October 27, 2016

Citing Article Publication Date -- Original Print vs. Online

As more and more scholarly articles tend to be published exclusively online, it seems that little by little many older articles originally published in print format are also being converted into digitized versions and re-published. At the same time, some articles are published online "ahead of print", then later in printed issues. This can tend to cause some confusion as to how to properly cite the publication date when requesting a reproduction through interlibrary loan services. Avoiding any informational discrepancies will make it easier for the ILL staff at both your host library and the supplier library to process your request quickly and efficiently.

When requesting a journal article, you generally are asked to provide the journal title, the volume number, the issue number (if possible), the publication year and inclusive pages, as well as the title and author of the article (each with its own respective data field in the request form). It is crucial that the volume number and the year properly coincide chronologically in order for holdings searches to be accurately carried out (especially in cases when multiple periodicals bear the same title or similar titles). When a single article may have two "different" publication dates, and the year specified in the request is not the original year corresponding to the print version, it becomes more difficult for staff to pinpoint the appropriate bibliographic serial record.

Although it is interesting (and possibly somewhat helpful) to mention that any such article was "Published online: October 2016" (for example), this is more appropriate as an aside (to be entered in the "Notes" field of the ILLiad request form) rather than into the citation data fields proper. We prefer that you cite using the original date (as well as volume, issue and pages) of the first print version, in any case. In a similar way, though it is possible to cite the "ahead of print" date instead of the official intended future print publication date, the "print" date is preferable as the actual citation date in the request form while the "Epub" date may be more appropriately mentioned in the "Notes" field. I have also commented at length on the topic of "[Epub ahead of print]" in the September 20, 2010 entry of this blog.

While we're at it -- a word or two about conference proceedings papers (i.e., presented at a conference, symposium, colloquium, meeting, etc.)... It is important to note that the year the event took place (normally the date cited in the title) is often not the same year the proceedings was published (which is the date referenced in the bibliographic record). When submitting your request, it is preferable to refer to the year the event took place in your citation, and then mention the publication year (if different) separately in the "Notes" field.

Please we aware that this discussion is only a recommendation on how best to submit requests for journal articles (and conference papers) when using the ILLiad resource. It is in no way intended as a guide for how to properly cite them in the footnotes or references of your own published writings. Such guidelines are the province of research scholarship, and format and stylistic rules are governed by the conventions of your own particular discipline (and its attendant scholarly publications).

Well, a lot of words just to make a simple point. Hope this was helpful, anyway.

Got questions about ILLiad or ILL services? Please feel free to contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

September 22, 2016

Some Comments on Making Better Use of this Blog

Sometimes the most recently published entries presented here may not have any relevance to your current research service needs, which is understandable. Please be aware that over several years during which I have been managing this blog, I have covered various and sundry topics related to our interlibrary loan services and the pragmatic use of the ILLiad application, and these commentaries are still relevant to scholarship and accessible from this site.

In order to make it easier to retrieve the existing entries that may address your needs, we suggest that you take advantage of the features provided by our hosting blog service, in order to locate and narrow down those that will best serve your needs. I will proceed to discuss the relative usefulness of each of these functions, as follows...

* Archives - Since, for most of the history of this blog, I have published only one single entry per month, and the "Archives" lists by month only (with no reference to topic), this option is not terribly useful.

* Categories - You can narrow down your search by selecting entries based on this criterion, which includes "Citations", "Features", "Indexes", "Policies", "Recommendations" and "Services". The associated links will pull up all entries classed by either primary or secondary category from among these. Selecting "Indexes" will bring up all the annual cumulative tables of contents I have created to date, the most recent containing links directly to each listed entry--this may better serve you than pulling up the "Archives".

* RSS - This will bring up the most recent 15 entries, as links or fully displayed (depending on your browser), which is a bit of an improvement over "Archives", but still not as good as pulling up the "Indexes" category. Feel free to subscribe to the feed, if you like.

* Search - Perhaps the most useful option of all. Simply enter your search term or terms into the input box and click on "Search" (or use the "Enter" or "Return" key on your keyboard if your browser does not display this button). Entering multiple terms appears to narrow down the search to entries containing all the specified words anywhere within the text, rather than to all those containing at least any one of them. (For those familiar with geometric logic, the "intersection" rather than the "union".) Please note you cannot further narrow your search by category, as the "Categories" option is a separate function altogether.

Keep in mind that the "Search" option available in this blog should employed only in the context of the functional use of your ILLiad account services, and not for general searches related to your research subject area. We recommend that you consult Summon or any of our Research Databases or Research Guides, or enlist the services of one of our Research Services Librarians for that purpose.

Here are some suggestions for the type of search terms appropriate to this blog:

"ISBN", "ISSN", "OCLC" or any combination of these
"Thesis", "Dissertation" or both
"Foreign", "Language", "Title", "English" or any combination of these
"Status", "Department" or both
"Password", "Security" or both
"Citation", "Source", "Notes", "Reference" or any combination of these
"Abbreviation", "Journal", "Monograph" or any combination of these
"Renewal", "Due" or both
"Request", "Clone", "Re-submit", "Cancel" or any combination of these

On the other hand, the following, by themselves or in combination (including with any of the "good" suggestions above), will not produce any results:

"Banana", "Chicken", "Xylophone" or "Feldspar"

As always, hope this has been in some way helpful.

Questions regarding this *blog, ILLiad or ILL services? You are welcome to contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

*FYI: Carl's ILLiad Blog is currently closed to comments (sorry)--please address any suggestions or observations to the e-mail address above. Thank you.

August 18, 2016

Getting Started with ILLiad -- Some Basics

It's the start of another academic year, so here are some brief reminders about how to get yourself ready to use Kelvin Smith Library's interlibrary loans services...

* Set up your new ILL account at Kelvin Smith Library's ILLiad site -- click on "First Time Users" and follow the instructions.

* Remember to verify your Case Account Number first before you register -- use your Case ID login and password to access this page.

* Determine what materials you need for your coursework or individual research -- we recommend you first consult with one of our Research Services Librarians for assistance.

* Check the Case Library Catalog for locally accessible materials in campus library or virtual collections, before using interlibrary loan services.

* Check in OhioLINK and SearchOhio catalogs for items available for request as well, before using ILL.

* If you cannot locate the returnable materials (e.g., books, theses, music scores, audio-visual) you need locally in our campus libraries, or from OhioLINK or SearchOhio, log back into ILLiad and submit your requests using one of the appropriate menu forms.

* If you cannot locate the non-returnable materials (e.g., articles, book chapters, conference papers) you need locally in our campus libraries, log back into ILLiad and submit your requests using one of the appropriate menu forms.

* Wait for an e-mail contact from the ILLiad system or from KSL's interlibrary loan staff regarding the delivery status of your requested materials, or about any possible complications with an ILL transaction.

* Log into your ILLiad account to download your electronically delivered articles -- any time, from anywhere.

* Or... Pay a visit to KSL's Service Center during regular operating hours to pick up your interlibrary loan books or other returnable materials.

* Stay alert for any follow-up communications regarding your current interlibrary loan transactions (e.g., overdue loans, renewals, cancellations).

We hope this has been a helpful primer for your interlibrary loan needs. Good luck with your studies and research in the coming year!

Questions or concerns about ILLiad or ILL services? Feel free to contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

July 12, 2016

ILLiad Loans and "My Library Account"

"Why can't I view all my current loan check-outs in the same place?"

This is a question that comes up on occasion, and deserves at least some explanation to our users for whom it is a constant concern...

The scenario is this--

You go to the Case Library Catalog and click on the My Library Account link (which appears in the navigation bar at the top of many of our catalog pages) to view or renew your current loans, and you see all the items you currently have checked out or on hold (if any) through your CWRU library account, except ... those dog-gone interlibrary loan items you requested through your ILLiad account.

The reason for this is--

ILLiad is not in any way directly synchronized with or incorporated within the CWRU libraries' joint patron checkout system, which only handles loans of items held within the university's four campus location library systems, and of those held within the OhioLINK and SearchOhio consortium member libraries. (The latter of these, though technically direct checkouts from these external host collections, are often conceptualized as "interlibrary loans" by many patrons.) ILLiad is essentially a separate and (for the most part) independent system, and this is why ILLiad loan transactions (whether "in process", "on hold", "checked out" or "returned") are not encapsulated within or accessible through the "My Library Account" logon site display.

As a side note--

ILLiad does draw upon a patron's current status in the library's circulation system (through a tangential interface protocol known as "API authentication") to determine whether or not a potential registrant or current user is in good standing. In other words, you may not be allowed to set up a new account or you may be blocked from signing into an existing account, if you have fines in excess of $15.00 or if you have not properly entered your Case Account Number into the new user registration form.

Getting back on topic--

You can only view your ILL statuses for returnable items by logging into the account you have already created at the Kelvin Smith Library ILLiad website (or the corresponding sites for MSASS Harris Library, the CWRU Law Library or the Cleveland Health Sciences Library). Click on the "Checked Out Items" link from your account's Main Menu, to view the list of all your current ILLiad loans, conveniently displayed in table format, then select a specific transaction number to open up the corresponding request record. This, of course, is also where you would request a renewal, provided the loan in question is eligible for one.

Hopefully this has clarified some common misconceptions.

For further assistance in determining your appropriate service point, please consult the Libraries of Case Interlibrary Loan Directory or my blog entry for August 7, 2009.

If you have any questions or concerns about ILL loans through ILLiad, please contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

June 13, 2016

Cumulative Table of Contents for this Blog (to Date, Revised V)

I realize it doesn't take much imagination to create another one of these, so I'm putting a little more effort into this one than I have in the past...

So, in order to allow interested parties to better navigate this site, I have now provided this present index (and very likely all forthcoming ones) with direct links to each entry, including previous Cumulative Indexes -- Why? Well, why not? And yes, I know there technically is a difference between an "index" and a "table of contents", but for my purposes, these terms are synonymous. Well, then, here it is --

Textbooks on Interlibrary Loan -- August 26, 2008
Archives of American Art Holdings -- September 9, 2008
Requesting Renewals in ILLiad -- September 25, 2008
Proper Entry of Data into Article Request Forms -- October 14, 2008
One Item per ILLiad Transaction, Please -- October 29, 2008
Checking Local & OhioLINK Holdings First -- November 19, 2008
Blocked ILLiad Accounts -- December 3, 2008
ILLiad Loans vs. OhioLINK Loans & Local Checkouts -- December 18, 2008

Abbreviated Titles -- January 23, 2009
'Notes' and 'Source of Citation' Fields in ILLiad Request Forms -- February 13, 2009
Authorized Users -- March 4, 2009
'Library-Use-Only' Materials Borrowed through ILLiad -- March 25, 2009
Other' Request Form (Miscellaneous Loans) -- April 16, 2009
Retrieving Electronic Delivery Articles -- May 5, 2009
Viewing E-Mail Notifications from ILLiad -- June 3, 2009
Tracking in Your ILLiad Requests & Explanation of Statuses -- July 7, 2009
Which ILLiad Site or ILL Service Point to Use? -- August 7, 2009
Variation in Electronic Delivery Quality -- September 8, 2009
Theses & Dissertations -- Availability through Interlibrary Loan -- October 6, 2009
Cancelling ILLiad Requests Already Submitted -- November 4, 2009
Alternative Request Forms & Resources -- December 8, 2009

Foreign Language Titles in Interlibrary Loan Requests -- January 22, 2010
Copyright Issues & ILL -- February 24, 2010
Converted ILL Requests -- March 24, 2010
ILLiad System Alerts -- April 27, 2010
Requesting Specific Editions & New Books on ILL -- May 19, 2010
Keeping Your ILLiad User Information Up-to-Date -- June 28, 2010
Requesting Books vs. Book Chapters -- July 28, 2010
Cumulative Table of Contents for this Blog (to Date) -- August 27, 2010
Requesting '[Epub ahead of print]' Articles on ILL -- September 24, 2010
Multiple-Part Loans Borrowed through ILL -- October 27, 2010
Blocked from Using ILLiad - Revisited -- November 17, 2010
OCLC WorldCat and ILLiad Requests -- December 15, 2010

E-Books through Interlibrary Loan? -- January 26, 2011
Your ILLiad Password -- February 22, 2011
Requesting Entire Series through ILL -- March 25, 2011
Duplicate Requests in ILLiad -- April 21, 2011
Paperwork with Loaned ILL Books -- May 25, 2011
ILLiad Menu in Your Login Session -- June 23, 2011
Case Account Number and ILLiad New User Registration -- July 25, 2011
Courtesy Electronic Delivery Materials for Faculty ILLiad Users at KSL -- August 24, 2011
Cumulative Table of Contents for this Blog (to Date, Revised) -- September 20, 2011
One Item per ILLiad Transaction, Please - Revisited -- October 25, 2011
ILL Do's and Don't's - 1st Installment -- November 23, 2011
OCLC Non-Supplier Locations -- December, 27, 2011

ILL Do's and Don't's - 2nd Installment -- January 25, 2012
Quick List of ILL Pointers -- February 23, 2012
Reminders about Electronic Deliveries -- March 23, 2012
Some Tips on Properly Filling out ILL Request Forms -- April 23, 2012
Some Brief Comments about ILL Turnaround Times -- May 23, 2012
Logging in with Your ILLiad UserName & Password -- June 19, 2012
ILLiad Login Problems? -- It May be Your Browser -- July 24, 2012
Tips for Distance Ed Graduates (DM Program, Document Delivery & ILL) -- August 28, 2012
5 Quick Tips for ILL -- September 21, 2012
2 Tips Regarding Article Requests -- October 25, 2012
Browsers and Viewing PDF's in ILLiad -- November 20, 2012
ILLiad Login vs. Single Sign-On -- December 20, 2012

ILLiad Requests and Non-Roman Alphabetical Characters -- January 28, 2013
Loan Notifications from ILLiad: Overdues, Renewals, Recalls, etc. -- February 19, 2013
Reminder About Library-Use-Only Loans -- March 6, 2013
Faculty Campus Delivery & ILLiad Loans -- April 17, 2013
Cumulative Table of Contents for this Blog (to Date, Revised II) -- May 22, 2013
Coming Soon -- Another Overdue Notice ... and a Few Comments on Loans -- June 18, 2013
Planning Your Use of ILLiad Loaned Materials -- July 24, 2013
Some Comments on Electronic Delivery -- August 27, 2013
ILL and the New KSL Service Center Configuration -- September 20, 2013
A Few General ILL Comments Worth Repeating -- October 24, 2013
ILLiad Help Pages May Have the Answer -- November 18, 2013
Some Timely End-of-Year Odds and Ends -- December 17, 2013

New Feature--ILL Staff Can Log into ILLiad as Patron, and an Update on Requesting Renewals -- January 23, 2014
Memory Cues for KSL ILL Staff Contacts -- February 20, 2014
A Few Words About Picking up Your ILLiad Loans -- March 19, 2014
ILL Books No Longer Needed? -- April 22, 2014
Cumulative Table of Contents for this Blog (to Date, Revised III) -- May 13, 2014
ILL Books May Become Part of the KSL Collections -- June 23, 2014
Numbers to Remember for Interlibrary Loan Services -- July 11, 2014
Things to Remember About ILLiad and ILL Services -- August 20, 2014
Visiting Scholars and ILL Services -- September 17, 2014
OhioLINK Loans vs. ILLiad Loans at KSL -- October 23, 2014
OCLC Numbers, ISSN's & ISBN's When Submitting ILL Requests -- November 21, 2014
Some Quick End-of-Year Reminders About ILL -- December 5, 2014

Quick Refresher Course on Password Reset -- January 21, 2015
Loans vs. Copies - When Catalogued Monographs Turn Out to be Journal Article or Book Chapter Reprints -- February 13, 2015
ILL Convenient Services at the KSL Service Center -- March 16, 2015
Essential ILLiad vs. OhioLINK -- April 20, 2015
Don't Get Blocked! -- Maintaining Uninterrupted ILLiad Service at KSL -- May 20, 2015
Cumulative Table of Contents for this Blog (to Date, Revised IV) -- June 24, 2015
Using Appropriate Forms When Submitting Requests in ILLiad -- July 30, 2015
Some Quick Tips for the Coming Year + Some ILL Statistics -- August 22, 2015
Kelvin Smith Library is a SHARES Member -- September 25, 2015
We Can Clone -- and So Can You! -- October 14, 2015
Keeping Your ILLiad User Information Current -- A Reprise -- November 18, 2015
Assorted End-of-Year Reminders -- December 10, 2015

OhioLINK Loans & ILLiad Duplicate Requests -- January 19, 2016
ILLiad Request Basics -- A Few Reminders -- February 19, 2016
Non-Roman Alphabetical Characters in ILLiad Requests - Revisited -- March 21, 2016
Please Don't Hammer! -- A Little Patience with ILLiad -- April 18, 2016
Renewals -- Another Look -- May 19, 2015

Just a note-- I accidentally deleted virtually the entire first draft of this entry, so I essentially had to re-create it from scratch. Well, these things do happen, but I'm not fishing for any sympathy. After all, it's not exactly a Ph.D. dissertation.

Thanks for using it, and hope it proves helpful.

Questions about ILLiad or ILL policies and services? Feel free to contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

May 19, 2016

Renewals -- Another Look

Though it's been commented on tangentially upon several occasions throughout this blog, the last time the topic of ILL renewals was specifically and exclusively covered in earnest was September 25, 2008. So, it's about time to re-visit the subject of renewing your ILLiad loans with a quick primer, covering some basic points....

First things, first -- you cannot "renew" an ILLiad loaned item, per se. Indeed, you can only "request" a renewal. It is then up to the lender library to decide whether or not they will grant an extension, and if so, for how long. As such, ILL renewals will not take place in "real time", and there will always be more or less of a delay in the response to your request. This is a distinguishing feature of loans with ILLiad, in contrast with the case of direct checkouts of KSL and OhioLINK items.

Next -- is your loan actually eligible for a renewal request? When you received your original e-mail notification letting you know that your item was ready for pick-up, a line in the text read either "Is this loan renewable? Yes" or "Is this loan renewable? No". When you actually came to sign out the materials, the label on the cover was either marked with "NO RENEWALS" or it was not. Keep in mind that any restriction prohibiting renewals is one that has been indicated by the lending library, not by the KSL ILL staff.

When to request a renewal -- the rule is "within 5 days prior to the original due date". You will be sent an automated "Due Soon" notification at the appropriate time, well ahead of your loan's due date. The first "Overdue" notice will not go out until the day after this date. If you loan has become overdue, you will need to contact KSL ILL staff (see below), since the window of opportunity will have already passed.

How to request a renewal -- you will be instructed to log into your ILLiad account, and then go to the list of "Checked Out Items" (under the "View" section of your Main Menu). From there you will select the corresponding loan transaction number, and when the page opens click (once only) on "Renew Request" at the top. A confirmation message will appear if your request was successful, as long as you submitted it within the appropriate time range. If this link is not present, your loan is not eligible for renewals, for one of the reasons already mentioned above.

But wait -- your renewal is not complete immediately. You will need to be on alert for an e-mail reply message regarding your renewal request, which should normally be sent out within 24 hours. The subject heading will either be "ILL Renewal OK" or "ILL Renewal Denied", and this again is at the discretion of the lender library. Also keep in mind that the new due date assigned (if the renewal was granted) may vary according to the policies of the lender, and cannot be expected to be uniform in all cases (again in contrast to local and OhioLINK direct checkouts).

Finally -- additional renewals are in general not possible with ILLiad loans. Once you have requested your first renewal, you will no longer have the option to request any additional ones for the same transaction via your ILLiad login session, and will need to contact ILL staff for further consideration. (This is why we also warn against "double-clicking" the "Renew Request" link when attempting to make your request--the system is already in the process of acknowledging your initial request, and thinks you are trying to submit a second one immediately thereafter.)

As always, our Customer Help Page's section on Renewal Requests systematically covers the process of requesting ILL renewals. Feel free to have a look there, any time--day or night.

Still have questions or concerns about requesting renewals with ILLiad? Please contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

Continue reading "Renewals -- Another Look"

April 18, 2016

Please Don't Hammer! -- A Little Patience with ILLiad

Sometimes our ILLiad server gets a little overwhelmed due to high usage, or the Internet is just plain running slow thanks to overall excessive traffic volume. You may be trying to enter your ILL requests, and the screen apparently freezes up. We all know that feeling, but the truth is -- ILLiad is a very reliable application, but like anything, requires a little patience every now and then.

Please keep in mind that, although it looks like nothing is happening, the act of repeatedly pressing the 'Submit Request' button on request forms in quick succession will result in the creation of unnecessary duplicate transactions. We ask that you please allow time for the page to refresh after clicking on this button the first time, and wait until you receive the confirmation message at the top indicating the request has been received and assigned a transaction number.

If you have submitted multiple requests in this manner, they will subsequently show up as "Outstanding Requests" on your Main Menu page (which might seem inexplicable at first). At this point, you may choose to cancel them on your own (as a courtesy to ILL staff). Please be aware that we do not accept duplicates, and if we see multiple requests for identical materials submitted by the same patron in this pattern, we will process only the first one and cancel the remaining transactions. Our policy regarding duplicates has been addressed previously in the blog entry for April 21, 2011.

In a related issue...

When viewing electronically delivered PDF's, you may notice similar slowness while waiting for the page images to appear on your screen. Just another reminder that high-volume Internet traffic might be partly to blame, while the fact is that larger files will normally take longer to load as a rule. Clicking on "View PDF" repeatedly under these circumstances may actually further slow down the loading process -- leading to escalating frustration. As always, we recommend a little patience, and your material should be delivered in due course. FYI, this topic has also been issue previously discussed in entries for August 27, 2013, March 23, 2012 and May 5, 2009.

As always, we hope this bit of advice has been helpful in providing you optimal service from the ILLiad application.

Questions or concerns about ILLiad, or about ILL policies and services in general? Please contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.