June 13, 2018

KSL Special User Registration in ILLiad -- Status & Department Selections

This month's blog entry is intended either for our regular users who are afforded special service levels, or for those who are not primary users of KSL's ILLiad system, but are allowed to register for limited services. This includes (in no particular order) alumni, KSL depository requestors, distance education graduates (WSOM), post-doctoral researchers, emeritus faculty and visiting scholars. Although this does not as a rule apply directly to current faculty, staff, graduates or undergraduates, you are welcome to read on, as well.

When you initially sign up for ILLiad privileges at our login page, you will click the "First Time Users" link and agree to our terms to reach the "New User Registration" page. There is often some uncertainty as to which selections for "Status" and "Department" which you are to make once you reach that point in the process. Without any further ado, the answers to these questions are summarily indicated below:

New ILLiad user options for "Status" and "Department or Major"--

* Alumni Users: "Alumni Online Library" & "KSL ALUMNI ONLINE LIBRARY"

* KSL Depository Request Users: "Depository Request" & "KSL DEPOSITORY REQUEST"

* WSOM Doctor of Management Students: "Distance Ed Graduate" & "DM"

* Post-Doctoral Students: "Graduate" & your academic department

* Emeritus Faculty Members: "Faculty" & your academic department

* Visiting Scholars: "Staff" & your sponsoring academic department

A few additional words of advice for certain of our special user categories, before you go on any further to set up your KSL ILLiad account...

A detailed explanation of who "special users" are is available at our Customer Help page. A list of our "regular" and "special" users eligible for ILLiad services at KSL may be found in our FAQ page. And finally, complete instructions on how to register your ILLiad account for the first time is also on the Customer Help page.

Alumni users who wish to register for special ILLiad services through KSL must sign up initially at our Alumni Services page. After you have received confirmation, you may continue with setting up an ILLiad alumni user account.

KSL Depository scan request services through our ILLiad system has been discussed here at length previously, on both November 13, 2017 and January 22, 2018. Depository scanning service is routinely available to all regular KSL ILLiad users, while ILLiad users from other campus library sites must set up a special account exclusively for that purpose.

Visiting Scholar service through ILLiad at KSL was addressed previously in this blog on September 17, 2014. Prior to registration, a sponsor from your academic department must submit a request in writing to smithcontact@case.edu, including the following information: your name, personal e-mail & phone number, local address, CWRU network ID, dates of visit, and sponsoring department (including name of sponsor, their e-mail & direct phone, and the department general phone). Remember that you will be regarded as "Staff", and that your privileges will extend only during the period of your affiliation with the university.

As always, we hope to have helped clarify this part of the registration process, as well as any possible concerns regarding the special and limited service levels we provide through ILLiad.

For general questions to Kelvin Smith Library ILL staff, please contact us by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

May 22, 2018

Faculty Authorized Users -- Regular Circulation vs. ILLiad

One of the perks of being a faculty member here at Kelvin Smith Library is that you can request to have authorized users specified on your library circulation account. This will allow them to check out KSL and OhioLINK loans on your behalf, saving you time and effort in your busy schedule. Another similar but separate benefit available to all users registered in the KSL ILLiad system is the option to specify authorized persons to sign out interlibrary loan items (not OhioLINK) on their behalf.

If you are current CWRU faculty, and wish to establish the former of these services, you will need to contact KSL Access & Delivery by sending a message to smithcontact@case.edu, providing the names of those persons you wish to allow to pick up your loans. You may also call our Service Center at 216-368-3506 for additional assistance, if needed.

If you are an eligible user of KSL's ILLiad system for interlibrary loan services -- i.e., faculty, staff and students only -- you can similarly designate authorized users also to pick up ILL returnable items for you. This topic was previously covered in my blog way back on March 4, 2009, as distinct from KSL and OhioLINK loan checkouts. Normally, you would simply edit your ILLiad profile by logging into your account and selecting 'Change User Information' from the Main Menu. You would then add their names in the 'Authorized Users' field and save the changes. NOTE: Alumni and Depository Request users do not have loan borrowing privileges through KSL's ILLiad (i.e., only copies), and this does not apply to their service levels.

If you are faculty and are currently registered with a KSL ILLiad account, we can add your authorized users there as a courtesy. If you are making a request using the above e-mail contact for your main borrowing privileges, you can include this in your message text as well. Please remember to refer to your KSL ILLiad UserName, if you intend to do so. If you prefer, our ILL staff can also make this edit to your KSL ILLiad account. Please feel free to send a message to them at smithill@case.edu.

One further word of note about ILLiad authorized users. We recommend that you add them (or request to have them added) to your account prior to submitting any new loan requests. Any returnable items already received and awaiting pick-up will not have been marked with their names, and you will need to notify ILL staff so we can manually add them onto the accompanying checkout slips.

We hope this helps to make your scholarly research endeavors a little easier.

Got questions in general for Kelvin Smith Library ILL staff? Contact us by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

April 23, 2018

International Borrowing Through Interlibrary Loan

If you've ever spent some time on the Main Floor of Kelvin Smith Library, you will have heard campus tour guides often say that "you can get anything from all over the world with ILLiad". Well, this is generally an accurate statement--as, you will see below, our record clearly demonstrates.

So, what kinds of things do we typically get from sources outside the U.S.? Well, by my first-hand estimation, these would include items of the following types:

* Foreign theses and dissertations
* Esoteric literary works in foreign languages
* Rare music scores
* Papers from conferences held outside the U.S.
* Articles from non-English scholarly journals

Granted, a lot of these kinds of materials are available from libraries located in the U.S. too, so this is not to be taken as a hard-and-fast rule. It's just that when we do have to go outside the country to obtain something, these are what they usually turn out to be. As it stands, they still comprise a significant portion of our total workload volume.

At the risk of looking a bit of a show-off, please allow me to provide some statistics on the international borrowing processed by the ILL staff of Kelvin Smith Library. Over the past 3 fiscal years, we have enlisted the services of 108 libraries and archives in 24 countries outside the United States. Consequently, we have filled a total of 453 requests for scholarly materials not available from domestic lenders--approximately 5.5% or our total fill rate. Of these countries, the top 5 suppliers (in descending order) were as follow: Germany, Canada, United Kingdom, Japan, Czech Republic.

For those interested in raw data, below is a list of all the countries whose libraries we have borrowed from, from July 2014 through June 2017. Each country is listed alphabetically, followed by the corresponding numbers for 2014-15, 2015-16 and 2016-17, then the total (in parentheses). At the bottom are the respective grand totals, as well.

Australia: 6, 5, 9 (20)
Austria: 1, 0, 0 (1)
Bulgaria: 0, 1, 0 (1)
Canada: 39, 33, 24 (96)
China: 0, 1, 1 (2)
Cyprus: 0, 0, 1 (1)
Czech Republic: 24, 0, 0 (24)
Denmark: 2, 4, 4 (10)
France: 0, 2, 1 (3)
Germany: 39, 36, 30 (105)
Hong Kong: 4, 1, 1 (6)
Hungary: 0, 0, 1 (1)
Ireland: 2, 5, 2 (9)
Israel: 0, 0, 3 (3)
Italy: 1, 0, 0 (1)
Japan: 8, 15, 10 (33)
Netherlands: 1, 3, 4 (8)
New Zealand: 4, 1, 4 (9)
Poland: 0, 1, 0 (1)
Slovenia: 0, 0, 2 (2)
South Africa: 5, 0, 1 (6)
Spain: 8, 4, 6 (18)
Taiwan: 1, 3, 2 (6)
United Kingdom: 26, 38, 23 (87)

All International: 171, 153, 129 (453)

Just a comment that the case of the Czech Republic in 2014-15 is a bit of an anomaly, while Australia and Spain have been more consistent and reliable suppliers over time. Either of these might have been more of a contender for fifth place.

Well, there you have it. Interlibrary Loan service does not have to end at the U.S. border. So if you need something not held in a domestic location, don't hesitate to request it. We will still try our best to get it for you.

Got questions for Kelvin Smith Library ILL staff? Contact us by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

March 20, 2018

ILLiad Notifications Gone Missing? -- Where You Might Find Them

Sometimes it happens that you may have submitted an ILLiad request a while ago, and not heard anything since. Rest assured that at some point within reason a notification regarding its status will be (or has possibly already been) sent out to you.

If you still feel you've been left wondering, please consider the following list of possible outcomes, to which your request might have arrived...

* Cancelled -- with a reason specified.
* Book (or other returnable item) has been received & you have been notified to pick up -- additional courtesy pick-up messages may have also gone out.
* Loan is due soon, overdue, very overdue, or long overdue & account has been blocked.
* Electronic article has been delivered -- will have expired if not viewed within 30 days.
* Request is still pending, and has not yet been fulfilled.

With the exception of the last of these, an attempt to contact you by e-mail would have already been made. It is entirely possible, for one reason or another, that the message never reached you. In such cases, we suggest first that you login into your ILLiad account and check the status of your current and past transactions from the various options listed under the "View" section of the "Main Menu". As they relate to the above list of outcomes, you would click respectively on these options: Cancelled Requests, Outstanding Requests, Checked Out Items, Electronically Received Articles, Outstanding Requests. A quick overview of this menu may also be found in my entry from June 23, 2011.

We recommend as well that you check the "Notifications" option in your ILLiad menu, where you may view the 20 most recent messages sent to the e-mail account specified in your profile. This topic was addressed in more detail here previously on June 3, 2009. It is also wise for you to check the "Change User Information" option (under the "Tools" section of the "Main Menu"), to be sure you have entered an e-mail account address which you check on a regular basis. I have addressed this issue in my prior entries from June 28, 2010 and November 18, 2015.

Finally, we recommend that you also check the spam folder in your personal or institutional e-mail service, to see if it might have gotten filtered there. Believe me, this has happened and is not out of the realm of possibility. We would then suggest that you adjust your settings to accept messages originating from the KSL ILLiad system (i.e., from "smithill@case.edu").

If all else fails, we recommend that you contact ILL staff to the check status of any current transactions, or for older e-mail messages no longer available in the "Notifications" list. As always, you may reach us by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

February 22, 2018

"Not Required" Fields in Request Forms -- They Still Add Value

If you are a regular user of KSL's ILLiad service, you are already well aware that certain fields in the request forms are marked with an asterisk, "*" (in red). These are designated as "required fields", and if you attempt to submit your transaction without entering some appropriate information, you will receive one or more error messages at the top of the page and your transaction will not be accepted. On the other hand, there are also various fields not so marked, but which we highly recommend that you complete whenever the additional information is available to you. Doing so frequently assists us in expediting the processing of your request.

Below is a brief survey of some of those "not required" fields you may encounter in various request forms that still are typical elements of article and book citations, along with some commentary on their usefulness and (in some cases) how to best cite them...

Article Author -- If you don't have an exact article title, or have indicated it as "unknown", the author's name is extremely helpful. Sometimes more than one article may have the same title or similar titles, and knowing the author (or authors) helps to distinguish them. Also, if you don't have the exact page numbers, the author's name helps narrow down what the article is.

Chapter Author -- Similar to an article author, especially when chapters in a single book are contributed by multiple authors. Also very useful when you don't have an exact chapter title or exact pages.

Issue Number -- Complementary to the volume number, making it easier to locate an article in a journal where a volume is comprised of numerous issues. Also very helpful when you don't have exact page numbers. You don't need to precede it with the word "Issue". By the way, when citing a volume number (which is required), you don't need to use "Volume", either.

Volume or Part -- In the case of Book Chapters -- when an excerpt appears somewhere within a large multi-part book series, anthology or encyclopedia, this certainly makes tracking it down a lot quicker and easier. Note: "Volume" is always a required field for Journal Articles.

Chapter Number -- If you know this, it considerably pinpoints the citation, especially when you don't know the chapter title, author or exact pages. Not necessary to precede the number with "Chapter".

Month/Quarter/Date -- "January", "Spring", "July 4", for example -- not including the year, which should be indicated in its own field. This helps to concur with the issue number, or identifies the issue if you do not know its number.

Publisher -- As many journals and books have identical or similar titles, but different publishers, this certainly helps to resolve any possible ambiguities.

Place of Publication -- This complements the publisher information, and may help with identifying different regional editions of the same publication (i.e., newspapers and magazines).

Date of Publication -- For books and monographs, this will concur with the specific edition you may require.

Edition -- You may wish to be very specific about this when requesting a book. If you also have indicated that you will not accept an alternate edition, we must first know exactly which one you actually do want.

ISSN -- This number helps us track down exact journals or serials, and should always be in one of these formats: '0317-8471' or '2434-561X'. Often it helps us search both print and electronic versions available for the same title. Please enter only one in the data field, and do not precede with "ISSN" or include additional punctuation. Extra ISSN's can be entered into the "Notes" field.

ISBN -- This number helps us locate specific editions of books, and exists in formats of the following types: '978-3-16-148410-0', '0-684-84328-5' or '0-8044-2957-X'. Hyphens may vary in position, or be omitted. Please enter only one of these in the data field, and do not precede with "ISBN" or include additional punctuation. Extra ISBN's can be entered into the "Notes" field, as well.

Call Number -- Library of Congress, Dewey and National Library of Medicine are the most common standards for this identifier. It is often very useful in helping to locate a book, both physically in library collections and in catalogs and other electronic databases. Just keep in mind, if what you have isn't a genuine call number, please don't enter it in the "Call Number" field.

OCLC Number -- This one's is extremely useful, especially if you provide one that indicates a large number of holdings (preferably in U.S. locations). It will always consist of only digits, usually no more that 9 in length at latest count. Again, if what you have is not an actual OCLC Accession Number, please don't enter it into the "OCLC Number" field.

Notes -- This is a "catch-all", where you can indicate additional ISSN's, ISBN's, DOI's, online citation URL's and the like, as well as any special request details or other helpful directive information. If there isn't a labelled field in the request form for what you might have, this is the place for it.

Well, this is all I've got for now (and perhaps not-so-brief). Hopefully you'll find it of help, anyway.

Interlibrary Loan or ILLiad questions? As always, contact us by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu.

January 22, 2018

More Comments on KSL Depository Scan Requests

This is just a follow-up to my previous blog entry from November 13, 2017, to clarify when you should choose to submit an ILLiad transaction specifically as a "KSL Depository Scan Request". So here goes...

When you need to have an electronic reproduction made of an excerpt from an item from our collection, where the Library Catalog indicates the location "KSL Depository" at the item-level line entry...

* Log into your ILLiad Account and select from one of the following request forms: Journal Article, Book Chapter, Conference Paper.
* At the top of the form, select "Yes" where it inquires: Is this a "KSL Depository" scan request? -- if you are registered with a "Depository Request" status (for guest-level KSL ILLiad users), this choice does not appear since it is already implied.
* Continue entering at least all the required fields and submit your request.

Below are some examples of titles in our collections that specifically have the item-level location "KSL Depository"--

* Unclassed journals: Journal of the Society for Psychical Research, Scripta mathematica -- use "Journal Article" request form.
* A serial classed with a call number: Bonner Jahrbücher -- use "Journal Article" request form.
* A multi-volume reference book: Encyclopedia of propaganda -- use "Book Chapter" request form.
* Books: Dialogue concerning the two chief world systems, War and peace, The elements of fractional distillation -- use "Book Chapter" request form.
* Conference proceedings: Colloid science, a symposium, Physique colloïdale et biologie,
Chimie colloïdale et biologie -- use "Conference Paper" request form.

The above list illustrates the sorts of items in our collection for which you should use the "KSL Depository" scan request option. The following locations do not apply to this service: KSL Periodicals 1st Floor, KSL Oversize 1st Floor, KSL Stacks 3rd Floor, KSL Closed Stacks Lower Level, KSL Freedman Center, KSL A/V Service Center 1st Floor, KSL Gov Docs 2nd Floor, KSL Special Collections or any other location appearing in our catalog not beginning with "KSL". In short, anything that is NOT in the KSL Depository.

We are still providing courtesy document delivery scans for qualifying faculty and distance education graduate students, and for registered alumni online library users. You may submit these requests using the aforementioned ILLiad forms -- just select "No" or leave the KSL Depository option blank.

As always, submit any regular interlibrary loan requests by also selecting "No" or leaving the option blank. Choosing "Yes" in these cases will mis-route your transaction in ILLiad and delay timely processing of your request.

Again, thank you, and hope this advice is helpful.

More questions or concerns about the KSL Depository Scan request process? Contact our ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at smithill@case.edu, for further assistance.

December 12, 2017

KSL Holiday Closure & ILL Services

As you may have already heard, the university (and subsequently the Kelvin Smith Library) with be closed for business from Saturday, December 23, 2017 through Monday, January 1, 2018. So, you may ask, how will this affect interlibrary loan services and your use of the KSL ILLiad system during this period? Well, until we resume regular library services on January 2, 2018, here's what you can expect under the circumstances--

There will be...

* No processing of newly submitted loan or copy requests.
* No processing of renewal requests.
* No processing of electronic deliveries requiring staff mediation; those supplied by trusted senders will still be sent through automatically.
* No staff re-submission of requests for electronic deliveries where incorrect or incomplete articles have been unintentionally supplied by trusted senders.
* No manual courtesy e-mail notifications (e.g., pick-up reminders and blocked account notices); automated e-mails (overdues, electronic deliveries) will still be sent out.
* No receipt processing of pending ILL book loans and no sending of loan pickup notifications.
* No real-time check in of returned ILL books left in the outdoor book-drop, and no suspension of automated overdue e-mail notifications -- so you may still receive notices, even though you "physically" returned the items.
* No unblocking of accounts having loans two weeks or more past due, until items are checked in after the closure.
* No scanning and electronic delivery of articles from internal collections for special status users.
* No replies from ILL staff to e-mail or phone inquiries.

In summary, nothing can or will take place that requires ILL library staff to be present and on duty at KSL.

We will resume processing accumulated new requests and other transactions in intermediate process statuses, as well as responding to e-mail or voicemail inquiries, beginning January 2, 2018, in the order they were received and as time and available staffing permit.

To make the best of this situation, we recommend that by Friday, December 22, 2018 (well before 5:00 PM) you plan to...

* Pick up any loans still being held at the KSL Service Center, especially if the due date falls withing the library closure period.
* Return any loans with a due date falling within the closure period, especially if they cannot be renewed.

...And even further in advance, please plan to...

* Submit new copy requests at least two days before the closure period, to increase the chances of receiving electronic deliveries in timely fashion; otherwise, new requests may not get processed or filled until after the closure.
* Request renewals (where eligible) for any current loans at least two days before the library closure; if this is still more than five days prior to the original due date, you may need to contact ILL staff by phone or e-mail (before December 22) to have this done manually.
* Submit new loan requests, especially if you have just returned a copy previously borrowed which cannot be renewed but will be needed again in the immediate future.

Also, remember that most of our supplier libraries are also on break, and may not be processing ILL requests or shipping out items during this heavy volume period for the postal system and commercial couriers. This is especially relevant with regard to borrowing theses and dissertations from other academic libraries. They, likewise, are often non-suppliers while the affiliated granting institutions are closed between sessions, and are usually the sole holdings for a particular thesis or dissertation title.

If you have forgotten your ILLiad password, please use the "Forgot Password?" feature on the main logon page. ILL staff will not be available to change your password manually during the closure period.

Our best advice -- simply enjoy your time off, and wait until the new year to start using ILLiad services once again. As always, we hope this is helpful.

Here's wishing you all a safe and pleasant holiday break, and a productive return for the coming Spring 2018 Semester.

Got questions about interlibrary loan? Contact Kelvin Smith Library ILL staff at 216-368-3463 or 216-368-3517, or e-mail us at smithill@case.edu.