CIRC-ILL
Chapter 2. PATRON INTERLIBRARY LOAN
ILL Request Form Fields
The following table lists the fields for the ILL Request Form in alphabetic order, and provides instructions for completing each field.
NOTE: Your library determines the specific fields included in the ILL Request Form, as well as the order in which the fields are listed on the forms. Some fields may not be used in your library’s ILL request forms. Additionally, your library may use alternate names for some fields. If you have trouble completing the ILL request form, please see your librarian for assistance.
|
Form Field |
Description |
|---|---|
| Any Edition is Acceptable (checkbox) | Use this field to indicate
whether or not an edition of the title other than the edition
specified may be supplied when filling the request. A checkmark
indicates any edition may be supplied when filling the request. An
empty checkbox 
indicates that only the edition specified may be supplied when
filling the request. Clicking the checkbox repeatedly will toggle it on
and off. The default state of the Any Edition is Acceptable
checkbox is established in the Participant Record for your library.
This field is applicable to Returnable (loan) requests only.The Any Edition is Acceptable field is informational only. It does not affect the lender build process, or aid in determining whether or not a request should be forwarded to a specific lender. |
| Article Author (text box) | Enter the name of the article’s author. This field is applicable to Non-Returnable (copy) requests only. |
| Article Date (text box / drop-down menus) | Enter the year of publication for the article in the Year text box. Use the Month / Season and Day menus to select the appropriate values for the Article Date. The publication Year is mandatory; the Month / Season and Day fields are optional. This field is applicable to Non-Returnable (copy) requests only. |
| Article Information (Volume, Issue, Pages) (text boxes) | Enter the Volume number and Issue number, as appropriate, of the publication containing the requested article, and enter the Pages you wish copied. The Pages field is mandatory; the Volume and Issue fields are optional. This field is applicable to Non-Returnable (copy) requests only. |
| Article Title (text box) | Enter the title of the article to be copied. This field is applicable to Non-Returnable (copy) requests only. |
| Author/Creator (text box) | Enter the name of the author or creator of the requested title. For requests created from a Full Record Display, this information is pre-filled by the system. |
| Borrower (read-only field / drop-down menu) | This field shows the library
code and name of your library. For systems employing Network Lender functionality, this field includes a drop-down menu for selection of the appropriate pickup location for the request (for users granted Change Pickup Location permission) or shows the name of the library under which you logged in (for users NOT granted Change Pickup Location permission). If desired, you can specify a different default location for your user account using the Your Account – Your Preferences function (see the Search User Guide for details). In cases where a Network Lender List is not defined, this field shows the name of the library under which you logged in. |
|
Borrower’s Notes (text box) |
Enter any text or other instructions meant for the lending library. Borrower’s Notes may be 500 characters maximum, including spaces. |
| Create a Password (text box) | If the Create a Password text box is shown, enter a password for your request. A password is required if you wish to use the ILL Request Tracking feature. Your password may be a maximum of 30 characters (letters and numbers). Your password will display as a series of bullets. If the system automatically filled the Patron’s First Name and Patron’s Last Name fields, you will use your login Password or PIN to access the ILL Request Tracking feature. |
| Customer Field 1 | Content for the Customer Field 1 is locally defined. |
| Customer Field 2 | Content for the Customer Field 2 is locally defined. |
| Customer Field 3 | Content for the Customer Field 3 is locally defined. |
| Customer Field 4 | Content for the Customer Field 4 is locally defined. |
| Customer Field 5 | Content for the Customer Field 5 is locally defined. I |
| Customer Field 6 (checkbox) | Content for the Customer Field 6 (checkbox) is locally defined. |
| Edition (text box) | Enter the edition of the requested title. For requests created from a Full Record Display, this information is pre-filled by the system as appropriate. |
| ISBN (text box) | Enter the International Standard Book Number (ISBN) for the requested title, if appropriate. For requests created from a Full Record Display, this information is pre-filled by the system as appropriate. |
| ISSN (text box) | Enter the International Standard Serial Number (ISSN) for the requested title, if appropriate. For requests created from a Full Record Display, this information is pre-filled by the system as appropriate. |
| Library of Congress Control Number (text box) | Enter the Library of Congress Control Number (LCCN) for the requested title, if appropriate. For requests created from a Full Record Display, this information is pre-filled by the system as appropriate. |
| Material Bibliographic Level Options (drop-down menu) | Select the desired material type for the requested item. (For Returnable (loan) requests, Book is the default selection for this field. For Non-Returnable (copy) requests, Serial is the default selection for this field.) |
| Material Format Options (drop-down menu) | Select the desired material format for the requested item. (None of the below is the default selection for this field.) |
| Max Cost (text box) | In some cases, a lending library will charge a loan or photocopy fee to provide the requested item. Enter the maximum you are willing to pay if such a fee is charged. The default value for this field is “0.00.” |
| Need by (text box) | The system enters a default
Need by date a specified number of days from the current
calendar date (the number of days is determined by your library). If you
wish to change the default Need by date, enter the desired date in
the Need by text box, or, click the Date Entry Calendar
icon to use the Date Entry Calendar to select the date by which you need
the item.NOTE: If your library has established a minimum Need by date, dates prior to the minimum established Need by date are “grayed out,” and cannot be selected. NOTE: If you manually enter a Need by date prior to the current calendar date or the minimum Need by date established by your library, as applicable, the message “Please select a Need by date after (date)” displays when you submit the request. Enter a valid Need by date and resubmit the request. |
| OCLC Number (text box) | Enter the OCLC number (if known) for the requested title. For requests created from a Full Record Display, this information is pre-filled by the system as appropriate. |
| Other Standard Identifier (text box) | Enter the UPC code (if known) for the requested title. For requests created from a Full Record Display, this information is pre-filled by the system as appropriate. |
| Patron's Address 1 (text box) | Enter your street address. If you access the system as an authenticated patron and your address is included in your User Record; the system will pre-fill this field. |
| Patron's Address 2 (text box) | Enter your secondary address (such as an Apt. #), if applicable. If you access the system as an authenticated patron and your address is included in your User Record, the system will pre-fill this field. |
| Patron's Address 3 (City, State, ZIP) (text boxes) | Enter your city, state or Province, and ZIP or postal code. If you access the system as an authenticated patron and your address is included in your User Record, the system will pre-fill these fields. |
| Patron's Contact 1 (text box) | Enter your primary contact method (email address, home phone number, cell phone number, etc.). If you access the system as an authenticated patron and contact information is included in your User Record, the system will pre-fill this field with (in order of priority) your email address, home phone number or fax number, as available. |
| Patron's Contact 2 (text box) | Enter your secondary contact method (email address, home phone number, cell phone number, etc.). If you access the system as an authenticated patron and contact information is included in your User Record, the system will pre-fill this field with (in order of priority and based on the value entered in the Patron’s Contact 1 field) your home phone number or fax number, as available. (If your User Record contains an email address and fax number only, this field will be blank.) |
| Patron's First Name (text box) | Enter your first name. If you access the system as an authenticated patron, the system will pre-fill this field. |
| Patron's Last Name (text box) | Enter your last name. If you access the system as an authenticated patron, the system will pre-fill this field. |
| Patron's Library Card Number (text box) | Enter your library card number. If you access the system as an authenticated patron, the system will pre-fill this field with your Username or Barcode. |
| Patron's Middle Name (text box) | Enter your middle name. If you access the system as an authenticated patron and your middle name is included in your User Record; the system will pre-fill this field. |
| Patron's Notes (text box) | Enter any text or other instructions meant for the library staff. Patron’s Notes may be 300 characters maximum, including spaces. |
| Patron's Payment Options (drop-down menu) | In some cases, a lending library will charge a loan or photocopy fee to provide the requested item. Select your preferred method of payment if such a fee is charged. |
| Patron's Program and Course (text box) | If appropriate, enter your “major” (such as “Physics” or “English”). |
| Patron's Status and Year (text box) | If appropriate, enter your “classification” (such as “Undergraduate” or “class of 2011”). |
| Physical Description (text box) | Enter the appropriate physical description of the requested item. For requests created from a Full Record Display, this information is pre-filled by the system as appropriate. |
| Pickup Location Options (drop-down menu) |
NOTE: This functionality is not available when accessing the system as an unauthenticated guest. Select the library location or branch from which you would like to pick up the item. If desired, you can set a default pickup location for your account (see Setting a Default Pickup Location for details). The Pickup Location Options field is not applicable to systems employing Network Lender functionality. |
| Publisher (Place, Name, Date) (text boxes) | Enter the place of publication, publisher name, and/or date of publication, as appropriate. For requests created from a Full Record Display, this information is pre-filled by the system as appropriate. |
| Publisher Number | Enter the Publisher Number (if known) for the requested title. For requests created from a Full Record Display, the system enters the UPC code as appropriate. |
| Publisher Source | Enter the Publisher Source (if known) for the requested title. For requests created from a Full Record Display, the system enters the UPC code as appropriate. |
| Request Type Options (hyperlinks) | When Request this Item is selected
from a Brief Browse List of Full Record Display, the system determines the
appropriate request type, Returnable (loan) or Non-Returnable
(copy), based on the item being requested, and displays the associated
request form. In most cases, Returnable (loan) is the default
selection. In cases where the requested item is a serial, periodical, or
“electronic format” item, Non-Returnable (copy) is the default
selection. The hyperlinks at the top of the form show the request type for
the request. The ability for library guests/patrons to change the request
type is optional, and may not be enabled for all systems. Select Returnable (loan) for a borrow request; select Non-Returnable (copy) for a photocopy request. (Returnable (loan) is the default selection for this field.) If your library has enabled the “Copyright Confirmation” feature, a “Copyright Confirmation” message displays when you select Non-Returnable (copy) as the request type. You must acknowledge (accept) the Copyright Statement when submitting your copy request. Click the Yes button on the “Copyright Confirmation” message to accept the Copyright Statement and continue with the request. Click the Cancel button on the “Copyright Confirmation” message to cancel the request. |
| Series (text box) | If the title you are requesting is part of a series, enter the name of the series. For requests created from a Full Record Display, the information is pre-filled by the system as appropriate. |
| Show Date (text box) | If the item you are requesting is intended
for use on a specific date (such as for a film, video or
recording), click the Date Entry Calendar
icon to select the desired date. This field is applicable to
Returnable (loan) requests only. |
| Source of Article Citation (text box) | Enter the citation of the article. This field is applicable to Non-Returnable (copy) requests only. |
| This Format Only (checkbox) | Use this field to indicate whether or not an
item of a format other than the currently selected Material Format
Options may be supplied when filling the request. A checkmark
indicates only the format specified may be supplied when filling
the request. An empty checkbox
indicates that any format may be supplied when filling the request.
Clicking the checkbox repeatedly will toggle it on and off. This option is
deselected by default. This field is applicable to Returnable
(loan) requests only. |
| Title/Journal Title (text box) | Enter the title or journal title of the item you wish to borrow. For requests created from a Full Record Display, this information is pre-filled by the system. |
| Uniform Title (text box) | Enter the uniform title of the item you wish to borrow. For requests created from a Full Record Display, this information is pre-filled by the system as appropriate. |
| Volumes Needed (text box) | If the title you are requesting is a multi-volume title, list the specific volumes you wish to borrow. This field is applicable to Returnable (loan) requests only. |