Special Considerations for Multi-Copy Requests

NOTE: Refer to Using the ILL Request Form and Using the Blank Request Form for general procedures for using the ILL Request Form and Blank Request Form.

NOTE: Fields identified by a red asterisk (*) are mandatory and must be filled in. All other fields are optional.

To submit a multi-copy request using the ILL Request Form:

Access the Full Record Display for the item for which you wish to submit a multi-copy request.
Select Multi Copy from the Staff Functions menu.
- The ILL Request Form displays.

The system searches all valid databases (whether displayed on the search screen or not) for potential lenders for the title. The message “(##) out of (##) targets have responded to this request. Current Lenders Found: (##) You can stop this process at any time.” displays while the Lender List is created.

You can stop the search for potential lenders at any time by clicking the Stop button. The Lender List will include only those lenders located before the process was stopped, and the message “You have stopped the Multi-Copy lender list build process. (##) out of (##) targets have responded to this request. You may not have located all of the potential lenders for this title.” displays.

When the search for lenders is complete, the message “Multi-Copy lender list build is complete. (##) out of (##) targets have responded to this request. You have (##) potential lenders for this title.” displays.

Enter the required information in the form fields (see ILL Request Form Fields for more information) and click the Submit button.
NOTE: The Number of Copies Needed (over 1 creates multiple requests) text box may initially be blank or may contain a default value specified by your library. BE SURE to enter the desired number of copies in the Number of Copies Needed (over 1 creates multiple requests) text box.
- The system creates individual requests (with unique Request Numbers) equal to the value in the Number of Copies Needed (over 1 creates multiple requests) text box, and populates the Lender List for each request as follows:
  - Potential lenders that are included in the Preferred Lender List for your library are evenly distributed as the first potential lenders for each request created.
  - Potential lenders that are included in the System Wide List in the System Wide Record for your library are evenly distributed following the Preferred Lenders.
- When the requests have been created:
  - If a single request was created, the confirmation message “Your request (request number) has been submitted – (calendar date)” displays.
  - If multiple requests were created, the confirmation message “Your requests (request numbers) have been submitted – (calendar date)” displays.

NOTE: If the Number of Copies Needed specified is greater than the number of lenders in the Lender List, the message “The number of copies (number of copies specified) can not exceed the number of lenders (number of lenders in Lender List)” displays briefly at the top of the screen when you submit the request. Either decrease the Number of Copies Needed specified, or add additional lenders to the Lender List. For libraries using “Default Lender” functionality, default lenders are appended to the Lender List for each request in the multi-copy request set if there is at least one lender per request. If there are fewer lenders than copies needed, the default lenders will not be appended to the multi-copy requests.

To submit a multi-copy request using the Blank Request Form:

Access the Blank Request Form.
Enter the required information in the form fields (see ILL Request Form Fields for more information) and click the Submit button.
NOTE: The Number of Copies Needed (over 1 creates multiple requests) text box may initially be blank or may contain a default value specified by your library. BE SURE to enter the desired number of copies in the Number of Copies Needed (over 1 creates multiple requests) text box. BE SURE the number of lenders added to the Lender List is equal to or greater than the value entered in the Number of Copies Needed (over 1 creates multiple requests) text box.
- The system creates individual requests (with unique Request Numbers) equal to the value in the Number of Copies Needed (over 1 creates multiple requests) text box, and populates the Lender List for each request as follows:
  - Lenders that are included in the Preferred Lender List for your library are evenly distributed as the first potential lenders for each request created.
  - Lenders that are included in the System Wide List in the System Wide Record for your library are evenly distributed following the Preferred Lenders.

NOTE: If the Number of Copies Needed specified is greater than the number of lenders in the Lender List, the message “The number of copies (number of copies specified) cannot exceed the number of lenders (number of lenders in Lender List)” displays briefly at the top of the screen when you submit the request. Either decrease the Number of Copies Needed specified, or add additional lenders to the Lender List. For libraries using “Default Lender” functionality, default lenders are appended to the Lender List for each request in the multi-copy request set if there is at least one lender per request. If there are fewer lenders than copies needed, the default lenders will not be appended to the multi-copy requests.

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Using the Blank Request Form

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Chapter 2

Printing the ILL Request Confirmation