Entries in the Category "Policies"
Some Quick End-of-Year Reminders About ILL
As we come to the close of Fall 2014 Semester, here are some oft-repeated, albeit fairly crucial, issues to remember regarding our interlibrary loan services -- without further embellishment and in no particular order...
* Return loaned ILLiad books with all their accompanying paperwork (labels, bookbands, etc.) included.
* Return loaned ILLiad materials in multiple parts all at the same time.
* Return loaned ILLiad books borrowed through Kelvin Smith Library directly back to the Kelvin Smith Library service desk or into KSL bookdrops.
* Check for direct availability of electronic articles (in our online catalog or eJournal Portal), prior to choosing to request them via ILLiad.
* Check for direct availability of journals and books in KSL collections or other CWRU library locations (through our online catalog), prior to choosing to request them via ILLiad.
* Check for direct availability of books in OhioLINK member locations (by way of our online catalog and through the OhioLINK catalog), prior to choosing to request them via ILLiad.
* Make sure to use the appropriate ILLiad request form corresponding to your loan or copy citation type, when submitting.
* Pick up requested ILLiad books prior to their original due date, or notify ILL staff (or KSL desk staff) when they are no longer needed.
* Return loaned ILLiad books on time, or request renewals (as instructed in notifications) when eligible.
* View your electronically delivered ILLiad articles during their availability window periods, before they expire.
Thanks for keeping these in mind, as it helps to streamline and expedite the processes involved in efficiently executing interlibrary loan services, for both the ILL staff and you the customer.
OhioLINK Loans vs. ILLiad Loans at KSL
Here are two services we provide that both fall under the category of "Interlibrary Loan", but entail some very distinct differences with regard to library policy. Just briefly making some important comparisons between them below -- please keep in mind that these explanations pertain specifically to how they are implemented in the Kelvin Smith Library and not as at any of the other CWRU campus library system service points.
* OhioLINK items are requested through the OhioLINK Catalog, using your CWRU login and password. You may also link to it from the CWRU Library Catalog, after determining no local copies are available.
* ILLiad items are requested at the ILLiad Main Logon site, by completing and submitting a loan transaction form. You must first create a user account on your initial usage -- this is available only for users from the College of Arts and Sciences, the Case School of Engineering, the Weatherhead School of Management, and university central administration. (Medical, Dental, Nursing, Law & MSASS users must register at their respective ILLiad sites.)
* OhioLINK items may be held at any listed library service point on campus (selected at the time you submit your request). Those to be held at the Kelvin Smith Library will be kept in a self-service open shelving area, by the patron's last name. OhioLINK loans are held for up to 10 days upon receipt from the lender library. (Exceptions include delivery service to select faculty and distance education enrollees, with direct checkout applied.)
* ILLiad loans are held in a secured shelving area (staff access only) in the Kelvin Smith Library, until no later than the original due date assigned by the lender library. We encourage borrowers to pick them up within the first 10 days after notification of receipt. (Exceptions again include delivery service to select faculty and distance education enrollees, with direct checkout applied.) Courtesy notices are also sent out via e-mail within a week before the due date, to remind borrowers their items are still being held.
* OhioLINK loans may be picked up by the requesting patrons, and charged out at the self-serve kiosk or at the Service Center desk (with staff assistance). Authorized users (on behalf of faculty only) may also check them out, after notification sent by the borrowers to request an update to the note field in their circulation accounts. Notify the Access & Delivery staff by e-mail to smithcontact.case.edu.
* ILLiad items must be retrieved by attendant staff (during regular hours only), and are to be checked out at the Service Center desk (valid photo ID & signature required). Authorized users may also sign them out, but the requesting user must specify their names in the ILLiad account (prior to submitting requests), accessed through the ILLiad Main Logon page. Select 'Change User Information' under the 'Main Menu' column to update.
** Loan Period
* OhioLINK books are generally lent for normally 21 days (42 for faculty), with the due date extending from the date they are picked up and checked out. Special items may have shorter loan periods applied, and may have an in-library use restriction applied.
* ILLiad loans are assigned a fixed due date, usually from 7 days to as long as 2 months (or even longer), based on lender libraries' individual policies. These due dates do not vary in relation to the date of checkout. Some ILL items may also have a 'LIBRARY USE ONLY' restriction indicated by the lender.
* You may view all your current OhioLINK and SearchOhio loan transactions (as well as local loans from Kelvin Smith and other CWRU campus library systems) by logging into My Library Account with your CWRU network ID and password.
* You may view all your ILLiad transactions by logging into your account at the ILLiad Main Logon page, using your ILLiad username and password. Current loans may be viewed by selecting 'Checked Out Items' under the 'Main Menu' column, while loans either still in process or ready for pickup will appear under 'Outstanding Requests'.
* You may request renewals on OhioLINK loans by logging into My Library Account. OhioLINK allows up to 6 renewals periods (beginning from the day the renewal is submitted), and these are usually effected in real time. Renewals may be requested on multiple items simultaneously, if desired. Item holds at the home institutions may preclude renewals, however.
* You must log into your account at the ILLiad Main Logon page in order to request renewals on ILL loaned items. Select 'Checked Out Items' from the 'Main Menu' column, and then you may submit a request individually on a checked-out loan transaction, provided it does not have a 'NO RENEWALS' restriction indicated by the lender. ILL staff will mediate renewal requests, and you will receive e-mail notifications based on the responses received from the lenders. Renewal extensions may vary (more or less) from the default 2-week period set in ILLiad, or they may be denied altogether, based upon lender libraries' policies. ILL loans are normally limited to a single renewal request, as well.
* E-mail notifications are normally sent out within a week in advance of the due date of OhioLINK loans, with a reminder to renew. Overdue notices will follow after the due date, then monthly until a printed bill for replacement is sent, unless items have been returned.
* Notifications via e-mail are sent regarding ILLiad loans as follows: 1) Reminder 5 days prior to original due date (advising to request renewal, if eligible), 2) First Overdue notice the day after the original due date, 3) Second Overdue notice 7 days after the due date, 4) Third Overdue notice 14 days after the due date (after which time ILLiad privileges become blocked). Recall notices may also be sent, if we are so notified by the lender libraries.
* OhioLINK loans can be returned to Kelvin Smith Library, but may also be turned in at any other CWRU campus library location, at the service desk or in the book drop (unless otherwise indicated).
* ILLiad items requested through Kelvin Smith Library must be returned directly to Kelvin Smith Library, preferably at the service desk -- avoid placing media and fragile items in the book drop. (Delivered ILL loans may be either mailed by courier or returned in person, to Kelvin Smith Library.)
* OhioLINK book loans accrue an amount of $0.50 per day, to a maximum of $50.00. Special items may be assessed at a greater daily amount. Lost items are billed a replacement fee of $125.00.
* Overdue fees are not levied for overdue ILLiad loans, but your ILL account will be blocked from essential borrowing privileges if any checked out items become more than 14 days past due. ILL privileges will be restored once any and all such loans have been returned to Kelvin Smith Library's ILL staff. Lost items will be billed for replacement, based upon lender libraries' policies upon negotiation communications between our ILL department and theirs. Extended blocking of ILLiad account privileges may also result until missing ILL item procedures become resolved.
Questions regarding OhioLINK loans may be referred to the KSL Access & Delivery team, at (216) 368-3506 or to email@example.com. Questions or concerns about ILLiad loan transactions (for KSL users only) may be addressed to the KSL Interlibrary Loan staff, at (216) 368-3463 or (216) 368-3517, or to firstname.lastname@example.org.
Visiting Scholars and ILL Services
Just a few words on how Visiting Scholars may access interlibrary loan services through the KSL ILLiad system...
Visiting Scholars who have been invited by one of the academic departments of the Case School of Engineering, the College of Arts and Sciences or the Weatherhead School of Management are also accorded borrowing privileges at the Kelvin Smith Library. In addition, we offer them the same regular interlibrary loan privileges provided to staff members, graduate students and undergraduates of those colleges -- however, this does not include the extended courtesy services also granted to permanent faculty.
In order to allow for regular library borrowing privileges, a representative of your sponsoring academic department must submit information to the Kelvin Smith Library Access & Delivery staff at the following address: email@example.com. Once a viable circulation record has been created in our library patron database, you then become eligible for regular interlibrary loan privileges during the period of your appointed term.
Once you have your library privileges established through KSL, you may then go to our ILLiad site to set up your ILL account, at: http://library.case.edu/ksl/ill/. Click on the 'First Time Users' link to register -- after you view our terms of service, you will be led to the 'New User Registration for ILLiad' form. Here you will be prompted to enter all your personal information as required for interlibrary loan services. You will be asked to supply your 'CASE Account Number', which should have been assigned in your circulation account, when you received your regular library privileges; you may look it up at the following link: https://library.case.edu/loc/caseacct/. When asked to supply your status, please select 'Staff', as we do not currently have a special option for Visiting Scholars. For your department, please select the appropriate academic department from among those options available in the 'Department or Major' list.
We hope this will clear up any uncertainty regarding Visiting Scholar library privileges. If you have any further questions about the interlibrary loan services available to you, do not hesitate to contact us at (216) 368-3463 or (216) 368-3517, or at firstname.lastname@example.org.
Things to Remember About ILLiad and ILL Services
As we begin another academic year, here are a few friendly reminders about how to best use ILLiad...
* ILLiad is primarily intended (with a few exceptions) for use in obtaining loans and non-returnable copies through interlibrary loan processing. Please avoid submitting requests when materials are already available in the Kelvin Smith Library collections, or in the collections of its branch locations or of other CWRU campus library systems.
* ILLiad is not a substitute for OhioLINK. Please check the OhioLINK (and SearchOhio) collections for items available for request through online borrowing. Please do not request loans through ILLiad when you can already borrow them through OhioLINK, and avoid submitting requests for the same item in both ILLiad and OhioLINK simultaneously.
* Please make sure to provide as complete and clear citations as possible, for the books, copies, etc., that you wish to request. It is always helpful for you to indicate ISBN, ISSN and OCLC Accession numbers, as well as the sources of your citations and any other helpful information. Most ILLiad forms include an appropriate field for these data, including a miscellaneous 'Notes' field.
* Please submit a separate ILLiad request transaction for each individual loan or copy item you require. ILL staff may ask that you re-submit any 'multiple-item' requests into their respective parts.
* Avoid submitting duplicate requests for exactly the same loan or copy item. You may always check your ILLiad account for any outstanding requests that require additional time to be filled, and you can contact ILL staff if you need further details that are not readily visible in the notes or tracking history of a specific transaction. Re-submitting another request will not in any way expedite your receipt of the material you require.
* When setting up a new ILLiad account in the KSL site, please be sure of the following: 1. You have not previously created an account in our system. 2. Your department appears in our list--otherwise, you may actually need to set up your profile with one of the other three CWRU campus library locations (Law, MSASS, Cleveland Health Sciences). 3. You can provide a current e-mail notification account that you check on a regular basis, and can keep it up-to-date.
* ILL staff reserve the right to cancel any ILLiad request at our discretion, and in accordance with any of the above-mentioned criteria.
We hope this will be helpful for your use of out ILLiad system and ILL services, as well as guiding you towards other internally accessible resources. Please also feel free to search this blog for more extensive help topics that have been previously addressed. If you have questions or concerns, please contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at email@example.com.
Numbers to Remember for Interlibrary Loan Services
Here are some significant numbers to keep in mind with regard to your interlibrary loan services through Kelvin Smith Library's ILLiad system...
5 -- the number of days before the due date of a loaned ILL item at which you will receive your initial reminder notification; this indicates the window until then at which you are able to request a renewal, provided the item is eligible per the lender's policy.
5 -- the maximum number of articles within the most recent 5 years of an individual publication that we may request on ILL in a single calendar year before copyright becomes an issue; requests in excess of this will then require we assume payment of often exorbitant fees per each document, to compensate the publishers.
7 -- the number of days after which the overdue status of an ILL loan starts to become critical, at which the second of two overdue notifications will be sent out; the first of these will have already been sent out the day after the item's original due date.
10 -- the number of days within which we recommend you pick up an ILL loan after we notify you that it has been received; this is not mandatory, and we will not pull and return items that have not been picked up until they actually become overdue.
14 -- the default number of additional days indicated when you submit a renewal request for an eligible loan; this is the extension we present to the lender library, but their reply may vary according to their own specific policy or local lending circumstances.
14 -- the number of days after which the overdue status of a loan now causes your ILL privileges to become blocked; you will receive an overdue notification to this effect, and functions available in your ILLiad account will be limited until you return any and all loans this many (or more) days past due.
20 -- the number of minutes after which your ILLiad online session times out, if no keystroke activity is detected; we recommend that you refresh your session regularly by clicking on the "(Your) ILLiad Page" link at the top of the Main Menu list.
30 -- the maximum number of viewing days available for electronically delivered articles; after this period, aged document files become deleted from the server during ILLiad's next scheduled automatic clean-up session.
60 -- the maximum number of days we will hold a printed article (or other non-returnable item) supplied through interlibrary loan; as we rely almost exclusively on electronic delivery, this will apply only to special instances agreed upon by ILL staff, on a case-by-case basis and with requisite justification.
We hope this information will help guide you in your use of ILLiad and ILL services. If you have questions or concerns, please contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at firstname.lastname@example.org. Detailed information about interlibrary loan services and policies that might well answer your questions can also be found at our Customer Help page.
ILL Books No Longer Needed?
Here are some hints on what to do (and what to expect) when you no longer require the use of a book (or other returnable materials) obtained through your ILLiad account...
For books that you have not yet picked up --
* When these begin approaching their due date, we customarily send out courtesy reminder messages beginning about a week in advance. We ask that you please respond by e-mail (preferably in reply to the message received) or by phone, if they are no longer needed.
* If these are not picked up by the due date, they will be removed from the secured hold shelf at the KSL Service Center and returned to the lender library without further notice.
* This policy will apply to any such loaned items, including library-use restricted materials that are still waiting to be signed out by the user requesting them.
For LIBRARY USE ONLY items that have already been signed out, but are still being held at the KSL Service Center--
* Automatic notices indicating that the items will be due soon, or have already become overdue, will be sent out (as with any other items lent through ILL). We ask that you please also reply to the e-mail message or by phone if these are no longer needed.
* Restricted-use ILL materials still being held at the KSL Service Center will normally be removed from the secured hold shelf area once they have become overdue, regardless of whether you have signed them out already or not.
* Keep in mind that it is your responsibility to make clear to KSL Service Center staff that you either need to keep these restricted materials held for future usage periods, or that they can be returned immediately, whenever you turn them back in to the desk. We also suggest that you hand them back directly to a staff member rather than depositing them in the indoor book drop, to avoid any confusion.
Thanks for your cooperation. As always, we hope this information will be of help. Please feel free to contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at email@example.com.
A Few Words About Picking up Your ILLiad Loans
Just some reminders when you come to pick up loaned materials borrowed through ILLiad...
* You will normally receive a notice by e-mail informing you that there is something being held for you to pick up at the library. The message will include the title, due date, any restrictions, and any authorized users you have named in your account at the time your requested item was received at our location. Remote enrollees of distance education programs and eligible faculty opting for campus delivery will receive a variant message, and will not need to pick-up their circulable ILL items (which also become automatically checked out in the ILLiad system).
* We recommend that you come in to sign out the material within 10 days of the date you received the notification, but we will still hold the item up until the due date assigned by the lender library. You may still have the opportunity to extend your loan period by requesting a renewal (after you have actually checked the item out).
* We prefer that you please ask attending staff at the Kelvin Smith Library Service Center Desk to retrieve your items, as they are held in a secured shelving area which is kept locked after the library's regular business hours. It is not considered self-service, unlike the open shelves that house KSL and OhioLINK items.
* You (or your authorized user) will be presented with a check-out slip, which you must sign and date, and return to the desk staff member. A valid CWRU ID card (or any valid photo ID, if an authorized user not affiliated with the university) will also be required, and the staff member will then be able to check out your material in real time through the ILLiad circulation system.
* ILLiad loans CANNOT BE CHECKED OUT through the self-serve kiosk, unlike Kelvin Smith Library loans and most OhioLINK loans. ILLiad is an external, self-contained system which is essentially independent of the library's catalog and circulation system. This is the reason you must sign them out directly at the Service Center with the assistance of desk staff, and why we discourage self-retrieval from the ILL shelf area.
* Items with a "Library Use Only" restriction must be checked out as with all ILL materials, for as long as they are to be in use. You may take them from the Service Center area for use within the Kelvin Smith Library building, but must also return them there after each individual usage period. A record of uses will be kept by our staff, and the items will be kept in the secured area during times of non-use. Upon your final instance of use, we recommend that you indicate definitively to attending staff that the materials are to be returned to the lending library. If you do not make this clear, they may remain on the shelf (still checked out on your account) until they become due, and you will begin receiving automated notices. At this point you have another opportunity to confirm that they are no longer needed, by contacting ILL staff by phone or e-mail (conveniently in reply to the sent messages).
* During periods of extreme high-volume public service, KSL Service Center desk staff may (upon rare occasions) direct you to the ILL shelving area to retrieve your own items. Please note that due to frequently varying material types and item sizes of loaned items, it may be difficult to properly locate them within this confined space -- e.g., some items are packed tightly together and may not be readily identified as to requesting patron name, some may become lost in the back of the shelves due to regular shifting, while others may be relegated to a special storage location (as with microfilm reels). This would normally be avoided through assistance from a staff member, and in any case you would still need to sign out the slips and have the items checked out at the desk.
We hope this information is helpful. Please feel free to contact ILL staff, by phone at (216) 368-3463 or (216) 368-3517, or by e-mail at firstname.lastname@example.org.
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.
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 email@example.com. 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.
Planning Your Use of ILLiad Loaned Materials
Here is my modest attempt to help our ILLiad users follow a mindful strategy for their time frame regarding loans required through interlibrary loan services...
We suggest that you submit requests for loans reasonably close in advance of when they are needed, yet still with enough leeway to accommodate any unexpected delays. We also discourage placing requests extremely far ahead in time, on the other hand. We realize this is a somewhat tricky and arbitrary recommendation, but we ask that you please consider that it is not possible for us to 'schedule' with much accuracy the time of receipt, length of loan, renewal and restriction policies, etc., due to varying factors involved in dealing with diverse lending institutions.
Here are some ballpark suggestions on thoughtfully timing the submission of your loan requests to better coincide with your research time frame. For example, if numerous copies appear to be available in known potential lender libraries (i.e., upon searching the OCLC WorldCat holdings database), say ~150 or more--and none are also available for direct online request through OhioLINK, of course--7 to 10 days are reasonable. However, if considerably fewer are available, around 50-150, 10 to 14 days may be more reasonable. If it is much less common, say 10-50, 2-4 weeks is a more likely expectation.
Items with holdings of fewer than 10 should be considered 'rare', and may require at least one month, if they are available (i.e., allowed to circulate by potential lenders and not currently in use). Very rare or old materials may be restricted, if library policies allow them to be lent at all -- often on a case-by-case basis. Theses and dissertations, which in their original form are often only held in 1 or 2 locations (i.e., of the granting institution), may require 10-14 days, if they are allowed to circulate from those collections at all. UMI and other authorized duplications in print or on microfilm might also be held at more numerous additional locations, and may be supplied in slightly less time.
In the case of some very rare items, it may require 2-3 months to obtain them. Since most potential lenders engaged in these types of loans are highly unlikely to lend out the actual materials, they often may require the ILL transactions to be converted into duplication requests. Occasionally they might also require copyright release authorization for completion of processing, and our you the use may be obligated to personally sign an associated release form bearing on the limits of their use of such materials. Of course, once a request is changed from a loan to a copy, due dates are no longer relevant while download access time limits then become a factor.
In any case, we recommend keeping the following guidelines in mind when requesting borrowable materials, with regard to your research logistics:
* Avoid requesting items too far in advance, but try not to do so too close to the time they are needed.
* Please take into consideration whether or not you plan to be off campus or otherwise out of the area on a long-term basis, prior to submitting loan requests. Received loans will only be available for pick-up from the time they arrive until the time they reach their due date.
* ILL staff cannot guarantee when loans will be supplied by potential lenders, and exactly how quickly they will be received (and by what method). You can always indicate a need for 'RUSH' service in the notes of your request, so we can at least indicate to potential lenders of the need for special retrieval and shipping service levels.
* ILL staff cannot guarantee length of loan periods and renewal policies, or whether other restrictions might be applied. This is all determined by the policies of the lender institutions.
* Expected loan periods cannot be regarded as indefinite. Nor can they be considered uniform across all possible suppliers.
* We can only borrow particular items from those potential lenders that both hold the required items and also allow them to circulate. When we accept their services, we must abide by any varying lending policies, as failure to respect their requirements can endanger future interlibrary relations.
* Notifications for pick-up are sent out at time of receipt. We use the e-mail address that is currently in your ILLiad account to send you these messages, so please make sure it is one you check regularly.
* Loans must be picked up in timely fashion and returned on time. We recommend you sign them out within 10 days of notification for maximum usage, although they will be held until the designated due date.
* Reminders are routinely sent out if materials are not picked up by their due date, as a courtesy. You may let us know if items are still needed, or you can indicate they are no longer required and can be returned. Any loans not signed out by the end of the loan period will be pulled off the hold shelf and sent back to the lender without notice.
* Renewals (if allowed by the lender) must be requested in advance of due date. This is normally within a 5-day frame at the end of the original loan period. Contact ILL staff if you are not able to do so yourself at this point, but keep in mind that renewal requests made on overdue items are often denied.
* Renewal requests can only be submitted for items that are currently checked out, so you need to sign out any loans before you plan to have the due date extended.
* Notices are sent out in advance of due date -- if the item is checked out -- to allow you the opportunity to request your renewals at the appropriate point through your ILLiad account. Details on how to do this are included in the text of these messages.
* Overdue notices are sent out after after the due date. Any checked-out loans that are 14 or more days past the due date will cause your ILLiad account to become blocked, partially restricting the ILL services available to you until such transactions are cleared.
* Rare materials already borrowed and used once may not be available from lenders again in the near future. We recommend you make optimal use of them while you have your initial access.
We offer these suggestions and policy explanations to help afford better use of ILL loans in conjunction with your projected research target dates. If this in any way improves your experience with obtaining loan resources in coordination with your needs, we've achieved an important objective.
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.
Faculty Campus Delivery & ILLiad Loans
As you may now be well aware, the Kelvin Smith Library is implementing a new service for faculty within the College of Arts and Sciences, the Case School of Engineering, and the Weatherhead School of Management. This was originally announced in the KSL News Blog for March 2013, and requires that your academic department arrange to have a regular, designated drop-off point for OhioLINK and Interlibrary Loan items to be deposited. Individual faculty members must have registered for this service through a link in the aforementioned blog entry, and this will apply only to your OhioLINK loans.
As far as other Interlibrary Loan materials, such as those provided through your KSL ILLiad account, you must also contact the ILL staff for have the analogous service activated. This will require first that you have established an account in the KSL ILLiad system, which you may access at the KSL ILLiad Logon Page. To create a new account, please select the 'First Time Users' link, and follow the prompts. If you have already entered your profile, simply log into your existing account. Go to the Main Menu in the left-hand column, down to the 'Tools' section, and select 'Change User Information'. At the bottom of this page you will find instructions on how to have your ILLiad loan delivery option updated to accommodate Faculty Campus Delivery. Please note that you cannot make this change yourself, but must contact ILL staff to update this setting for you.
Please keep in mind that any items marked for 'Library Use Only' cannot be delivered, and will be held at the Kelvin Smith Library, where they must be signed out and used on-site. Faculty in the Music Department who would instead prefer to have such materials held in the Kulas Music Library must also contact ILL staff to request campus delivery service. Please note that Music Faculty who sign up for this option will have their circulating ILLiad loans automatically checked out and delivered to Kulas as well. On the other hand, OhioLINK book loans normally require that delivery location be specified at the time they are submitted -- so Music Faculty need only make the appropriate selection of 'Kulas Music Library' as their Pickup Location in each instance, for the equivalent service.
If you are Faculty in one of the academic departments that have arranged for a delivery point for this service, and have set up your account profile in Kelvin Smith Library's ILLiad site, contact our ILL staff at firstname.lastname@example.org to have your ILLiad loan services included with campus delivery.
*Please consult your department head or department assistant/secretary as to whether a drop-off point has been designated for library use. Academic Departments appearing in the 'Department or Major' list on the ILLiad 'Change User Information' page for Faculty (mentioned above) are marked with an asterisk (*) as well, if they have already made this arrangement with Kelvin Smith Library. Our current department list is also summarized in our Campus Delivery Departments page.
Reminder About Library-Use-Only Loans
Just a reminder that for certain materials, which are either fragile or normally treated as reference material, lender libraries will impose a 'Library Use Only' restriction on their use while on loan to us. We are expected to adhere to their policy conditions, or risk jeopardizing our good borrowing relations with them. Here are some basic guidelines to be observed in these cases...
-> Items are expected to be used only within the Kelvin Smith Library building. When not in use (but still required for future occasions), they should be left at the Service Desk to be replaced onto the hold shelf.
-> A library use slip is provided for for tracking usage of these items, and should be marked according to the times taken out and returned to the Service Desk.
-> Library Use items must be signed out by requestor, without exception, before being taken from the Service Desk -- as with any other materials lent through interlibrary loan.
-> These items must not be taken outside the library building -- under extenuating circumstances, ILL staff may occasionally suspend this if *adequately justified -- ask desk staff to contact us during regular hours.
-> If you are finished using Library Use items, please indicate this clearly to KSL desk staff at the time, so that these materials can be marked for prompt return to the lender library.
-> When overdue notices are sent out for these types of loans, we ask that you please respond if the materials are no longer needed -- also, keep in mind that renewals may be possible (when so indicated by the lender library), if requested early enough.
-> ILL staff may pull Library Use materials from the hold shelf without notice, once they become overdue and regardless of whether you have not responded to an overdue notice; items recalled by the lender will also be likewise returned.
*For example, if the requestor agrees to use materials only within an approved location in one of the university libraries' branch locations, due to the need for special equipment or resources available at that location.
Please remember that Library-Use-Only materials obtained through interlibrary loan service have been provided through the generosity of lender libraries that would otherwise not permit their external circulation. We appreciate your cooperation when using these restricted loans, by handling them with care and returning them as soon as possible after you have finished using them.
Loan Notifications from ILLiad: Overdues, Renewals, Recalls, etc.
Here is a quick overview of the sort of e-mail notifications you can expect to receive regarding your loans requested through ILLiad...
* Initial Pick-up - When a book or other loaned item arrives, you will receive this notice, which will indicate what the materials is, the due date, and any restrictions imposed by the lender institution library. We recommend you pick up and sign out the loan from the KSL service desk staff as soon as possible -- preferably within 10 days of the notification date.
* Courtesy Pick-up Reminder - When a loan has not yet been picked up, but is approaching its due date, ILL staff will send this notice beginning at about a week (5 business days) prior to the original due date. If you have lost track of your initial notification, this is the time to either pick up the material or let us know you no longer need it so we can send it back to the lender -- and remember if you do decide to check it out, you may still have an opportunity to request a renewal.
* 1st Overdue ("Due Soon" Notice) - This notice, for items you have signed out, is sent out automatically at a point 5 days prior to the original due date of the loan. This is the best time to request a renewal, provided lender policy allows. If you are finished using materials, this is a good point at which to return them also.
* 2nd Overdue - This is the first actual "Overdue" notice, which goes out automatically the day after the original (or renewed) due date. You should return your loan at this point, since you can no longer request a renewal through your ILLiad account. If you absolutely must have an extension, you will need to contact ILL Staff to have it requested on your behalf -- keep in mind that most lenders will not grant renewals on loans after they have already become overdue.
* 3rd Overdue ("BLOCKED" Account) - Finally, this message is sent out automatically for loans 14 days (2 weeks) past their original (or renewed) due date. At this point, your ILLiad account becomes blocked for certain ILL services, although you are not prevented from logging in. At this time, we advise that you return loaned materials as soon as possible, to avoid replacement billings from the lender library. ILL staff may also choose to manually repeat sending off this notification until the transaction is completed.
* Recall - Lender libraries may choose to recall their loaned items for use at their home locations, and will send our ILL staff notification of this. At this point, we will send along this message to you, and we ask that you return the loan to KSL at your earliest convenience -- of course, renewals are no longer possible under these circumstances.
* Renewal OK - If you have successfully submitted a renewal request through your ILLiad account (or by ILL staff intervention), and the lender has agreed to extend the loan period, you will receive this notification. The new due date will be indicated (either the default 14 days we normally request, or a shorter or longer extension determined by the lender library), and we ask you make note of it. At this point, you will not be able to request additional renewals online, but if absolutely necessary you may contact ILL Staff for this purpose.
* Renewal Denied - If you receive this notice on any checked-out materials after a renewal request has been submitted, the lender library has chosen not to grant the extension to the due date. You must return the loan to KSL as soon as possible, and if you need to borrow another copy we suggest you submit a new loan request through your ILLiad account.
* Unblocked - This notice will be sent if you have had one or more loans checked out in ILLiad that were two weeks or longer overdue (see above), once they have all been returned and cleared. The message will confirm that your account has been "unblocked" and your full ILL privileges are now restored.
As always, hoping this has been helpful information in guiding your use of interlibrary loan services.
ILLiad Login vs. Single Sign-On
Just a reminder that your ILLiad Login is not the same as your CWRU Single Sign-On. When you set up a user account in Kelvin Smith Library's ILLiad system (or that of your respective service point library system), you create your own UserName and Password at that time. If you so choose, these can be the same as the CWRU Network ID Initials (e.g., 'abc12'), and the password you normally use when logging in with it. For the sake of uniformity, we recommend that you do use your Network ID also as your ILLiad UserName (unless another registrant has somehow already claimed the same character string for that purpose). However, for security reasons we suggest you use a different password, as you would with any other various site with which you have registered.
The university ITS staff have provided a Password Help page (also linked to the Single Sign-on page), which offers suggestions on properly creating a secure password string. We recommend you refer to it for creating your ILLiad password as well. You are certainly free to use the same password in both the CWRU network and ILLiad, if you so choose, but in that case, remember to change your password regularly. Keep in mind, then, that whenever you change your network password it does not automatically change your ILLiad password simultaneously. You will need to log into your ILLiad account separately and select the 'Change Password' option under the 'Tools' section of your 'Main Menu' to do this.
If you have questions or concerns regarding your ILLiad login or password, please contact us by phone at (216) 368-3517 or (216) 368-3463, or e-mail us at email@example.com.
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.
Tips for Distance Ed Graduates (DM Program, Document Delivery & ILL)
Here are some guidelines for using ILLiad, for students enrolled in the Doctor of Management degree program at the Weatherhead School of Management...
Requesting Articles (Journal or Newspaper/Magazine Articles, Book Chapters, Conference Papers, etc.)--
* In most cases, you should submit your article requests via ILLiad, regardless of whatever potential lender library location source we may draw upon. We will attempt to fill your request to the best of our ability, through either interlibrary loan or internal document delivery service.
* Please request only ONE article, book chapter, or paper per individual transaction. This is primarily so for reasons involving copyright, as well as lender processing requirements and expectations. (ILL staff reserve the right to cancel multiple-article requests, and to advise you to re-submit them properly.)
* If multiple book chapters or conference papers from the same circulating monograph item are required, we recommend requesting the entire book or published proceedings as an alternate course of action (see under 'Requesting Loans' below).
* You may wish to check the Case Catalog (for holdings in KSL, R.R.C.C., Music, etc.), OhioLINK, or OCLC WorldCat for potential holdings -- this can be helpful, but is not required, as including an ISSN or OCLC accession number will assist us in locating sources. In any case, ILL staff are able to determine whether to obtain materials from our own local holdings or through interlibrary loan.
* If available in our Electronic Journals collection, we STRONGLY recommend downloading your articles directly from there, and be sure to turn on your VPN connection. (ILL staff reserve the right to cancel requests for electronic articles from this resource, and direct you to this link.) If, however, the Electronic Journal resource is inaccessible (in part, or as a whole), you may submit requests through ILLiad as long as you also indicate this circumstance in the 'Notes' field of the request form.
Requesting Loans (Books, Theses, Reports, etc.)--
* In most cases, you will submit your book requests using ILLiad, but you may also frequently consult OhioLINK for many loans not held in our own KSL collections.
* Please request only ONE loanable item per individual transaction, perhaps with the exception of a multi-volume set of reasonable size. Multiple volumes in a long series are preferably requested in individual transactions. (ILL staff reserve the right to cancel requests for unreasonable numbers of parts, and to advise you to re-submit your requests individually.)
* If more than one edition of the same title needed, we prefer that you request each copy separately. (ILL staff reserve the right to select one edition for processing, or to cancel and advise you to re-submit your requests for different editions separately.)
* Please check the Case Catalog for Kelvin Smith Library system holdings (KSL, R.R.C.C., Music, etc.). If copies are available in these collections, submit your request using an ILLiad loan form. We will provide these items through internal document delivery, and you will normally be given a full semester loan period.
* If no copies are currently available in the KSL system, first check OhioLINK, and submit your request there if any copies are shown as available in member library collections. (ILL staff reserve the right to cancel requests submitted in ILLiad for titles that are readily available directly through OhioLINK, and advise you to borrow by that method instead.)
* If no copies are available in OhioLINK (or SearchOhio), submit your request again using ILLiad. If you have the ISBN, or have searched WorldCat and have the OCLC accession number, you may include them in your ILL request form submission to assist ILL staff in identifying exact items and better locating potential lenders. In this case, we will attempt to borrow items from external interlibrary loan resources.
* CAVEAT: Available copies showing in the Case Catalog that are not in the collections of the KSL system (which include Music, R.R.C.C., Astronomy, Iron Mountain) -- i.e., Cleveland Health Sciences Library (Allen & HCL), MSASS, Law, and others sharing our catalog -- may preclude the proper submission of loan requests in OhioLINK. If this is ever the case, you may use ILLiad instead to enter your request, and indicate in the 'Notes' field of the form that this circumstance is presenting a difficulty.
Specifying Loan Delivery Method
* When you initially register your account in ILLiad, you do not have the option of indicating this setting option, as it is a special service not available to all eligible users of KSL's ILL services.
* Select 'Distance Ed Graduate' as your status, and 'DM' as your department or program. Upon your first session, please select the special option from your Main Menu, 'Change User Information', where you can select 'Mail to Address' as your Loan Delivery Method, as opposed to the default 'Hold for Pickup'. (You may also change this at any time in future sessions, if appropriate to your varying needs.)
* If you do not make this change, we will assume this to be your accepted selection, and hold your received ILL loaned items at the KSL main service desk rather than sending them to your indicated delivery address. If you reside locally, and prefer to pick up these items at the library, feel free to leave the original setting of 'Hold for Pickup' as is.
* NOTE: ILL staff maintain a listing of all current Distance Ed Graduates enrolled in the DM program, and can verify your eligibility for this special delivery service. We reserve the right to reset this option to 'Hold for Pickup' and your status to 'Graduate' or whichever one corresponds to that in official university records, if you are not a valid member of this program.
We hope this clarifies most of the questions and concerns regarding your general use of our interlibrary loan and document delivery services.
Logging in with Your ILLiad UserName & Password
Just some important points to keep in mind about opening sessions in ILLiad...
* Accounts for eligible CWRU users do not already exist prior to your initial use of ILLiad. You must create your own profile at our main login page, at the 'First Time Users' link. Once done, you can begin submitting ILL requests as needed, without having to re-enter all you personal information each time.
* Please set up your ILLiad account at the site for the library service point appropriate to your university affiliation. Kelvin Smith Library's ILLiad site is specifically for the use of members of the College of Arts and Sciences, Case School of Engineering, Weatherhead School of Management, and university central administrative offices, as well as for Alumni Online Library registrants and Kelvin Smith Library staff. Other library systems on campus with separate ILLiad sites are the Cleveland Health Sciences Library, the School of Law Library, and the MSASS Library. They are there also to serve your ILL needs, if you do not find your department listed in our own 'New User Registration' form.
* We recommend, but do not require, that you use your Case Initials (e.g., 'abc12') for your UserName when you create your ILLiad account. If you had previously set up an account with this as a UserName, but forgot you did, you will get a message stating that it has already been taken by 'another user'. You could try entering it into the 'Forgot Password?' feature to restore use of your original record if this happens to be the case. A message containing a link will then be sent to the e-mail address associated with that account.
* When creating a password, we always suggest you use any secure character string of reasonable length (i.e., 10 to 15, containing capitals and lower-case letters, numerals and other non-alphabetical characters), but discourage using the same one as for other of your routinely used accounts.
* We discourage the creation of new ILLiad accounts when you have already set one up previously. We encourage you to try the 'Forgot Password?' feature first, or contact us by phone at 216-368-3517 or 216-368-3463, or by e-mail at firstname.lastname@example.org, to reset your password or look up your UserName if you've forgotten it. In circumstances where you may have multiple accounts, we are also able to merge them so you can access all your transactions and notifications in the same place--of course, with a single UserName of your choice.
Hoping this short list helps to answer some of your questions about properly accessing our library's ILLiad system.
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.
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.
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: email@example.com
Case Account Number and ILLiad New User Registration
When you register as a new user in the Kelvin Smith Library's ILLiad site (or in that of any of the other campus library systems for that matter), you will be required to verify your current affiliation with the university. When you enter your profile information in the registration form accessed from the 'First Time Users' link on our main logon page, you will need to provide your 'Case Account Number' in order to do so. A few years ago, this number (which is uniquely assigned to every member of the CWRU community), was instituted so as to replace your Social Security Number for various administrative functions including library circulation account records, for obvious security and legal reasons. Staff and Faculty -- this is NOT to be confused with your Case Employee Number.
ILLiad requires this piece of information in order to authenticate against your university records when you set up a new profile, as well as every time you begin a new login session. It also also checks whether you are in good standing, i.e., you do not have excessive fines accrued in your library records. Your unique number may be looked up in real time at the following site, by entering your Case Initials and network password: Case Account Number. Please note that this link also appears near the corresponding field in the ILLiad New User Registration form.
Please keep in mind that if your account number is not correctly entered when you register, you will receive the error message 'Blocked due to user not found.' after you click on the 'Submit Information' button. This may occur if you entered the wrong ID number or typed it incorrectly, or the number is missing from your circulation account. If you have already successfully registered, you may possibly see the message 'Blocked due to fines.' if you have $15 or more in charges indicated in your record. Should any of these circumstances impede your access to ILLiad service, we recommend that you get in touch with our circulation department for assistance with rectifying the status of your library account. You may contact them directly at 216-368-3506 or at firstname.lastname@example.org.
Please also note that an entry line for your Case Account Number does not appear anywhere within the 'Change User Information' form in subsequent ILLiad logon sessions, since this number will never be different from the one you originally provided as long as you remain affiliated with the university. Under normal circumstances, you will never have to update this number in your ILLiad profile on a future occasion.
We hope that this clarifies any confusion regarding the identity of your Case Account Number, as well as its application to your ILLiad account setup and subsequent interlibrary loan services. If you have further questions or concerns, please contact us at (216) 368-3517 or (216) 368-3463 (M-F, 9:00 AM-4:30 PM, or at: email@example.com.
Paperwork with Loaned ILL Books
Whenever you check out and use a book (or any other formats of loaned materials) borrowed through ILLiad, you will frequently encounter various forms of paperwork included, either paper-clipped inside one of the covers, banded around the front cover, inserted into a card pocket (if one is present), or tucked inside the microfilm box or microfiche envelope. These are usually the corresponding transaction workform printouts, but also may include other policy-related documents provided by lender library, return mailing labels, or other important associated materials. You may sometimes also notice that lender libraries even include notations such as 'PLEASE RETURN THIS FORM WITH LOANED ITEMS!' or 'PLEASE RETURN PAPERWORK WITH BOOK' printed on their forms, and so this expectation should already be straightforward and self-evident to our library customers (as well as to any staff handling these materials).
We therefore politely request that you do not ever remove or discard any of these items, as they are very often essential to proper completion of the loan transaction processing (for both our own ILL staff and that of the lending institution). Misplacement of these materials can result in delays in the correct updating of transaction records due to the additional searching time that will almost certainly be involved, or worse yet, in mis-routing of the loaned item requiring further search and tracking efforts by library and courier staff members (ultimately with the potential for lost status as well as replacement costs billed).
Please be aware that our ILL Department cannot and does not maintain a cumbersome, inefficient file for the temporary retention of the received paperwork associated with individual loans. Thus the most practical solution has always been to have any such documentation kept attached to, or inserted inside, the corresponding items at all times while in our department's possession or that of our patrons. As a user of our services, it is part of your agreement in enjoying ILL borrowing privileges to respect this policy to the best of your ability, keeping in mind that these loaned items are NOT the property of the Kelvin Smith Library and have been generously provided to us by considerate partner institutions graciously willing to share their materials.
An additional related concern it the issue of 'Library Use Only' slips that occasionally apply to the loan of certain types of loaned materials. For one reason or another (usually because of fragile condition or irreplaceability), the lender library will impose this restriction. This slip, when applicable, is generated by the ILL staff of Kelvin Smith Library in consequence, and included with the loaned item or items. The procedure involved here (covered at length previously in my March 25, 2009 entry) is, in short, as follows...
When you check out an ILL item bearing this restriction, you first sign and date the regular checkout slip. You then will also date the 'Library Use Only' slip on the 'Out' line for your first use, leave the slip with circulation staff at the desk, and then take the material to a suitable location (e.g., Freedman Center, photocopy machine) for careful and appropriate use within the confines of the KSL building. When you have completed a usage period, you will return the item to the main desk, and date the 'In' line of the slip. If you are completely finished using it, also check off the 'RETURNED' box at that time. (You have the option of returning for several future use periods if you choose--the item will be held for you on the Main Service Desk hold shelf with the slip until your next use, but will still remain checked out to you in your ILLiad account records until you indicate it is no longer needed after your final use.)
By adhering to these simple, undemanding guidelines, you ultimately can affect the level of service we provide, as treating loaned ILL materials with consideration impinges directly and indirectly upon our good relations with those partner institutions that provide us with these resources (which in turn contribute to the quality of your own research). We greatly appreciate your co-operation and courteous compliance in this minor but not insignificant respect.
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 firstname.lastname@example.org.
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.
First of all, we prefer that you use the 'Other' (Misc. Loan) request form available from the Main Menu in your ILLiad login session. This form includes a 'Citation' field that can accommodate up to 1500 characters of text, so you have plenty of room to be specific about what you need to borrow. Other loan-type forms available do contain fields that can hold a reasonably large number of characters (where this is appropriate, e.g., for book or thesis titles), but entering an inordinately large amount of text will result in it being truncated at a certain point.
Secondly, it may be necessary for you to submit several individual ILL requests in sequence, rather than on a single transaction for all the required volumes, issues or parts at one time. We recommend that you consider ahead of time what you can use practically at once, and then break your total request down into several smaller groups. Limit each of these separate transactions to a more reasonable quantity, judiciously selecting those parts most urgently required for your research, if this is at all possible to determine.
Next, the question might we whether you should submit all your requests at approximately the same time, or instead maybe one or two of these at first and holding off subsequent request groups for a later time. It is not always the most prudent approach to simply attempt to request all the parts you need simultaneously, even when you have broken your total request down into a number of smaller requests. One issue to take into consideration is how many of the pieces ultimately needed for your research that you can practically use at a given time. Another consideration is how many potential lender libraries actually hold the series in question (as well as the exact parts required, since not all may have complete holdings for the title), as well as their policies on lending them. For example, some may not lend them all, and others may only agree to loan out just so many at one time (often imposing 'Library Use Only' restrictions as well).
We suggest that, after consulting cataloguing information about a series title (as from OCLC WorldCat) and taking note of the available library holdings, you decide how then to proceed. (Do not hesitate to contact ILL staff at 216-368-3517, 216-368-3463 or email@example.com ahead of time for assistance.) The strategy we ordinarily recommend (and which frequently is in accordance with many potential lenders' own policies) is to request your first group at the start. Once these have been supplied by a prospective lender, and you have used and returned them, you may then submit a new request for the next group of required pieces. Please be aware that some lenders will wait for the first loaned group of volumes to physically arrive at their location before they will even consider accepting a new request for another group of parts.
However, it is not out of the question for us to put several ILL transactions into place at the same time, as it may even be possible to borrow different groups of parts of the series in question from different potential lender libraries simultaneously, if this approach is practicable. Of course, we must investigate in advance as to whether the requisite sources to be involved are amenable to this, in order to successfully employ such a strategy. If we are working with more than one lender library that exercises the above-mentioned policy, this approach can at least shorten the overall length of time required to obtain all the required parts.
Please keep in mind that lender libraries may choose to supply fewer parts than were originally specified on a submitted request, as a matter of policy or contingent upon actual availability. Unfortunately, this circumstance can result in an unanticipated delay to your total service, requiring additional submissions to supplement the lacking pieces, if at all possible. As you might not always end up receiving all that you expected in a particular instance, we would suggest that you consider paring down the number of volumes or parts you can actually make use of within a single request, for the sake of practicality. We do not necessarily suggest that you submit only one ILL request transaction for each individual volume or part, of course.
As you can surmise, the prospect of executing these types of weighty requests can become very complicated if they are to be properly and completely fulfilled. It may result in a process spanning over the course of several months, or possibly even longer. It is wise to consider this factor, especially if it can be coordinated advantageously with the time frame of your research. Ultimately your approach should be contingent upon the total quantity of pieces you actually require, the time span over which you expect to make use of them, and the amount of available sources from which we can access them. Kelvin Smith Library's ILL staff will do our best to help and advise you in this kind of endeavor.
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: firstname.lastname@example.org.
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.
E-Books through Interlibrary Loan?
In this age of technological advances, we realize that some users find it cumbersome to make use of books and other monographs in print format. However, present circumstances are not well-disposed to the obtaining and delivery of such items in electronic or digital format through the usual interlibrary loan channels. This is due primarily to copyright restrictions and other availability permissions (e.g., passworded use, paid subscriptions). Also, even though there is already a lot out there that has been digitized or exists only in electronic format, there still remains a great deal that is not. Consequentially, we cannot normally scan and reproduce an entire item, and often are not allowed to copy in excess of 15% of the page length of a book (even with the publisher's permission secured to reproduce portions). As such, when we borrow a printed book for you through interlibrary loan, we cannot also be expected to scan the complete item and deliver it electronically. This practice is not only prohibited, but in most cases would be highly impractical. You will simply have to pick up the item at the library's main desk, sign it out and use it as is.
Various alternatives exist by which you may obtain access to books in electronic format. First, it is suggested that you consult the CASE Online Catalog to search for the specific item you need in our own local holdings. In some cases you will find that we own both the print and electronic versions of a specific title, or possibly only the electronic version. The title entry line in your search results will indicate '[electronic resource]' in those instances where this format is available, and a direct link to the e-book would also appear within the bibliographic record. The library's Electronic Books page also lists various resources from which you may search available e-books, including those accessible through OhioLINK.
You might possibly want to search for electronic books in OCLC WorldCat, which you can access from our library's Research Databases page. (Select 'W' from the alpha list, then on the next page scroll down and select 'WorldCat'.) You can limit your searches by type, such as 'Computer Files' or 'Internet Resources'. Some of the bibliographic records for 'Internet Resource' type materials will include the URL for the resource, but do not guarantee open access in every instance.
If you need access to theses and dissertations in electronic format, we suggest you consult the Digital Case Electronic Theses page for our own titles, and the OhioLINK Electronic Theses page for those available from our consortium institutions. Occasionally some other university libraries from which we borrow through regular interlibrary loan (i.e., outside Ohio or the U.S.) will provide us with electronic copies exclusively, or direct us to the resource at which they may be accessed online. In such cases we may either provide the file to you through the usual ILLiad download method (if this is practicable), or direct you to the source from which you may obtain it yourself (in a request cancellation notice). Frequently we are simply referred to the University Microfilms International site, at which you may purchase a great many titles in downloadable PDF format, as well as in print. In the case of many British thesis titles, you may wish to consult the British Library EThOS - Beta site, where you can register an account and be able to download electronic copies at no charge, or purchase print versions in various formats for a fee. It is also possible to request the digitization of titles from UK institutions that are not already available in that format. Please remember that restrictions on the use of British theses obtained from this source will be clearly defined.
Another obvious resource from which you might possibly access useful popular and scholarly materials in digitized format is Google Books. Of course, you may also consider purchasing Kindle e-books from Amazon.com as a reasonable alternative option. Keep in mind that we will try to do our best to get you the books you need through regular interlibrary loan services, but we suggest you also be open to the many other convenient sources available for obtaining innovative formats more directly and in less time.
Blocked from Using ILLiad - Revisited
Occasionally, it is possible when using the ILLiad system you may encounter the error message 'Blocked due to user not found.' You might receive this indication either when you attempt to log into the account you have already created, or when you are attempting to set up a new ILLiad account. Unfortunately, this entails serious consequences as it prevents your use of interlibrary loan services, and is due to a discrepancy in your library circulation account when ILLiad tries to authenticate against your current record to allow access.
In such a case, ILLiad is failing to locate or recognize your CASE Account Number (the number which the university has assigned you to replace your Social Security Number for ID purposes) according to one of at least three possible scenarios:
*The CASE Account Number field in your ILLiad account is either empty or contains a number different from that in your library circulation record.
*Your circulation record does not contain your CASE Account Number or there are duplicate records for your name that both contain the same CASE Account Number.
*The number you are using as your CASE Account Number (i.e., when you are setting up a new ILLiad account) is either incorrect or otherwise does not exist anywhere in the library patron database.
These may be the result of anomalies in regular database management processes, or are possibly just due to human error. In any case, you will need to contact the appropriate library staff immediately to have these issues investigated and corrected. A first step towards resolving this issue would be to look up your CASE Account Number -- click on this link. You will need to enter your CASE initials and password to access this information. If you are setting up a new ILLiad account, make sure that this is the number you are entering into the 'CASE Account Number' field in the registration form, and your problem may be solved right away.
If you continue to experience difficulties, please contact circulation staff by phone at 216-368-3506 to verify that the number you have just searched is what actually appears in your circulation records. They will either make the necessary corrections in your record, or refer you to an authorized staff member who can properly update your patron information. You may also need to contact ILL staff at 216-368-3517 or 216-368-3463 to confirm that your CASE Account Number appears correctly in your ILLiad account. We recommend, for security reasons, that you contact library staff by phone only, and do not convey your confidential information by e-mail.
For complete information to assist you with setting up an ILLiad account, please click on this link: First Time Users. If you experience the problem described above, or any other possible reasons for which you might be unable to access your ILLiad account, further information is available at: Can't Logon?. Please know that we are always concerned about avoiding the presence of any such circumstances that might possibly prevent you from making the best use of our interlibary loan services.
Multiple-Part Loans Borrowed through ILL
Occasionally you may require a loaned title on ILL that arrives in more than one part (whether or not you specified this when originally submitting your request), and sometimes includes several pieces of various sizes. This will often cause practical concerns when you need to check the items out and transport them to your home or study location, as large numbers of parts or excessively large pieces can be unwieldly and inconvenient to carry. In any case, when you come to the library to use these materials, you will still be required to check out all the parts together as they are recorded on a single request transaction in your ILLiad account. Each piece may have an individual slip which you need to sign and date separately (when only a few are involved), but for loans with a large number of parts we will usually include only a single slip for all of them, as this is more practical.
If possible, we suggest that you ask the KSL desk staff if it is possible to borrow a book truck temporarily if you plan to use the materials you have borrowed only within the library building. If any empty carts are available you may be able to arrange for permission to do this. If you need to take all the parts home with you (except in the case of Library-Use-Only loans), you can take some during one visit and the remaining ones at later times. In such a case, explain your situation to a desk staff member and ask that they place a note on any parts you will be picking up at a later time, so these may be held securely on the hold shelf until then. This option would work best when oversized or heavy pieces are involved and when you are unable to carry or use all of them at once.
Keep in mind that any loans marked as 'Library-Use-Only' should only be used within the confines of the Kelvin Smith Library building. They are furnished with one or more special sign-out slips to indicate your usage times, and whether you are finished using them and they can be returned to the lender. However, if a large or multi-part loan is allowed to circulate outside the library, but you have determined that for practical reasons you would prefer to limit your use to the library only, you can ask the desk staff to improvise a note on which to indicate that you wish the materials to be kept on the hold shelf when not in use, until you are indeed finished using them. Microfilm loans, though not oversized, are also usually best kept in the library (whether they have been marked Library-Use-Only or not), as the facilities and equipment for reading and duplicating them are available within the building anyway.
Once you have finished using ILL loans that have come in multiple parts, remember that all of them need to be returned in order for the request transaction in your ILLiad account to be cleared. Partial returns to the desk are OK, but keep in mind that the loan will still have a 'Checked Out' status (and you may continue receiving e-mail notices from the ILLiad system if near or past the due date), until you have accounted for each and every part and turned them in to the KSL main service desk staff. When they attempt to check the items into our ILL circulation system, they are also alerted whenever a loan includes more than one piece (and specifically the total number of pieces) and will bring this to your attention.
We hope that these suggestions and policy clarifications will make you feel more comfortable about your use of ILL loans of inordinate size or number, and lessen any inconvenience to your research.
Requesting '[Epub ahead of print]' Articles on ILL
Occasionally you may run across a citation online for an article, usually in the PubMed database, that denotes a status of [Epub ahead of print]. This implies that the publisher has submitted the citation in reference to an article that has been published online in advance of the actual print journal issue being released. It is often tempting to want to have full-text access to such an article, but this can present some difficulties, and is not always immediately possible in some circumstances.
Although there is no simple directive we can offer about obtaining such an article in real time, we can suggest the following:
*First, if a "Free" link to the full-text article is provided at your citation reference source, then click on the link to access the PDF or HTML document.
*Next, check to see if the article is available through one of our electronic journal subscriptions by searching the journal title in the Electronic Journals page.
*Finally, try going directly to the journal's own website to see if the publisher has made the article freely available there.
We cannot guarantee that any of these options will work to your satisfaction, since policies vary widely from one publisher to the next on the terms of usage for a given subscription. Sometimes our subscription will cover this content and sometimes it won't. With over 65,000 e-journal subscriptions to which we have access, and with the respective publishers having divergent electronic publishing practices, it is not easy to be sure if and when such articles will become accessible.
Some publishers limit online access only to certain individual subscribers, while charging others to obtain these articles. For example, if a publisher has provided a link that takes you to a fee-based service or requires a login and password, you may either decide to purchase the article yourself directly from the publisher or discuss having the article ordered on your behalf with one of our reference librarians. Unfortunately, in some cases it just may simply be necessary to be patient and wait for the print issue to be published.
We can also recommend that, if our library has a subscription to either the print or electronic version of the journal (or both), that you check back occasionally in our CASE Online Catalog, or in the electronic journals page, to see if the issue has become available for use. If none of these lead to a satisfactory outcome, we can finally suggest that you submit an ILL request, using our ILLiad Interlibrary Loan Services, and we could attempt to get the article for you by that means. If you feel the necessity of entering the phrase '[Epub ahead of print]' when you submit your journal article request, we prefer that you place it in the 'Notes' field rather than the 'Volume' field; if you do not know the actual volume number, just enter 'n/a' or 'unknown' there.
Please be aware if you should choose to request through interlibrary loan, that although we will try our best, it may not be possible to get the article through another library. The article may be available only to individual subscribers, and copyright restrictions may prevent subscriber libraries from further supplying to us second-handedly out of an e-journal. We may be forced to select potential lenders that subscribe to the print edition (if we don't already ourselves), and wait until they receive the published journal issue in question in order to produce the copy or scan for us. The process may not be terribly expedient after all, and defeat the entire purpose of early online publishing. The worst case scenario may even result in our not being able to obtain the article at all due to circumstances outside our control.
Hopefully we have clarified this issue as it relates to your use of our interlibrary loan services, and to what extent we are able to fill your research needs as far as very recent journal articles are concerned.
Requesting Books vs. Book Chapters
Just a reminder about making the distinction between a request for the reproduction of portion of a book (or a paper from a published proceedings, for that matter) and one for the actual loan of the entire item...
When you need only a copy of an individual chapter from a book, we ask that you please use the 'Book Chapter' (or 'Conference Paper' if this is more appropriate) request form. Please do not use the 'Book' request form and then add information into the 'Notes' field about any specific section(s) you need to have copied--this particular form is intended only for the request of a loan of the entire book (or proceedings). Of course, if you require more than one chapter (or paper) reproduced you will need to submit a separate 'Book Chapter' request transaction for each of them.
As always, we recommend that you check first for local availability of any books in the Kelvin Smith Library and other Case campus location library collections by first searching the CASE Online Catalog, before you even decide to use ILLiad. If you cannot find it locally, always look in the OhioLINK Catalog for available copies as well. If you can locate a copy of a book within the KSL or other CASE Library locations, then there really is no need to request it (or reproductions of sections thereof) through ILLiad. If you find it in OhioLINK, then you may do better simply to request the entire piece through their online borrowing function. If an OhioLINK book does not circulate, or you really only need a portion of one reproduced under urgent circumstances, then submit a 'Book Chapter' (or 'Conference Paper') request and mention OhioLINK availability in the 'Notes' field, citing the specific location if possible.
When items are not available either in any CASE campus locations or in OhioLINK, it is often helpful for you to search WorldCat for possible lender locations before submitting your request (for a loan or a chapter copy) through ILLiad. You can enter this helpful information into the 'Notes' field in order to expedite processing. If you can also provide an OCLC Accession Number for the corresponding bibliographic record, enter it in the 'OCLC Number' field of the appropriate request form. (If you cannot reach WorldCat from the link provided above, try accessing if from our Research Databases page, searching under the 'W' section. If this does not work, you may need to use a workstation from a CASE campus location or with VPN accessibility.)
In any case, we always suggest that requesting the loan of an entire book is the preferred alternative to requesting a book chapter of excessive length (e.g., 80-100 pages or more). If you need several chapters (or conference papers) all from the same book (or proceedings), again it is preferable to submit a single request to borrow the entire piece instead of several for a number of individual copies. As always you need to be mindful of Copyright restrictions when submitting any large number of copy requests (or requests for very large sections of a book). We suggest that you consult the Copyright@Case page before doing anything of this sort through ILLiad. For example, many copyright holders specify that no more than 15% of the total page length of a book may be reproduced (through one or more requests, collectively), often even requiring special written permission from the publisher.
We hope this information will be useful in helping you to use ILLiad and our interlibrary loan services more judiciously. In this way we can make our efforts more efficient and expeditious towards assisting your research needs.
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.
Converted ILL Requests
When providing ILL materials to our patrons, it occasionally becomes necessary for us to change the original request type submitted, i.e., from a loan into a copy or vice versa. We usually do so when it proves to be a more practical solution for supplying materials to you than in the format in which you first cited them. Below is an explanation of those circumstances where we would be likely to convert the ILL request type from one to the other.
1. Loans into Copies:
a. Theses and Dissertations - Occasionally a lender library will supply these in an electronic version, as this may be the only format they have available, or because it is simply easier for them to provide it in this manner than loaning the physical copy (which, for that matter, may be non-cirulating in their collection).
b. Reports - Again, these may be non-circulating and cannot be loaned to us. The lender may provide us with either a digitized copy, or a paper photocopy of the entire document. In the latter case, we will also scan the item and provide it to you by electronic delivery if this is practical. Otherwise (i.e., when the document consists of an excessive number of pages), we are more likely to leave it at the KSL Main Service Desk for you to pick up in person instead.
c. Rare Documents - Similarly, these are frequently classed as non-circulating at libraries holding them, and are often too fragile for them to allow to be lent out. Suppliers may choose to provide a reproduction if this does not cause damage to the item, and they may provide us with either an electronic reproduction or a paper photocopy at their discretion. We will then supply it to you through ILLiad as a downloadable PDF (or as a paper copy in those rare occasions when this might be more appropriate).
2. Copies into Loans:
a. Newspaper Articles - In cases of older newspaper articles, lenders may opt to loan the actual publication volume or issue if it is not convenient for them to search the citation fully. They are more likely to supply microfilm reels rather than print volumes, in such circumstances. We will then provide the materials to you in the form of a loan, and you may use the viewing and reproduction equipment available here in the Kelvin Smith Library.
b. Journal or Magazine Articles - When an individual article of excessive length (or an article series making up essentially an entire special journal issue) is needed, lenders may prefer to loan an entire volume or issue. Often this will comprise a complete bound volume, but occasionally involves a microfilm reel or microfiche set, depending on what format is available from their holdings.
c. Book Chapters - When long book chapters, more than one book chapter, or an indexed section including several chapters is required, it is not unusual for a lender library simply to supply the loan of the entire book. Since these items normally circulate anyway, they usually will not hesitate to take this option.
d. Conference Papers - Similarly, when you need to obtain a conference paper, a supply will instead supply the entire conference proceedings, though this is less common than with ordinary books. The common exception to this is when a question arises concerning the exact citation of the paper. Also in such cases, a proceedings may be lent in CD-ROM format rather than in hard copy, though this occurs only occasionally.
NB: As with any other loaned materials, the lender library may choose to impose either Library-Use-Only or No Renewal restrictions, or both. Of course, we would ask that you please respect any such stipulations associated with these loans.
We hope this explanation will clarify any questions you might have when you receive requested ILL materials in an unexpected format. Often there are unanticipated benefits when this occurs. For example, when you receive a reproduction of an entire item rather than a loan, you will not have to be concerned about ever having to return it to the library or receiving overdue notices. Conversely, if you are provided with a loaned piece when you expected a single article, chapter or paper, you may also gain access to other similar or related materials that also appear within that item. By occasional converting your ILL request, we are trying to work in the best interests of your research needs.
Copyright Issues & ILL
One very important issue to always keep in mind when doing scholarly research, particularly as it relates to interlibrary loan, is that of copyright. You must always be careful regarding the types and volume of materials that you choose to request through ILL, as they impact upon copyright laws and restrictions. These rules are imposed primarily to protect the rights of the authors and publishers who produce these materials, and more recently we as users are expected by the relevant authorities to adhere to them more strictly now than in the past.
Where articles from copyright-protected journals or serials are involved, libraries generally follow the so-called 'Rule of 5'. This implies a limit of 5 articles within same journal title, published within the most recent 5 years, that may be requested within a single calendar year without penalty. Once this number is exceeded, the library must begin paying copyright fees per each individual additional article, usually through the Copyright Clearance Center. Often these amounts may be quite exorbitant, based on the particular publication. (Of course, articles older than 5 years are not so accounted according to this method.) We can, at our discretion, refuse to accept interlibrary loan requests for articles that are excessive in number and require us to pay unduly large fee totals, and will usually recommend a more practical alternative. This would hold true in the case of a request for the reproduction of an entire recent journal issue, as well. This is a relatively rare situation, however, and we prefer to avoid cancellations for this reason.
As far as books and other monographs are concerned, many of us are familiar with the following warning that usually appears on the imprint page: 'All rights reserved. No part of this publication may be reproduced ... without the prior written permission of the publisher.' Of course researchers will frequently be in need of copies of book chapters or conference papers for scholarly use, almost as much as for journal articles. The general rule we often encounter specifies that a maximum of 15% of a book's total page length may be legally reproduced for scholarly research purposes, whether or not this involves the imposition of copyright fees and possibly even regardless of the age of the book. Complete reproductions of theses and dissertations are usually not difficult to obtain (when the items cannot otherwise be borrowed), but occasionally may require the author's written permission to authorize such a reproduction by the holding library or archive.
The rules pertaining to music scores can become very complicated, and it is best not to expect reproductions of them to supplied without considerable efforts and formalities. Audio-visual materials, such as sound recordings and videos, for the most part cannot be legally reproduced without special permission from the rightsholder. Although we accept requests for such materials that are not available to you through other sources, we discourage any implication that we obtain reproductions of these items rather than loans, and can refuse such requests at our discretion.
Whenever we have been able to supply you with a copy of an article, book chapter, conference paper, patent, thesis, etc., we recommend that it is not advisable for you to freely reproduce the electronic files. Many suppliers will specifically stipulate that only one copy may be distributed to our user, and that only a single copy may be retained in electronic storage or printed to a hardcopy format. We greatly appreciate your respect for and adherence to this restriction, and the statement of such by the provider will usually appear clearly on a page at the beginning or end of the scanned file to make you aware when this applies.
If you want to avoid copyright issues altogether (almost), we always recommend that you submit a request for the loan of an entire piece, as an alternative. In the case of books and conference proceedings, it is usually quite easy to obtain a loan of the entire item that contains the portion you may require. It is usually more difficult to borrow a complete issue or volume of a journal or newspaper, whether in hard copy or on microfilm, though not entirely impossible. Such loans will usually have a brief loan period, and may also bear 'NO RENEWAL' and 'LIBRARY USE ONLY' restrictions as well. If this is the route you prefer to take, submit your request using one of our 'loan-type' forms, i.e., 'Book', 'Report', 'Thesis' or 'Other', rather that any of the remaining 'article-type' forms. As always, we strongly urge that you check for availability of a loanable item in OhioLINK first, before you choose to use ILLiad. Remember that as far as to what extent you make personal reproductions of sections of loaned items, it will be incumbent upon you to bear the responsibility of how doing so impacts copyright.
Another effective alternative would be to request the acquisition of an item for addition to KSL collections, using the Suggest a Purchase form. You may suggest that our library obtain a book, conference proceedings, or even a single issue of a particular journal, which contains those sections you need for your research, and once it has been catalogued it will be available for your immediate use and for additional future use as well.
Keeping the implications of copyright in mind when doing your scholarly research can help you avoid serious legal problems which can arise in future academic situations. If you wish to read more detailed information about copyright issues, please see our library's site at the following link: Copyright@Case.
Alternative Request Forms & Resources
This is not meant to dissuade anybody from making use of our ILLiad interlibrary loan services, but just another friendly reminder to make sure to use the many other resources available through the university's libraries first...
Of course you will want to check the CASE Online Catalog to find out if anything you need is already available in the collections of Kelvin Smith Library or any of the other library systems here on campus. If you can't locate what you require locally, then be sure to check the holdings in OhioLINK next. When copies of books are available there, you can submit requests there to borrow them directly. (If you experience difficulty using the OhioLINK system, you may instead submit a loan request through ILLiad, as long as you indicate this in your notes.) If you need to have a journal article supplied from OhioLINK holdings, of course you will still need to submit your request in ILLiad, and a comment about such availability in the 'Notes' field is always helpful. Another resource you may wish to consult for your research needs is CPL Books at KSL, especially if you are seeking more popular or leisure-type materials.
Always remember to check into our Electronic Journals and Electronic Books for quick access to online materials. You can print out or save copies many journal articles, and view a large collection of online books, without ever having to go to the shelves. Also, be aware that much of our collections are held off-campus at our R.R.C.C. Storage (local) and Iron Mountain (remote) facilities, and you may request items for same-day or next-day retrieval. Catalog entries for electronic items will usually contain links to access and download these materials, and those for items in storage will normally include links to the appropriate retrieval request forms.
If you need access to CASE theses or dissertations, you may be able to locate these in the Kelvin Smith collections, including Iron Mountain and University Archives (non-circulating), or in the other campus library systems. You may also be able to access a large number of electronic versions of these by searching in Digital Case Electronic Theses. Case electronic theses, as well as many from OhioLINK member universities, can also be searched at OhioLINK Electronic Theses.
When you have exhausted all these resources, then it's time to submit your interlibrary loan requests through your ILLiad account. If the item you need is particularly new or rare, you may concurrently choose to suggest a purchase for addition to the KSL collections, as well as attempting an ILL request. However, we ask that you do NOT submit this information in the 'Notes' field of your ILLiad request form--instead, use the Suggest a Purchase request form.
By following these few recommendations, you can make better, more efficient use of the libraries' convenient services, and avoid unnecessary delays in obtaining the materials you require.
Theses & Dissertations -- Availability through Interlibrary Loan
A few words about borrowing theses or dissertations for your scholarly research needs...
First of all, if you need to access any titles that have been done at any of the colleges of Case Western Reserve University (or any of its predecessor institutions), you should ordinarily not have to request them through interlibrary loan. Be sure you have searched them in the CASE Online Catalog for current availability. The most recent 5 years of masters' theses (and the newest Ph.D. dissertations) from the College of Arts and Sciences, Case School of Engineering, and the Weatherhead School of Management should be available in the Kelvin Smith Library. Any titles done at the School of Medicine, Mandel School of Applied Social Sciences, or the School of Law should be held at their respective library locations. All others should be available for request by using the Iron Mountain form.
Theses originally submitted in electronic format will often have a link displayed in their online catalog entries, for immediate download. You may also search the availability of many electronic CASE thesis titles that have been digitized at either Digital Case Electronic Theses or OhioLINK Electronic Theses.
If you cannot find a CASE thesis title in our catalog, or if one that you do find is not currently available (e.g., checked out, in processing, or at bindery), we suggest you contact the University Archives for further assistance. The phone number for their reference desk is 216-368-3320, and they may also be contacted at Archives@case.edu.
If you need to borrow a thesis or dissertation that was done at any of the OhioLINK Member Universities, you should first search for it in the OhioLINK Catalog, where you can submit your request directly. Digitized OhioLINK theses are also available for download through the OhioLINK Electronic Theses and Dissertations Center.
In all other cases, you should use ILLiad to request the thesis titles you require. Remember to use the 'Thesis' form under the 'New Request' section of the Main Menu, when you log into your account. The data fields provided in this page are appropriate to this particular loan type. You should use this form for titles done at Ohio universities not part of OhioLINK, U.S. universities outside Ohio, and any universities outside the United States.
Keep in mind that the loans of theses or dissertations borrowed through ILLiad will be subject to different loan rules than any that you borrow directly from the CASE or OhioLINK collections. As each lending institution operates along its own set of policies, it is possible that various restrictions may be imposed. For example, loan periods may vary (in contrast to the uniform due dates of direct check-outs), renewals may or may not be allowed, and in some cases a 'library-use-only' restriction may be required. When you receive a notification of receipt, the message text will indicate if any of these apply.
Some additional issues and caveats to remember about borrowing theses through ILLiad...
Most often a thesis or dissertation is held only at the library of the institution where it was done. Sometimes there are copies available held at more than one library location, with the possibility of two or more libraries at the same university. Occasionally some theses are widely held through several locations besides the originating institution, as a reflection of how influential the author's research has proven to be. Usually, however, you can expect only a single copy to be all that will be available for borrowing through interlibrary loan.
Occasionally a thesis is on loan at the institution's library at the time you place a request for it, and they will often reply by informing us to try again at a future date. Under these circumstances, we will send you a cancellation notice and suggest that you re-submit your request at a time when it may again be available for loan.
If you have already requested a particular thesis title that we have been able to borrow for you and have recently returned it, you should expect not to be able to borrow it again immediately. Please put off re-requesting it for at least two to three weeks (or longer if a foreign thesis) if you need it again, to allow for return shipping, check-in and re-shelving for future availability at the lender library.
Some theses will only be available for circulation in microfilm (reel or fiche) formats from the lender libraries. We usually try to request hard copies of theses when we can, but sometimes only microfilms are loaned to us by the lender libraries even when we do not expect them. Many Canadian theses, for example, can only be borrowed from the National Library of Canada, which loans them almost exclusively in microfiche format. Please remember that the Kelvin Smith Library does offer the appropriate equipment and reference assistance for viewing microfilm format, as well as for reproducing into the print or electronic forms which you may find more useful. Consider this before returning any unused theses borrowed for you on microfilm through ILL.
Some lenders will actually provide us with a complete reproduction of a thesis or dissertation. When this is in electronic format, we usually can provide it to you through electronic delivery (after converting your ILLiad transaction into an article-type request format). Due to copyright restrictions, you will be expected to save or print only a single copy of the thesis, which you may retain for personal research use but not freely disseminate. Keep in mind that it will usually be a fairly large file, so please allow adequate time for it to download. When we actually receive a print reproduction, we will provide it to you as a loan, with indefinite renewals if needed. As this material is library property, we will expect you to return it when you are finished so we may submit it to our Acquisitions Department to be considered for binding and addition to the Kelvin Smith Library collections, for future availability.
Expect that some theses will take us longer to obtain than the usual loans you may request. Those done at Canadian, British, European, Japanese and other foreign universities will often require more time for us to borrow, and in some cases we will only be able to obtain them by purchasing a reproduction directly from the holding library, which often becomes a time-consuming process (more about that below). You can also expect many European and other non-English universities' theses to be available only in the original language, and not in English translation. Some of these may be referenced (i.e., title & abstract only) in translation, but not be available in full-text translation. Occasionally, though, some actually are written originally in English by their authors.
Once in a while, a holding library will not allow a thesis title to circulate at all. We can sometimes purchase a reproduction from them, but unfortunately this is not always the case. Some libraries will require us to obtain permission directly from the author before proceeding with processing a reproduction. Some lenders will instead refer us to University Microfilms International to purchase a copy ourselves, while others will simply not offer any option at all. In many such cases, we will have to cancel your ILLiad request and inform you of the specific circumstances. When a title is available from University Microfilms International, we will also suggest that you may wish to purchase a personal copy, or advise you to contact our Acquisitions Department using the Suggest a Purchase form to have a copy added to our own collections.
Hopefully this has shed some light regarding theses and dissertations, and how best to use interlibrary loan services and other available resources in accessing them.
Which ILLiad Site or ILL Service Point to Use?
Another school year is about to begin, and no doubt you may need to sign up for interlibrary loan services to support your scholarly research needs. In case you aren't aware, there are actually four different service points on campus for interlibrary loan services, depending on which part of the university with which you are connected. There are also three additional affiliated locations which provide library services to their respective clientele.
If you are a faculty or staff member, or a student, at the College of Arts and Sciences, the Case School of Engineering, or the Weatherhead School of Management, or a staff member in any of the university central administrative offices, or have enrolled in the Kelvin Smith Library Alumni Membership Program at the Alumni Choice Membership Service level, please sign up using the KELVIN SMITH LIBRARY ILLiad website.
If you are a faculty or staff member, or a student, in the Mandel School of Applied Social Sciences, set up your account in the MSASS Harris Library ILLiad website. If you are a faculty or staff member, or a student, at the School of Law, use the LAW Library ILLiad site for your ILL services.
Faculty and staff members, and students, at the School of Medicine, the School of Dental Medicine, or the School of Nursing should set up for interlibrary loan services through the CLEVELAND HEALTH SCIENCES LIBRARY ILLiad site. If you are enrolled in or affiliated with any health sciences-related interdisciplinary programs, such as Biochemistry, Environmental Health Sciences, Epidemiology & Biostatistics, Molecular Biology & Microbiology, Neurosciences, Nutrition, and Physiology & Biophysics, you should also use this site to set up your account.
Finally, if you are connected with any of our affiliated institutions, please get in touch with their respective libraries directly for service, at the contacts below:
*Cleveland Institute of Music Library: (216) 707-4508 (link to their ILL services page provided here)
*Cleveland Institute of Art Library: (216) 421-7440
Please be mindful that all the libraries mentioned above are more selectively specialized for the particular subject areas of the department or program with which you may be associated. (Of course, the Kelvin Smith Library, our main system, embraces greater breadth in this respect.) Their staff and collection resources will be better suited to assist you with research in your own specific discipline, especially by providing the reference services that guide in making your interlibrary loan usage more effective.
If you are not directly associated with Case Western Reserve University or any of its affiliates as indicated above (or are alumni not enrolled in the Choice Membership), we recommend that you instead consult your local public library branch, the academic library of your own college or university, or your employer's corporate or medical library, for help with interlibrary loan services.
'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.
'Library-Use-Only' Materials Borrowed through ILLiad
Occasionally when we borrow certain materials on interlibrary loan, the lender libraries will specify an 'In-Library Use Only' restriction on their use. This most often applies in the case of rare or fragile items, microfilms, autio-visual materials, or journal volumes -- and it is completely the lender's prerogative to do so. Often, it is a condition upon which they will agree to loan their materials at all. Some libraries will let us know beforehand, and if there is no other option, we usually accept this stipulation.
For example, the collections of the Library of Congress are entirely for in-house use when visitors request items from them on-site. Likewise, when they agree to loan any of their materials out on interlibrary loan they expect the same treatment of these items while used at borrower locations. The Archives of American Art and the National Diet Library of Japan also specify this same requirement for any and all loans. Other lenders may require this only for certain items or specific material types, most often when items are in poor condition but can still be handled carefully.
In order for us to respect the lenders' conditions, we ask patrons for whom any such items have been borrowed not to use them outside of the Kelvin Smith Library. When you receive an e-mail notification that materials have arrived for pick-up, you will see a line in the text 'Must this item remain in the library building? Yes', indicating a library-use item. When you come to the library to use the material for the first time, we still expect you to sign and date the checkout slip that accompanies it (and show a valid ID card) as with all other ILLiad loans, even though your are not actually taking it outside the library. This is so that we can update the status of the request transaction properly in our ILL database.
We also provide a usage signout sheet accompanying the item(s), in the manner of reserve checkout, on which you may indicate your in-library usage record -- specifying the date and time when taken from the circulation desk and when returned. There is room for up to six uses on the slip, but you may note down more times on the blank side as needed -- this is not an attempt to limit your usage, just a matter of space constraints.
Whenever you sign out the item for use within the library, mark the 'Out' lines and return the slip to a staff member at the main desk; it will be held there until you complete your usage period. When you are finished, turn in the item to the desk and fill in the 'In' lines on the slip, and let staff know if you still require it in the future. You may repeat this as many times as you need until the material reaches its due date. Once you are completely finished using it, check off the 'RETURNED' box, and let the desk staff know that it may be sent back. Otherwise, it will be returned to the hold shelf, accompanied by the library-use slip, until you need it again or until it reaches the due date.
Please note that if you leave Library-Use-Only items at the desk, they are still checked out to you through ILLiad, and you may begin receiving e-mail notices once they need to be returned. In some cases, you may have the option to request a renewal -- see my 'Requesting Renewals in ILLiad' entry from September 2008 for more on this. If you receive such a notice, and have determined you no longer need the material, please reply to the e-mail, indicating this is the case; ILL staff will then pull the loaned material from the hold shelf and send it back to the lender library.
By observing lenders' policies, we maintain favorable relations, and can expect agreeable service from them in future instances. If we show evidence of not respecting their restrictions, we risk damaging our relations with them as well as forfeiting their future consideration. We appreciate your co-operation in the appropriate handling and usage of the materials we obtain on your behalf, as it may effectively impact upon the quality of service we can subsequently provide.
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 email@example.com, 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.
ILLiad Loans vs. OhioLINK Loans & Local Checkouts
Just another reminder that your loans obtained through ILLiad are managed separately from those items you have borrowed directly from the Kelvin Smith Library, from other CASE campus library locations, and from OhioLINK collections.
In order to view your current ILLiad loan transactions, you must log into your account at ILLiad. A list of your outstanding requests will appear on your Main Page, which will include those for any loans (and articles) still in process by ILL Staff, as well as any loans still awaiting pick-up. You may refresh this page by clicking on 'Your Name's ILLiad Page' at the top of the menu at the left, or you may check outstanding requests by clicking on 'Outstanding Requests' under the 'View' section. If you require further details regarding the current status of any outstanding requests still 'In Process', you will need to contact ILL Staff at 216-368-3517 or 216-368-3463 (M-F, 9AM-4:30PM), or at firstname.lastname@example.org. For currently checked out loans, click on 'Checked Out Items' under the 'View' section also -- this is where you may request renewals, where eligible (see my previous entry on 'Requesting Renewals in ILLiad', or read about Renewals in our 'Customer Help' page).
To view any current loans from KSL collections, from any other CASE campus or CASE-affiliated libraries, or through OhioLINK, see the CASE Library Catalog and select 'My Library Account'. Here you will be able to renew these items, if they are eligible. For information regarding loans from the Cleveland Public Library, read further at CPL@Case-KSL.
Please note that any fines or replacement fees for KSL or OhioLINK books must be negotiated through our Circulation Department, which you may contact at 216-368-3506 or at email@example.com. We recommend that you contact other CASE library locations (Cleveland Health Sciences, MSASS, LAW, etc.) directly regarding fines on items from their collections.
We do not pass on overdue fines to patrons for books borrowed through ILLiad, as a matter of policy, but we do ask that you try to return these items as soon as possible. In the unfortunate instance of the loss of materials loaned through ILLiad, notify ILL Staff immediately, at 216-368-3517 or 216-368-3463, or at firstname.lastname@example.org -- ILL staff will then need to contact the lending institution(s) on policies regarding replacement fees, and you will most likely be held accountable for compensation of any such losses. Your borrowing privileges may also become curtailed as a result, until any billings have been reconciled.
Sorry to end on such a depressing note... Hope this will clear up any confusion about the differences among the various sources of loans which you may obtain through our library services.
Blocked ILLiad Accounts
The end of the Fall 2008 Semester is nearing, and it's probably a time when many books borrowed though interlibrary loan are about to become overdue. If you have loans currently checked out through your ILLiad account, you may already have begun receiving e-mail notifications reminding you that they are soon to be returned, or are already overdue. You would have already been afforded the opportunity to request a renewal by now (under the right circumstances -- see my previous entry on 'Requesting Renewals in ILLiad'), but it's possible you've let this slip by due to a busy schedule.
The worst-case scenario might be receiving a message with the subject heading 'Overdue ILL Item - Blocked on ILLiad'. At this point, you are still able to log into your ILLiad account, but when you attempt to submit a new interlibrary loan request, you will receive the following message at the top of your page: 'You have been blocked and may not submit new requests...' This indicates that your KSL ILLiad account has lapsed to a 'blocked' status and your ILL privileges are now limited, as a result of having one or more current loan transactions at least 14 days overdue. To find out more details about what this implies, check the excerpt in our 'Customer Help' page regarding your Blocked ILLiad Account.
In order to remedy this situation, we would ask that you return any overdue ILLiad loans this far in arrears (or longer) directly to the Kelvin Smith Library Main Service Desk -- as soon as possible. (Returning items in the outdoor book drop or to other Case campus library locations will only slow the process.) Circulation staff can set your loan transaction(s) to a 'transit' status promptly, and this will prevent you from receiving further e-mail notifications on the loan(s) in question. ILL staff will clear the transaction(s) shortly thereafter, and once your account is free of any such excessively overdue items, you should receive a courtesy notice confirming that your ILLiad account has become unblocked, restoring you to full ILL privileges.
We appreciate your cooperation in getting all your ILLiad loans returned on time. This helps to keep our library in good standing with all the generous lenders with whom we do business, and in turn allows us to better serve our own customers.
Checking Local & OhioLINK Holdings First
Just a friendly reminder to check availability of book and serial holdings in Case local libraries' and OhioLINK's collections, before you decide to submit a request using your ILLiad account...
For the availability of any books, journals or serials, in either print or electronic format, first check in the CASE Online Catalog, where you may search the holdings of Kelvin Smith Library and other Case campus library locations (i.e, Music, Astronomy, R.R.C.C., Iron Mountain, Allen, Health Center, MSASS & Law). Direct links to electronic format materials are often provided right in their catalog record.
Access to materials not physically held in the Kelvin Smith Library or other on-campus locations can be obtained or requested by the following means: Search and access our electronic collections at Electronic Journals & Electronic Books. Submit your requests for retrieval from our storage facilities using the R.R.C.C. or Iron Mountain forms.
If you need to borrow books that are not available in Case libraries' local collections, you may search at OhioLINK, where you can request circulating items directly. Please remember that items in our local collections currently checked out (or otherwise unavailable for loan) may be requested through OhioLINK, when copies of them are also available in other member libraries' holdings. OhioLINK does not presently offer a mechanism for providing delivery of articles from journals, however.
Once you have determined that you cannot obtain loans from any of our Case local collections or through OhioLINK, or articles from any of our Case local print or electronic collections, then it is time to submit requests through your ILLiad account. Please also keep in mind that we generally will not fill any requests through interlibrary loan for materials you can obtain directly from our local print or electronic collections or from OhioLINK libraries.
Checking our local collections and resources first can save you much time in obtaining the materials needed for your research. By making use of locally accessible resources (including OhioLINK) for loans, you have the added advantage of more flexible loan periods and renewal policies, unlike those borrowed using ILLiad.
One Item per ILLiad Transaction, Please
When submitting ILL requests through your ILLiad account, we do ask that you enter one transaction for each individual item that you need. Attempting to request several items on a single form will lead to delays in processing by ILL staff, as it will require us to separate the original request into as many as correspond to the total number of items actually cited.
When you wish to request Journal Articles, Book Chapters, Conference Papers, Patents, or Standards, you must submit one request form per each reproduced item that you need. If you require a journal or newspaper article that appears in more than one part or installment, you need to cite each individual part on a separate form. If you need more than one chapter from the same book, or more than one paper from the same conference proceedings, you will likewise need to complete an individual request form for each one. Sometimes, as in these last two cases, it may be preferable simply to submit a loan request for the entire book or proceedings rather than several copy requests. Occasionally (though not without some difficulty), we are even able to borrow entire volumes of journals (in print or on microfilm), if circumstances warrant.
The same is generally true when you need to make loan-type requests (Books, Reports, Theses, etc.). If you need to borrow multiple volumes from a single loan title set or series (within reason), it is usually OK to include them on a single request. However, when an individual volume within a larger series has its own title, it is preferable to request it separately and cite it by this title rather than by that of the series. (It may also be helpful to make reference to the series title and volume number in the 'Notes' field of your ILLiad request form, though.) In cases where you specifically require more than one edition of the same book title, however, we ask that you still keep your requests for these separate.
Proper Entry of Data into Article Request Forms
Apologies if this seems a bit trivial, but it's an issue that's come up often enough that I've felt the need to comment on it -- so here goes...
When requesting journal articles, conference papers, book chapters, etc., please remember that your ILLiad request forms are specifically provided with the necessary fields for the relevant pieces of information from your citations. We recommend that you enter each of the individual data pieces from your article citations only into their corresponding fields, i.e., volume number, issue number, year, inclusive pages, and so on.
Please also note that each field is designed to accommodate only a reasonable number of characters for the piece of data specified. Therefore, we do not recommend attempting to enter an entire citation string into every field, as characters will likely be omitted through truncation. ILL staff will then need to spend additional time editing the request text (and possibly researching and verifying the citation to recover any lost information), thus delaying the entire process.
We especially recommend that you enter the year into its designated field by itself, and other parts of the date (month, quarter, etc.) into their own field. Isolating the year helps us to better deal with any potential copyright issues.
Remember that the clearer you are about presenting your citation information, the quicker we can process your article request and have needed material delivered to 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 email@example.com.
Textbooks on Interlibrary Loan
It's the beginning of the new school year, and time for scrambling to get your textbooks. The bookstore may be out of copies, or the ones your professor ordered have not yet come in. Although we don't generally recommend requesting them through ILL, we can occasionally obtain a copy for short-term loan until you are able to purchase one for yourself. When we are able to provide such loans, we guarantee neither speedy deliveries nor extended renewals. This is because most potential lender libraries do not often add textbooks to their collections, and when they do these become quickly unavailable to external users.
Before using ILLiad, we suggest you first check availability of titles in OhioLINK, where you may also request 4 3-week renewal periods online in addition to the initial 3-week loan period. This option may even carry you through the entire semester!