Entries in the Category "Citations"

Loans vs. Copies - When Catalogued Monographs Turn Out to be Journal Article or Book Chapter Reprints

In the course of searching for cited reference titles, you may occasionally come across examples of what appear to be esoteric monographic works, usually of fairly short length and narrow scope. These occur now and then within the OCLC WorldCat database and possibly in other sources, and are actually reprints of excerpts from journals, books, or conference proceedings which individual libraries have catalogued as monographs in their own collections. They usually also list very few holdings, if not just a single location, and are likely to be part of a specialized non-circulating section. As such,
they are often difficult to borrow or have reproduced in their entirety through interlibrary loan service. Therefore, we recommend that they be requested instead as copies from their original, more conventional sources.

Below are a handful of such items that actually exist within the OCLC WorldCat database. The original monograph-form record is cited first in each case, with the source information that is contained within, followed by the suggested breakdown of elements and their respective entry into the appropriate data fields of the ILLiad Journal Article (or Book Chapter) request form.

* Monograph title originally requested on ILL:
A biologist's look at the history of Muscle Shoals (Mussel Shoals). Billy G. Isom.
OCLC WorldCat record originally cited in loan request form: 43760189
Information lines included referring to reprint:
p. 203-206 : b&w photos. ; 26 cm.
Reprint. Whitmore Lake, Michigan : Malacological Review (vol. 4), 1971. 26 cm.

Re-entry as journal article request submission:
Preferred OCLC WorldCat serial record to cite in converted transaction: 1680739

Journal (or Newspaper) Title: Malacological Review
Volume: 4
Year: 1971
Inclusive Pages: 203-206
Article Author: Isom, Billy G.
Article Title: A biologist's look at the history of Muscle Shoals (Mussel Shoals).

* Monograph title originally requested on ILL:
A Chinese landscape by Hsiao Yün-tsʼung. Trubner, Henry.
OCLC WorldCat record originally cited in loan request form: 82337788
Information lines included referring to reprint:
[Surrey, England, etc. : Oriental Art Magazine, Ltd., 1955]
p. 104-107.
Oriental Art, new series, v. 1, no. 3.

Re-entry as journal article request submission:
Preferred OCLC WorldCat serial record to cite in converted transaction: 1761503

Journal (or Newspaper) Title: Oriental Art
Volume: n.s. 1
Issue Number: 3
Year: 1955
Inclusive Pages: 104-107
Article Author: Trubner, Henry.
Article Title: A Chinese landscape by Hsiao Yün-tsʼung.

* Monograph title originally requested on ILL:
The origin and antiquity of syphilis : the evidence from diseased bones : a review, with some new material from America. Williams, Herbert U.
OCLC WorldCat record originally cited in loan request form: 245533262
Information line included referring to reprint:
Reprint: Archives of pathology. Vol. 13 (May 1932), p. 779-814 and v. 13 (June 1932), p. 931-983.

Re-entry as journal article request submissions (in two parts):
Preferred OCLC WorldCat serial record to cite in converted transactions: 2096256

Journal (or Newspaper) Title: Archives of pathology
Volume: 13
Month/Quarter/Date: May
Year: 1932
Inclusive Pages: 779-814
Article Author: Williams, Herbert U.
Article Title: The origin and antiquity of syphilis : the evidence from diseased bones : a review, with some new material from America. Part 1.

Journal (or Newspaper) Title: Archives of pathology
Volume: 13
Month/Quarter/Date: May
Year: 1932
Inclusive Pages: 931-983
Article Author: Williams, Herbert U.
Article Title: The origin and antiquity of syphilis : the evidence from diseased bones : a review, with some new material from America. Part 2.

* Monograph title originally requested on ILL:
The early American editions of Jane Austen. D.J. Gilson.
OCLC WorldCat record originally cited in loan request form: 6857736
Information lines included referring to reprint:
pages 340-352 : illustrations ; 22 cm
Reprint from The book collector, v. 18, no. 3, Autumn 1969.

Re-entry as journal article request submission:
Preferred OCLC WorldCat serial record to cite in converted transaction: 1536744

Journal (or Newspaper) Title: Book collector
Volume: 18
Issue Number: 3
Month/Quarter/Date: Autumn
Year: 1969
Inclusive Pages: 340-352
Article Author: Gilson, D. J.
Article Title: The early American editions of Jane Austen.

* Monograph title originally requested on ILL:
Research on work, family, and gender: Current status and future directions. Greenhaus, Jeffrey H. and Saroj Parasuraman.
OCLC WorldCat record originally cited in loan request form: 79228387
Information line included referring to reprint:
Handbook of gender & work. Gary Powell Ed. Sage Publication. London. 1999. pp. 391-412.

Re-entry as book chapter request submission:
Preferred OCLC WorldCat book record to cite in converted transaction: 41265930

Book (or Anthology) Title: Handbook of gender & work
Book Author/Editor: Gary Powell
Year: 1999
Chapter Number: 20 (optional, from http://catalog.case.edu/record=b2622293)
Inclusive Pages: 391-412
Chapter Author: Jeffrey H. Greenhaus, Saroj Parasuraman
Chapter Title: Research on work, family, and gender: Current status and future directions.

Hopefully this doesn't appear to be overkill, and will be in some way helpful in guiding your use of the ILLiad system in obtaining such materials without involving unnecessary processing delays. As always, please feel free to contact your Kelvin Smith Library Research Services Librarian or Interlibrary Loan Staff for further assistance.

OCLC Numbers, ISSN's & ISBN's When Submitting ILL Requests

These are always helpful pieces of information when included in your ILL request information, as they aid library staff in searching for potential holdings, thus expediting the overall process. However, we'd like to make note of some important issues about how you enter them into your ILLiad forms...

OCLC Accession Numbers...

These may be from 1 to 9 (or more) digits in length (e.g., '37993343') and are to be found by searching the OCLC WorldCat Database. They are often included also in the bibliographic records of most online library catalogs. You may enter them into the 'OCLC Number' field of the ILLiad request form you are using -- most copy request forms (excluding 'Patent') and all loan request forms have a location to enter this. The presence of an OCLC number is greatly appreciated, but the one you provide may not necessarily the same one we use to search available holdings for processing your request. We may prefer from among other records for the same material that indicate greater potential lenders. ILL staff may thus supersede your cited OCLC number and ultimately choose a different record.

ISSN's (International Standard Serial Number)...

These are commonly cited in article references, and appear in one of these formats: '0317-8471' or '2434-561X'. ILLiad request forms of the types 'Journal Article' and 'Conference Paper' include a field to enter this number. If correctly entered, they will aid in expediting proper copyright clearance, as well as searching serial records and library holdings.

ISBN's (International Standard Book Number)...

These are often cited in references to books, book chapters, or conference papers, and are usually 10 or 13 digits in length. The exist it 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). ILLiad request forms of the types 'Book', 'Book Chapter' and 'Conference Paper' include a field for this number.

Additional Citing Tips...

When filling out your ILLiad request forms, we ask that you enter only OCLC numbers, ISSN's or ISBN's into the their corresponding data fields. Please avoid entering multiple OCLC numbers, ISSN's or ISBN's numbers into these respective fields. If you happen to have any additional such numbers, they may be specified in the 'Notes' field instead, and ILL staff may choose from among them as alternates.

Please do not enter DOI Abstract numbers (of the format such as '10.1080/0952813X.201'), UMI ProQuest AAT Dissertation/Thesis citation numbers (of the format such as '3090205' or 'NR20411') or any other types of citation numbers where OCLC numbers, ISSN's or ISBN's should be placed. These numbers may be entered into the 'Notes' field instead, to avoid any possible confusion or processing delays.

ILL Staff appreciate any information you can provide to help us better determine the availability of the materials you need. Clearly filling out your request transaction forms, as described above, will allow us to work more efficiently in helping to meet your research needs.

Any questions or concerns regarding citations in ILLiad requests may be addressed to ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

ILLiad Requests and Non-Roman Alphabetical Characters

Just wanted to report a new development in how ILLiad processes non-Roman characters as they might be applied in your request citations. This will serve as an amendment to part of my entry of January 22, 2010, titled "Foreign Language Titles in Interlibrary Loan Requests". As a preface, "Roman" (or "Latin") is defined as the basic alphabetical character set used to write the English language, as well as the majority of European languages (with the notable exceptions of Greek and Eastern Slavic languages--e.g., Russian, Ukrainian) and many non-European languages worldwide. (As a side note, many modified Roman characters and most diacritical marks used to modify Roman or other alphabetial characters still can be read and imported by ILLiad.)

Upon testing the entry viability of several character sets in the ILLiad system, the following results have been discovered...
Greek, Cyrillic, Arabic and Hebrew alphabets all appear to be accepted and transferable by both ILLiad and OCLC WorldCat. On the other hand, Chinese, Japanese, and Korean writing systems, as well as Hindi script and Armenian alphabetical characters, cannot be effectively processed by ILLiad at all, and any such characters will re-appear as either nondescript place-holders or ASCII character codes within the submitted transaction record fields.

As to how these results are relevant and applicable to your request citation submissions in ILLiad, we would suggest the following...
*In the case of any text entries originally in Greek, Cyrillic, Arabic or Hebrew, it is preferable that in the case of critical search title information--i.e., loan titles (books, theses, music scores, etc.), journal or serial titles, or conference proceedings titles--to provide already transliterated into Roman alphabetical characters. Secondary title information, however, can conceivably be entered in its original form--i.e., in the case of article titles, book chapter titles, conference paper titles. Still, it is always preferable to provide this (and all) text in Romanized version. Of course, one major exception would include any individual technical symbols based on Greek alphabetical characters, in a scientific or mathematical context.
*Avoid entering any text originally in Chinese, Japanese, Korean, Hindi, or Armenian (or most other writing systems), unless these have already been transliterated into Roman characters based on a standardized method--in any of the data fields of the ILLiad request form you are using.

Since the OCLC WorldCat database, our principle holdings search resource, is still essentially based upon Roman characters, it is most helpful to ILL staff that you provide as much of your citation data in Roman transliteration as possible, in order to avoid excessive delays. Any text in non-Roman writing will effectively impede the efficient processing of your interlibrary loan requests, as our search processes must be performed primarily using Roman characters. Although ILL staff are often reasonably familiar with foreign languages or can consult readily available translation resources, it cannot be assumed that we are fluent or conversant in anything other than the English language for general research purposes. Any efforts you can make in providing easily readable information--in the written format most familiar to us--will most certainly contribute to the expedient processing of your ILLiad requests, and are greatly appreciated.

2 Tips Regarding Article Requests

Just a couple recommendations for your article requests submitted through ILLiad....

* Please remember to fill out data fields properly, by entering the appropriate pieces of information from your citation into their corresponding fields. Avoid forcing an entire article or chapter citation into the 'Journal Title' or 'Book Title' field (or any other fields, for that matter), and be sure to separate the citation into its component parts for entry into their respective places. Do not overfill any of the shorter fields (such as volume, issue, year, inclusive pages), which are designed to accommodate limited numbers of characters--these will be truncated upon submitting. Any additional staff editing that will be required as a result can lead to delays and processing errors.

* When downloading your electronically received articles, please keep in mind that larger files will require more time than usual to load. Please also note the size column indication for the article you are attempting to view, which will appear in the table listing your current document files, on the same line as the corresponding transaction number. Finally, be sure to keep your PDF viewing software (i.e., Adobe Acrobat) and your preferred browser updated to the most current versions available.

These simple suggestions can often solve most of your problems with requesting articles, and with receiving them once they have been supplied.

Some Brief Comments about ILL Turnaround Times

Just wanted to provide some basic information on what you can normally expect as far as the usual time required to receive materials through interlibrary loan. This applies only to transactions submitted through your ILLiad account, and does not refer to OhioLINK or SearchOhio requests.

In the case of articles (from journals or newspapers, but also including book chapters, conference papers, and any other reproduced materials), we almost invariably provide these to you via electronic delivery. Whenever possible, electronic documents come to you as direct deliveries from the selected lender libraries, after ILL staff perform initial processing. We make use preferably of suppliers previously designated by us as 'trusted senders' when we have the opportunity, wherein the document transmissions occur unmediated from them to you the user. Otherwise, direct transmissions from lenders not in this category take place upon initial inspection and further delivery processing by ILL staff. Finally, in cases where printed copies are received by mail of fax, or scans are sent to us by indirect electronic means, the documents require appropriate conversion in order to be properly delivered through your ILLiad account.

This all, of course, affects the overall period required from the moment your article request is submitted up to the final delivery time. In about half the cases, however, turnaround occurs within 48 hours, although many of these arrive to you same-day. In roughly 2 out of 3 cases, they can usually be expected to arrive in under 5 business days. There will always be occasional requests that require a considerable amount of additional attention, and thus take somewhat longer than usual to fill.

In the case of loaned items (i.e., any materials supplied to you on a temporary basis, with a specified due date and possible usage restrictions), we make similar efforts to minimize the time required to borrow them on your behalf. In a similar way as described above, we attempt whenever possible to select potential lenders that have a reputation for lending us materials promptly and at minimal cost. For example, we can often ascertain beforehand which institutions are likely to provide special material types, such as audio-visual or microfilm. For the most part, you can expect loans to arrive in less than 10 or 11 days, but most come within 5 to 7 days (and sometimes even sooner).

As always, extenuating circumstances may arise that affect the total amount of time required to obtain materials through interlibrary loan, for both articles and loans equally. More common materials are easier to get in short order, while rare or esoteric items can be more challenging to locate. The quality of the original citation information provided when you submit your request can lead to delays if inadequate, incomplete or incorrect data has been entered in critical form fields. Keep in mind also that if you submit your requests immediately prior to or during weekends or holidays, it may increase turnaround time as they will not receive attention until the morning of the next business day.

We try to handle interlibrary loan transactions as much as possible through OCLC WorldCat's ILL resource sharing subsystem, which is by far the most expeditious electronic method readily available to us for intermediary processing. However, if circumstances dictate that we use another method, such as e-mail or lenders' individual ILL online request sites, processing may take longer. We try at all costs to avoid having to send out requests through fax or by regular mail. In some cases, additional procedural requirements may come into play, such as special forms to obtain usage clearance for certain materials (such as theses). The occasional physical or electronic delivery mishaps that can come about, and then of course need requisite remedying, can also lead to unfortunate delays.

Considering all these possible factors that can create a protracted length of time involved in acquiring ILL materials, we are still pleased to be able to provide your articles and loans to you in a relatively quick timeframe.

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.

OCLC Non-Supplier Locations

We always appreciate when you have made the effort to check the worldwide holdings of an item you need, and provide us with the OCLC accession number when submitting your ILL request. However, I would like to mention a few caveats related to the actual availability of materials that are recorded in the WorldCat database.

When you click on the Libraries worldwide that own item link within an OCLC bibliographic record, a list of library locations will appear, normally organized alphabetically by state but with Ohio appearing at the top, then Canadian and other international locations following. It used to be (if memory serves me correctly) that the status of a potential lender was indicated in the public view as follows -- uppercase OCLC symbols (or capitals in blue, underlined) signified supplier libraries, while lowercase OCLC symbols (or capitals in black, not underlined) indicated non-suppliers. The ILL staff view still retains this feature, so we are still able to immediately ascertain which libraries are most likely to supply materials through interlibrary loan.

Unfortunately, in the current public display this feature no longer persists (if it ever was there to begin with), and you as users are not able to make this distinction as are library staff. In fact, you may be led to believe that all listed locations for a particular item are potential suppliers, since all their symbols appear virtually the same (i.e., capitals, in black). Though it is not so easy for you to determine this any more, a helpful feature is still available. A great number of holdings locations also provide links to the institution libraries' online catalogs on their entry lines (though some of these may currently turn out to be broken as they haven't been updated). Those good links that exist may take you directly to the catalog entry for the particular item for the bibliographic record, or possibly only to the online catalog main search page or the library's main page. If you successfully reach a catalog record for your item at a particular library, the status and availability is usually indicated (e.g., whether item is non-circulating or currently checked out).

Finding a library catalog entry that shows available materials, however, is still not a guarantee that the institution is a potential lender, although it usually is a good indicator. The status of 'non-supplier' in an OCLC member's policy statement implies that they cannot receive requests through OCLC's ILL subsystem, our primary mechanism of operation. A library can list itself as a 'non-supplier' in one of two ways: permanently, as a matter of policy, or temporarily, according to a scheduled closure (holiday break, between academic sessions, re-location down-time, etc.). Also, OCLC libraries marked as supplier institutions can still act as virtual non-suppliers in specific circumstances, by setting up active deflection policies. These locations may choose not to lend outside their own consortium group, or may not loan certain material types (e.g., audio-visual or other special media, archival materials or items over a certain age, books that are deemed too new to loan externally).

Although there is no way now for public users to ascertain the supplier status of OCLC institutions, the following may serve as a rough guide. Most public and academic libraries in the United States and Canada will normally be suppliers, while a good deal of special libraries (corporate, private medical, museums, law firms) are not. Major research libraries in the United Kingdom and continental Europe often are suppliers, but many academic libraries in those places are not. Most libraries in Asia, Latin America, and elsewhere are non-suppliers, though a few academic libraries in Japan are. Several major academic libraries in Australia and New Zealand tend to be suppliers, as well. This is not a hard-and-fast set of rules, and is by no means exhaustive, but is just meant to give a rough approximation of what could be expected from various sources.

As obtaining materials on interlibrary loan from non-suppliers goes, the fact that they do not accept requests through the automated system in place that OCLC provides means that it is much more difficult than usual to borrow from them, if it can be done at all. Many such institutions simply are non-circulating collections, and often will not agree even to provide complete or partial reproductions. Those that will agree to offer interlibrary loan services require the use of mechanisms other than OCLC to receive request transactions. Submitting requests by these means is usually much more time-consuming, and the turnaround time for responses and receipt of materials is much longer than in more routine cases.

OCLC is not the whole story in the business of interlibrary loan, of course, but it is the principle workhorse for us and many other institutions. Libraries that do not act as suppliers through OCLC frequently are those with rare or esoteric collections, and it is in cases where these types of materials are required that our efforts will be protracted. Please be reassured that we still work outside this resource when absolutely necessary to get our users the materials they need. We just want you to be aware that, even though we try to be expeditious in the majority of our services, there are still circumstances beyond our control that put us into a 'holding pattern' (such as needing to borrow a foreign thesis during an academic session break). Your patience, understanding and consideration in such cases it always greatly appreciated.

ILL Do's and Don't's - 1st Installment

Just sending out a friendly reminder of some of the most common helpful hints for better use of your ILLiad services--

Do provide complete and accurate information in your request citations, entering each piece of data into its corresponding form field. Omitting vital pieces of data makes locating and obtaining the materials you need all that much more difficult, for both KSL ILL staff and the ILL staff of potential supplier libraries.
Don't abbreviate titles -- books, journals, conference proceedings, etc. Searching for incomplete of ambiguous titles in the databases which we use consumes excess processing time, delaying your request turnaround.

Do return or renew books by their due date. Overdue ILL books cannot normally be renewed, and items 2 weeks or more past their due date can block your ILLiad account and prevent you from using vital interlibrary loan services.
Don't request renewals after the specified due date. Renewal requests on your ILL books (if allowed or available according to lenders' specified policies) must be submitted within 5 days before original due date. It is not possible to request a renewal online through ILLiad on an overdue book. You will need to contact ILL staff about doing so, and it may be difficult or impossible to expect a lender library to accommodate such a loan extension.

Do check our library's online catalog, OhioLINK (and SearchOhio), electronic journal and electronic book collections, before choosing to use ILLiad. You can save yourself much time by locating books, journals, etc., right here in our own locally accessible collections -- and these won't need to be obtained through interlibrary loan, involving unnecessary time and effort.
Don't request materials already available through our local or consortium collections. You can find books and print journals in our own libraries' physical collections, and access electronic resources directly from campus workstations. *Exceptions apply only in the case of document delivery services provided exclusively to special user types (as noted below).

Do provide sources of citations in the appropriate ILLiad form fields (under 'Where did you learn about this item?'), and any special instructions in the 'Notes' field. We can heed this information immediately when we process your request.
Don't send e-mail comments about ILLiad transactions after already submitting requests, if at all possible. Also note that submitted request forms may be edited and re-submitted if ILL staff have not yet processed them, and you shouldn't need to submit duplicate requests either. ILL staff may have already begun processing requests in ILLiad before ever seeing any such e-mail messages, so corrections to be made after-the-fact based on these (as opposed to 'Notes' in the request form) can be more difficult and time-consuming.

Do use appropriate request forms for the specific corresponding material types -- 'Journal Article', 'Book Chapter', 'Conference Paper', 'Patent' or 'Standards Document' for copies; 'Book', 'Report', 'Thesis' or 'Other' for loans.
Don't use the 'Other' request form for articles or other reproduced materials, or for loans that already fit nicely into the other existing loan request forms. The 'Other' form is only intended for special types of materials to be borrowed, and that require more detailed information and instructions than can be accommodated in the other available forms.

*Exceptions to this policy include the following categories of verified special user statuses:
1. Distance Ed Graduates currently enrolled in Weatherhead's DM (Doctor of Management) program -- may request loans and copies from KSL library collections.
2. Faculty (in departments served by KSL for ILL purposes, but not those so served by other campus library systems, i.e., Health Sciences, MSASS, Law) -- may request copies from KSL collections.
3. Alumni Online Library participants -- may only request copies from KSL collections.

I have discussed all of these points in greater detail in previous blog entries, but just wanted to provide a quick digest of some of the most frequent issues that we encounter while processing ILL requests. There'll be more installments of this sort to come in the future, I'm sure...

One Item per ILLiad Transaction, Please - Revisited

Just another friendly reminder about how to use your ILLiad account whenever you need multiple items supplied through our interlibrary loan service...

When you submit your ILL requests in ILLiad, we prefer that you enter a single transaction for each individual piece of material that you require. If you attempt to request several on just one form, it will lead to processing delays. ILL staff will need to separate your original request into as many transactions as correspond to the total number of items actually cited, if this is practical. Under some circumstances, we may simply cancel your original request and ask that you re-enter all the new transactions properly on your own.

For example, if you need an article from a journal or newspaper which was published in more than one installment, you still have to cite each individual part in a separate form. You should do this regardless of whether they appear consecutively within the same issue or dispersed through multiple issues or volumes. The same is true when you require more than one chapter from the same book, or more than one paper from the same conference proceedings. When you need to access numerous such excerpts from a book or proceedings, it is sometimes just better to place a loan request for the entire item instead. In fact, sometimes we can even attempt to borrow an entire volume or issue of a journal or newspaper (in print or on microfilm), if circumstances warrant and we are able locate a willing lender library.

When you need to obtain considerable amounts of reproduced materials, we always recommend that you be mindful of copyright issues as they apply to your research needs. The most pertinent of them concern how many recent articles you can have reproduced from the same journal and how large a total portion of a book you can have copied, as well as any required permissions from authors or publishers. You can find helpful information in this regard, at our Copyright@Case page.

As far as loan-type requests go, you should proceed similarly for the most part. For example, if you need to borrow a 2- or 3-volume set (or slightly larger, within reason), it will usually be OK to request them altogether on a single transaction. However, when you need multiple non-consecutive volumes from a single title set or series, it is probably better to request each one individually, since we may not be able to borrow every one of them all at once from the same lender. In cases where a specific volume within a larger series has its own title, it may be preferable just to request it separately and cite it by this title rather than by that of the series. You can always make reference to the series title and volume number in the 'Notes' field of your ILLiad loan request form.

Also, when you specifically require more than one particular edition of the same book title, we ask that you still submit requests for each of them in separate transactions. Keep in mind that you also have the option of indicating whether or not you can accept an alternate edition from the one originally cited. When you are requesting different editions individually, it may be a good idea to indicate 'No' for this setting in each case.

As always, we strongly urge you to search the CASE Online Catalog for local holdings ahead of time, as well as OhioLINK, before deciding to use ILLiad to request materials.


Copy Request Forms Available: Journal Article, Book Chapter, Conference Paper, Patent, Standard

Loan Request Forms Available: Book, Report, Thesis, Other (Misc. Loan)

Contact ILL at: smithill@case.edu

Duplicate Requests in ILLiad

Occasionally an ILLiad user may enter multiple identical requests for the reproduction of an article or the loan of a book, sometimes intentionally and sometimes by accident. We realize the possibility of this occurring unintentionally if you should happen to click on the 'Submit Request' button of the request form very quickly more than once. In any case, we ask that you please try your best to avoid submitting duplicate requests into ILLiad, as this will in no way help to speed up the process of obtaining the material you need, and may even create unnecessary delays.

If you think you might have submitted more than one identical request, you may check your current list of 'Outstanding Requests' during an ILLiad login session (under the 'View' section of your Main Menu), to verify if you already have any current transactions for the same material more than once. If any duplicates exist, and have not yet been processed by ILL staff, you may still have the opportunity to cancel them yourself; see the Customer Help Page for more details. If one of these is already in process or has been sent, you can view the 'Notes' or 'Tracking' tables for any pertinent information regarding its status or other processing details added by ILL staff. (At this point, ILL staff will have probably cancelled any existing duplicate transactions, if encountered, and you would have received notifications accordingly.) Otherwise, you may also contact us by phone (216-368-3517 or 216-368-3463) or e-mail, if you have any questions pertaining to additional status or processing details not directly accessible in your ILLiad records.

Please keep in mind that we do not supply multiple copies of the same article, as a matter of policy. This is mainly because of the unnecessary replication of service, but also because copyright issues may arise depending on the circumstances. If, however, an article already supplied to you is somehow deficient (e.g., missing pages or text, illegible print, unclear images), we can usually re-request it using the original transaction (especially if this is caught close to the original submission date), but we can also accept a new request in such a case; please see: Electronic Delivery Information Page - 'NOTE'. We also prefer not to supply multiple copies of the same book simultaneously, unless perhaps you require different editions of the same title for the sake of comparison, or for some other pressing need; you may indicate this within the 'Notes' field of your ILLiad loan request form. Of course, we encourage you to check our Online Catalog and the OhioLINK Catalog first for available local campus and consortium copies of books before submitting an unnecessary loan request in ILLiad.

If you need to make any corrections to a citation you have already entered, or add other helpful information to any 'non-required' fields, you may edit and re-submit your transaction, provided that ILL staff have not as yet processed it up to the status of 'Request Sent'; for more details, see our Customer Help Page. This is highly preferable to submitting a duplicate request with the new or corrected information, for reasons already stated. If, however, the request has been sent (and you no longer are able to make any necessary edits), you still have the option of contacting ILL staff by phone or e-mail with any corrections, at 216-368-3517, 216-368-3463 or smithill@case.edu.

Our routine practice in dealing with duplicate requests is that if they have been submitted consecutively or close in time, ILL staff will process the first chronologically received as a regular request, and immediately cancel any subsequent transactions. However, if a duplicate request should be submitted at a considerably later date, it may get processed normally. ILL staff may cancel the later transaction if such duplication is by chance noticed at some point after the fact, especially if the earlier transaction has already been filled or is indicated as in the process of being filled by a lender library. If a duplicate request happens to contain additional information not included in the original request, this might also by chance be noted by ILL staff and copied over into the first transaction (even if this has already been processed, with a status of 'Request Sent').

Please also be aware that our policy on duplicate requests only applies to multiple transactions submitted by the same ILLiad user. If two or more users happen to request exactly the same article, book chapter or book loan, we will process their requests without question. However, if a pattern emerges where several users appear to require much of the same materials in common, we may be prompted to do some detective work in determining the academic course to which they appear to be associated, and possibly contact the appropriate instructor. In such a case, these materials should be treated in the context of reserve services rather than being repeatedly obtained through interlibrary loan.

We hope that the above explanation has clarified some of the major concerns that arise when duplicate requests are submitted, and how user cooperation and consideration in avoiding them can help ILL staff provide our services to you with greater efficiency.

Requesting Entire Series through ILL

Sometimes in rare instances it becomes necessary for a researcher to consult the entire run of a journal, serial or large multi-volume book set (or large portions thereof), usually in the manner of an overview. Though we do indeed want to facilitate satisfying this need when it must be done through interlibrary loan channels, we do not recommend submitting a single ILLiad request transaction for borrowing an entire series all at once. We will present a number of helpful suggestions and caveats here to make fulfilling such a need much more manageable, for you as a user, and for library staff both here at Kelvin Smith Library and at the lender institution (or institutions) from which we will attempt to obtain these materials.

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