November 18, 2015

Keeping Your ILLiad User Information Current -- A Reprise

Just sending out another long-overdue reminder for everyone to be sure all the information in their ILLiad profiles is being kept up-to-date. This topic was previously addressed in my entry published on June 28, 2010, so it's time to talk a little more about it again...

A Quick Run-Through of Profile Points--

* Username - this is permanently associated with your account from the time you create it, and cannot be changed; it also can never be re-used in another account.
* Name (First, Last) - whenever you change this (e.g., due to change in marital status), we recommend you also update it in likewise your ILLiad account.
* Phone Number - we rarely contact patrons by phone, but we still recommend you keep this up-to-date, anyway.
* E-mail Address - it is very important that you keep this current (and properly formatted), and make sure it is an account where you regularly check your messages; this is our primary means of keeping in touch with our users.
* Address - it is probably a good idea to keep this updated, especially if you are enrolled as a Distance Ed Graduate student (Doctor of Management) receiving courier delivery of loans (home or business), or Faculty signed up for campus delivery (to departmental drop-off site); otherwise, ILL service does not send regular notifications by mail.
* Status - please keep this updated in accordance with your status in the university at all times.
* Department (or Major) - this should also be always kept up-to-date; more about university departments, below...

** Departments that have changed their names, recently or not-so-recently (and which you may want to update in your profile, if applicable), for example:
THEATER and DANCE -- now two separate departments

** Departments served by a campus library system other than Kelvin Smith Library for ILL purposes (and which will not appear in our own ILLiad registration list)...
-- If you no longer are affiliated with the university through the College of Arts and Sciences, the Case School of Engineering, the Weatherhead School of Management, or a central administrative department.
-- If you have transferred to a department in the Mandel School of Applied Social Sciences, the School of Law, the School of Medicine, the School of Nursing (except students), the School of Dental Medicine, or any of various interdisciplinary health science-related programs.
-- Under the two circumstances described immediately above, we ask that you discontinue using your KSL ILLiad account, and set up a new account at one of these sites for all future ILL service needs, as appropriate: MSASS Harris Library LAW Library Cleveland Health Sciences Library
-- This topic was previously discussed in my entry for August 7, 2009, and is also addressed in our FAQ Page regarding Who Can Use ILLiad?

For further explanation on keeping your ILLiad account current, please view our Customer Help Page section on Changing Your User Information.

Though it's a topic for another time (and has also been discussed elsewhere in this blog), we always recommend that you change your ILLiad password regularly, paying attention to the usual security considerations. More on this may also be found at our Customer Help Page section on Changing a Password.

If you have further questions or concerns, please feel free to contact KSL ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at

October 14, 2015

We Can Clone -- and So Can You!

One of the new features of the latest version of ILLiad--which some of you may have already noticed--is that it now allows users to submit essentially identical request transactions of those previously entered on the same account, with just a single click. Please allow me to elaborate on some "best practices" suggestions on how to put this function to use...

"Cloning" is basically replicating an existing ILLiad transaction with most of the original details left intact. For example, the "Notes" field is not copied in the same way as author, title, date, etc., would normally be. Cloning also may be initiated from any request record regardless of its current status. "Re-submitting" a request is similar, but can only be done from a transaction that has been cancelled.

Now, a few words on the differences between Cloning and Re-submitting, and how they should be implemented:

Cloning creates an entirely new record with a new transaction number assigned. It should be applied when you need material that has previously been obtained for you, such as a book received but already returned or an article delivered electronically but already past its expiration. It should not be used simply to enter simultaneous duplicate requests, as these are normally cancelled by ILL staff as a matter of policy.

Re-submitting resurrects an existing cancelled record, with the original transaction number retained (and hence also the original creation date in its tracking history). We strongly recommend that you only use this process in response to a recent cancellation, in which we have advised you to provide corrections or amendments to your original citation. We prefer that you re-submit a corrected transaction that was created within the past two or three months--in case of a more "dated" cancellation, it is better simply to "clone" the request.

The above options refer to the "patron-initiated" public functionality of the ILLiad system. Of course, this is also an action that may be performed by ILL staff on behalf of our patrons. In fact, we also have the capability to "clone" a request from one user to another. We are, however, obligated to keep copyright and cost-related consideration into account, and must conscientiously monitor any unreasonable excess in the implementation of this function. We appreciate the judicious use of this convenient feature by you our users, and hope this information is helpful to your research needs.

For more detailed information regarding cloning and re-submitting ILLiad request transactions, please visit the following Customer Help Page locations:
Clone a Request
Re-submit a Request

If you have further questions or concerns regarding ILL services and the ILLiad cloning function, please contact us, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at

September 25, 2015

Kelvin Smith Library is a SHARES Member

So what does this mean? Well, the SHARES Research Libraries Group is a worldwide consortium consisting of over 100 participating institutions. Membership in this group affords us preferential treatment for interlibrary loan services among our peer libraries. Researchers from our university also enjoy comparable on-site collection and service access (short of full borrowing privileges), while visiting any of these locations. This is particularly valuable to traveling scholars in facilitating their research endeavors while away from our campus.

For your convenience, below is a list of those institutions closest geographically to our university, primarily within Ohio and its surrounding states (and province). Note there are currently no SHARES members in Indiana, Kentucky, West Virginia or Wisconsin.


Cleveland Museum of Art, Ingalls Library
Hebrew Union College, Klau Library
Ohio State University, Health Sciences Library
Ohio State University Libraries


University of Michigan
University of Michigan, Law Library


Bryn Mawr College, Canaday Library
Carnegie Mellon University, Hunt Library
Haverford College Library
Pennsylvania State University Libraries
Philadelphia Museum of Art
Swarthmore College, McCabe Library
Temple University, Paley Library
University of Pennsylvania, Biddle Law Library
University of Pennsylvania, Van Pelt Library


Cornell University Library
State University of New York, Binghamton, Bartle Library
Syracuse University Libraries


Art Institute of Chicago, Ryerson & Burnham Libraries
Northwestern University
University of Chicago Library


University of Toronto, Ontario Institute for Studies in Education
University of Toronto, Engineering & Computer Science Library
University of Toronto, Mississauga Library

Others of Major Importance:

Library of Congress
New York Public Library

During the course of our membership in the SHARES program, we have been provided easier access to the collections of a number of specialized and international libraries. This has allowed us to obtain use of materials we previously were not permitted to borrow or have reproduced. We hope our users will also choose to take advantage of the special benefits available with on-site use at other member institution locations.

If you have any questions or concerns regarding ILL services and the SHARES library consortium, please contact us, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at

August 22, 2015

Some Quick Tips for the Coming Year + Some ILL Statistics

Just a short list of recommendations on how to make the best of your interlibrary loan services as the academic year commences...

* Always be sure to avoid requesting materials when they are already available in the collections of Kelvin Smith Library, other CWRU campus library systems or OhioLINK member institutions, or in accessible electronic resources to which we subscribe.

* Submit your ILL requests well in advance of the time you need them for your research. We often can provide materials in very short order, but there are always those items that require additional time and effort to obtain.

* Pick up your loaned items as soon as possible from the KSL Service Center, to make the best use of them. ILL returnable materials always have fixed due dates, so the quicker you check them out, the longer you'll have to use them.

* Return your loans as soon as you can once you have finished using them, or submit a request for renewal just before the due date if the items are eligible for an extension.

* Retrieve your electronically delivered articles as soon as possible. You normally have only up to 30 days past the time of delivery to do this, so if you wait too long they may be gone for good.

* Please pay attention to the e-mail notifications we regularly send out to you. Overdue notices and pick-up reminders are routinely dispatched to our users, and ignoring them may result in loss of access to borrowed items, or worse yet, suspension of your ILL privileges.

Thank you all for keeping these in mind as the 2015-2016 school year begins, so we may better serve your research needs.

And now, for your curiosity and personal edification, we present...

Continue reading "Some Quick Tips for the Coming Year + Some ILL Statistics"

July 30, 2015

Using Appropriate Forms When Submitting Requests in ILLiad

Just a quick overview regarding which forms to fill out for the corresponding material types...

Articles (Non-Returnables)

* Journal Article: Journal and newspaper articles -- one cited article per request form, please.
* Book Chapter: Book chapters -- please provide chapter number if possible.
* Conference Paper: Research papers presented in the published proceedings for a conference, symposium, meeting, etc.
* Patent: Patents or patent applications.
* Standards Document: Technical, industrial, safety standards, etc.

Loans (Returnables)

* Book: Books, monographs, music scores, published proceedings, exhibition catalogues, etc. -- one edition only per request, please.
* Report: Academic department and corporate research reports, etc.
* Thesis: Thesis and dissertations -- please include reference to granting institution.
* Other (Misc. Loan): -- Special type LOANS only, such as audio-visual materials, journal volumes in print or on microfilm, mixed-media collections, etc. -- DO NOT use this form to cite articles, chapters, papers, patents, standards, or any of the loan-type materials for which appropriate forms already exist. (*See also note below.)

When you use the correct form to submit your ILLiad request, you help us deliver your required materials more quickly, by allowing ILL staff to avoid additional editing and transaction conversion. Your cooperation and consideration is greatly appreciated, as it will help to prevent unnecessary processing delays.

Questions or concerns? Please contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at

* FYI: "Misc." is the conventional abbreviation for "Miscellaneous" (which is rarely fully spelled out), adjective -- definition: "of various types or from different sources".

Continue reading "Using Appropriate Forms When Submitting Requests in ILLiad"

June 24, 2015

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

Short on ideas again, so here it is -- as always, hope this is useful.

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

Have a nice Summer, everyone!

Questions or comments? ILL staff may be contacted by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at

May 20, 2015

Don't Get Blocked! -- Maintaining Uninterrupted ILLiad Service at KSL

There are a few major reasons your ILLiad account and ILL privileges can become blocked. Two of these are as a result of delinquent status or incorrect data related to your library circulation account. The third is due to the status of your ILLiad account itself. These are listed below, along with the necessary actions required for resolving them. Please read on...

* Blocked Due to Library Fines

-- Your CWRU library circulation account is carrying an excess of $15.00 in fines, and this is blocking the authentication process that allows you to log into your ILLiad account. We recommend you pay down your fines to at least this amount -- or, better yet, completely down to $0.00 -- to resolve this issue. Contact staff at the KSL Main Service Desk at 216-368-3506 or if you have further questions or concerns.
** Additional explanations may be found in the ILLiad Customer Help page. You may also contact ILL staff at, for further assistance.

* Blocked Due to User Not Found

-- If you are setting up a new ILLiad account, you may have incorrectly entered your CASE Account Number in the registration form. You can verify this number at the following site: Access this information with your CASE Network ID and password, and copy it into the ILLiad new user page in the respective data field.
** Contact ILL staff at or Main Service Desk staff at, for assistance. Additional explanations may also be found in the ILLiad Customer Help page.
-- This happens less frequently, but your current CASE Account Number may not match the one originally entered into your ILLiad account. Again, please verify this number at the following site:, and contact ILL staff at 216-368-3463 or 216-368-3517, or at for follow-up assistance.
** Additional explanations regarding this may be found in the ILLiad Customer Help page, as well.

* Blocked Due to Prolonged Overdue ILL Checkout

-- Finally, you may be able to log into your ILLiad account, but will be blocked from submitting any new ILL requests. This is due to your having at least one currently checked-out ILL loan in excess of 14 days overdue. Return any and all such check-outs to Kelvin Smith Library at your earliest opportunity, and contact ILL staff at 216-368-3463 or 216-368-3517, or at, to resolve this issue.
** Additional explanations may, of course, be found in the ILLiad Customer Help page.

We encourage all our library clientele to remain in good standing with both their main circulation and interlibrary loan accounts, so that we can continue to provide the best possible service in supporting their research needs. Thank you very much for your conscientiousness and cooperation.