OCLC Interlibrary Loan and Polaris SHARE—How to handle materials

OCLC Interlibrary Loan and Polaris SHARE—How to handle materials
Steps to Follow for Lending Material
1. Find the item requested
2. Check out the item to the library requesting it.
a. Search for the library (F7):
In Search by: box enter “Postal code” in the For: box enter the zip code
or in Search by: box enter “Others” in the For: box enter * and the library’s OCLC
Symbol.
b. If you do not find a record for the library, contact Bev Obert vie email
bobert@illinoisheartland.org. Request a record and give the library name, address,
OCLC Symbol and any additional information you have about the library.
c. Check out the item
3. In WorldShare ILL
a. Print out the request to send with the item
b. If you want to print address labels or book straps, check the appropriate box
c. “Can you respond?” Click on Yes.
4. Prepare item for shipping
a. If mailing, package the item, copy of request, and return mailing label with your library’s
address.
b. If using ILDS, prepare the item for delivery, include copy of the request and a return ILDS
label marked with your library’s name and destination Code. Prepare the ILDS routing
label and correctly attach to the item. If the item is fragile or needs special handling,
package it for shipment and securely attach the ILDS routing label to the package.
5. Ship item
6. When the item is returned
a. Update the ILL Record in WorldShare ILL
b. Check the item in the Polaris SHARE catalog
c. Re-shelve material
Steps to Follow for Borrowing Materials
When borrowing materials you will need a mechanism by which you check the item out to your patrons.
In Polaris, the preferred method is on an Interlibrary Loan bibliographic record to which you have added
a number of item records.
To create the ILL Bib record
1. If you are a cataloging library
a. Create the record using the OCLC Interlibrary Loan Bib template
b. Enter your library name followed by Interlibrary Loan. Alternatives, use the name of
your town or your OCLC symbol followed by the words Interlibrary Loan. Don’t forget to
remove the brackets in the template fields 110 and 245.
c. Create Item records with the collection code of ILL and Material Type of ILL Item
d. Add as many item records as you will need for your library ILL transactions. This could
be 50, 100, or more. Be sure to keep a record of the Item bar codes used. The
suggested Method is to put the barcodes on individual 3x5 cards labeled ILL.
2. If your library is not a cataloging library:
a. Submit a Help Desk Ticket for cataloging and request an Interlibrary Loan bib record
from SHARE Bibliographic Services staff.
b. Tell them the name you would like to use. Naming options: your library name followed
by Interlibrary Loan. Alternatives, use the name of your town or your OCLC symbol
followed by the words Interlibrary Loan
c. Once the ILL Bib is created, begin to add item records with the collection code of ILL and
Material Type of ILL Item.
d. Add as many item records as you will need for your library ILL transactions. This could
be 50, 100, or more. Be sure to keep a record of the Item bar codes used. The
suggested Method is to put the barcodes on individual 3x5 cards labeled ILL
NOTE: If any of your library staff do not have the permissions needed to modify the ILL item records,
submit a Help Desk ticket to Cataloging. Be sure to list the names of the staff that need the permissions.
Borrowing the Materials
1. Go to WorldShareILL
a. Locate the item
b. Create and Submit the Request
2. When the item comes in
a. Go into WorldShare ILL and mark the item Received
b. In SHARE select an ILL barcode, open the item record by right clicking on the record and
selecting open..
Go to the Notes and Notices window (fourth icon down on the left). In the Blocks/Free
text: box enter the title of the item and the OCLC ILL Record ID. Save the record. Place
the ILL card in the book.
3. Notify the patron that the item is available
4. Check the item out to the patron using the item barcode that was placed in the book.
5. When the patron returns the book
a. Check the item in. The blocking note will pop telling circulation that this is an ILL book.
b. Go into WorldShare ILL and indicate that you are returning the book.
c. Package the book for shipment and attach either a mailing label or ILDS Route slip.
d. Ship item