Processing ILL Requests as a Default Lender

SHAREit incorporates a feature allowing libraries to specify up to two default lenders. Default lenders perform additional searching and verification for requests that have not been verified or located by the borrowing library. Default lenders (such as a library system headquarters or state library) may have additional tools and resources not available to the borrower. Default lenders are able to assume the role of the borrowing library in modifying an ILL request. One or two default lenders may be configured. Use of two default lenders permits the first default lender to send requests to the secondary default lender for even more in-depth verification. ILL requests are forwarded to default lenders only after all libraries in the Lender List for the request have been exhausted.

When specified, the default lenders (along with Days to Respond taken from the associated Participant Record) are appended to the end of the Lender List for all ILL requests generated within SHAREit.

Default lenders are afforded additional functionality when processing ILL requests to edit request content, modify the Lender List, override Library Policy and availability checking, etc. The status option Refer to Next Lender permits a default lender to forward the request to another lender.

NOTE: Default lenders are defined by a consortium’s Customer SuperUser. Libraries defined as “default lenders” cannot be included in the System Wide Record, or in the Preferred Lender List for any library, nor can they initiate borrowing requests.

NOTE: The Full Record Display may include both mandatory (system default) and optional fields. The content and arrangement of the Full Record display is determined by your ILL System Administrator. Some fields may not be included in the Full Record Display for your library or consortium. Additionally, the Full Record may contain up to five “customer specified” fields specific to your library or consortium.

To view and edit the Full Record Display:

NOTE: You may modify or update any information contained in a text box on the Full Record Display by selecting and over-typing the desired information. Depending on the type of request and current Status, some fields may not be displayed.

The Library Code (followed by the library’s name) for the borrowing library is shown in the Borrower field. The telephone number for the borrowing library is shown in the Borrower’s Phone field.

The current status of the request is shown in the Status Options field. Status Options provides a drop-down menu allowing you to advance the status of the request, or to update borrower’s status for the request.

NOTE: When a default lender is the only lender for a given request, and the default lender updates the status of the request to Will Not Supply, any Reason/Condition included in the request is considered the "final answer," and the request is moved to Unfilled status (the request will not go to Retry).

The unique system-assigned control number for the ILL request is shown in the Request Number field.
The name of your library, and your library’s contact information is shown in the Lender, Lender’s Email, Lender’s Fax and Lender’s Phone fields.
NOTE: The Lender’s Email field is not shown for requests with a status of Awaiting Approval, Cancelled, Complete, ILL Review, Passed to Local System, Retry or Unfilled.
Material type and format for the requested material are shown in the Material Bibliographic Level Options and Material Format Options fields.
Bibliographic information for the requested material is shown in the Title/Journal Title, Uniform Title, Author/Creator, Publisher (Place, Name, Date), Publisher Number, Publisher Source, Physical Description, ISBN, ISSN, Edition, Series, Volumes Needed, OCLC Number, Other Standard Identifier, Item Barcode and Call Number and Location fields, as appropriate.
The Any Edition is acceptable field indicates whether or not the request may be filled with an edition other than the edition specified.
NOTE: 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.
The This Format Only field indicates whether or not the request may be filled with an item of a format other than the format specified.
For Non-Returnable (copy) requests only: Article information is shown in the Article Title, Article Author, Article Information (Volume, Issue, Pages) and Article Date fields. The copyright compliance is shown in the Copyright Compliance field once the request has been submitted to the lender.
If fees or other charges are associated with the request, you may enter the appropriate amount in the Charges field.
The Document URL lets you enter a Uniform Resource Locator for the requested item if it is available online in digital format.
The Verification field shows the appropriate reference number for verification of the title, and includes the name of the database from which the record was taken (this field shows the accession number assigned by Auto-Graphics for the title the request was created from a record in the union catalog).
- If desired, you may click the Verification link to view and/or print the bibliographic record from your library’s union catalog (in MARC format) for the requested material.
The Request Type field indicates whether the request is to borrow (Returnable (loan)) or photocopy (Non-Returnable (copy)) the requested material, or if the request is an “informational” request (Reference Request) (see Responding to a Reference Request for more information).
Date-related information for the ILL request is shown in the Request Date, Need By, Show Date and Due Date fields.
- The Request Date field shows the date and time at which the patron or borrower created the ILL request.
- The Need By text box shows the calendar date by which the borrower library requires the requested material.
- The Show Date shows the calendar date on which the requested item is intended for exhibition or display.
- The label and date shown for Due Date fields varies, based on the current status of the request (see Working with Due Dates for more information).
The Max Cost text box shows the maximum price the patron or borrower is willing to pay for the material requested.
The Lender List lets you delete existing lenders or specify the additional lenders to which the request will be submitted (see Editing the Lender List on page 91 for details).
You may also choose to:
- View History Information (see Viewing ILL Request History for details) and enter or edit the Return Address (see Viewing and Modifying the Lender Return Address for details).
- You may also select to recall loaned items (see Recalling Loaned Items for details) from the Full Record Display, or, in certain cases, override Borrower’s status for the request (see Updating Borrower’s Status for details).
  NOTE: Some fields may be unavailable for modification.
When all desired information has been entered or edited, click the Submit button to submit your changes to the Full Record Display.

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Responding to a Reference Request

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Chapter 5

Editing the Lender List