Entries in the Category "Features"

New Feature--ILL Staff Can Log into ILLiad as Patron, and an Update on Requesting Renewals

ILL staff now have the capability to log into your account from our own workstations, as one of the recent enhancements to the ILLiad administrator client. This will now enable us to view your main page, ILL transactions (at all stages), electronically delivered articles, and e-mail notifications, from the patron point-of-view. We will also be able to submit and edit requests, place renewal requests, and update personal information whenever you have trouble doing these yourself, or whenever you wish to demonstrate any concerns about ILLiad's functionality.

This will improve our ability to assist you with resolving technical problems and issues with ILLiad, but there are still a few things to keep in mind --

First, we will be accessing your account from the perspective of our own personal workstation platforms and local browser configurations, so we will not experience the same repercussions involving session ID cookie settings which you might. Our view will be from the direct server login site, and will not include the KSL frame with banner and additional side scroll-bar seen when accessing from the library's site menu.

Secondly, we will not be able to log in if you already have an active session open at the same time. We may need to ask you to log out, or terminate your session from the staff-end client with your approval.

Finally, although we can update your personal information, we will not be able to change your password from viewing your account, as this would require us to use your current (confidential and encrypted) password. In lieu of this, we can assign you a new default value (usually 'ill') from the staff-end client, which you can later change to a more secure character string at a future time.

And now a few comments on the topic of requesting renewals through your ILLiad account...

* When you receive a reminder notice that one of your ILL items is coming due in the next few days, you are provided with instructions as to how to request an extension on your loan period.

* Once you have accessed the transaction record, you will normally see the 'Renew Request' link at the top of the page.

* If your loan has been marked with a 'NO RENEWALS' restriction (which should be plainly printed on the cover label and indicated within the transaction information details), this option will NOT appear. This means that the lender institution library has specified in advance that the loan does not allow renewals, as a matter of policy, but it may also occur if you have already submitted a renewal request previously.

* If you have not actually signed out your loaned item yet, the transaction may currently have a status of 'Customer Notified via E-Mail' or some other inapplicable status. You will not have the option to request a renewal under these circumstances, either. If you somehow already have the book in your possession, you will need to contact ILL staff to correct the status to 'Checked Out to Customer'. If you have not actually picked up the item, you will need to come to the Kelvin Smith Library Service Center to do so before you may submit the renewal request.

A more detailed explanation is available in our Customer Help page, at the following link: Renewal Requests

You may contact ILL staff for personal assistance, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

Some Timely End-of-Year Odds and Ends

Here are a few ILL-related issues that have come up recently...

* OCLC WorldCat numbers -- When providing these in your request after searching this database, please enter only one accession number in the 'OCLC Number' field, and try to suggest the record containing largest number of holdings locations. You may also indicate additional record numbers for the same materials in the 'Notes' field, if you wish.

* Picking up ILL books from Kelvin Smith Library Service Center -- Always ask attending staff to retrieve available items for you. The ILL hold shelf is not self-serve (unlike the OhioLINK book shelf), and is also kept securely locked during hours when the Service Center is not staffed.

* Theses and dissertations through ILL -- Most of these are supplied in print version, often with renewal or library use restrictions imposed by the lender library. We cannot guarantee that they can or will be supplied as a digital reproduction, even if so requested. Also, ILL cannot be expected to make purchases from UMI ProQuest in order to obtain any thesis title. If purchasing is the only remaining option, the patron must either choose to make the purchase for a personal copy directly, at UMI Dissertation Express, or suggest a purchase for the library's own collection, using the Purchase Request form.

* New Overdue Notice on ILLiad loans -- As promised in my blog entry for June 18, 2013, you will now be sent an additional automated notification whenever you have any returnable ILL items 7 days past their due date. Just another enhancement in our services to help you remember to return your loaned materials.

Thanks for keeping these tips in mind when using your interlibrary loan services.

ILLiad Help Pages May Have the Answer

Just a reminder that these pages are always available for reference, when you can't get in touch with interlibrary loan staff in person. These are also linked to our main logon page, in your session main menu list, and on the various request forms and service pages. They are indexed according to topic, for quick reference.

FAQ -- A quick overview about setting up your ILLiad account, beginning your use of the service, and some answers to other common questions.
Customer Help -- A more detailed guide on using ILLiad, addressing a large number of specific concerns and troubleshooting tips.
Electronic Delivery Information -- An introductory overview of the features of ILLiad's electronic delivery function.

As always, feel free to contact ILL staff for personal assistance, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at smithill@case.edu.

ILL and the New KSL Service Center Configuration

Just some comments about how Interlibrary Loan services fit into the new Kelvin Smith Library desk and storage furniture situation, staffed by Access and Delivery team members...

* Although ILL presence is now less visible, services involved there are essentially the same as before. Be assured that our stored loan materials are now more secure than previously, as the cabinets containing them are accessed only by A&D personnel during regular hours and are kept locked while the Service Center area is not staffed.

* You will still pick up and check out your ILL books (requested via ILLiad) at the KSL Service Center area. A&D staff will retrieve them from the designated hold shelf, present you with a check-out slip to sign and date, and charge the material out in your ILLiad account through a client proxy.

* Items with a 'LIBRARY USE ONLY' restriction (indicated by the lender library) must be signed out, as with all ILL loans. 'Out' and 'In' times and dates must be recorded on the special usage log slip included with such loans. These items will be secured in the hold shelf area during any times of non-use, while they are still checked out to your ILLiad account. As stated above, A&D staff will monitor these materials during regular hours, and keep them locked in their cabinet when the Service Center is closed.

* You may still return ILL books at the KSL Service Center (to staff at the desk), at the indoor book drop, or at the outdoor book drop (preferably after regular hours). As always, we ask that you do not return any loaned audio-visual materials into either book drop, whether they have been borrowed through ILLiad, via OhioLINK, or directly from any of the KSL or CWRU collections.

* If you have any ILL items being held, but which have not yet been checked out, or any 'LIBRARY USE ONLY' loans that are checked out but are no longer needed, you may contact the A&D desk staff in person or at 216-368-3506 (or notify ILL staff, as below) to have them pulled off the shelf and marked for return.

* Renewals of ILL items, when available (i.e., no restriction, not overdue & within 5 days prior to due date, not previously renewed) may still be requested at KSL Service Center. A&D desk staff can submit these on your behalf in real time, through our client proxy. Of course, you may always log into your ILLiad account to do this remotely.

* For any and all other issues regarding loans, electronic deliveries, article citations, website login access and usage, etc., please contact the ILL staff at 216-368-3463 or 216-368-3517, or e-mail us at smithill@case.edu. During regular business hours (Mon-Fri, 8:30 AM - 5:00 PM), we are usually available for consultations in person, in the KSL 2nd Floor Staff Arc.

Coming Soon -- Another Overdue Notice ... and a Few Comments on Loans

This just a head's-up that in the near future, we will begin sending out additional automated overdue e-mail notifications, at the point at which loans have become a full week overdue. If you have any loaned items currently checked out through your ILLiad account, you will receive the seven-day notice, in addition to the other three messages that are already regularly sent out. In the February 19, 2013 entry for this blog, these were presented as a 5-day renewal reminder notice, a day-after overdue notice, and a 14-day account-blocked notice. The addition of another notification at 7 days will offer our users another opportunity to return borrowed items before their ILL privileges become impeded.

-- And here are a couple more reminders regarding loans provided through ILLiad:

* Please remember to keep all associated paperwork together with any loaned items -- such as: book-band wrapped around cover(s), forms and labels paper-clipped inside the book or inserted in a pocket, adhesive labels affixed to cover(s), library-use-only log sheets, etc. Such items need to be returned with the loaned materials, to identify them and properly ship them back to the lender libraries.

* Please return all items directly to the Kelvin Smith Library. Do not return them to any of the other university campus library system locations, or to any local public library branches. Return them preferably in-person to KSL -- to the service center desk, or to the indoor or outdoor book drops (except for audio-visual media or fragile items). Never send them through university campus delivery. If you are using items while away from campus, please return insured by USPS Priority Mail, UPS or FedEx to the following address:

Kelvin Smith Library, ILL
Case Western Reserve University
11055 Euclid Avenue
Cleveland, OH 44106-7151 USA

... and never use any return labels that may be included with the items to mail them directly back to the lender libraries. ILL staff need to process returns here at KSL first before forwarding them on to their home locations, in order to keep all status updates current and accurate.

Hoping this will make returns of ILL loans a little easier and more timely. Thank you very much for your co-operation in helping us to avoid unnecessary loss or delinquency of borrowed library materials.

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.

Browsers and Viewing PDF's in ILLiad

Just a few words about accessing PDF's downloaded from your ILLiad account...

Most browsers will provide a standard toolbar carried over from from Adobe Acrobat, which will appear in the upper right-hand corner of the viewer window. This should include icons for the print, save, e-mail, zoom, and fit size functions. If you use Internet Explorer, Mozilla Firefox, or Safari, this is usually the case.

However, when you are using Google Chrome you will have to remember to hover your cursor over lower right area of the window. The icon panel will then appear, with options to fit size, zoom, print, or save your file. This is unfortunately not obvious to most users, and can be a bit disconcerting when you are accustomed to the features of other browsers.

Hopefully our suggestion will be helpful whenever you encounter this particular situation. If you have further questions or concerns, please contact us by phone at (216) 368-3517 or (216) 368-3463, or e-mail us at smithill@case.edu.

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.

5 Quick Tips for ILL

We've said these many times before, but they bear repeating...

* Please pick up your ILLiad books (and other loaned items) by their original due date. We reserve the right to return them to the lender library without notice if they become overdue.

* Request renewals on ILLiad loans before the due date (within 5 days prior to this), or you will not be able to submit one through your patron account. Reminder notifications are routinely sent in advance of overdue notices for checked-out items.

* Please keep any associated paperwork with loaned materials (such as labels, bookstraps, or other documentation, located on the cover or inside book by paper-clip or in a pocket) together with them at all times. These are the property of the lender library, and are important for proper return processing of the items.

* Return all loans on time, or you risk having your ILLiad account blocked and your interlibrary loan services restricted.

* Please download your electronically delivered articles promptly. They remain available for 30 days from the original date of delivery, giving you adequate time to retrieve them. Note that the expiration date for each file appears in the electronic delivery table in your ILLiad account, on the same line as the corresponding request transaction number.

You can find more detailed explanations of all these issues in other entries of this blog. Thanks for keeping these in mind.

ILLiad Login Problems? -- It May be Your Browser

We have been made aware of a few problems recently experienced by users when logging into their ILLiad accounts. One, for example, is the possibility of getting logged out of a session when selecting a particular form or function from the menu. Another may involve difficulties with using the 'Forgot Password?' function. Yet another may also affect the ability to view, save, or print electronically delivered PDF's.

It is possible that these issues may not be due to anything inherent in the ILLiad site, but rather the idiosyncrasies of whatever browser you may be using. We first of all suggest that you familiarize yourself with the features and layout of the browser you are using for ILLiad, and then recommend keeping up-to-date with the most recent version. We suggest you keep your embedded PDF viewing application (e.g., Adobe Acrobat) current as well. Problems with optimal use of ILLiad often are related to the preferences and privacy settings of these programs.

For example, it is important that your browser be set to accept cookies in order to properly log into ILLiad. This is usually relevant in the case of Internet Explorer, and sometimes also with Safari. Our web development staff have kindly provided a support page to help with this issue, at: http://uldev.case.edu/ksl/services/libraryservices/ill/support/.

Browsers working with Acrobat will normally display print and save buttons along the toolbar at the top of the window. We have been made aware of situations with Safari where these do not appear when they would be expected. When using Google Chrome, you may have to hover your cursor in the lower right corner of the page in order for the menu to appear containing print and save icons.

There is always the possibility of variations occurring based on whether you are using a PC or a Mac, too. Of course, while library staff can't anticipate every possible scenario, we can offer a few suggestions based on our own experiences (such as those mentioned above). And we don't mean to give the impression we're laying all the blame on users' workstations or applications -- in fact, letting us know of problems arising such as these (which we may otherwise been unaware of), prompts us and our service providers to seek out an appropriate fix.

As always, if you have any such concerns, you may contact us by phone at 216-368-3517 or 216-368-3463, or by e-mail at smithill@case.edu.

Reminders about Electronic Deliveries

Just some important things to keep in mind about receiving electronically delivered articles through your ILLiad account--

* Electronically delivered articles are available for download for up to 30 days after the e-mail notification is sent out to you. Files will be automatically deleted from the online folder of our server after that point, after which they will be no longer accessible.

* We recommend that you download your articles as soon as possible after you receive the notification of availability. We also suggest that you print your files, or save them into a stable, secure storage location (e.g., on a CD-ROM or your computer's hard drive).

* You may choose to delete files immediately after viewing for the first time, but remember that once you have done so you may permanently lose access to these articles. You do have the opportunity to 'undelete' electronic articles, however, as long as you catch them prior to the next scheduled online cleanup session (which takes place around 4:00 AM every morning).

* Some larger files may take longer to download than usual. We recommend that you try waiting a while before you attempt to view the article again simply because an image has not appeared immediately on the page. Repeatedly clicking on 'View' before you see anything simply re-initiates the downloading process, and actually makes the overall operation take even longer.

* The table that appears displaying your currently available electronic deliveries also indicates the file size and expiration date for each transaction. This is intended to assist you with determining the period of availability and in estimating the required download time.

* We ask that you only retain a single copy of each file we provide, and refrain from freely distributing article PDF's. Please try to be mindful of copyright regulations when using any protected materials you have received through interlibrary loan or from any of our library's resources.

* Occasionally, items you have originally requested in forms normally supplied as 'loans' (e.g., reports, some theses and dissertations, short pamphlets or monographs) are instead provided to us as complete reproductions (in either hard-copy or electronic formats) by the lender institutions. In such cases (except when not feasible), we will convert the ILLiad transaction to a 'copy' type and deliver the entire documents electronically. All the statements above (especially regarding file size and downloading speed, as well as copyright issues) apply equally in these circumstances.

* We recommend you always keep your browser and Adobe Acrobat reader software up-to-date.

* If you still experience problems with retrieval of electronic articles, or have further questions or concerns, feel free to contact us by phone at (216) 368-3517 or (216) 368-3463 (M-F, 9:00 AM-4:30 PM), or by e-mail at: smithill@case.edu.

Hope these pointers are helpful in your use of ILLiad electronic article delivery, and answer some general questions you may have regarding this service.

Quick List of ILL Pointers

In contrast to my usual style, I'm just putting down a simple checklist of suggestions for more expeditious use of ILLiad services...

1. Check for local holdings of materials in our own catalog (including electronic resources) first, before you decide to submit requests in ILLiad. Remember also to use OhioLINK and SearchOhio first for borrowing books when copies are available there.

2. Request only one item (loan title or copy) per ILL transaction.

3. Provide as complete citations for the materials you need as possible. Clear and precise information will make your ILL requests easier for us to process, thus avoiding unnecessary verification delays.

4. Avoid submitting duplicate requests for the same materials.

5. View your electronically received articles as soon as possible. Keep in mind that they will ordinarily expire 30 days after your initial notification.

6. Keep your browser and your PDF viewer software program (i.e., Adobe Acrobat) current, for improved use of ILLiad and better access to your electronic articles.

7. Pick up requested books at your earliest convenience, but prior to the assigned due date. If you decide that you do not need them, please notify us as soon as possible so we may return them to the lending library.

8. Return books on time or request renewals before the due date. There is a 5-day window prior to this when you may ask for a renewal through your ILLiad account, as long as an item has not been assigned a 'No Renewals' restriction by the lender.

9. Library staff at the KSL main service desk have access to the ILL Web Circulation site, and can check out and check in your ILLiad loans at that service point in real time. They can also submit renewal requests for any eligible loans and search active loan transactions in your account, for your convenience.

10. 'Library-Use-Only' loans may not be taken outside the Kelvin Smith Library building. This restriction is imposed by the lender library (usually for rare, fragile, or valuable materials), and should be considered non-negotiable.

11. If you indicate you won't accept an alternate edition of a book, please don't forget to specify the edition you do want when you submit your loan request.

12. Keep personal information in your ILLiad account current, especially your e-mail address.

13. If you don't remember your password, please try the 'Forgot Password?' feature on our logon page, for faster service.

I have addressed most of these points in greater detail in earlier blog entries here. Feel free to check the index entries and search options for this blog, and have another look at some of my previous commentaries in the archive regarding these and other issues related to Interlibrary Loan services.

Courtesy Electronic Delivery Materials for Faculty ILLiad Users at KSL

It may have been a little-known secret up until now, but the ILL staff of the Kelvin Smith Library have been providing reproductions of internally held materials over the past few years, as a courtesy, to eligible faculty ILLiad users via electronic delivery. This service is currently available exclusively to faculty registrants in the Kelvin Smith Library ILLiad site (whose status has also been verified against university records), from the following university divisions served by our library:

*College of Arts and Sciences
*Case School of Engineering
*Weatherhead School of Management

In addition to faculty from the eligible departments served by KSL in these colleges, we will also extend this to heads of university central administrative offices, as long as they register with a status of 'Faculty' in their ILLiad profiles.

As Kelvin Smith Library only serves the interlibrary loan needs for the above-mentioned affiliations, we do not offer this service to faculty (or any other potential user statuses) from the School of Medicine (including their medically-related interdisciplinary programs, e.g., Epidemiology & Biostatistics, Biomedical Ethics, Physiology & Biophysics), the School of Nursing, the School of Dental Medicine, the School of Law, or the Mandel School of Applied Social Sciences. We recommend that you set up your new ILLiad profile or use your existing account at one of the following sites, as applicable:

CLEVELAND HEALTH SCIENCES LIBRARY
LAW Library
MSASS Harris Library

These campus library service points may dictate their own policies regarding electronically delivered reproductions drawn from internal collections, so we recommend that you contact their staff directly regarding this matter. Of course, Kelvin Smith Library is open to the entire CWRU community as far as other service offerings are concerned.

We do not offer this service to staff, graduates or undergraduates, and cannot accept requests for materials available in university library physical or electronic collections. Any such requests submitted by non-faculty users will be cancelled, and notifications will be sent which will re-direct them to the appropriate on-campus or electronically accessible collections for direct on-site use or remote access (when possible). Unless you are a genuine, eligible faculty member, please do not register an ILLiad account as such or alter your current profile status inappropriately. ILL staff reserve the right to monitor questionable statuses in users' accounts, verify them against the university directory and correct them accordingly, if necessary. Please note that distance-learning graduates enrolled in the Doctor of Management program (subsidized by WSOM) and alumni users at the premium service level (fee-based) are entitled to request on-campus materials for electronic reproduction and delivery, as special exceptions.

Faculty who wish to take advantage of this must also have opted to accept electronic delivery in their ILLiad profile settings -- this does not appear as an option in your personal information data fields when you register as a new user or change your current user information, since 'Yes' has been the default value for all new registrants as of the Fall of 2007. If your account pre-dates this and you are unsure, please contact the ILL staff by phone at (216) 368-3517 or (216) 368-3463 (M-F, 9:00 AM-4:30 PM), or by e-mail at: smithill@case.edu. Of course if you have routinely been able to download electronically received articles previously through your ILLiad account, then your profile is already set to 'Yes' for this option. Also, whenever you are logged into your account, an alert should appear in the right-hand column in your main page regarding the availability of this special service.

Eligible faculty users may request journal or newspaper articles, book chapters, conference papers, and the like, from KSL collections through their ILLiad accounts. We suggest that you first check availability of journal articles and other electronically-available documents by searching our Electronic Journals collections before you choose to submit an ILLiad request transaction. You can also search our library's Online Catalog in advance, as the title listing there may also include a direct link to an available electronic version. We suggest that you please avoid using ILLiad to request articles already available from our electronic journal collections, to save yourself time and prevent possible processing delays for ILL staff. When you do decide to submit an ILLiad copying request for local materials, you can also use information extracted from the catalog by entering it into the appropriate form, to assist ILL staff with locating the items more quickly.

This courtesy service does not include retrieval or delivery of physical loans of books (circulating or non-circulating) or journals from our internal collections. Faculty may use the following forms, as applicable: Non-Circulating Book Request, Non-Circulating Bound Journal Request. This service should also not be used for requesting titles from electronic book collections, or for anything constituting a copyright violation -- please consult here for further assistance: Copyright@Case.

Of course anything that is not available within the Kelvin Smith Library or in its local satellite branches (i.e., R.R.C.C. Storage, Music, Astronomy) will be requested through regular interlibrary loan channels. Articles and other reproducible documents will then be supplied by potential lender library partners, through electronic delivery.

We hope that our faculty can make their best use of this service, and we are happy to assist with their research needs through this special offering.

ILLiad Menu in Your Login Session

Just providing a little assistance for navigating through your ILLiad patron account site...

Whenever you log into ILLiad, you will find a number of options in the left-side column, under the heading 'Main Menu'. This menu will be accessible from all site pages during your login session, except when you are viewing downloaded PDF's and RSS feeds (system alerts or e-mail notifications), in which case you will need to use your browser's 'BACK' button to return to the previous regular ILLiad screen display, to access the Main Menu options once again. Below is a representation of this menu as it will roughly appear in your ILLiad session pages, along with some helpful explanations.

Main Menu

* [Your Name]'s ILLiad Page -- This link refreshes your home page, and displays a table of your current outstanding ILL transactions as well as any current alerts pertaining to ILL or other library service issues.

* Logoff [Your Username] -- This link closes your session and returns you to our main logon page.

New Request

-- Under this heading you will find links to the various request type forms, some of which are for 'copies' and and some of which are for 'loans'. 'Copy' refers to any document that has been reproduced for your use, and is normally delivered in electronic format through ILLiad rather than printed on paper. 'Loan' refers to any item in print or other media format, which has been borrowed for your use but must at some point be returned.

Copies: Journal Article, Book Chapter, Conference Paper, Patent, Standards Document
-- 'Journal Article' may also apply to newspaper articles, but please do not use this form for Book Chapters, Conference Papers, Patents or Standards; these request types have their own specific forms.
-- 'Conference Paper' should be used to request copies of papers from conferences, symposia, annual meetings, etc., but not for loans of entire proceedings; use the 'Book' request form if you wish to borrow the complete item.
-- More details can be found in our Customer Help page about requesting a Copy.

Loans: Book, Report, Thesis, Other (Misc.)
-- 'Book' may also apply to music scores, entire conference proceedings, or other common monographs; Theses and Research Reports should be requested with their own specific forms.
-- 'Other (Misc.)' is a loan-only form, for extraordinary borrowing purposes, such as microfilm reels, audio-visual items, journal volumes, etc.
-- Loan-type requests are not available (via ILLiad) to 'Alumni Online Library' users subscribing to the Alumni Choice Membership Service, as it is not a part of their service package.
-- More details can be found in our Customer Help page about requesting a Loan.

View

-- This category provides links to various tables of your request transactions, from which you may view them according to their current or final status.
-- This is the section where you may download electronic articles that have been delivered, by clicking on the 'Electronically Received Articles' link, and selecting from the table that appears.
-- You can view any ILL books that are currently checked out, and from the 'Checked Out Items' link you are able to submit renewals on loans, where these are available.
-- You may also view your filled request history (completed transactions), cancelled requests, and your most recent e-mail notifications.
-- Cancelled request transactions may be re-submitted, if necessary, especially if you are able to provide corrected citation information or have been instructed to delay a request (e.g., where the material needed was too new to borrow when originally requested, or was otherwise not yet available).

Tools

-- This section provides the forms from which you may modify your personal profile information, or change your password.

Help

-- This category provides links to our own system documents for assistance in your use of ILLiad: FAQ, Customer Help, Electronic Delivery Information.
-- There is also a mail-to link so that you may easily contact Kelvin Smith Library's interlibrary loan staff.

Resources

-- This section provides links to various resources to which you may need to refer quickly while filling in request form information, or that will re-direct you to alternate sources from which you may be able to obtain your materials more expeditiously than through regular interlibrary loan channels.
-- The former of these would include our list of Research Databases, and the latter would include our own Library Online Catalog, our Electronic Journal collection, and OhioLINK.
-- A link to our university ITS VPN setup page is provided, to assist you with off-campus connectivity access to those electronic resources that require this software.
-- Links to the university's Copyright Compliance Policy page and the library's own Comments & Suggestions page are also provided for your convenience.
-- Special Users (Distance Ed Graduate, Alumni Online Library) may see additional links relevant to their service levels.

* About ILLiad

-- This link gives a brief description of our ILL system, and is provided by Atlas Systems, Inc., our hosting service company.

We hope that by providing some elaboration on how to make use of the ILLiad Main Menu options, you may better utilize our interlibary loan services, and take advantage of many of the other services and resources available through the Kelvin Smith Library as well.

Your ILLiad Password

It's usually considered a given that password security be regarded as a high-level concern. Naturally, you would be wise to heed such general advice as not sharing your password with others, or not creating one from a character sequence so obvious that it could be easily compromised. Here are just a few words on the subject of password management as it applies to your ILLiad account...

When you first encounter the KSL ILLiad Login Page, you will need to click on the 'First Time Users' link in order to submit your initial user profile. As a required element in setting up your account, you will create a unique password for all your future login sessions. It would be in your best interest to construct one that is secure and robust. It is entirely up to you if you prefer to use the same character sequence as you use for logging into your other accounts (e.g., your CWRU Network ID login), but this is not necessarily the recommended practice. Although it may be somewhat taxing to one's memory, it has in general been considered better to use a different user ID and password in different contexts whenever possible. In any case, we suggest you consult the CASE Password Security Page for recommendations on choosing your password. (You may need to click on a re-direct link at this page, as our IT department has been re-designing its site.)

Whenever you wish to create a new password for access to your ILLiad account (which is recommended you do periodically), you would log in and select the Change Password option in your ILLiad Main Menu under the 'Tools' section. You will need to re-enter your current password once again and your intended new password twice. If you successfully change your password, you will receive a confirmation message, but if you make a mistake you will get an error message and will need to try again.

There are a couple of options in case you may have forgotten your ILLiad password. On the KSL ILLiad Login Page, you can click on the Forgot Password? option. You will be required to enter your ILLiad 'Username', and then an e-mail message will be sent to the address which you had previously specified in your user information profile. The notice will contain a link to a form into which you will need to enter your new password twice. Again, if you make a mistake you will receive an error message, but if you correctly change your password you will be automatically logged into a new ILLiad session.

The Forgot Password? feature of ILLiad is available around the clock, 7 days a week, but if you experience any difficulties using this function, you will need to contact the KSL ILL staff to re-set your password or provide any other assistance. Please keep in mind that we cannot tell you what your current password is, as it is encrypted and is not visible to us in its plain, unencrypted form. We can only reset it to a default value (e.g., 'ill', for security purposes), and then you can change it upon your next login session (by selecting Change Password, as described above). To do so, please contact us at (216) 368-3517 or (216) 368-3463 (M-F, 9:00 AM-4:30 PM), or at: smithill@case.edu.

Additional details are available in our Customer Help and FAQ pages. We hope this advice will help you better assist you with your ILLiad password usage, so that you can enjoy greater security with your interlibrary loan by better protecting access to your account.

Keeping Your ILLiad User Information Up-to-Date

Just a short note here to remind you to check your ILLiad patron account occasionally, to make sure that your personal information is correct and up-to-date. Please remember that you are responsible for keeping this information current, as it does not automatically update in tandem with your library circulation (or any other university) records.

The two most important pieces of information to keep absolutely up-to-date are as follow:

1. Always be sure your e-mail address is current (i.e., an account which is active, and which you check regularly), so that any notifications we might send to you arrive at the proper location.
2. Keep your name current (e.g., if there is a change in your marital status). The name as you spell it in your ILLiad account is what will be printed on our labels and checkout slips for any ILL loans, and is what will appear in any of our e-mail communications to you. Make sure this is up-to-date, so that the pick-up information we use is correct, and any loaned items are properly marked and shelved alphabetically at the KSL Main Service Desk hold shelf. Also, remember that if you never capitalized your names (i.,e., first and last) when you originally set up your profile or last made changes,
this information will remain and be used as you entered it.

You can update your ILLiad personal information by logging into your account and selecting the appropriate link from the Main Menu, which appears in the column at the left of the browser window. More detailed assistance may be found in our Customer Help page, under Change User Information. For the sake of good security practices, we suggest that you regularly change your password too; additional details on this are found at the Change Password link as well.

Keeping the personal information in your ILLiad profile current and accurate will help us to better serve your interlibrary loan needs.

ILLiad System Alerts

You may have noticed whenever you log into your ILLiad account that a sidebar in the upper right corner of your main menu page appears, which may or may not contain any of various types of announcements. We provide these as a courtesy, so that you may be made aware of various factors that might in one way or another have an effect on interlibrary loan services.

One way in which we use these 'System Alerts', as they are called, is to make you aware of times when ILL staff may not be available for consultation. For example, library closings for university holidays and early department closing times will normally be announced here. We also indicate when either of our staff are taking vacation time or any other scheduled time off, in case for some reason you need to contact one of us in particular and want to know our availability specifically. (You can expect this to come into play more frequently as the Spring Semester comes to a close and Summer approaches.) We also may anounce departmental meetings or library staff training retreats, should any of these possibly last an entire morning or afternoon, or all day.

Another reason we might post a system alert would be to forwarn you in advance of any pre-scheduled downtime for the ILLiad system by our hosting service provider, so that you may anticipate those times when it would be better to avoid logging in. Depending on the circumstances, this may or may not affect the availability of the public web pages during periods of expected downtime. More often it affects the accessibility of the staff mode of the operation, and in turn may still result briefly in some slowing of our ability to process ILL requests.

Finally, we can arrange for some of these messages to be visible only to particular user types (e.g., Faculty, Distance Education Students, Alumni) to make them aware of special services available to them, or to provide any special instructions regarding details of account maintenance or request form submissions relevant to them.

We hope that by providing these alerts, we can make your use of ILLiad more effective. Please be aware that you may view them as an RSS feed as well. As always, if you have questions regarding ILLiad or interlibrary loan services, feel free to contact the KSL ILL staff by phone at 216-368-3517 or 216-368-3463, Mon.-Fri. 9:00 AM-4:30 PM (or leave voicemail after hours), or via e-mail at smithill@case.edu.

Cancelling ILLiad Requests Already Submitted

If you ever decide that you no longer need materials that you have requested through interlibrary loan, you have the ability to cancel any of your ILLiad transactions before items are supplied. You usually can do this for yourself if you catch the request shortly after submitting it, and before ILL staff have had the opportunity to begin processing. For example, if your request still is at the status of 'Awaiting Request Processing', you may cancel it yourself. You can click on the corresponding transaction number link from your table of 'Outstanding Requests' (from your Main Menu page or by selecting from the Main Menu 'View' section), then select 'Cancel Request'. You will then receive a confirmation message at the top of the page.

On the other hand, if you wait until you request has reached a status of 'Request Sent', you can no longer cancel it yourself as ILL staff have already processed it to where this is not possible. In this case you will need to contact us at (216) 368-3517 or (216) 368-3463, or at smithill@case.edu. We can usually make arrangements to discontinue processing a request at an advanced stage, unless a lender has already sent out the material. In such a case (especially where a loaned book is concerned) we ordinarily will leave the request live and make you aware of the situation. Once such material arrives, we will notify you to pick it up (or download in the case of an electronically delivered article), just in case you decide you still may have a use for it after all--and of course you have the option to tell us just to return it at that point. In cases where we actually can terminate a processed request, we will send you the routine e-mail cancellation notification, confirming the reason being that you specifically asked to have it cancelled.

Do NOT try to notify us to cancel a previous ILLiad request (or of any other ILL issue or concern) by submitting a new request with a message in the 'Notes' field. Use the ILLiad request forms ONLY for their intended purpose of borrowing materials through interlibrary loan. When you cannot cancel a transaction yourself, ALWAYS contact us by phone or e-mail. Please note that an e-mail link is available in the ILLiad Main Menu when you are logged in, conveniently located in the 'Help' section as 'Contact ILL'. For further details about cancelling ILLiad requests, please check the Customer Help page in the Cancelling a Request section.

Keep in mind that you also have the option of re-submitting any of your previously cancelled ILLiad requests. You can view any of your old cancelled transactions by selecting 'Cancelled Requests' from the 'View' section of your Main Menu, and clicking on the corresponding transaction number link. Click the 'Resubmit Request' option at the top of the window, and you may then edit and submit the request once again. You can also choose simply to submit an entirely new interlibrary loan request for the original materials, if you prefer. For further details, check the View Cancelled Requests and Re-submit a Request sections of our ILLiad Customer Help page.

We greatly appreciate your co-operation in making your use of interlibrary loan services more efficient, and thereby assisting ILL staff in our efforts to better serve your research needs.

Tracking in Your ILLiad Requests & Explanation of Statuses

In case you're ever interested in monitoring the progress of your ILL requests, you can view the current status of an ILLiad transaction whenever you log into your account. Select any of the categories under the 'View' section of your Main Menu, and click on a transaction number from the table that appears. (If you select 'Notifications', you first need to click on a 'Subject' and then the transaction number at the bottom of the message.)

You will see the table containing your request information, then a table with any 'Notes' you have originally submitted (and any others added subsequently by ILL staff regarding special pertinent processing information). At the bottom of the page there will be another table labeled 'Tracking'. It will list all the various statuses the transaction has passed through, in chronological order with the current or final status appearing in the very last line. The date and time will be indicated to the left of the status listing, and the Username of the particular user (i.e., either yours or an ILL staff member's) who has made the corresponding update will appear to its right. ('System' implies that the ILLiad operating system has made the update automatically according to a specified routing rule.)

You may check the Customer Help page in the Explanation of Request Statuses section, for further clarification on what each status specifically implies. Please note that the status of 'Request Sent' requires additional explanation, since the technical details of the request's progress at this point are accessible only to ILL staff. We hope this feature of the ILLiad system is helpful to you, especially when ILL staff are not available in person during regular service hours. Of course, if you need additional assistance, please contact us at (216) 368-3517 or (216) 368-3463, Monday-Friday 9:00AM-4:30PM, or at smithill@case.edu.

Viewing E-Mail Notifications from ILLiad

Another one of the innovative features added to the newest version of ILLiad is the capability to view e-mail notifications sent to you regarding your request transactions. Most often these include pick-up notices for books, electronic article delivery contacts, and overdue loan reminders. This option has been made available in case you might have missed or accidentally deleted any past messages when they were originally issued out.

Whenever you log into your ILLiad account, you can click on the 'Notifications' link under the 'View' section of your Main Menu. You will see a table listing up to 20 of the most recent messages sent to you by e-mail from ILLiad, each indicated by subject links. If you click on one of these, the complete text of the message will be displayed. You may also view all your messages as an RSS feed, simply by clicking on 'Subscribe to Notifications Feed' at the top of the table -- remember to use the 'Back' button of your browser to return to your login session, in this case.

Keep in mind that if you find yourself receiving numerous e-mail notifications from ILLiad, particularly repeated overdue notices, these can quickly deplete your total available number of viewable messages. Please also be aware that included among your notifications you may occasionally find messages we have forwarded to other KSL staff for reference assistance, or inquiries placed to potential lender libraries pertaining to your request -- we make these also available to you for viewing as a courtesy, for your interest.

More details on this helpful function are available at our Customer Help page, in the View Notifications section. If you determine that you absolutely must view an old notification that is no longer accessible from an ILLiad login session, please contact the ILL staff at (216) 368-3517 or (216) 368-3463, or at: smithill@case.edu, so that we may retrieve the text and e-mail it back to you. Please note that this will not be possible if the transaction no longer exists in you request history (i.e., as a result of having been purged as a part of regular system maintenance).

Retrieving Electronic Delivery Articles

Just a general overview on retrieval of electronically delivered articles through your ILLiad account...

Whenever you wish to view the articles that have been provided to you through ILLiad, you first need to log into your account at the ILLiad Logon Page, then from your Main Menu select 'Electronically Received Articles' under the 'View' section. A table will be displayed with the column headings: 'Transaction', 'View', 'Size', 'Title', 'Author', 'Expires', and 'Delete'. (Please note that if nothing appears below these headings, you do not currently have any articles available for viewing.)

The numbers under 'Transaction' are actual links to the request information tables for that particular cited article, including any 'Notes' and tracking information. You can click on the number and then either view or delete the PDF containing your article from this screen. Under 'View' (back at the table display), you can click on the PDF icon next to the corresponding transaction number, and you will be taken directly to the display of your article file. In either case you may print or save a copy of your article -- remember to use the 'Back' button of your browser to return to the previous screen.

Next you will see the 'Size' of your file indicated. This is relevant as it can affect the time it may require to download your article. As a rule of thumb, anything in excess of 10 MB may take longer than 60 seconds to open. The table also displays the 'Title' of your article, that is, the journal (or book) title followed by the actual article (or chapter) title. The 'Author' of the article appears under the next column.

The expiration date , which is 30 days from the date your electronic article was originally posted (at which time you were sent an e-mail notification), is shown in the next column (under 'Expires'). After this date, your article transaction will be automatically removed from the table and the file will no longer be accessible. Under 'Delete' you may choose to delete an article file from your ILLiad account for the transaction indicated at the beginning of the corresponding row. Of course, you will want to be sure to have viewed, printed, or saved your article first, before it expires or you delete it.

If you accidentally delete an article before you have finished using it, you still have an opportunity to 'undelete' it if you do so before the next electronic cleanup session in our server's PDF folder -- usually within 24 hours. Once you delete an article, and decide you need to undelete it, click on the word 'undelete' in the text above the revised table. A new table appears where you can 'Undelete' the previously deleted article, and the transaction will be restored to your 'Electronically Received Articles' table. More details on this feature can be found at Undeleting a PDF. Just remember not to wait too long before you decide to undelete an article. If your article does not appear in the table any longer, you may need to request it all over again. For further assistance, contact ILL staff at (216) 368-3517 or (216) 368-3463, or at smithill@case.edu.

More detailed information can be found in our Customer Help page, at the View Electronically Received Articles section. Policy information about ILLiad electronic delivery is also available at the Electronic Delivery Information page. We strongly encourage you to take advantage of this valuable function of the ILLiad system, for efficient and convenient access to the articles you need.

Continue reading "Retrieving Electronic Delivery Articles"

'Other' Request Form (Miscellaneous Loans)

You may have noticed one of the options in your ILLiad Main Menu for request forms, labeled as 'Other (Misc. Loan)' and appearing at the bottom of the 'New Request' section. This specific form was added a few years ago as part of our latest major upgrade to the ILLiad system, and was intended solely for requesting items that do not fit into any of the existing 'loan-type' categories already included -- i.e., 'Book', 'Report', 'Thesis'.

Please use this form to submit requests for special LOANS only, such as audio/visual items (videos, CD's, etc.), serial microfilm reels (journals, newspapers), entire journal volumes or issues in print, maps, and any other rare or archival items. Do NOT use this form for loans of ordinary books (including music scores and complete conference proceedings), theses/dissertations or reports/government documents, or for reproductions of journal or newspaper articles, book chapters, conference papers or patents -- use the appropriate request forms that already exist for these types instead, and add your comments to the 'Notes' field if necessary.

The unique feature of this form is the 'Citation' field, which can accommodate up to 1500 characters, where you can enter free text describing the material you require. Please keep in mind that you should still only cite one individual item per transaction (unless it is a multi-part set, all bearing the same title). You may need to submit separate requests when you require more than one distinct piece, even if these happen to be in a closely related subject area.

In the 'Item Producer' field, you may indicate the individual or organization that created or sponsored the material, if this is known. Also, if you already have searched this item in WorldCat, you can enter the OCLC Number as this will vastly minimize processing time. Finally, you can enter any additional information that may be helpful to us in tracking down this material, in the 'Notes' and 'source-of-citation' fields at the bottom of the form.

Remember that when you request any special material types, such as those suggested above, the libraries that offer to lend them may choose to impose restrictions, such as 'No Renewals', 'No Photocopying' or 'Library Use Only', and expect that we will observe these as a condition of the agreement to loan. In some cases of rare or fragile documents, the lenders may instead decide to provide them as a reproduction, and in those instances ILL staff will convert such a request to an article format and supply the material to you by electronic delivery.

Please bear in mind that when you use the 'Other' request form, it almost invariably will require extended processing time from ILL staff, as searching for special materials is more involved than for most ordinary items. Also, remember that even when rare or esoteric materials have been catalogued in OCLC, or are cited in other databases, there is no guarantee that they are necessarily obtainable through interlibrary loan. We will, in any case, make our best effort in trying to supply you with those hard-to-find items you need for your research.

Authorized Users

If you ever decide that you want any other person(s)--such as your secretary, assistant, or a family member--to be able to pick up any received Interlibrary Loan materials at the Kelvin Smith Library Main Service Desk, be sure to list their name(s) in the 'Authorized Users' field when you create your ILLiad patron account. Their name(s) will be listed in the e-mail notifications you receive, and will be printed on the checkout slip inserted in the loaned item. Remember that 'Authorized Users' are required to present a valid photo ID to circulation staff in order to check out materials on your behalf, just as you would in person. (Also, this does not apply to check-out of Kelvin Smith Library or OhioLINK books -- you will need to make this kind of arrangement separately with our Circulation Department; contact directly at 216-368-3506 or smithcontact@case.edu, for further details.) If your 'Authorized Users' should ever change, please keep their designation up-to-date in your ILLiad account profile. Use the 'Change User Information' option in your ILLiad Main Menu to enter and save any updates.

Please note that this designation does not automatically carry over to other applications or uses of your ILLiad account and your interlibrary loan privileges. You may choose to make private arrangements at your own discretion with your 'Authorized Users', allowing them log-in use of your account in your stead. Remember that you are still directly responsible for the timely return of loans, compensation for loss or damage of loaned materials, adherence to copyright guidelines and restrictions (when requesting articles), receipt of e-mail notifications, and management of your personal contact and university status information.

By including this option in our library's ILLiad services, we hope to extend the added convenience that it offers you.

Requesting Renewals in ILLiad

If you have any books borrowed through ILLiad, you may begin receiving e-mails with the heading 'ILL Item Due Soon'. This means that your item must be returned to the Kelvin Smith Library within the next five days. If you need the loan period extended, now is the time to submit a renewal request, provided there isn't a 'NO RENEWALS' restriction imposed by the lending library. This should be clearly marked on the label affixed to the front cover of the book (as well as indicated in the text of your original pick-up notification and any ensuing 'due soon' notices).

Log into your KSL ILLiad account and select 'Checked Out Items' from the 'View' section of your main menu. A table will appear listing all the items you currently have loaned to you through ILLiad. Click on the transaction number -- it's a link! -- corresponding to the loan in question, from the first column. When the individual record is displayed, click on the 'Request Renewal' option at the top. You will then receive a confirmation message that your request has been accepted. If you received a message indicating that you cannot renew your item, it is for one of the following reasons:

1. It is too soon to request a renewal (i.e., more than 5 days before the original due date).
2. There is a 'NO RENEWALS' restriction on your loan.
3. Your item is already overdue.
4. You have already requested one renewal on the item. (This may also occur if you click 'Request Renewal' more than once in the same session.)

If your transaction was eligible for a renewal, and you successfully submitted your request, you should expect to receive a reply by e-mail in approximately 24 hours. This may vary because it depends on how quickly the lending library responds to our contact. You will be informed of the new date (the default 2 weeks automatically requested -- or more or less according to the lender's renewal policy), if the extension was granted. Otherwise, the lender has denied the renewal request and you will be asked to return the item by its original due date. In the latter case, we suggest that you submit a new loan request for another copy of the same title, although this may not always be the best solution for loans of theses, dissertations, rare books and other items not likely to be widely held. You will continue to receive overdue notices until you return the item, and if you keep it two weeks or longer past the due date, you risk having your ILLiad account blocked.

If your account does become blocked, you will still be able to log into ILLiad, but your privileges will be limited. Once you return any and all items that are 14 days or longer overdue, ILL staff will clear your record and restore your full ILL services.

Please remember that ILLiad loan transactions operate independently of your direct check-outs from the Case campus library collections and in OhioLINK. (For example, due dates are 'fixed', not 'floating' relative to when you charge them out, and renewals are not always automatically available and may vary in length.) You will need to request your Case & OhioLINK loan renewals directly in your CASE Libraries circulation account.

If you experience any trouble submitting your request for an ILLiad loan renewal, please contact the KSL ILL staff at 216-368-3517 or 216-368-3463, Mon.-Fri., 9 AM-4:30 PM, (or leave voice-mail), or contact via e-mail at smithill@case.edu.

Continue reading "Requesting Renewals in ILLiad"