Archives for the Month of April 2012 on Carl's ILLiad Blog

Some Tips on Properly Filling out ILL Request Forms

Here's some helpful advice to make entering information into our ILLiad forms more straightforward, so that ILL staff may process your requests without any unnecessary delay --

Titles (Journal titles, Book titles, Conference titles, Article titles, Book Chapter titles, Paper titles, etc.) -- Please avoid entering these using non-Roman (non-English) text, such as foreign letters (Cyrillic, Greek, Hebrew, Arabic, etc.) or characters (Chinese, Japanese, Korean, etc.). ILLiad will read these (as well as European diacritics) simply as ASCII HTML code, which we cannot very well use when performing bibliographic searches. If at all possible, please provide titles in translated or transliterated form, and to absolutely simplify things, we appreciate if you can also provide the corresponding ISSN or ISBN, or the OCLC accession record number.

Journal titles & Book titles -- Enter the place of publication in its own field, rather than right after the book or journal title. (This would also apply to the name of the publisher, if you wish to provide that as well.) When requesting a journal title, do not also add the volume number, issue number, year, pages, etc. (i.e., the complete citation) altogether after the journal title; all these data pieces should be entered into their own respective fields. Also, please provide the complete title, not just the first word or first few words, unless it actually is a only a one-word or very short title. Avoiding abbreviated titles is greatly appreciated, as well.

Volume -- You do not need to include 'Vol.', 'Volume', etc., when entering this; the number alone is sufficient (preferably in Arabic numerals, but Roman acceptable too if that's how it appears in your original citation). If the volume number is unknown, then of course you may enter 'unknown' or 'n/a' (since this it a 'required' field).

Issue number -- You do not need to enter 'Issue', 'Iss.', 'Iss. no.', 'number, 'no.', etc.; again, the number alone is adequate, and enclosing it in parentheses also unnecessary.

Book chapter number -- Again, you do not need to include 'Chapter', 'Chap.' or 'Ch.' before the actual number.

Date -- If you have it, enter the month (with or without date number), season or quarter, etc., only. Please enter the year in its own separate field.

Year -- Please enter the year only, with no period following or 'c' preceding. Please avoid hyphenated year ranges; it is preferable if you use latest part of the date instead (e.g., '1985' instead of '1984-85'). As the 'year' is almost always a required field, and is accounted for regarding copyright issues, it is best to keep it in a simple 4-digit format.

Pages -- You do not need to include 'p.', 'pg.', 'pp.', 'page', 'pages', etc.'; the actual numbers or inclusive number range is adequate. If you don't know the pages, of course enter 'n/a' or 'unknown', since this is a required field.

**A word about unnecessary abbreviations and superfluous characters when citing the volume number, issue number, chapter number and page numbers -- these fields accommodate only a short but reasonable amount of text, and what you actually enter may become truncated once it reaches the staff processing view, if it exceeds the limit. The most important part of the information you provide may end up being what gets cut off.**

Correct form selection & use -- Some prime examples:
--'Book' vs. 'Book Chapter' -- If you need only a book chapter, please use the corresponding type form; do not use the form intended for borrowing an entire book and then enter the complete book chapter citation in the 'Book title' or 'Notes' field. If you need several chapters from the same book, it may just be better to request the loan of the entire book instead of submitting numerous copy requests (which, of course, can amount to a violation of copyright).
--'Other' -- This form is intended for LOANS of special materials (e.g., audio/visual, microfilm) only. Do not use it to request copies, or for ordinary loans for which other existing form types are already available.

***CAVEAT--About OpenURL & proper entry into ILLiad -- Sometimes you may encounter a reference page (from 'Mendeley', for example) citing an article, conference paper, etc., with an option such as 'Find this paper at: WorldCat'. This may lead you to a new page titled 'Find in a Library' which displays a link such as 'Request through Interlibrary Loan' that may point you to our ILLiad main logon page. Should you log in with your username and password, a session will open, and attempt to fill out a request form automatically. Unfortunately, the incorrect request form is frequently selected, and the information pieces from the citation are not always properly populated into their corresponding data fields. If you choose to make use of this option, it could quite likely delay the processing of your ILL article requests.***

Item per Transaction -- As always, we ask that you request only one journal article, book title, conference paper, etc., per request form that you submit. Multiple-volume book set loans (e.g., 2 or 3), on the other hand, may requested on a single transaction. However, several volumes from an extended book series should still be requested individually in separate transactions.

'Notes' field -- This is intended for you to indicate special instructions for your request only. Do not use it to specify your actual citation, if everything you need to tell us about it can be entered it other existing fields in the form you have selected.

Source of citation -- This is not the same as the actual citation of the material needed; it refers to where you saw it cited (i.e., in another article, course syllabus). It is not required, but is often helpful in locating a supplier for the material during the search process.

This should be enough for now. Hoping these suggestions are helpful to your use of ILLiad and interlibrary loan services at KSL.