November 18, 2013
ILLiad Help Pages May Have the Answer
Just a reminder that these pages are always available for reference, when you can't get in touch with interlibrary loan staff in person. These are also linked to our main logon page, in your session main menu list, and on the various request forms and service pages. They are indexed according to topic, for quick reference.
FAQ -- A quick overview about setting up your ILLiad account, beginning your use of the service, and some answers to other common questions.
Customer Help -- A more detailed guide on using ILLiad, addressing a large number of specific concerns and troubleshooting tips.
Electronic Delivery Information -- An introductory overview of the features of ILLiad's electronic delivery function.
As always, feel free to contact ILL staff for personal assistance, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at firstname.lastname@example.org.
October 24, 2013
A Few General ILL Comments Worth Repeating
Creating new ILLiad accounts, loan issues, ILL privilege concerns...
* For your Username, you may use your Case network ID, i.e., in "abc123" format -- we recommended this when registering, for the sake of convenience. You can also use the same password string as for Single Sign-in (though not required), but you must remember that whenever you change it in the Case Network, you must change it separately during an ILLiad login session if you want it to match -- this will not occur automatically.
* Your Case Account Number is required when registering, and may be searched at the Case Account Number page. It is not the same number as your Employee ID Number, if you are Faculty, Staff, or Student Staff.
* Students who register, but have not yet declared a major, should select 'UNDECLARED' from the 'Department or Major' list, and change it later to the program in which they have enrolled once this has been determined. Do not use departments such as 'ARTS AND SCIENCES, COLLEGE OF' or 'ENGINEERING, CASE SCHOOL OF', which are intended for administrative staff only.
* Renewals of ILLiad loans may be requested at the Service Center (if the transaction is currently eligible -- i.e., not restricted, not overdue, not more than 5 days earlier than the due date, and not previously renewed). Otherwise, you will need to contact ILL staff for assistance at (216) 368-3463 or (216) 368-3517, or at: email@example.com.
* Return your outstanding ILL loans as soon as you are finished using them, but no later than 14 days past the due date in order to avoid having your ILLiad privileges blocked.
* Having an excess of $15.00 in regular library fines on your circulation account will block you from logging into your ILLiad account. You will see an alert message to this effect when you attempt to enter your Username and password.
Hope this information has answered some of your questions about ILL.
September 20, 2013
ILL and the New KSL Service Center Configuration
Just some comments about how Interlibrary Loan services fit into the new Kelvin Smith Library desk and storage furniture situation, staffed by Access and Delivery team members...
* Although ILL presence is now less visible, services involved there are essentially the same as before. Be assured that our stored loan materials are now more secure than previously, as the cabinets containing them are accessed only by A&D personnel during regular hours and are kept locked while the Service Center area is not staffed.
* You will still pick up and check out your ILL books (requested via ILLiad) at the KSL Service Center area. A&D staff will retrieve them from the designated hold shelf, present you with a check-out slip to sign and date, and charge the material out in your ILLiad account through a client proxy.
* Items with a 'LIBRARY USE ONLY' restriction (indicated by the lender library) must be signed out, as with all ILL loans. 'Out' and 'In' times and dates must be recorded on the special usage log slip included with such loans. These items will be secured in the hold shelf area during any times of non-use, while they are still checked out to your ILLiad account. As stated above, A&D staff will monitor these materials during regular hours, and keep them locked in their cabinet when the Service Center is closed.
* You may still return ILL books at the KSL Service Center (to staff at the desk), at the indoor book drop, or at the outdoor book drop (preferably after regular hours). As always, we ask that you do not return any loaned audio-visual materials into either book drop, whether they have been borrowed through ILLiad, via OhioLINK, or directly from any of the KSL or CWRU collections.
* If you have any ILL items being held, but which have not yet been checked out, or any 'LIBRARY USE ONLY' loans that are checked out but are no longer needed, you may contact the A&D desk staff in person or at 216-368-3506 (or notify ILL staff, as below) to have them pulled off the shelf and marked for return.
* Renewals of ILL items, when available (i.e., no restriction, not overdue & within 5 days prior to due date, not previously renewed) may still be requested at KSL Service Center. A&D desk staff can submit these on your behalf in real time, through our client proxy. Of course, you may always log into your ILLiad account to do this remotely.
* For any and all other issues regarding loans, electronic deliveries, article citations, website login access and usage, etc., please contact the ILL staff at 216-368-3463 or 216-368-3517, or e-mail us at firstname.lastname@example.org. During regular business hours (Mon-Fri, 8:30 AM - 5:00 PM), we are usually available for consultations in person, in the KSL 2nd Floor Staff Arc.
August 27, 2013
Some Comments on Electronic Delivery
About electronic delivery provided through ILLiad...
We receive articles through a variety of methods, but make it our job to streamline the delivery to our users into a single, uniform mechanism.
We may have reproduced documents supplied to us by any of the following:
* By electronic protocols sent directly to our server IP address
* By e-mail as an attachment (PDF, TIF)
* By e-mail with a passworded or un-passworded link
* As a print reproduction, by mail or fax
We further process these as follows:
* Articles sent directly into ILLiad may be processed automatically without staff mediation (if the supplier has a 'trusted' status), and delivered on to the user.
* Articles sent directly to ILLiad may require some staff intervention prior to delivery to the user (if the supplier has not yet been deemed as 'trusted').
* Documents supplied via URL or other online delivery method are downloaded and imported into ILLiad by ILL staff, and then processed for delivery.
* Print reproductions are scanned into usable electronic documents by ILL staff, and then imported into ILLiad for processing and delivery.
* In any of the above circumstances, with the exception of reception from a 'trusted' sender, ILL staff will also have the option to perform additional processing (cropping, rotating pages, deleting unnecessary portions, etc.), if time permits.
In order to provide uniformity of service, our sole delivery method is by PDF download, within a login session to your ILLiad account. You will be notified by e-mail with a link and instructions on accessing your electronic document, when it becomes available. For reasons of security and efficient synchronous processing, we never simply forward e-mail article delivery messages from other supplier institutions directly to our users.
If you experience problems downloading in ILLiad, you may contact ILL staff by phone, by e-mail or in-person, and we will either recover a file (if possible) and send it to you as an attachment, copy it to your USB flash drive or disc, or print it and leave it a the KSL service desk for pick up -- these, of course, will be done as case-by-case exceptions. (Unrecoverable files will need to be re-requested through a new ILL transaction, and will then require more time to be re-supplied.)
Recommendations and comments:
* Larger files may take longer to load -- please allow extra time in such cases.
* Print or save your downloaded files, for permanent retention, to avoid having to re-request them.
* After downloading, you have the option to immediately delete, or simply allow your file to expire. You can also un-delete a file, if you do so shortly after deleting it.
* When you save your files, you may have to re-name them, based on which browser you are using. For example, some may retain the ILLiad transaction number while others may assign the name 'illiad.pdf', or some other generic character string. If you are retrieving and saving a number of files, this will help to avoid one overwriting the next.
Hoping these comments will help with your use and understanding of ILLiad's electronic delivery service. You may contact Kelvin Smith Library ILL staff at (216) 368-3463 or (216) 368-3517, or e-mail us at email@example.com with your questions or concerns.
July 24, 2013
Planning Your Use of ILLiad Loaned Materials
Here is my modest attempt to help our ILLiad users follow a mindful strategy for their time frame regarding loans required through interlibrary loan services...
We suggest that you submit requests for loans reasonably close in advance of when they are needed, yet still with enough leeway to accommodate any unexpected delays. We also discourage placing requests extremely far ahead in time, on the other hand. We realize this is a somewhat tricky and arbitrary recommendation, but we ask that you please consider that it is not possible for us to 'schedule' with much accuracy the time of receipt, length of loan, renewal and restriction policies, etc., due to varying factors involved in dealing with diverse lending institutions.
Here are some ballpark suggestions on thoughtfully timing the submission of your loan requests to better coincide with your research time frame. For example, if numerous copies appear to be available in known potential lender libraries (i.e., upon searching the OCLC WorldCat holdings database), say ~150 or more--and none are also available for direct online request through OhioLINK, of course--7 to 10 days are reasonable. However, if considerably fewer are available, around 50-150, 10 to 14 days may be more reasonable. If it is much less common, say 10-50, 2-4 weeks is a more likely expectation.
Items with holdings of fewer than 10 should be considered 'rare', and may require at least one month, if they are available (i.e., allowed to circulate by potential lenders and not currently in use). Very rare or old materials may be restricted, if library policies allow them to be lent at all -- often on a case-by-case basis. Theses and dissertations, which in their original form are often only held in 1 or 2 locations (i.e., of the granting institution), may require 10-14 days, if they are allowed to circulate from those collections at all. UMI and other authorized duplications in print or on microfilm might also be held at more numerous additional locations, and may be supplied in slightly less time.
In the case of some very rare items, it may require 2-3 months to obtain them. Since most potential lenders engaged in these types of loans are highly unlikely to lend out the actual materials, they often may require the ILL transactions to be converted into duplication requests. Occasionally they might also require copyright release authorization for completion of processing, and our you the use may be obligated to personally sign an associated release form bearing on the limits of their use of such materials. Of course, once a request is changed from a loan to a copy, due dates are no longer relevant while download access time limits then become a factor.
In any case, we recommend keeping the following guidelines in mind when requesting borrowable materials, with regard to your research logistics:
* Avoid requesting items too far in advance, but try not to do so too close to the time they are needed.
* Please take into consideration whether or not you plan to be off campus or otherwise out of the area on a long-term basis, prior to submitting loan requests. Received loans will only be available for pick-up from the time they arrive until the time they reach their due date.
* ILL staff cannot guarantee when loans will be supplied by potential lenders, and exactly how quickly they will be received (and by what method). You can always indicate a need for 'RUSH' service in the notes of your request, so we can at least indicate to potential lenders of the need for special retrieval and shipping service levels.
* ILL staff cannot guarantee length of loan periods and renewal policies, or whether other restrictions might be applied. This is all determined by the policies of the lender institutions.
* Expected loan periods cannot be regarded as indefinite. Nor can they be considered uniform across all possible suppliers.
* We can only borrow particular items from those potential lenders that both hold the required items and also allow them to circulate. When we accept their services, we must abide by any varying lending policies, as failure to respect their requirements can endanger future interlibrary relations.
* Notifications for pick-up are sent out at time of receipt. We use the e-mail address that is currently in your ILLiad account to send you these messages, so please make sure it is one you check regularly.
* Loans must be picked up in timely fashion and returned on time. We recommend you sign them out within 10 days of notification for maximum usage, although they will be held until the designated due date.
* Reminders are routinely sent out if materials are not picked up by their due date, as a courtesy. You may let us know if items are still needed, or you can indicate they are no longer required and can be returned. Any loans not signed out by the end of the loan period will be pulled off the hold shelf and sent back to the lender without notice.
* Renewals (if allowed by the lender) must be requested in advance of due date. This is normally within a 5-day frame at the end of the original loan period. Contact ILL staff if you are not able to do so yourself at this point, but keep in mind that renewal requests made on overdue items are often denied.
* Renewal requests can only be submitted for items that are currently checked out, so you need to sign out any loans before you plan to have the due date extended.
* Notices are sent out in advance of due date -- if the item is checked out -- to allow you the opportunity to request your renewals at the appropriate point through your ILLiad account. Details on how to do this are included in the text of these messages.
* Overdue notices are sent out after after the due date. Any checked-out loans that are 14 or more days past the due date will cause your ILLiad account to become blocked, partially restricting the ILL services available to you until such transactions are cleared.
* Rare materials already borrowed and used once may not be available from lenders again in the near future. We recommend you make optimal use of them while you have your initial access.
We offer these suggestions and policy explanations to help afford better use of ILL loans in conjunction with your projected research target dates. If this in any way improves your experience with obtaining loan resources in coordination with your needs, we've achieved an important objective.
June 18, 2013
Coming Soon -- Another Overdue Notice ... and a Few Comments on Loans
This just a head's-up that in the near future, we will begin sending out additional automated overdue e-mail notifications, at the point at which loans have become a full week overdue. If you have any loaned items currently checked out through your ILLiad account, you will receive the seven-day notice, in addition to the other three messages that are already regularly sent out. In the February 19, 2013 entry for this blog, these were presented as a 5-day renewal reminder notice, a day-after overdue notice, and a 14-day account-blocked notice. The addition of another notification at 7 days will offer our users another opportunity to return borrowed items before their ILL privileges become impeded.
-- And here are a couple more reminders regarding loans provided through ILLiad:
* Please remember to keep all associated paperwork together with any loaned items -- such as: book-band wrapped around cover(s), forms and labels paper-clipped inside the book or inserted in a pocket, adhesive labels affixed to cover(s), library-use-only log sheets, etc. Such items need to be returned with the loaned materials, to identify them and properly ship them back to the lender libraries.
* Please return all items directly to the Kelvin Smith Library. Do not return them to any of the other university campus library system locations, or to any local public library branches. Return them preferably in-person to KSL -- to the service center desk, or to the indoor or outdoor book drops (except for audio-visual media or fragile items). Never send them through university campus delivery. If you are using items while away from campus, please return insured by USPS Priority Mail, UPS or FedEx to the following address:
Kelvin Smith Library, ILL
Case Western Reserve University
11055 Euclid Avenue
Cleveland, OH 44106-7151 USA
... and never use any return labels that may be included with the items to mail them directly back to the lender libraries. ILL staff need to process returns here at KSL first before forwarding them on to their home locations, in order to keep all status updates current and accurate.
Hoping this will make returns of ILL loans a little easier and more timely. Thank you very much for your co-operation in helping us to avoid unnecessary loss or delinquency of borrowed library materials.
May 22, 2013
Cumulative Table of Contents for this Blog (to Date, Revised II)
Well, it looks about time for another one of these -- hope this is helpful.
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