status Review, Review In Process, or Save.

In this chapter This chapter includes the following sections:

Topic page 12.1 Unsubmitted Requests 12:2 12.2 Next Steps/Actions 12:4 12.3 Example Submitted Request 12:8

12:1 12.1 Unsubmitted Requests

Unsubmitted requests are requests that have been generated electronically by patrons or set aside by you for re-examination. They have been:

z Forwarded by an external system (such as OCLC FirstSearch) and not yet been forwarded to the Lender(s) in the lender string.

z Updated to Save status (valid action on Unfilled, Expired, New, Conditional or Retry requests)

When a request is saved, the system assigns a Review Number to track the information. The Review Number becomes a Request Identifier once the Workform is submitted. Only the borrowing library has access to unsubmitted Workforms.

Example Review request: General and bibliographic areas

12:2 WorldCat Resource Sharing User Guide 12.1 Unsubmitted Requests (continued)

Example Review request: Borrowing and patron areas

Request aging Unsubmitted requests retain their respective status as follows:

This status... Is retained for...

Review 14 system days Review in Process 14 system days Save 14 system days

Aging is counted from the day the original Interlibrary Loan Request (patron) or Workform (staff) was submitted.

12. Processing Unsubmitted Requests (Borrower) 12:3 12.2 Next Steps/Actions

You can perform the following on unsubmitted requests:

You can... If the status is...

Review Review in process Save

Apply Consant Data in Review ✔✔ ✔ status View bibliographic data ✔✔ ✔ View holdings ✔✔ ✔ Update editable fields as many ✔✔ ✔ times as necessary Update to Review in Process status ✔ Submit the request ✔✔ ✔ Delete the request ✔✔ ✔

For information on retrieving a specific request, see section 2.2, "Searching Requests".

Apply Constant Data When you retrieve a request with the status Review, it imports constant data from in Review status the active Constant Data Record. Once you modify and update the request, the active Constant Data Record can no longer overwrite fields. You can, however, apply other Constant Data Records.

To apply a different Constant Data Record:

Action

1 Select the down arrow at the right of the Apply Constant Data: field, then choose a Constant Data Record from the drop-down list.

Result: This message appears below the Control panel: Constant Data Record has been applied: [record name] 2 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [review number]

Note: If you leave the Display screen before selecting the Update button your changes are lost. 3 Use the Redisplay Request icon to return to the request, or the Next arrow to view the next request.

12:4 WorldCat Resource Sharing User Guide 12.2 Next Steps/Actions (continued)

View bibliographic If a request contains an OCLC record number, you can view the corresponding data bibliographic record by selecting the Display Bibliographic Data link next to the Apply Constant Data: field.

The resulting WorldCat Detailed record screen contains an Apply to Review Record icon in the Control panel. Selecting the icon transfers additional information from the bibliographic record to the request.

View holdings Once you are viewing the WorldCat Detailed Record, you can use any of the links under the record’s Availability heading to view holdings on the Libraries that Own Item screen. These links may include:

z Libraries worldwide that own item

z Regional Holdings

z State Holdings

z Group Holdings

z Custom Holdings Path holdings (if your library has one or more Custom Holdings Paths defined)

Selecting one of the links displays the Libraries that Own Item screen with the corresponding holdings information.

12. Processing Unsubmitted Requests (Borrower) 12:5 12.2 Next Steps/Actions (continued)

Update editable fields You can edit certain fields on unsubmitted requests. Enter new or update existing information, then select the Update button. Note that updating one or more editable fields does not re-set the existing request ageing interval.

Because requests may be only partially completed at this stage, be sure to check the following required fields:

Field Description

Lenders: Complete or edit the lender string. Need Before: Check date to give enough time to obtain item. Title: Complete or edit the title string. Verified: Enter the source of the bibliographic citation or location data. OCLC indicates that the initiating Workform was based on a WorldCat record. Ship To: Check that the address is complete. Bill To: Check that the information is complete.

Also check the following:

Field Description

Direct Notes: Check for information or error messages added by the OCLC ILL Direct Request service. Patron: Ensure format matches your institution's standard method of entry (for example, "lastname, firstname" format). IFM Is IFM required by your library? Max Cost Is the user’s Max Cost sufficient?

Updating one or more editable fields does not re-set the existing request ageing interval.

12:6 WorldCat Resource Sharing User Guide 12.2 Next Steps/Actions (continued)

Update to Review In If you feel a Review request needs more attention, you can update it to the Review in Process status process status. Note that the status update does not re-set the 14-system-day request ageing interval.

To update a request to Review In Process:

Action

1 Select the Review in Process radio button. 2 Select the Update button.

Result: z The Update Confirmation screen appears, displaying this message: Record has been updated z The request status changes to Review in Process. Note: If you leave the Display screen before selecting the Update button your changes are lost. 3 Use the Redisplay Request icon to return to the request, or the Next arrow to view the next request.

Submit the request When you determine that a request is accurate and complete, you can submit it, that is, send it to the first Lender in the lender string. The request is forwarded to the first Lender with a status of Pending.

To submit a request:

Action

Select the Submit button.

Result: The Request Confirmation screen appears, displaying this message: Your resource sharing request was sent successfully

Delete the request If you determine that a request is a duplicate or is no longer necessary, you can delete it. The request is archived to Closed Requests with a status of Cancelled — Borrower — Closed on yyyymmdd.

To delete a request:

Action

1 Select the Delete radio button/check box. 2 Select the Update button.

Result: The Update Confirmation screen appears, displaying this message: Record has been updated [request identifier] Note: If you leave the Display screen before selecting the Update button your changes are lost. 3 Use the Redisplay Request icon to return to the request, or the Next arrow to view the next request.

12. Processing Unsubmitted Requests (Borrower) 12:7 12.3 Example Submitted Request

This is the Borrower’s view of an example Pending request that has been reviewed and submitted to the first Lender via WorldCat Resource Sharing.

12:8 WorldCat Resource Sharing User Guide 13

Responding to an Initial Request (Lender)

Chapter overview This chapter describes the options a Lender has when responding to a Borrower’s initial request.

In this chapter This chapter contains the following topics:

Topic page 13.1 Overview 13:2 13.2 In Process Status 13:4 13.3 Responding Yes 13:5 13.4 Responding No 13:9 13.5 Responding Conditional 13:12 13.6 Responding Future Date 13:15

13:1 13.1 Overview

A submitted Workform initially appears on the Lender’s Request Manager screen as a request with a status of Pending.

Request aging If you do not respond within 4 system days, the request is forwarded to the next symbol in the lender string and an entry is generated in the Request History area of the Display screen.

13:2 WorldCat Resource Sharing User Guide 13.1 Overview (continued)

Next steps Five Next Steps are available for Pending requests:

z In Process Status

z Responding Yes

z Responding No

z Responding Conditional

z Responding Future Date

Determine ability Before responding, consider the following fields in the Borrower’s request when to supply determining your ability to supply an item:

z Need Before:

z Edition:

z Maximum Cost:

z Copyright Compliance:

z Borrowing Note

Temporary At some time, you may need to change your institution’s lending status. nonsupplier status z If your library is closed for up to 184 days due to unforeseen circumstances such as inadequate staffing or natural disaster, you can change your supplier status in the OCLC Policies Directory.

z If your library is closed for more than 184 days you must notify your OCLC regional services provider to change your status.

Note: The Policies Directory also lists all holidays observed by OCLC, for example, New Year’s Day.

Access To view all current Pending requests:

Action Result On the Request Manager screen, select The Summary screen showing a list of the underlined QTY number shown for all Pending requests appears. the Pending category.

13. Responding to an Initial Request (Lender) 13:3 13.2 In Process Status

If you cannot respond to a Pending request immediately, you can change the request status to In Process. This acknowledges receipt of the request and also lets you identify requests that need staff attention and separate them from newer incoming requests. For example, you might want to identify a request as being In Process while checking the stacks for the item.

The In process status is also available to requests with a status of Conditional/ Pending or Retry/Pending.

As a Lender you cannot edit an In Process request.

Request aging Changing a request to In Process does not extend your 4-system-day period for responding.

Change status To change the status to In Process:

Action

1 Select the In Process radio button. 2 Select the Update button.

Result: z The Update Confirmation screen appears, displaying this message: Record has been updated z The request status changes to In Process. Note: If you leave the Display screen before selecting the Update button your changes are lost. 3 Use the Redisplay Request icon to return to the request, or the Next arrow to view the next Pending request.

13:4 WorldCat Resource Sharing User Guide 13.3 Responding Yes

If you determine that you can supply an item as requested, that is, by the stated due date and with no constraints, you respond Yes. The request is returned to the Borrower with a status of Shipped and you are obligated to provide the item.

When responding Yes, you can also perform the following on a request:

z Apply constant data

z Print Shipping Labels (see section 20.3, "Printing Single Shipping/Return Labels")

z Print Book Straps (see section 20.5, "Printing Book Straps")

z Print Book Stickers (see section 20.6, "Printing Book Stickers")

Request aging Responding Yes changes the status to Shipped for 14 system days (loans) or 7 system days (copies) or until Borrower updates to Received.

Apply Constant Data A Constant Data Record is a set of stored information that is written into or applied to a request. The use of constant data saves keystrokes, reduces errors, and ensures consistency within WCRS requests.

Example uses of Constant Data records include:

Situation Suggestion

•You regularly lend photocopies as well as Create one Constant Data Record for items that must be returned. loans and another for copies.

•You have established policies for the Create a Constant Data Record for amount you charge for each type of each type of material with its interlibrary loan material. appropriate Lending Charges.

•You handle all loan transactions at your Create Constant Data Records with a main library, but want borrowers to return different Ship To: address for each items directly to branches when necessary. branch.

•You lend to members of your consortium Create a separate Constant Data free of charge but charge other borrowers Record for freeloan and payloan. a fee.

13. Responding to an Initial Request (Lender) 13:5 13.3 Responding Yes (continued)

To apply a Constant Data Record:

Action

1 Select the down arrow at the right of the Apply Constant Data: field, then choose a Constant Data Record from the resulting drop-down list. 2 Select the Update button.

Result: This message appears below the Control panel: Constant Data Record has been applied: [record name]

Note: Although the status in the Control panel changes to SHIPPED - Lender, the request is not actually updated until you select the Update button a second time and the Update Confirmation screen appears.

Once you have applied a Constant Data Record you can modify the data transferred to the request without affecting the actual record.

Respond Yes To respond Yes to a request:

Action

1 Retrieve the request. 2 Select the Yes radio button. 3 Optional: Apply a Constant Data Record and make any changes to the applied data. 4 Do you want to print labels or bookstraps/book stickers? (See: Chapter 20, "Printing from Request Manager" for more information.) z If Yes: Check the appropriate check box(es). z If No: Go to the next step. 5 Select the Update button.

Result: z The Status changes to Shipped. 6 Supply Lender data; supply ALERT note if request needs Borrower’s immediate attention. For photocopy requests, Due Date should be N/A. 7 Select the Update button.

Result: z The Confirmation screen appears, displaying this message: Record has been updated z The request is returned to the Borrower with a status of Shipped. Note: If you leave the Display screen before selecting the Update button your changes are lost. 8 Use the Redisplay Request icon to return to the request, or the Next arrow to view the next Pending request.

13:6 WorldCat Resource Sharing User Guide 13.3 Responding Yes (continued)

Erroneous Yes If you discover that you have responded Yes by mistake, or you later realize that you response cannot fill the request, you can recall the request:

Action

1 Retrieve the request. 2 Select the Recall radio button/check box. 3 Select the Edit button and indicate in Lending Notes that this Recall is for an erroneous Yes rather than for an item that has been physically shipped. 4 Select the Update button to save your edits.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier]

5 Use the Redisplay Request icon to return to the request. 6 Select the Update button.

Note: Make sure that the Recall check box is still checked.

Result: z The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] z The request is returned to the Borrower with a status of Recall. Note: You may wish to contact the Borrower directly about the error.

13. Responding to an Initial Request (Lender) 13:7 13.3 Responding Yes (continued)

Example Yes This is the Lender’s view of an example request after a Yes response. Note the response Recall check box in case of an erroneous Yes.

13:8 WorldCat Resource Sharing User Guide 13.4 Responding No

If you determine that you cannot supply an item under any circumstances, you respond No.

Request aging Responding No causes an entry to be made in the Borrower’s Request History area of the Display screen. The request is either:

z Forwarded to the next Lender in the lender string with a status of Pending (all Reasons for No except not found as cited).

z Returned to the Borrower with a status of Unfilled (last Lender in the string or not found as cited).

Note: When you respond No, the request disappears permanently from your system; it cannot be retrieved by searching either Active or Closed Requests.

Reasons for No When responding No, you can also optionally supply the reason for your response.

To supply a Reason for No:

Action

Select the down arrow at the right of the adjacent text box, then choose a reason from the resulting drop-down list.

WCRS Reasons for No Lender Situation

unspecified Lender gave no reason. 1. in use/on loan Item owned but currently in use by patron or on loan to another institution. 2. non circulating Item held but not available for loan. 3. not on shelf/missing Item owned but is not charged out and not on shelf. 4. not owned Item not owned. 5. lacking volume/issue The title is owned but not component part or pages requested. 6. branch policy problem No policy in place to permit completion of the request. 7. on order Item ordered but not received. 8. cost exceeds limit Minimum cost to supply request is greater than amount in MAXCOST. 9. technical processing Item received but not yet ready for use. 10. preferred delivery Unable to fill request within time preferred by the time not possible Borrower. 11. poor condition Item owned but physical condition prohibits lending or reproduction. 12. at bindery Item owned but at the bindery. 13. volume issue not yet Title owned but requested component part has not yet available been received.

13. Responding to an Initial Request (Lender) 13:9 13.4 Responding No (continued)

WCRS Reasons for No Lender Situation

14. not licensed to fill This library lacks the contractual authorization to provide the item. 15. requested delivery Unable to send item via type of delivery method services not supported requested. 16. prepayment required Prepayment required prior to processing the interlibrary loan transaction. 17. other Cannot fill request for reasons other than those provided by ISO. Discontinued reasons charges Not used in WCRS lacks copyright Respond Conditional. See section 13.5, "Responding compliance Conditional" locations not found Now branch policy problem not found as cited Respond Conditional. See section 13.5, "Responding Conditional" on hold Now in use/on loan on reserve Now in use/on loan

ISO ILL Equivalents. WorldCat Resource Sharing does not accept certain ISO10161 numeric codes or text designations (for example, 20 or Policy Problem). WCRS equivalents for ISO codes are given in: section 1.6, "ISO ILL Applications "

Reasons for No reports. Monthly Reasons for No reports for both Borrower and Lender activity are available free of charge via the OCLC Usage Statistics web site at http://www.stats.oclc.org/cusp/nav. The reports may be viewed online or exported to a workstation as a Microsoft® Excel spreadsheet. See Chapter 6.2, "Reports in OCLC Usage Statistics" for details.

13:10 WorldCat Resource Sharing User Guide 13.4 Responding No (continued)

Respond No To respond No to a request:

Action 1 Retrieve the request. 2 Select the No radio button. 3 Optional: Supply a Reason for No. 4 Select the Update button.

Result: z The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] z When you return to the Request Manager screen, the number of Pending requests is reduced by one, and the request no longer appears on the Summary screen. 5 Select the Request Manager link in the Control panel to return to the Request Manager screen, or the Next arrow to view the next Pending request.

13. Responding to an Initial Request (Lender) 13:11 13.5 Responding Conditional

If you determine that you can supply an item, provided that certain conditions are met, you respond Conditional . The request is returned to the Borrower with a status of Conditional and you then wait for the Borrower’s response.

Note: The Conditional response requires you to describe the conditions using either a WCRS Fixed Note, a Lending Note or a Free-Form Text message. If you do not provide one of these you receive an error message when you attempt to update the request.

Request aging Responding Conditional changes the status to Conditional for 4 system days. If the Borrower makes no response within this interval, the request is either:

z Forwarded to the next Lender in the lender string with a status of Pending

z Returned to the Borrower with a status of Unfilled (last Lender in the string)

Additional tasks When responding Conditional, you can also perform the following on a request:

z Apply an existing Lending Note

z Enter Free-Form Text.

Guidelines for Because use of the Conditional status increases processing time, you should use this Conditional status only to resolve critical problems.

Recommended. Use Conditional to notify the Borrower of circumstances such as:

z Copyright compliance is missing for copy requests.

z Prepayment is required, the Borrower’s Maximum Cost is insufficient, or Lender prefers IFM.

z Address information is insufficient.

z Another edition of the item is available.

z The requested item is noncirculating but a photocopy is available.

z Additional location information is available (if requested to do so by the Borrower).

Not recommended. Responding Conditional is not appropriate:

z To explain routine negative responses such as Item not on shelf, Item does not circulate, etc. Respond No and select an appropriate Reason for No. (Respond Future Date if the item will be available at a later date.)

z To call attention to inappropriate interlibrary loan practices.

13:12 WorldCat Resource Sharing User Guide 13.5 Responding Conditional (continued)

WCRS fixed note WCRS provides all lenders with four fixed lending notes:

Fixed Note Description

Not found as cited* The identification information for this item is incomplete or incorrect. Duplicate request A request for the same item from the same Borrower has already been received by this Lender. Borrower concerns The Borrower is not in good standing with this Lender. Lacks copyright* Borrower must indicate compliance with applicable copyright regulations or laws before copying can be done. * Prior to July 2008 these were Reasons for No.

Lending note A Lending Note is a set of stored information that is written into or applied to a request. The use of these notes saves keystrokes, reduces errors, and ensures consistency within WCRS requests.

Lending Notes are created and edited within the WorldCat Services Administrative Module, on the Resource Sharing > Staff ILL Settings > Saved Notes screen. Multiple different Lending Notes records can be created to fit various routine situations. You can create a maximum of 20 Conditional Saved Notes. For more information, see: section 5.2, "Staff ILL Settings". Note that if your library has not created any Lending Notes, the drop-down list mentioned below does not appear on the Display screen. To apply a Lending Note:

Action

1 Retrieve the request. 2 Select the Conditional radio button. 3 Select the down arrow at the right of the adjacent text box, then choose a Lending Note from the resulting drop-down list.

Result: The note appears in the free-text message box. 4 Optional. Edit the text in the free-text message box. 5 Optional. Supply Alert note if Borrower’s immediate attention is needed; for example, an incorrect citation. 6 Select the Update button.

Result: z The Confirmation screen appears, with this message: Record has been updated: [request identifier]. z The request is returned to the Borrower with a status of Conditional. Note: If you leave the Display screen before selecting the Update button your changes are lost. 7 Use the Redisplay Request icon to return to the request, or the Next arrow to view the next Pending request.

13. Responding to an Initial Request (Lender) 13:13 13.5 Responding Conditional (continued)

Free-form text You may enter a free-form text message in the text box to the right of the Conditional radio button. Maximum length is 500 characters (including spaces).

Example Conditional This is the Lender’s view of an example request after a Conditional response. Note response the Lending Note in the Lending Information area.

13:14 WorldCat Resource Sharing User Guide 13.6 Responding Future Date

Introduction If you cannot fill a request immediately (for example, because the item is currently on loan) but may be able to fill it later, you enter a date in the Future Date field and respond Future Date. If all subsequent Lenders respond No, the request returns to the Borrower with a status of Retry, showing the retry (future) date as an entry in the Request History area of the Display screen.

Note: When you respond Future Date, the request disappears permanently from your system; it cannot be retrieved by searching either Active or Closed Requests.

Request aging How the Retry request ages depends upon the date you enter and the Borrower’s response to that date. See Guidelines... immediately below.

Guidelines for Future Your Future Date may fall either before or after the Borrower’s Need Before date. Date Before. If you enter a date that is before (earlier than) the Need Before date and no other lender is able to supply the item before your retry date, when the retry date arrives WCRS automatically returns the request to you with a status of Retry/ Pending. As with a Pending request, you have 4 system days to respond. You cannot enter a second Future Date.

After. If you enter a date that is after (later than) the Need Before date, the Borrower has a choice:

z If the Borrower is willing to accept the later date, the Borrower must change the initial Need Before date to a date later than the Lender’s retry date. In this case WCRS automatically returns the request to you with a status of Retry/Pending as described above.

z If the Borrower is not willing to accept the later date, the Borrower may either delete the request or do nothing. If the Borrower does nothing the request status changes to Expired when the Need Before date arrives, and the expired request is archived to Closed Requests in 7 system days.

Early availability. If you have responded Future Date but the item becomes available earlier, do not ship the item early. Send the item only if the request returns to you as Retry/Pending. The Future Date is the expected date of the item’s availability at your library; however, the Borrower may initiate another request with a different lender string, and there is no guarantee that the request will actually return to you to be filled.

13. Responding to an Initial Request (Lender) 13:15 13.6 Responding Future Date (continued)

Respond Future Date To respond Future Date to a request:

Action

1 Retrieve the request. 2 Select the Future Date radio button. 3 Enter a date (yyyymmdd format) in the adjacent text box or use the pop-up calendar . 4 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier]

Note: When you return to the Request Manager screen, the number of Pending requests is reduced by one, and the request no longer appears on the Summary screen. 5 Use the Redisplay Request icon to return to the request, or the Next arrow to view the next Pending request.

13:16 WorldCat Resource Sharing User Guide 14

Processing a Lender Response (Borrower)

Chapter overview This chapter describes the actions a Borrower may take on Lender responses to a WorldCat Resource Sharing initial request. See Chapter 12, "Processing Unsubmitted Requests (Borrower)" for processing requests that have not yet been submitted to any Lenders.

In this chapter This chapter includes the following sections:

Topic page 14.1 Lender Responds Yes: Borrower Receives the Item 14:2 14.2 Lender Responds No: Borrower Takes No Action 14:5 14.3 Lender Responds Conditional: Borrower Accepts/Declines 14:6 14.4 Lender Responds Future Date: Borrower Reviews Due Date 14:12

14:1 14.1 Lender Responds Yes: Borrower Receives the Item

When the Lender responds it can supply an item, the initial request returns to you with a status of Shipped.

Request aging When the item itself arrives at your library, you as Borrower advise the Lender of the item’s arrival by updating the request status to Received. If you do not update the status to Received within 14 system days (loans) or 7 system days (copies), WCRS automatically sends you a Received? (Special Message to Borrower) on behalf of the Lender.

Alerts Alerts are notes containing information that needs your immediate attention. Take appropriate action when you receive an alert. The Lender may add an alert when responding that it can supply an item or that it can supply an item only if you agree to certain conditions. Requests that contain an alert appear in the Alert category as well as in the Shipped or Conditional category. The note appears in the ALERT field in General Record Information.

14:2 WorldCat Resource Sharing User Guide 14.1 Lender Responds Yes: Borrower Receives the Item (continued)

Next steps You update the request to Received for both loans and copies (no Due Date) in order to acknowledge the item’s arrival. In addition:

z You activate ILL Fee Management debits and credits.

z For copies (no Due Date), you automatically complete the transaction and archive the request to Closed Requests.

Respond Received You can respond Received by either accepting the current date or specifying a past date. You may also edit certain fields in the request.

Current date. To respond Received with no changes and have the WCRS supply current date:

Action

1 Retrieve the request. The Receive with Today’s Date check box is automatically checked. 2 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 3 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Received.

Past date. To indicate a past date of receipt and/or edit the request:

Action

1 Retrieve the request. The Receive with Today’s Date check box is automatically checked. 2 Select the Edit button. 3 Enter a date (yyyymmdd format) in the Receive Date: field or use the pop-up calendar . 4 Optional. Modify any fields that are now editable. 5 Select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 6 Use the Redisplay Request icon to return to the request.

Note: The Receive with Today’s Date check box is still checked and the request status remains Shipped. 7 Select the Update button again.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier]

14. Processing a Lender Response (Borrower) 14:3 14.1 Lender Responds Yes: Borrower Receives the Item (continued)

Action

8 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Received.

Example Received This is the Borrower’s view of an example request after a Received response. response

14:4 WorldCat Resource Sharing User Guide 14.2 Lender Responds No: Borrower Takes No Action

When a Lender responds No to a request, no response is required from the Borrower. What happens next depends upon the position of the Lender in the lender string.

One of multiple When there are multiple Lenders in the lender string and any Lender except the last lenders lender responds No:

z An entry is made in the Borrower’s Request History area.

z The request is forwarded to the next Lender in the lender string with a status of Pending (all Reasons for No except Not found as cited). Each Lender has 4 system days to respond.

An Unfilled request is archived to Closed Requests in 7 system days.

Last lender When the last Lender in the string responds No, and no previous lenders have responded Future Date, the request is returned to the Borrower with a status of Unfilled. The Unfilled request is archived to Closed Requests in 7 System Days.

14. Processing a Lender Response (Borrower) 14:5 14.3 Lender Responds Conditional: Borrower Accepts/Declines

When the Lender responds that it can supply an item only if you agree to certain restrictions or conditions, the initial request returns to you with a status of Conditional .

Note: Always check the Lending Notes: field for additional information.

14:6 WorldCat Resource Sharing User Guide 14.3 Lender Responds Conditional: Borrower Accepts/Declines (continued)

Request aging You have 4 system days to respond. If you fail to respond within this interval, what happens next depends on the Lender’s position in the lender string and the responses of any previous Lenders:

If there are... WCRS does this...

Additional Lenders in the Deletes any Lending Notes lender string Generates an entry in the Request History area of the Display screen Changes the request status to Pending Forwards the request to the next Lender No additional Lenders in Changes the request status to Unfilled the lender string After 14 additional system days, archives the request to Closed Requests with a status of Unfilled No additional Lenders in Changes the request status to Retry the lender string AND one Generates an entry in the Request History area of the or more previous Lenders Display screen have responded Future On the earliest retry (future) date, returns the request Date to that Lender as Conditional/Pending

Next steps When a Lender has responded Conditional, you can:

z Accept the Lender’s conditions

z Decline the Lender’s conditions

z Delete the request

In addition, you can edit or save the request.

Edit the Request. You can edit the majority of fields in a request by selecting the Edit button. Once you have made changes, you can Update, Cancel, Save, or Reset the request.

Save the request. You may set the request aside for further investigation by selecting the Save button. The request status changes to Save; if you take no action, after 14 system days the request is archived to Closed Requests with a status of Cancelled. Once a request is archived, you must initiate a new request if you still want the item. You can do this via the New button on the archived request, or via a Workform.

14. Processing a Lender Response (Borrower) 14:7 14.3 Lender Responds Conditional: Borrower Accepts/Declines (continued)

Respond I accept To accept the Lender’s conditions with no changes to the request:

Action

1 Retrieve the request. The I accept the Lender’s condition radio button is automatically selected. 2 Optional. Do you want to edit the request ? z If Yes: Go to the next step. z If No: Go to step 6. 3 Select the Edit button.

Result: The screen changes to edit mode. 4 Make your changes, then select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

Note: The request status remains Conditional. 6 Select the Update button.

Result: The screen changes to edit mode. 7 Select the Update button again.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier ] 8 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Conditional / Pending

14:8 WorldCat Resource Sharing User Guide 14.3 Lender Responds Conditional: Borrower Accepts/Declines (continued)

Respond I do not If you cannot accept the Lender’s conditions: accept Action

1 Retrieve the request. The I accept the Lender’s condition radio button is automatically selected. 2 Optional. Do you want to edit the request? z If Yes: Go to the next step. z If No: Go to step 6. 3 Select the Edit button.

Result: The screen changes to edit mode. 4 Make your changes, then select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

6 Select the I do not accept the Lender’s condition radio button. 7 Select the Update button.

Result: The screen changes to edit mode. 8 Select the Update button a second time.

Result: z If there are additional Lenders in the lender string, the request status changes to Pending and the request is forwarded to the next Lender. z If there are no additional Lenders in the lender string, the request status changes to Unfilled. After 14 system days, the request is archived to Closed Requests with a status of Cancelled.

Note: For an example Pending request see: section 13.1, "Overview".

14. Processing a Lender Response (Borrower) 14:9 14.3 Lender Responds Conditional: Borrower Accepts/Declines (continued)

Delete the request To delete the request:

Action

1 Retrieve the request. The I accept the Lender’s condition radio button is automatically selected. 2 Optional. Do you want to edit the request? z If Yes: Go to the next step. z If No: Go to step 6. 3 Select the Edit button and make your changes. 4 Select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

6 Select the Delete Record radio button. 7 Select the Update button.

Result: The screen changes to edit mode. 8 Select the Update button a second time.

Result: The request is archived to Closed Requests with a status of Cancelled.

14:10 WorldCat Resource Sharing User Guide 14.3 Lender Responds Conditional: Borrower Accepts/Declines (continued)

Example I accept This is the Borrower’s view of an example conditional request after an I accept response response.

14. Processing a Lender Response (Borrower) 14:11 14.4 Lender Responds Future Date: Borrower Reviews Due Date

When a Lender has responded Future Date, and no other Lenders in the lender string are able to supply the item, the initial request returns to you with a status of Retry and the date at which the Lender can supply the item (retry date) shown in the Request History area.

Request aging How the Retry request ages depends upon the relationship between your original Need Before date and the Lender’s retry date.

Next steps When responding, you can:

z Accept the retry date as is.

z Modify your Need Before date to accommodate a later retry date

z Delete the request

In addition, you can edit or save the request, or initiate a new request.

Edit the Request. You can edit the majority of fields in a request by selecting the Edit button. Once you have made changes, you can Update, Cancel, Save, or Reset the request.

14:12 WorldCat Resource Sharing User Guide 14.4 Lender Responds Future Date: Borrower Reviews Due Date (continued)

New Request. See section 15.3, "Reinitiating a Request" for creating a new request.

Accept as is If the Lender’s retry date occurs before your Need Before date and you can wait until that date, you do nothing. The request remains in the Retry status, and when the retry date arrives WCRS automatically returns the request to the Lender with a status of Retry/Pending. The Lender will evaluate the request and respond accordingly.

Accept later date If the Lender’s retry date occurs after your Need Before date and you are willing to wait until that date, you must change your Need Before date so that it falls after the Lender’s retry date. In this case, when the retry date arrives WCRS automatically returns the request to the Lender with a status of Retry/Pending. The Lender will evaluate the request and respond accordingly.

To accept a later retry date:

Action

1 Retrieve the request. 2 Optional. Do you want to edit the request? z If Yes: Go to the next step. z If No: Go to step 6. 3 Select the Edit button and make your changes. 4 Select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

6 Select the Change Need Before Date radio button. 7 Enter a date (yyyymmdd format) that occurs after the retry date) shown in the Request History area) in the adjacent text box or use the pop-up calendar . 8 Select the Update button.

Result: The screen changes to edit mode. 9 Select the Update button a second time.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier]

14. Processing a Lender Response (Borrower) 14:13 14.4 Lender Responds Future Date: Borrower Reviews Due Date (continued)

Delete the request If the Lender’s retry date occurs after your Need Before date and you are not willing to wait until that date, you may either do nothing or explicitly delete the request.

If you do nothing, the request status changes to Expired on the Need Before date, and the Expired request is archived to Closed Requests in 7 system days.

To delete the request:

Action

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier 5 Use the Redisplay Request icon to return to the request.

6 Select the Delete Record radio button. 7 Select the Update button.

Result: The screen changes to edit mode. 8 Select the Update button a second time.

Result: The request is archived to Closed Requests with a status of Cancelled.

14:14 WorldCat Resource Sharing User Guide 15

Additional Borrower Activities

Chapter overview This chapter describes the additional options available to a Borrower.

In this chapter This chapter includes the following sections:

Topic page 15.1 Requesting a Renewal 15:2 15.2 Responding to a Recall 15:5 15.3 Reinitiating a Request 15:8 15.4 Deleting a Request 15:11

15:1 15.1 Requesting a Renewal

When a patron wishes to keep a Received borrowed item beyond the initial loan period you can request a renewal. The request returns to the Lender with a status of Renewal Request. You can also:

z Edit the request

z Print Return Labels (see section 20.3, "Printing Single Shipping/Return Labels")

You can request a renewal for these statuses: Received, Renewal OK, Renewal Request, Special Message: Overdue.

15:2 WorldCat Resource Sharing User Guide 15.1 Requesting a Renewal (continued)

Request aging You may request a renewal any time during the loan period. You can also request a renewal if the item becomes overdue, unless the Lender has recalled the item in WCRS.

If the Lender has denied your initial renewal request, you cannot submit a second renewal request for the same item. You must return the item.

Request renewal To request the renewal of an item:

Action

1 Retrieve the request. The Return with Today’s Date radio button is automatically selected. 2 Optional. Do you want to edit the request? z If Yes: Go to the next step. z If No: Go to step 6. 3 Select the Edit button.

Result: The screen changes to edit mode. 4 Make your changes, then select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

Note: The request status remains Received. 6 Select the Renewal Request radio button, then enter your desired due date in the adjacent text box or use the pop-up calendar . 7 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 8 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Renewal Request.

Lender responses Approved. If the Lender approves your renewal request, the request returns with a status of Renewal OK and a date in New Due Date:. Note that the Lender’s NewDueDate is not necessarily the same as the date you requested.

Not approved. If the Lender refuses, the request returns with a status of No Renewal and you must return the item by the original Due Date. If the request returns with a status of Recall you must return the item immediately.

15. Additional Borrower Activities 15:3 15.1 Requesting a Renewal (continued)

Example Renewal This is the Borrower’s view of an example request after responding Renewal Request response Request.

15:4 WorldCat Resource Sharing User Guide 15.2 Responding to a Recall

When the Lender needs to have an item returned immediately, the request is returned to you with a status of Recalled. You must respond Return with Today’s Date and return the item. You can also:

z Edit the request

z Print Return Labels (see section 20.3, "Printing Single Shipping/Return Labels")

15. Additional Borrower Activities 15:5 15.2 Responding to a Recall (continued)

Request aging If the you take no action, WCRS sends the you an Overdue (Special Message to Borrower) on the Lender’s behalf 14 system days after the original Due Date.

Respond Return with To respond to a recall: Today’s Date Action

1 Retrieve the request. The Return with Today’s Date check box/radio button is automatically selected. 2 Optional. Do you want to edit the request? z If Yes: Go to the next step. z If No: Go to step 5. 3 Select the Edit button.

Result: The screen changes to edit mode. 4 Make your changes. 5 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 6 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Returned.

15:6 WorldCat Resource Sharing User Guide 15.2 Responding to a Recall (continued)

Example Return... This is the Borrower’s view of an example request after responding Return with response Today’s Date.

15. Additional Borrower Activities 15:7 15.3 Reinitiating a Request

As a Borrower you can use the New button to create a new request (for the same item) with a new request identifier. This function saves time and keystrokes and insures accuracy in creating additional requests for the same bibliographic item.

z If a request returns as Unfilled or Expired, you can create a new request with a different lender string and try again.

z When you have multiple requests for the same title you can create “copy” requests without re-keying the same bibliographic information.

15:8 WorldCat Resource Sharing User Guide 15.3 Reinitiating a Request (continued)

The New button is available for requests having these statuses:

Conditional* In Process* Retry/Pending* Conditional/Pending* Pending* Unfilled Expired Retry* Complete?* * You may edit the original requests.

Note: The New action does not delete or otherwise affect the original request. It copies the contents of the original request to a Workform with NEW in the Request Identifier field. The content, status, and request aging of the original request remain unchanged.

Request aging Once you have completed the Workform you can submit it or you can save it for further work. Prefer saving when you need more time (maximum 14 days) to check information about a request

z Submit. If you select the Submit button, the NEW designation is replaced by a Request ID and the request is sent to the first potential lender in the lender string with a status of Pending. The first Lender has 4 system days to respond.

z Save. If you select the Save button the NEW designation is replaced by a Review Number and the request is placed in the Request Manager Save category with a status of Save. You have 14 system days to submit the request or it will archive to Closed Requests with a status of Cancelled. See Chapter 12, "Processing Unsubmitted Requests (Borrower)" for information on saved requests.

Reinitiate request To reinitiate a request:

Action

1 Retrieve the request. 2 Optional. Do you want to edit the request? z If Yes: Go to the next step. z If No: Go to step 5. 3 Select the Edit button.

Result: The screen changes to edit mode. 4 Make your changes. 5 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 6 Use the Redisplay Request icon to return to the request.

Note: The request status is unchanged.

15. Additional Borrower Activities 15:9 15.3 Reinitiating a Request (continued)

Action

7 Select the New button.

Result: The Display screen changes to a Workform.

Note: Any edits you made transfer to the Workform. 8 Supply a lender string and make any other needed changes. 9 If you select... The request is... Submit Sent to the first Lender Save Saved for 14 system days

Transferred fields The New action copies the following fields from the existing request into the new Workform:

Author: Verified: Affiliation Uniform Title: Patron: Locations: Title: Ship To: Borrowing Notes: Edition: Bill To: ID: Imprint: Ship Via: Department: Series: Electronic Delivery: Status: Dissertation: ILL Fee Management: Address: Article: Maximum Cost: Phone: Volume: Copyright Compliance: Email: Number: Billing Notes: Fax: Date: Fax: Pickup Location: Pages: Email: Notes

15:10 WorldCat Resource Sharing User Guide 15.4 Deleting a Request

There may be times when you as Borrower want to stop the progress of a request through its interlibrary loan cycle. In this case you can Delete the request. For example:

z In reviewing a request you discover that it is a duplicate.

z A patron may inform you that he or she has acquired an item from an alternate source; you can then cancel an existing request such as Pending or Retry.

z Your policy is to manually cancel Expired or Unfilled requests immediately rather than wait for 7 system days (Expired) or 14 system days (Unfilled).

The Delete button is available for requests having these statuses:

Conditional Review In Process Conditional/Pending* Retry Expired Retry/Pend* In Process* Save Pending* Unfilled Review

*Lenders are not able to delete requests.

Request aging When you delete a request, its status changes to Cancelled and it is archived to Closed Requests immediately.

15. Additional Borrower Activities 15:11 15.4 Deleting a Request (continued)

Delete request To delete a request:

Action

1 Retrieve the request. 2 Optional. Do you want to edit the request? z If Yes: Go to the next step. z If No: Go to step 7. 3 Select the Edit button.

Result: The screen changes to edit mode. 4 Make your changes. 5 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 6 Use the Redisplay Request icon to return to the request.

Note: The request status is unchanged. 7 Select the Delete button/check box. 8 Select the Update button.

Result: z The Update Confirmation screen appears, with this message: Record has been updated: [request identifier]. z The request status has changed to Cancelled and it has been archived to Closed Requests. z When you return to the Request Manager screen, the number in the request’s original category is reduced by one, and the request no longer appears on the Summary screen.

15:12 WorldCat Resource Sharing User Guide 16

Additional Lender Activities

Chapter overview This chapter describes the actions the Lender may take on resource sharing requests.

In this chapter This chapter contains the following topics:

Topic page 16.1 Conditional/Pending 16:2 16.2 Retry/Pending 16:3 16.3 Responding to a Renewal Request 16:4 16.4 Recalling an Item 16:10 16.5 Creating a Request with Your Library as Borrower 16:13

16:1 16.1 Conditional/Pending

When a Borrower agrees with the conditions/restrictions you have specified in a Conditional request, the request returns to you with a status of Conditional/Pending.

Request aging If you do not respond within 4 system days, the request is forwarded to the next Lender in the lender string and an entry is generated in the Request History area of the Display screen. If there are no additional Lenders in the string, the system returns the request to the Borrower as Unfilled.

Next steps The Next Steps available to a Lender for a Conditional/Pending request are identical to those available for a Pending request. See Chapter 13, "Responding to an Initial Request (Lender)" for details.

16:2 WorldCat Resource Sharing User Guide 16.2 Retry/Pending

When a Borrower has accepted a Retry Date that you have specified in a Future Date response, and no other Lender could supply the item at an earlier date, the request returns to you on the Retry Date with a status of Retry/Pending .

Request aging If you do not respond within 4 system days, the request returns to the Borrower as Unfilled.

Next steps The Next Steps available to a Lender for a Retry/Pending request are identical to those available for a Pending request except that the Future Date response is no longer available. See Chapter 13, "Responding to an Initial Request (Lender)" for details.

16. Additional Lender Activities 16:3 16.3 Responding to a Renewal Request

When a Borrower asks to renew a loan, the request returns to you with a status of Renewal Request and the Borrower’s requested due date is shown in the Renewal Request: field.

Request aging If you do not respond to the renewal, the loan period runs its course and the request becomes overdue. WCRS sends the Borrower an Overdue (Special Message to Borrower) on your behalf 14 system days after the original Due Date.

Next steps Four Next Steps are available for Renewal Request status:

z Renewal OK

z No Renewal

z Recall

z Complete

You can also edit the request.

16:4 WorldCat Resource Sharing User Guide 16.3 Responding to a Renewal Request (continued)

Respond Renewal OK When you respond Renewal OK, the request is returned to the Borrower with a status of Renewal OK and the updated due date is shown in the New Due Date: field.

To respond Renewal OK to a renewal request:

Action

1 Retrieve the request. The Renewal OK radio button is automatically selected and the Borrower’s requested due date appears in the Renewal Request: field. 2 Optional. Do you want to edit the request? z If Yes: Go to the next step. z If No: Go to step 6. 3 Select the Edit button.

Result: The screen changes to edit mode. 4 Make your changes, then select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

Note: The request status remains Renewal Request. 6 Enter a New Due Date (yyyymmdd) in the adjacent text box or use the pop-up calendar .

Note: You are not required to accept the Borrower’s requested due date. 7 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 8 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Renewal Request and the due date appears in the New Due Date: field.

16. Additional Lender Activities 16:5 16.3 Responding to a Renewal Request (continued)

Example Response. This is the Lender’s view of an example request after a Renewal OK response.

Respond No Renewal When you respond No Renewal, the request is returned to the Borrower with a status of No Renewal and the Borrower must return the item by the original due date.

To respond No Renewal to a renewal request:

Action

Result: The screen changes to edit mode.

16:6 WorldCat Resource Sharing User Guide 16.3 Responding to a Renewal Request (continued)

Action

4 Make your changes, then select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

Note: The request status remains Renewal Request. 6 Select the No Renewal radio button. 7 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 8 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to No Renewal and NO appears in the New Due Date field.

16. Additional Lender Activities 16:7 16.3 Responding to a Renewal Request (continued)

Example Response. This is the Lender’s view of an example request after a No Renewal response.

16:8 WorldCat Resource Sharing User Guide 16.3 Responding to a Renewal Request (continued)

Respond Recall When you respond Recall, the request is returned to the Borrower with a status of Recall and the Borrower must return the item immediately.

When you recall a request in response to a renewal request, the Renewal OK radio button is automatically selected and the Borrower’s requested due date appears in the Renewal Request: field.

See: section 16.4, "Recalling an Item" for more information.

Respond Complete You use the Complete response to close out a loan cycle that has terminated in an irregular manner. For example, a patron wants to renew an item. After the Borrower has responded Renewal Request, the patron decides against the renewal and returns the item. The Borrower physically returns the item but forgets to update the status to Returned. The item arrives back at the Lender and the Lender must respond Complete to archive the request.

You may also edit the request at this time.

When you respond Complete, the request is immediately archived to Closed Requests with a status of Completed.

See Respond Complete in Chapter 17, "Completing a Loan Cycle" for steps to respond Complete.

16. Additional Lender Activities 16:9 16.4 Recalling an Item

When you need to have an item returned immediately, you return the request to the Borrower with a status of Recalled.

You can recall an item if its request status is:

z No Renewal

z Received

z Renewal Request

z Shipped

16:10 WorldCat Resource Sharing User Guide 16.4 Recalling an Item (continued)

Recall To Recall an item.

Action

1 Retrieve the request. 2 Optional. Do you want to edit the request? z If Yes: Go to the next step. z If No: Go to step 6. 3 Select the Edit button.

Result: The screen changes to edit mode. 4 Make your changes, then select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

Note: The request status remains Renewal Request. 6 Select the Recall radio button if not already selected. 7 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 8 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Recalled.

16. Additional Lender Activities 16:11 16.4 Recalling an Item (continued)

Example Recall This is the Lender’s view of an example request after responding Recall.

Overdue requests When the Lender recalls an overdue request with the status Received, Renewal OK, or No Renewal, the status changes to Recalled. However, the request remains in the Special Messages/Borrower: Overdue category on the Request Manager screen until the Borrower indicates Returned or the system archives it to Closed Requests after 180 calendar days.

16:12 WorldCat Resource Sharing User Guide 16.5 Creating a Request with Your Library as Borrower

When a Borrower has returned an item and you have responded Complete, you can use the New button to create a new request (for the same item) with a new request identifier with your library as Borrower instad of Lender. This function saves time and keystrokes and insures accuracy in creating a request for the same bibliographic item.

Note: The New action does not delete or otherwise affect the original request. It copies the contents of the original request to a Workform with NEW in the Request Identifier: field. The content and status of the original request remain unchanged.

See section 15.3, "Reinitiating a Request" for steps to reinitiate a request.

16. Additional Lender Activities 16:13 16.5 Creating a Request with Your Library as Borrower (continued)

16:14 WorldCat Resource Sharing User Guide 17

Completing a Loan Cycle

Chapter overview This chapter describes how to complete the successful Basic Interlibrary Loan Cycle.

In this chapter This chapter includes the following sections:

Topic page 17.1 Introduction 17:2 17.2 Borrower Returns Item 17:3 17.3 Lender Completes Loan Cycle 17:6

17:1 17.1 Introduction

An interlibrary loan cycle may complete in a number of ways. The desired normal completion for loans is that the Borrower returns the item to the Lender at the end of the initial or renewed loan period, and the Lender notifies the Borrower that the item has arrived.

17:2 WorldCat Resource Sharing User Guide 17.2 Borrower Returns Item

As Borrower, you are required to return an item to the Lender on or before the Due Date. To notify the Lender that a Received item is being returned you respond Return with Today’s Date. The request returns to the Lender with a status of Returned. You can also:

z Edit the request

z Print Return Labels (see section 20.3, "Printing Single Shipping/Return Labels")

You can also respond Return with Today’s Date if the status is: Renewal Request, Renewal OK, No Renewal, or Recalled.

17. Completing a Loan Cycle 17:3 17.2 Borrower Returns Item (continued)

Request aging If you do not return the item on or before the Due Date, WCRS automatically sends you a Special Message: Overdue on behalf of the Lender 14 system days after the Due Date.

Respond Return with To return an item: Today’s Date Action

Result: The screen changes to edit mode. 4 Make your changes, then select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

Note: The request status remains Received. 6 Select the Return with Today’s Date radio button. 7 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 8 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Returned.

17:4 WorldCat Resource Sharing User Guide 17.2 Borrower Returns Item (continued)

Example Return with This is the Borrower’s view of an example request after responding Return with Today’s Date Today’s Date. response

17. Completing a Loan Cycle 17:5 17.3 Lender Completes Loan Cycle

To notify the Borrower that a Returned item has arrived at your library, you respond Complete. When you respond Complete, the request is immediately archived to Closed Requests with a status of Completed. You can also edit the request before selecting the Update button.

You can also respond Complete if the status is: Renewal Request, Renewal OK, No Renewal, Not Received (Special Message to Lender), Recalled.

Note: OCLC recommends that you do not respond Completed until the returned item has actually arrived at your library.

Request aging If you do not respond Complete within 14 system days, WCRS automatically sends you a Complete? (Special Message to Lender) on behalf of the Borrower.

17:6 WorldCat Resource Sharing User Guide 17.3 Lender Completes Loan Cycle (continued)

Respond Complete To respond Complete for a returned item:

Action

Result: The screen changes to edit mode. 4 Make your changes, then select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 5 Use the Redisplay Request icon to return to the request.

Note: The request status remains Renewal Request. 6 Select the Complete radio button. 7 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 8 Use the Redisplay Request icon to return to the request.

Note: The number in the Renewal Request category has decreased by one, and the request no longer appears on the Request Manager and Summary screens.

17. Completing a Loan Cycle 17:7 17.3 Lender Completes Loan Cycle (continued)

Example Complete This is the Lender’s view of an example request after responding Complete. response

17:8 WorldCat Resource Sharing User Guide 17.3 Lender Completes Loan Cycle (continued)

Complete not possible Occasionally, you receive an item for which you cannot respond Complete because the Borrower did not update the request to Received even though the item was received and returned.

In this situation, you can:

Action

1 Retrieve the Shipped request. 2 Select the Recall check box. 3 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 4 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Recalled. 5 Check the Complete check box (if not already checked). 6 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier].

Note 1: Once the request status has changed to Completed; the item can only be located by searching Closed Requests.

Note 2: Lending credit applies because item was shipped.

Note 3: IFM charge does not apply because the item never arrived and the request was never updated to Received by the Borrower.

17. Completing a Loan Cycle 17:9 17:10 WorldCat Resource Sharing User Guide 18

Special Messages

In this chapter This chapter contains a flow diagram for each of the loan cycles listed below.

Subject Page 18.1 Introduction 18:2 18.2 Lender to Borrower: Received? 18:3 18.3 Borrower to Lender: Not Received 18:8 18.4 Lender to Borrower: Overdue 18:9 18.5 Borrower to Lender: Complete? 18:11

18:1 18.1 Introduction

An interlibrary loan cycle may complete in a number of ways. The desired normal completion is described in Chapter 17, "Completing a Loan Cycle". In that case, the Borrower returns the item to the Lender at the end of the initial or renewed loan period and the Lender notifies the Borrower that the item has arrived. The request is archived to Closed Requests and can be retrieved by both the Borrower and the Lender.

Special messages However, problems can occur within the loan cycle:

z Item is not received by Borrower: The Lender has shipped an item and the Borrower has not acknowledged that the item has arrived.

z Item becomes overdue: The Due Date is now past and the Borrower has not returned the item.

z Item is not received by Lender: The Borrower has returned an item but has not received confirmation that the item has arrived at the Lender’s.

Special Messages address these problems. They are automatically generated by the WorldCat Resource Sharing system based on the lack of an expected response at the end of a predetermined interval. They cannot be manually triggered by library staff.

They may be sent on behalf of the Borrower or the Lender.

18:2 WorldCat Resource Sharing User Guide 18.2 Lender to Borrower: Received?

When a Shipped item has not been updated to Received within 14 system days for loans or 7 system days for copies:

z WCRS automatically sends the Borrower a Received? (Special Message to Borrower) on behalf of the Lender, asking the Borrower to confirm receipt of the item.

z On the Borrower’s Request Manager screen, the request moves from the Shipped category to the Special Messages/Borrower category.

Note: Because the Borrower has not yet responded, the status of the request remains Shipped.

Request aging If the Borrower does not respond, the request is archived to Closed Requests after 180 calendar days.

18. Special Messages 18:3 18.2 Lender to Borrower: Received? (continued)

Next Steps Two Next Steps are available to you as Borrower for a Special Message: Received? request:

z Yes This Item Was Received

z Not Received

You can also edit the request.

Respond Yes This You can indicate that the item has been received by accepting the current date or Item Was Received specifying a past date. You may also edit certain fields in the request.

Current date. To respond Yes This Item Was Received with no changes and have the WCRS supply current date:

Action

1 Retrieve the request. The Yes This Item Was Received radio button is automatically checked. 2 Select the Update button.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 3 Use the Redisplay Request icon to return to the request.

Note: The request status has changed to Received and the remainder of the loan cycle proceeds normally.

Past date. To indicate a past date of receipt and/or edit the request:

Action

1 Retrieve the request. The Yes This Item Was Received radio button is automatically checked. 2 Select the Edit button. 3 Enter a date (yyyymmdd format) in the Receive Date: field or use the pop-up calendar . 4 Optional. Modify any fields that are now editable. 5 Select the Update button to save your changes.

Result: The Update Confirmation screen appears, with this message: Record has been updated: [request identifier] 6 Use the Redisplay Request icon to return to the request. Note: z If the Received Date falls within the loan period, the status is changed to Received and the remainder of the loan cycle proceeds normally. z If the Received Date falls after the loan period has expired, the status has changed to Received but WCRS has automatically sent you a Special Message: Overdue on behalf of the Lender.

18:4 WorldCat Resource Sharing User Guide 18.2 Lender to Borrower: Received? (continued)

Example Yes...Received response. This is the Borrower’s view of a request after a Yes This Item Was Received response within the loan period.

18. Special Messages 18:5 18.2 Lender to Borrower: Received? (continued)

Respond Not If the item has not yet arrived, you as Borrower respond Not Received. In this case Received you should edit the request to supply any relevant information in the Borrowing Notes: field.

When you respond Not Received, WCRS:

z Inserts NO in the Receive Date: field

z Inserts the current date in the Returned: field

z Automatically returns the request to the Lender with a status of Not Received (see also section 18.3, "Borrower to Lender: Not Received").

Example Not Received response. This is the Borrower’s view of a request after a Not Received response within the loan period.

18:6 WorldCat Resource Sharing User Guide 18.2 Lender to Borrower: Received? (continued)

Reversing Not If the item does arrive or if you as Borrower discover that you have responded Not Received Received in error, you can correct the error by responding Receive with Today’s Date. You can allow WCRS to insert the current date, or you can insert a different date via edit. See Respond Received in Chapter 14, "Processing a Lender Response (Borrower)" for steps to respond Receive with Today’s Date.

Special handling for If a request has been archived to Closed Requests, its status can no longer be closed requests changed either manually or by any automated process.

IFM. An IFM charge cannot occur once a request is archived to Closed Requests. Payment for closed requests must be handled by another means, according to your local practice.

18. Special Messages 18:7 18.3 Borrower to Lender: Not Received

When a Borrower has responded Not Received to a Received? (Special Message to Borrower), WCRS sends the Lender a Not Received (Special Message to Lender) and returns the request to the Lender with a status of Not Received.

You as Lender should attempt to trace the shipment according to local practice. Be sure to review Borrowing Notes: for any relevant information.

You can also edit the request.

Request aging If you as Lender do not update the status to Complete, the request is archived to Closed Requests after 180 calendar days.

Note: If the item subsequently arrives at the Borrower and the Borrower responds Receive with Today’s Date before you have responded Complete, the request status changes to Received.

Respond Complete See Respond Complete in Chapter 17, "Completing a Loan Cycle" for steps to respond Complete.

18:8 WorldCat Resource Sharing User Guide 18.4 Lender to Borrower: Overdue

When the Due Date is past and the Borrower has not returned the item, WCRS automatically sends the Borrower an Overdue (Special Message to Borrower) on behalf of the Lender 14 system days after the Due Date/New Due Date. Because the Borrower has not returned the item, the request retains its current status (Received, Recalled, Renewal OK or No Renewal).

Request aging If the Borrower does not respond, the request is archived to Closed Requests after 180 calendar days.

18. Special Messages 18:9 18.4 Lender to Borrower: Overdue (continued)

Next Steps Two Next Steps are available to you as Borrower for a Special Message: Overdue request:

z Return with Today’s Date

z Renewal Request

You can also:

z Edit the request

z Print Return Labels (see Chapter 20, "Printing from Request Manager")

Respond Return with If you decide to return the item, WCRS will automatically supply the current date as Today’s Date the return date. See Respond Return with Today’s Date in Chapter 17, "Completing a Loan Cycle" for steps to respond Return with Today’s Date.

Respond Renewal If you decide to request a renewal, you must request a new Due Date. See Request Request renewal in Chapter 15, "Additional Borrower Activities" for steps to respond Renewal Request.

18:10 WorldCat Resource Sharing User Guide 18.5 Borrower to Lender: Complete?

When a Borrower has returned an item but not received a Complete response to confirm that the item has arrived back at the lending library, WCRS sends the Lender a Complete? (Special Message to Lender) 14 system days after the Returned Date.

You can also edit the request.

Request aging If the Lender does not respond, the request is archived to Closed Requests after 180 calendar days.

Respond Complete When you as Lender respond Complete, the request is immediately archived to Closed Requests with a status of Completed. See Respond Complete in Chapter 17, "Completing a Loan Cycle" for steps to respond Complete.

18. Special Messages 18:11 18. Special Messages (continued)

18:12 WorldCat Resource Sharing User Guide 19

Batch Update

In this chapter This chapter describes the WorldCat Resource Sharing Batch Update process.

Subject Page 19.1 Overview 19:2 19.2 Step 1: Choose a Next Step 19:4 19.3 Step 2: Assign Request IDs to Actions 19:5 19.4 Step 3: Update All Categories 19:7 19.5 Step 4: Output Options 19:8 19.6 Step 5: Return and Review Update 19:10 19.7 Unsuccessful Update 19:11

19:1 19.1 Overview

The Batch Update function allows you to process multiple WorldCat Resource Sharing requests or multiple sets of requests. Once you have accessed the Batch screen, the basic update process consists of five steps:

1. Choose a Next Step (called an Action on the Batch screen). 2. Assign Request Identifiers to one or more Actions. 3. Update all requests. 4. View results and optionally choose one or more outputs. 5. Return to the Batch screen and clear updates.

This process is illustrated in the diagram below.

19:2 WorldCat Resource Sharing User Guide 19.1 Overview (continued)

Accessing the Batch To access the Batch screen, select the Batch link in the Navigation menu. screen

You can access the Batch screen from these initial screens:

z Request Manager

z Blank Workform

z Printing

z Display

z Summary

19. Batch Update 19:3 19.2 Step 1: Choose a Next Step

The Batch screen displays all of the Next Step responses that are available for batch update. The responses are called Actions on this screen.

You begin by selecting the underlined Action (response) to which you want to assign multiple requests. The Batch Processing screen for that Action is displayed.

19:4 WorldCat Resource Sharing User Guide 19.3 Step 2: Assign Request IDs to Actions

The Batch Processing screen allows you to assign one or more WorldCat Resource Sharing requests to your chosen Action. Because the information required for different Actions varies slightly, the fields you see on a given Batch Processing screen vary.

Example 1: Batch Processing screen for No (Conditional):

Example 2: Batch Processing screen for Returned:

Fields you supply You will need to supply one or more of these fields depending upon your chosen Action.

Field Description

Request Identifier OCLC Resource Sharing control number. A numeric value (always required) assigned after a request is submitted. Renewal Date Date requested by a Borrower for an extension of the loan period. Receive Date Date the borrowing library updates the request status to Received. Constant Data Drop-down list containing the list of current Constant Data records. Reason for No Drop-down list containing the ISO ILL-defined list of explanations of why an item will not be loaned. Conditional Lending Drop-down list containing the list of conditions to which the Notes borrower must agree before an item can be loaned.

19. Batch Update 19:5 19.3 Step 2: Assign Request IDs to Actions (continued)

Usage note It is not necessary to select multiple requests. You can perform a Batch Update after assigning a single request to a single Action.

Assign request To assign a request to an Action:

Action

1 Enter or scan a Request Identifier. 2 Enter additional information if required:

z Date: You can: — Enter an exact date formatted as: yyyymmdd.

— Use the pop-up calendar to select a date. — Enter a one- or two-digit number in the format [+nn] and WCRS will calculate that date from today’s date [Renewal Request, Future Date, and Yes (Renewal Request) only.]

z Constant Data: Select the down arrow at the right of the Constant Data box and choose a Constant Data record from the drop-down list. z Reason for No: Select the down arrow at the right of the Reason for No box and choose a reason from the drop-down list. z Conditional Lending Note: Select the down arrow at the right of the Constant Data box and choose a Constant Data record from the drop-down list. You can also enter up to 500 characters of custom text in the adjacent text box. 3 Select the Add button or press .

Result: The Request Identifier/additional information appears in the text box.

Note: If any information is incorrect (for example, you have the wrong Reason for No), highlight that entry in the box and select the Delete button. 4 Do you want to assign another request to this same Action? z If Yes: Go to Step 1. z If No: Go to the next step. 5 Do you want to assign requests to a different Action? z If Yes: — Return to the Batch screen by selecting the Batch link in the Navigation menu — Select a different Action — Go to Step 1.

z If No: Go to section 19.4, "Step 3: Update All Categories".

19:6 WorldCat Resource Sharing User Guide 19.4 Step 3: Update All Categories

When you select the Update All Categories button, WCRS carries out the selected Action for all requests that you have entered since your last update. This includes:

z Performing the relevant processing for each request that has been assigned to a given Action

z Updating request status

z Returning a response to the Borrower or Lender (if required)

Note: The Update All Categories button remains unavailable (grayed out) until at least one request has been entered for Batch Update.

Results The results of the Batch Update are displayed on the Batch Processing Results Summary screen.

Printing labels See section 20.4, "Printing Batch Shipping/Return Labels", for printing labels from Batch Update.

19. Batch Update 19:7 19.5 Step 4: Output Options

Once you have completed the update, you have three options for viewing detail results from the Batch Processing Results Summary screen:

z View your results online

z Print a detailed report

z Export results to a text file

You can also print shipping or return labels.

View online The Batch Processing Results Summary screen displays the Borrowing and Lending category lists. Each category that has been changed by the most recent update is represented by a set of three links:

Categories not affected by the most recent update remain in plain (unlinked) text.

Selecting one of these links displays the Batch Processing Results Summary screen that includes Action Performed, Request Identifier and Batch Processing Results for each request.

To... Do this... Result

See all updates. Select the category The Batch Processing Results Detail name. screen displays a list that includes Action Performed, Request Identifier See only successful Select the number in and Batch Processing Results for updates. the Yes column. each request. See only failed updates. Select the number in the No column.

Print report You can print a report showing detail results for all categories using your browser’s print function.

To print a detailed report:

Action

Select the Print Report button.

Results: The formatted report is displayed, then overlaid almost immediately by your browser's Print window. Choose your settings and select Print or OK.

19:8 WorldCat Resource Sharing User Guide 19.5 Step 4: Output Options (continued)

Export results You can export a detailed report in the form of a comma-separated value (.csv) file that you can then import into a spreadsheet such as Microsoft® Excel.

To export a .csv file:

Action

1 Select the Export Results button.

Results: A File Download dialog box opens.

2 Select Save.

Results: A Save As dialog box opens. 3 Open the Save in: field and navigate to the directory where you want to download the report. OCLC recommends that you write down the directory location if you do not plan to use the file immediately. 4 Optional: Rename the file.

Note: Do not change the .csv extension. 5 Select Save.

Results: The file downloads to your directory.

Create labels You can also print shipping/return labels for selected updates. See section 20.4, "Printing Batch Shipping/Return Labels", for printing labels from Batch Update.

19. Batch Update 19:9 19.6 Step 5: Return and Review Update

When you have obtained your desired output(s) and/or printed labels, you return to the Batch screen by selecting the Batch link in the Navigation menu.

You can either:

z Return to the Batch Processing Results Summary screen by selecting the View Results button.

z Complete the Batch Update process by selecting the Clear Successfully Processed Items button. When you select this button, the following happens: —All action names become active links. —Quantity and Totals: values are reset to zero. —The Update All Categories button is displayed in an inactive (grayed-out) state.

See section 19.7, "Unsuccessful Update", for dealing with unsuccessfully processed requests.

19:10 WorldCat Resource Sharing User Guide 19.7 Unsuccessful Update

The Batch Update process can fail for a number of reasons. Failures are identified by messages in the Batch Processing Results column on the Batch Processing Results Detail screen.

Messages These messages identify failed updates:

This message... Means...

Error occurred during The update failed due to a problem with the Batch batch processing. Update process. Error occurred during The update failed due to a problem with this specific the batch processing of request. this record Record currently in use This request is being accessed by the other party to the interlibrary loan. Request identifier not The Request ID indicates a request for which you are valid for your institution neither the Borrower nor the Lender. Update not allowed The Action chosen for this request is not available for its status.

Two of the most common, which result from entering an incorrect Request ID, are described below.

Request identifier not WorldCat Resource Sharing assigns Request Identifiers in sequential order, as valid requests are submitted by all member libraries. Two requests that you submit one immediately after the other may or may not have immediately sequential request IDs because another library’s request may have been submitted in the short interval between your two requests.

WCRS allows only Borrowers and Lenders to see each other’s view of the same request. It does not allow libraries to see requests to which they are not a party.

Example:

1. Your library has a number of Pending requests to which you want to respond Yes via Batch Update. Two of these requests are: 10017594 and 10017597. 2. In assigning requests to the Yes Action, you mistakenly enter 10017598 — a request for which you are neither the Borrower nor the Lender. 3. When you select Update All Categories, this update fails:

19. Batch Update 19:11 19.7 Unsuccessful Update (continued)

Update not allowed The Batch Update process does not validate a request’s Next Steps against an Action. If you assign a request to an Action that is not available to a request in its current status, Batch Update will still attempt to process the request.

Example:

1. Request 10017592’s current status is Conditional/Pending. The valid next Steps are In Process, Yes, No, Conditional, and Future Date. 2. Request 10017591’s current status is Renewal Request. The valid Next Steps (Lender) are Renewal OK, No Renewal, Recall, and Complete

To decline the renewal via a Batch Update, the request number should be entered under the No (Renewal Request) Action. 3. If you mis-type a Request Identifier and accidentally assign request 10017592 to the Recall Loan Action, WCRS will attempt to recall the loan and update the request to Recalled.

19:12 WorldCat Resource Sharing User Guide 19.7 Unsuccessful Update (continued)

4. This update will fail. The failure is indicated by a linked number in the No column in the Lending area of the Batch Processing Results Summary screen.

5. Select the linked Action name or number to display the Batch Processing Results Detail screen.

19. Batch Update 19:13 19. Batch Update (continued)

19:14 WorldCat Resource Sharing User Guide 20

Printing from Request Manager

In this chapter This chapter contains a flow diagram for each of the loan cycles listed below.:

Subject Page 20.1 Overview 20:2 20.2 Printing Requests 20:3 20.3 Printing Single Shipping/Return Labels 20:8 20.4 Printing Batch Shipping/Return Labels 20:13 20.5 Printing Book Straps 20:16 20.6 Printing Book Stickers 20:20

20:1 20.1 Overview

WorldCat Resource Sharing provides Adobe® Acrobat®-based utilities that allow you to print:

z Requests (three formats)

z Shipping/Return labels (three formats)

z Book Straps

z Book Stickers

To download Adobe Reader to your workstation see: http://www.adobe.com/ products/acrobat/readstep2.html.

Note: Please contact Adobe directly if you have problems with downloading or if you need more information about Reader.

20:2 WorldCat Resource Sharing User Guide 20.2 Printing Requests

The WCRS Category Selection: Printing screen allows you to print requests in three formats:

z One fully-formatted request per page

z One abbreviated request per page

z Two abbreviated requests per page

You can print in sets of up to 100 requests. Printing begins with the uppermost category selected in the Borrowing area.

Access You access the WCRS Category Selection: Printing screen by selecting the View link in the Printing area of the Request Manager screen.

20. Printing from Request Manager 20:3 20.2 Printing Requests (continued)

Printing requests Before you begin. If you are printing over 100 requests (multiple sets of 100 requests each) and you are using Microsoft® Internet Explorer, you must modify a Downloads security setting to download and print the second and subsequent request sets. See Modifying Internet Explorer, below.

Action

1 Choose the categories you want to print by checking each category’s Select check box.

Note 1: If you want to print all Borrowing or all Lending categories, check the corresponding Select All check box(es).

Note 2: When you print Review or Pending requests, Request Manager automatically updates those requests to Review In Process and In Process, respectively. If you want to bypass the auto-update and keep these requests in their current categories, check the Do not auto-update... check box. This check box has no effect unless the Select check box is also checked. 2 In the Select Printing Format area, choose whether you want to print: z A full request per page z One request per page (default) z Two requests per page Note: If you choose a setting other than the default, that setting remains in effect for your current FIrstSearch session only. 3 Do you want to print now? z If Yes: Go to the next step. z If No: Select Request Manager to return to the Request Manager screen. 4 Select Print Selected Categories.

Result: The page header is displayed, overlayed by your browser’s File Download window.

20:4 WorldCat Resource Sharing User Guide 20.2 Printing Requests (continued)

Action

5 Select the option that opens the file; this may be Open or Open with/OK.

Result: Adobe Reader opens the file in a separate window. 6 Enter P to open the Print dialog box. Be sure that Page Scaling is set to None, then select OK.

Note: When you have selected more than 100 requests, the Print Next Set icon appears in the upper right corner of the formatted requests page. Select this icon to print the next set of 100 requests.

20. Printing from Request Manager 20:5 20.2 Printing Requests (continued)

Modifying Internet In order to print over 100 requests you must modify the Downloads security setting. Explorer Action

1 In the menu bar select Tools, then select Internet Options.

Result: The Internet Options window opens. 2 In the Internet Options window, select the Security tab, then select the Custom Level button.

Result: The Security Settings window opens.

20:6 WorldCat Resource Sharing User Guide 20.2 Printing Requests (continued)

Action

3 Scroll down through the settings to the Downloads area. Under Automatic prompting for file downloads, select the Enable radio button, then select OK.

Result: A confirmation window appears. 4 Within the confirmation window, select Yes.

Result: The confirmation and Security Settings windows close. 5 Within the Internet Options window, select OK.

Result: The window closes.

20. Printing from Request Manager 20:7 20.3 Printing Single Shipping/Return Labels

When processing requests individually, you can automatically create a .pdf file containing shipping and/or return labels for the requests that you have just updated. Request Manager extracts address information from each request's Ship To: and Return To: fields and automatically formats it to match one of three common label types.

In order to create a label for an individual item, you must check the Print Shipping Labels or Print Return Labels check box on the request.

You can create labels after these updates:

Lender Borrower

Pending to Shipped (respond Shipped to Received (respond Receive with Yes) Today’s Date) In Process to Shipped (respond Received to Returned (respond Return with Yes) Today’s Date) Conditional/Pending to Shipped Recalled to Returned (respond Return with (respond Yes) Today’s Date) Retry/Pending to Shipped Renewal OK to Returned (respond Return (respond Yes) with Today’s Date) No Renewal to Returned (respond Return with Today’s Date) Special Message: Received? to Received (respond Yes This Item Was Received) Special Message: Overdue to Returned (respond Return with Today’s Date)

Label types These label types can be used:

z Avery 5260, 8160

z Avery 5262, 5162, 8162

z Avery 5264, 5164, 8164

20:8 WorldCat Resource Sharing User Guide 20.3 Printing Single Shipping/Return Labels (continued)

Label format and Address length. All label addresses are limited to a maximum of six lines except layouts for the Avery 5262 and 8160 which are limited to five lines. Although a request's Ship To: and Return To: fields do not limit the number of lines you can actually enter, only the specified number of lines will be extracted for label printing.

ZIP code/POSTNET™ barcode. Whenever possible the ZIP code will be extracted and converted to a POSTNET barcode. The ZIP code does not need to be in the last address line, but it must be in one of the following formats:

z Five digits: nnnnn

z Five + four digits: nnnn-nnnn

z Nine digits: nnnnnnnnn

Label position. Labels are numbered from left to right, top to bottom, starting at the upper left corner of a sheet.

Shipping OR return labels only. When you request only shipping labels or only return labels, the label sheet fills out in the order shown above.

Shipping and companion return labels. When you request shipping and return labels for the same item, the Ship To: label print first, followed by its companion Return To: label.

20. Printing from Request Manager 20:9 20.3 Printing Single Shipping/Return Labels (continued)

Shipping labels and independent return labels. When you request shipping and return labels for different items, the shipping labels print first, preceded by a marker label. The return labels are then printed, also preceded by a marker label.

Partial sheets You may use a partial label sheet. On the Label Printing Options screen, you must enter the number of the last vacant label location.

Note: OCLC does not recommend using partial sheets and is not responsible for paper jams or printer damage that results from this practice.

20:10 WorldCat Resource Sharing User Guide 20.3 Printing Single Shipping/Return Labels (continued)

Print labels To print single labels.

Action

1 After you have completed processing all individual requests, return to the Request Manager screen. 2 Select the Print link for Mailing Labels (n shipping, n return) in the Printing area at the bottom right of the screen.

Result: The Label Printing Options screen appears. 3 Select a label format from the drop-down menu. 4 Indicate what types(s) of labels you want to print by checking the appropriate check box(es).

Note: The default is to print a companion return label for each shipping label. If you do not want to print a return label, un-check this check box. 5 For Avery 5164 labels only: Include one or more of the optional messages by checking the appropriate check box.

Note: If you have chosen a type other than Avery 5164, these check boxes remain unavailable (grayed out). 6 Is your first label sheet a partial sheet?

z If Yes: Enter the number of the last vacant label location in the Labels missing from the top... box (see Partial Sheets above). z If No: Go to the next step. 7 Select Format Labels.

Result: Your browser displays a dialog box which is labeled File Download or Opening labels. 8 Select the option that opens the file; this may be Open or Open with/OK.

Result: Adobe Reader opens the file to your screen.

20. Printing from Request Manager 20:11 20.3 Printing Single Shipping/Return Labels (continued)

Action

9 Enter P to open the Print dialog box. Be sure that Page Scaling is set to None, then select OK.

20:12 WorldCat Resource Sharing User Guide 20.4 Printing Batch Shipping/Return Labels

For selected batch updates, you can automatically create a .pdf file containing shipping and/or return labels for the requests that you have just updated. Request Manager extracts address information from each request's Ship To: and Return To: fields and automatically formats it to match one of three common label types.

You can create labels as part of these batch updates:

z Pending to Shipped (Lender responds Yes)

z In Process to Shipped (Lender resonds Yes)

z Retry/Pending to Shipped (Lender responds Yes)

z Received to Returned (Borrower responds Return With Today’s Date)

z Received (Special Message: Overdue) to Returned (Borrower responds Return With Today’s Date))

If your updates do not include at least one of these, the Create Labels button on the Batch Processing Results Summary screen remains unavailable (grayed out).

Label types, formats, For this information, see section 20.3, "Printing Single Shipping/Return Labels" layouts and above. numbering

Print labels To print labels from batch processing.

Action

1 Access the Batch screen by selecting Batch in the Navigation menu:

2 Select an Action (Next Step) to which you want to assign requests.

Result: The Batch Processing screen appears. 3 Begin the batch update process by adding Request IDs to the Request Identifier box. Do not select the Update All Categories button.

For information about the Batch Update process, select the Help icon on the Batch screen. 4 Do you want to print labels for an additional category?.

z If Yes: Return to the Batch screen and repeat Step 1.

z If No: Select Update all categories. Result: The Batch Processing Results Summary screen appears.

20. Printing from Request Manager 20:13 20.4 Printing Batch Shipping/Return Labels (continued)

Action

5 Select Create Labels.

Result: The Label Printing Options screen appears. 6 Select a label format from the drop-down menu. 7 Indicate what types(s) of labels you want to print by checking the appropriate check box(es).

Note: The default is to print a companion return label for each shipping label. If you do not want to print a return label, un-check this check box. 8 For Avery 5164 labels only: Include one or more of the optional messages by checking the appropriate check box.

Note: If you have chosen a type other than Avery 5164, these check boxes remain unavailable (grayed out). 9 Is your first label sheet a partial sheet?

z If Yes: Enter the number of the last vacant label location in the Labels missing from the top... box (see Partial Sheets above). z If No: Go to the next step. 10 Select Format Labels.

Result: Your browser displays a dialog box which is labeled File Download or Opening labels. 11 Select the option that opens the file; this may be Open or Open with/OK.

Result: Adobe Reader opens the file to your screen.

20:14 WorldCat Resource Sharing User Guide 20.4 Printing Batch Shipping/Return Labels (continued)

Action

12 Enter P to open the Print dialog box. Be sure that Page Scaling is set to None, then select OK.

20. Printing from Request Manager 20:15 20.5 Printing Book Straps

When processing interlibrary loan requests you can automatically create a .pdf file containing book straps for the requests that you have just updated. Request Manager extracts and automatically formats information from each request.

The Book Strap Printing Options form allows you to choose book straps or book stickers. Book stickers must be printed separately (see section 20.6, "Printing Book Stickers").

You can create book straps after these updates:

z Pending to Shipped (Lender responds Yes)

z In Process to Shipped (Lender responds Yes)

z Conditional/Pending to Shipped (Lender responds Yes)

z Retry/Pending to Shipped (Lender responds Yes)

z Shipped to Received (Borrower responds Receive with Today’s Date)

Individual or batch You can create book straps when updating individual requests or updating in batch. update Individual requests. In order to create a book strap for an individual item, you must check the Print Book Straps check box on the request before updating.

Batch processing. In order to create one or more book straps during batch processing, you must check the Print Book Straps check box on the Batch Processing screen. If you have checked the check box for an individual request, Yes appears in the Print Book Straps column of the Request Identifier box once you have selected Add.

20:16 WorldCat Resource Sharing User Guide 20.5 Printing Book Straps (continued)

Layout Book straps are 2-3/8" x 9-1/2" and printed three per standard 8-1/2" x 11" sheet. You will need to manually cut the straps apart.

Content Each book strap contains the following information:

Request ID barcode Due Date Author Borrower’s OCLC symbol ISBN or ISSN(if both are present, only Lender’s OCLC symbol the ISBN is shown.) Patron Name Return address(es)

20. Printing from Request Manager 20:17 20.5 Printing Book Straps (continued)

Print book straps To print book straps:

Action

1 After you have completed processing all individual requests, return to the Request Manager screen. 2 Select the Print link for Book Straps in the Printing area at the bottom right of the screen.

Result: The Book Strap Printing Options screen appears. 3 Select Print Book Straps. 4 Select the Format button.

Result: Your browser displays a dialog box which is labeled File Download or Opening labels. 5 Select Format Labels.

Result: Your browser displays a dialog box which is labeled File Download or Opening labels. 6 Select the option that opens the file; this may be Open or Open with/OK.

Result: Adobe Reader opens the file to your screen.

20:18 WorldCat Resource Sharing User Guide 20.5 Printing Book Straps (continued)

Action

7 Enter P to open the Print dialog box. Be sure that Page Scaling is set to None, then select OK.

20. Printing from Request Manager 20:19 20.6 Printing Book Stickers

When processing interlibrary loan requests you can automatically create a .pdf file containing book stickers for the requests that you have just updated. Request Manager extracts and automatically formats information from each request. You can create book stickers when processing individual requests or processing in batch.

The Book Strap Printing Options form allows you to choose book straps or book stickers. Book straps must be printed separately (see: section 20.5, "Printing Book Straps").

You can create book stickers after these updates:

z Pending to Shipped (Lender responds Yes)

z In Process to Shipped (Lender responds Yes)

z Conditional/Pending to Shipped (Lender responds Yes)

z Retry/Pending to Yes Shipped (Lender responds Yes)

z Shipped to Shipped to Received (Borrower responds Receive with Today’s Date)

Individual or batch You can create book stickers when updating individual requests or updating in update batch.

Individual requests. In order to create a book sticker for an individual item, you must check the Print Book Straps check box on the request.

Batch processing. In order to create one or more book stickers during batch processing, you must check the Print Book Straps check box on the Batch Processing screen. If you have checked the check box for an individual request, Yes appears in the Print Book Straps column of the Request Identifier box once you have selected Add.

20:20 WorldCat Resource Sharing User Guide 20.6 Printing Book Stickers (continued)

Layout Book stickers are approximately 3-1/2" x 2-1/2". They are formatted to print 6 per sheet on Avery label stock: 5264, 5164, 8164. Labels are numbered from left to right, top to bottom, starting at the upper left corner of a sheet.

Content Each book sticker contains the following information:

Request ID barcode Borrower’s OCLC symbol Author Lender’s OCLC symbol Due Date Return address(es)

Partial sheets You may use a partial label sheet. On the Label Printing Options screen, you must enter the number of the last vacant label location.

Note: OCLC does not recommend using partial sheets and is not responsible for paper jams or printer damage that results from this practice.

20. Printing from Request Manager 20:21 20.6 Printing Book Stickers (continued)

Print book stickers To print book stickers:

Action

1 After you have completed processing all individual requests, return to the Request Manager screen. 2 Select the Print link for Book Straps in the Printing area at the bottom right of the screen.

Result: The Book Strap Printing Options screen appears. 3 Select Print Book Stickers. 4 Is your first label sheet a partial sheet?

z If Yes: Enter the number of the last vacant label location in the Labels missing from the top... box (see Partial Sheets above). z If No: Go to the next step. 5 Select the Format button.

Result: Your browser displays a dialog box labeled File Download or Opening labels. 6 Select Format Labels.

Result: Your browser displays a dialog box labeled File Download or Opening labels. 7 Select the option that opens the file; this may be Open or Open with/OK.

Result: Adobe Reader opens the file to your screen.

20:22 WorldCat Resource Sharing User Guide 20. Printing from Request Manager (continued)

Action

8 Enter P to open the Print dialog box. Be sure that Page Scaling is set to None, then select OK.

20. Printing from Request Manager 20:23 20. Printing from Request Manager (continued)

20:24 WorldCat Resource Sharing User Guide A

Editable Fields

In this appendix Certain fields are unlocked for editing at specified points in the interlibrary loan cycle. The fields that are unlocked are not necessarily identical for Borrower and Lender.This appendix contains tables that show which fields are editable based on a request’s current status, and which statuses allow you to edit a given field.

Subject Page A.1 Editing Based on Request Status: Borrower A:2 A.2 Editing Based on Request Status: Lender A:4 A.3 Editing Based on Field Name: Borrower A:5 A.4 Editing Based on Field Name: Lender A:7

A:1 A.1 Editing Based on Request Status: Borrower

This table show which fields can be edited by the Borrower when a request has a given status. Required fields are shown in boldface.

If the status is... You can edit these fields...

Pending Need Before: Ship Via: Conditional Request Type: Electronic Delivery: Conditional/Pending Author: ILL Fee Management: Uniform Title: Maximum Cost: Title: Copyright Compliance: ISBN: Billing Notes: ISSN: Fax: Edition: Email: Imprint: Affiliation: Series: Locations: Dissertation: Borrowing Notes: Article: ID: Volume: Department: Number: Status: Date: Address Pages: Phone: Verified: Email: Patron: Fax: Ship To: Pickup Location: Bill To: Notes: Review All of the above plus Lenders. Save Review in Process In Process Request Type: Electronic Delivery: Retry Author: ILL Fee Management: Retry/Pending Uniform Title: Maximum Cost: Title: Copyright Compliance: ISBN: Billing Notes: ISSN: Fax: Edition: Email: Imprint: Affiliation: Series: Locations: Dissertation: Borrowing Notes: Article: ID: Volume: Department: Number: Status: Date: Address Pages: Phone: Verified: Email: Patron: Fax: Ship To: Pickup Location: Bill To: Notes: Ship Via:

A:2 WorldCat Resource Sharing User Guide A.1 Editing Based on Request Status: Borrower (continued)

If the status is... You can edit these fields...

Shipped Receive Date: Address: Patron: Phone: Affiliation: Email: Locations: Fax: ID: Pickup Location: Department: Notes: Status: Received Renewal Request: Department: Renewal Request Patron: Status: Renewal OK Affiliation: Address Locations: Phone: Borrowing Notes: Email: Returned: Fax: Insurance: Pickup Location: ID: Notes: No Renewal Borrowing Notes: Insurance: Recalled Returned: Not Received Receive Date: Returned: Borrowing Notes: Insurance: Returned Insurance:

A. Editable Fields A:3 A.2 Editing Based on Request Status: Lender

This table show which fields can be edited by the Lender when a request has a given status. Required fields are shown in boldface.

If the status is... You can edit...

Shipped Due Date: Ship Insurance: Call Number: Lending Note: ILL Fee Management: Lending Restrictions: Lending Charges: Return To: Shipped: Return Via: Conditional Lending Notes: Returned Recalled Returned Via: Return To: Not Received Lending Notes: Return Via: No Renewal Received Returned Via: Return Via: Return To: Renewal OK Returned Via: Return To: Lending Notes: Return Via: Lending Restrictions Renewal Request New Due Date: Lending Restrictions: Returned Via: Return To: Lending Notes: Return Via:

A:4 WorldCat Resource Sharing User Guide A.3 Editing Based on Field Name: Borrower

This table shows the statuses in which a given field can be edited by the Borrower. Required fields are shown in boldface.

You can edit this field... When the request status is...

Need Before: Pending Review Conditional Review in Process Conditional/Pending Save Lenders: Review Save Review in Process Article: Pending Save Author: Conditional In Process Bill To: Conditional/Pending Retry Billing Notes: Review Retry/Pending Copyright Compliance: Review in Process Date: Dissertation: Edition Electronic Delivery: ILL Fee Management: Imprint ISBN ISSN Maximum Cost: Number: Pages: Request Type: Uniform Title: Series: Ship To: Ship Via: Title: Volume: Verified: Address: Pending Save Affiliation Conditional In Process Department: Conditional/Pending Retry Email: Review Retry/Pending Fax: Review in Process Renewal Request ID: Shipped Renewal OK Locations: Received Notes: Patron: Phone: Pickup Location: Status Receive Date: Shipped Not Received Renewal Request: Received Renewal OK Renewal Request

A. Editable Fields A:5 A.3 Editing Based on Field Name: Borrower (continued)

You can edit this field... When the request status is...

Borrowing Notes: Received No Renewal Returned: Renewal Request Recalled Renewal OK Not Received Insurance: Received No Renewal Returned Recalled Renewal Request Not Received Renewal OK

A:6 WorldCat Resource Sharing User Guide A.4 Editing Based on Field Name: Lender

This table shows the statuses in which a given field can be edited by the Lender. Required fields are shown in boldface.

You can edit this field... When the request status is...

Call Number: Shipped Due Date: ILL Fee Management: Lending Charges: Ship Insurance: Shipped: New Due Date: Renewal Request Lending Notes: Shipped Not Received Conditional Renewal Request Returned Renewal OK Recalled No Renewal Lending Restrictions: Shipped Renewal OK Renewal Request Return To: Shipped Received Return Via: Recalled Not Received No Renewal Returned Via: Recalled Received Not Received Renewal OK No Renewal Renewal Request

A. Editable Fields A:7 Product Code MAN 3645 ISO 9001 Certified 0808/2000336FM,OCLC