March 22, 2017
Timely Comments on Choosing the Correct ILLiad Request Form
This is a topic I've explored thoroughly in past entries. Once again -- and in response to various recent occurrences -- I am briefly covering some of the more common "misapplications" encountered in the selection of ILLiad forms...
* Thesis or Dissertation? -- use the "Thesis" request form, not the "Book" form; granting institution (in "College or University") and year done also greatly appreciated.
* Music Score? -- use the "Book" request form; you to not need to use the "Other" form, and certainly NOT the "Journal Article" form.
* Journal Volume? -- use the "Other" request form; do NOT use the "Journal Article" form as if you were requesting a reproduction of the entire piece.
* Microfilm or Audio-Visual Media? -- use the "Other" request form -- do NOT use the "Journal Article" or "Book" forms.
* "Other" Request Form -- to be used only for special "returnable" loans (see above), NOT for any type of reproduction.
* "Journal Article" Request Form -- just that, "journal articles" only, and please fully cite as well as possible (journal title, volume, issue, year, pages). NOTE: Book chapters and conference papers have their own specialized request forms.
* "Monographs" that actually turn out to be catalogued reprints of journal articles, book chapters or conference papers -- please use the "Journal Article", "Book Chapter" or "Conference Paper" request form (based on the original citation), rather than the "Book" form or any other loan-type request form. (This may require a little extra research on your part, but it will save us all time and effort in the long run.)
* "OpenURL Requests" from an OCLC WorldCat record (i.e., via the "Request through Interlibrary Loan" link) -- will only refer you to the KSL ILLiad site, and may not select and populate the correct form when you log in.
"Never mind the why and wherefore" -- I'm just trying to keep this short and sweet (for a change). As always, hope this was helpful.
Questions for ILL staff at Kelvin Smith Library? We're available by phone at 216-368-3463 or 216-368-3517, or by e-mail at email@example.com.
February 21, 2017
Reminder About Case Account Number & ILLiad Account Setup
This is an issue that keeps cropping up every now and then, so I will clarify it once again...
Whenever you register as a new user in the KSL ILLiad site (or in the ILLiad site of any of the other three campus library systems), you are directed to the 'First Time Users' link on the main logon page, which further links to the registration form. While entering your profile information, you are asked to enter your 'Case Account Number' as an integral piece of data allowing the library to verify your current eligibility for ILL services. Originally, it was your Social Security Number that was required at this point, but for legal reasons this usage has no longer been permitted. Members of the CWRU community are now assigned a unique identification number in its place for various administrative purposes.
You will notice at this point that KSL's ILLiad registration form conveniently provides a link to the Case Account Number Lookup page. All you need do here is enter your CWRU network ID and password, and Voilà! -- there it is in real time. Just copy and paste it into the corresponding data field, and continue entering the rest of your user information to complete your registration. Once you have created your account, you will never again need to re-enter this number into your profile.
Just a note to Faculty, Staff and Student Employees -- this is NOT to be confused with your Case Employee Number. This is the most common misconception when signing up in ILLiad. Both numbers are similar in appearance, but have entirely separate functions.
Hope this has been helpful.
For assistance with ILLiad and Interlibrary Loan concerns, please contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at firstname.lastname@example.org.
January 12, 2017
Journal Titles: Abbreviations & Title Changes -- A Few Examples
This month I decided to offer a little commentary on this topic, which has profound implications on the expedient and efficient processing of article requests by ILL staff. A lot of what I discuss is inspired by "real life", so I have drawn from some recently submitted ILL transactions. The article author, article title and pagination in each of these cases is irrelevant, and there is no intention on my part to compromise any of our users' anonymity or confidentiality in the process of this "disquisition".
* Our first example is--
Journal Title: PDA J Pharm Sci Technol
Since the title as originally cited proves to be a slightly ambiguous abbreviation, an internet search is in order. This now reveals that the citation with its full title is determined to be...
"PDA Journal of Pharmaceutical Science and Technology 39.4 (1985)"
...compliments of Google Scholar (and from the publication's own website, no less). A further search of online bibliographic records for this title yields...
PDA journal of pharmaceutical science and technology
Publ History Vol. 48, no. 4 (July/Aug. 1994)-
Well? Something's not quite right here, so then we further note in this record...
Continues Journal of pharmaceutical science and technology 1076-397X...
Searching this alternate title, we now find...
Journal of pharmaceutical science and technology : the official journal of PDA
Publ History Vol. 48, no. 1 (Jan./Feb. 1994)-v. 48, no. 3 (May/June 1994)
Yet, again? This doesn't exactly fit, either. So next we see...
Continues Journal of parenteral science and technology 0279-7976...
Journal of parenteral science and technology
Publ History Vol. 35, no. 1 (Jan./Feb. 1981)-v. 47, no. 6 (Nov./Dec. 1993)
...which turns out to be the actual journal title at the point of the cited article's publication (volume 39, 1985--at two full degrees of separation from the original journal title as given by the "authoritative" source of the citation). And this is the correct one to which ILL staff need refer when processing the request, in order to determine appropriate supplier libraries for matching available volume holdings.
An interesting note, that this title further...
Continues Journal of the Parenteral Drug Association 0161-1933...
Journal of the Parenteral Drug Association
Publ History Vol. 32, no. 1 (Jan.-Feb. 1978)-
Ceased with: v. 34 in Nov.-Dec. 1980
...which also further...
Continues Bulletin of the Parenteral Drug Association.....
Bulletin of the Parenteral Drug Association
Publ History Began with: Vol. 1, published in 1946; ceased with: v. 3l, published in 1977
...and that, my friend, is "where it all started".
* Briefly, another illustrative example...
Journal Title: Die Neue Literatur
Our initial bibliographic search thus results in...
Die Neue Literatur
Pub History [32. Jahrg., Heft 1] (Jan. 1931)-44. Jahrg., Nr. 3 (März 1943)
Not quite right, eh? Well upon further investigation, we therein note this title referenced...
Continues Schöne Literatur...
...and searching it we find...
Die Schöne Literatur
Pub History 3. Jahrg., Nr. 1 (4. Jan. 1902)-31. Jahrg., Heft 12 (Dez. 1930)
...and there you have it (i.e., where v. 17, 1916 falls).
* And finally, yet another instructive specimen...
Journal Title: Journal of Sedimentary Research
Our preliminary search yields...
Title Journal of sedimentary research
Pub History Vol. 66, no. 1 (Jan. 1996)-
Get the idea? Well then, we further discover that this title...
Continues Journal of sedimentary research. Section A, Sedimentary petrology and processes 1073-130X...
[Continues] Journal of sedimentary research. Section B, Stratigraphy and global studies 1073-1318...
... thus revealing a previous merger of..
Journal of sedimentary research. Section A, Sedimentary petrology and processes
Pub History Vol. A64, no. 1 (1 Jan. 1994)-v. A65, no. 4 (2 Oct. 1995)
Journal of sedimentary research. Section B, Stratigraphy and global studies
Pub History Vol. B64, no. 1 (15 Feb. 1994)-v. B65, no. 4 (15 Nov. 1995)
Then in both of these cases, each title...
Continues Journal of sedimentary petrology 0022-4472...
...the result of a split, and then yielding...
Title Journal of sedimentary petrology
Pub History v. 1-63; Apr. 1931-Nov. 1993
... wherein falls vol. 45, no. 3, 1975... Bingo!
In the interest of avoiding further elucidation (and the continued long-windedness on my part to which you have been heretofore subjected), I offer you to make of this what you will on your own. Suffice it to say that there's a lot to recommend a little more examination of the accuracy and clarity of article citations, before submitting them as ILL requests.
By the way, a related topic was also recently discussed on October 27, 2015.
Need help with ILLiad and Interlibrary Loan issues? Please contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at email@example.com.
December 19, 2016
Pitfalls of Keeping Long-Overdue ILLiad Books
I realize this is a rather somber topic to end the year with, but it seems to become rather timely and apropos at the close of each academic semester. So, here's a short list of caveats...
* Firstly, expect to receive a series of up to four e-mail notifications as the due date approaches: a "Due Soon" reminder (5 days prior--with renewal option), an "Overdue" notice (the day after), a seven-day notice, and a two-week (blocked account) warning notice. Oh, and, by the way, the lender may at any time choose to recall a loaned item--in which case ILL staff will in due course send off a "Recall" notice.
* After two weeks past the due date for any single ILLiad loan, you will have arrived at a "blocked" user status, and will not be able to submit any new ILLiad requests. At this point, look forward to additional reminder notices by e-mail periodically until any and all long-overdue loans are returned and ILL staff thereafter unblock your account.
* Although we do not reckon overdue fines for ILL loans per se, we are obligated to pass on to our patrons any charges incurred for items deemed lost or never returned--once we have received a formal bill for replacement from a lender library. We will normally contact you at this stage, to offer you one last opportunity to make a return and thus avoid such an outcome.
* Once we have been required to compensate a lender for the replacement of an ILL item, it is our prerogative to recoup the cost by adding the commensurate amount as a fine to the patron's main library account. Your balance would then most certainly exceed the $15.00 "good standing" limit, sufficiently leading to the loss of your regular library privileges. This would both affect the borrowing of local and OhioLINK materials and block login access to your ILLiad account.
* Failure to return items generously lent to us can potentially jeopardize our library's good relations with prospective lenders, with whom we previously enjoyed congenial associations. This can easily result in the loss of access to rare materials from valued suppliers, and in turn, potentially diminish our ability to support the research needs of all our users.
Sorry for leaving you with such a "downer" out there as we finish off 2016. On the upside, we guarantee you'll feel much better when you comply with ILL return policies and evade any of the potential negative consequences. With that said, we hope you can look forward to the promise of good fortune in the coming new year.
Questions or comments regarding ILLiad and Interlibrary Loan? Contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at firstname.lastname@example.org.
November 28, 2016
A Few Assorted "Near-Year-End" Reminders
I just couldn't wait until December to put out another one of these lists of timely ILL-related issues (from my vantage point, at least) -- so, here goes...
* Duplication of OhioLINK loan requests in ILLiad -- We urge you to consider using OhioLINK (including SearchOhio) first. If you have already requested a loan through OhioLINK, please avoid creating an equivalent transaction for the same item in ILLiad. Be aware that ILL staff reserve the right to cancel an ILLiad loan request if copies are simultaneously available in OhioLINK, or if your library record indicates you have already placed a hold on an OhioLINK copy.
* About theses and their availability through interlibrary loan -- Please keep in mind that not all are "created equal", as far as interlibrary loan is concerned. They exist in many formats (print, microfilm, CD-ROM, online, etc.), often but not necessarily related to age (e.g., pre- vs. post-2000), and we may have little influence on which of these we can obtain them in for our users. The availability of theses and dissertations is dependent upon many circumstances, most prominently the diverse policies of granting institutions' libraries or archives. This may involve various restrictions imposed on use (such as "No Renewals" or "Library Use Only"), or to proper crediting in the user's research. Some institutions may not permit theirs to be lent out at all as returnable loans, and may not even agree to provide reproductions. Sometimes the existence of multiple holdings listed by potential lender locations other than the granting institution can alleviate this state of affairs. Often when we are unable to obtain them through regular ILL channels (either as a loan or a reproduction), we suggest that our patrons may need to take the recourse of purchasing a personal copy from UMI ProQuest, British Library EThOS, or possibly other sources. We may also encourage the suggestion of an acquisition of a thesis title for addition to the Kelvin Smith Library's own collections, if justifiable. In any case, please be aware that there is no 100% guarantee that theses can be accessed exclusively through ILL services. It's a real "mixed bag", to be sure--I could go on and on...
* Articles from journals vs. reprints listed as monographs -- Sometimes you may run across an item (usually as the result of an OCLC WorldCat search) which has been catalogued individually by an single lender location, and which is also fully cited within the same bibliographic record as an article from a scholarly journal (including volume, issue, year, pages, etc.). Although you may be tempted to submit your request as if this material is a "borrowable" item, we prefer that you extract (and further verify if necessary) the original citation and simply submit it properly into a journal article (or other "non-returnable") request form instead. This will eliminate unnecessary processing time for ILL staff, since it would not give the mistaken appearance of a "rare" item that is actually much less difficult to obtain.
* Submitting excessive requests simultaneously by the same user and prioritization by ILL staff -- Please keep in mind that if you choose to submit ILL requests in mass quantities concurrently, it can considerably slow the overall processing efficiency of the library staff who handle these transactions. In fairness to our other patrons who only place one, two or maybe three requests at a time, we reserve the right to expedite those transactions in their favor. This practice is at our discretion, and we are always willing to take adequate justification into account to consider acting otherwise, if you expressly state the urgency of your circumstances (preferably in the "Notes" field of your request forms).
* Citing multiple journal articles in the same ILL request -- Due to copyright restriction issues on our part, and to processing and policy issues on the part of most potential lender libraries, we ask that you submit only a single cited item per each of your ILLiad requests for non-returnable materials (i.e., journal articles, book chapters, conference papers). Be on notice that ILL staff again reserve the right to cancel such requests, and require you the patron (yes, you!) to re-submit each cited item in a separate new transaction.
* Music scores and ILL -- These are treated as regular book loans, so please request them using the "Book" request form in ILLiad. There is no need to use the "Other (Misc. Loan)" form, as these are actually routine loan transactions that usually require no special handling. Also, please do not take for granted that we can obtain reproductions (digital or otherwise), as these materials are usually heavily copyrighted. Do not submit a request for a score using the "Journal Article" or "Book Chapter" forms, either -- it is up to the lender library's discretion as to whether they are willing or able to provide as a non-returnable copy, and ILL staff will make the necessary adjustments and conversions to the transaction, as required.
I've pretty much covered all of these concerns in previous entries over the past eight or so years, but they always seem to be worth repeating whenever a particular pattern of patron usage becomes evident. Feel free to search this blog for more detailed information on any of the topics mentioned in the above list, or anything else related to interlibrary loan for that matter. For help with that, see my recent posting from September 22, 2016.
Got questions or comments regarding ILLiad and ILL 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 email@example.com.
November 08, 2016
Kelvin Smith Library Has Withdrawn from SHARES
As a result of unanticipated circumstances beyond our control, Kelvin Smith Library has chosen to part ways with the OCLC SHARES Research Library Group. Sadly, this means we will be sacrificing some of the preferential treatment afforded to us as a member of this partnership, as I described in my previous blog entry dated September 25, 2015.
Fear not, however -- KSL's interlibrary loan staff will continue putting forth our best efforts to provide quality service to our clientele, and will seek out other available resources to make up for the difference. We still maintain many of the good relations with numerous potential supplier libraries which we have established from years of agreeable commerce with them -- so there remains a great deal of support for us to fall back upon.
Well, it was fun while it lasted...
Questions or comments regarding this announcement, or about ILLiad and ILL services? Please contact the Kelvin Smith Library ILL staff by phone at 216-368-3463 or 216-368-3517, or by e-mail at firstname.lastname@example.org.
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 email@example.com.