ILL ADMINISTRATION
Chapter 6. THE PARTICIPANT RECORD
Participant Record Data Fields Chart
The Participant Record includes the Library Code, name, type, location, and shipping address for the library; as well as other necessary data used in the ILL process.
Information contained in the Participant Record is defined below.
NOTE: Depending on the specific configuration of SHAREit for your library or
consortium, some options may not be available.
|
Field |
Description |
|---|---|
|
Library Code |
Code assigned to the library by Auto-Graphics. |
|
Library Name |
The name of the library (read-only field, this value is managed through the PAC Administration module) (see the PAC Administration User Guide for more details). |
|
Library Type |
The type of library (None, Public, Academic, School, Special, Correctional, Other, or Lookup Only) (read-only field, this value is managed through the PAC Administration module) (see the PAC Administration User Guide for more details). |
|
Agency Code |
MARC Agency code assigned to the library by the Library of Congress. (This information is viewable by library staff only.) |
|
Broker Code |
Code designating the broker responsible for fulfilling ILL requests. (This information is viewable by library staff only.) |
|
Days to Respond |
Number of business (open) days within which the library will respond to ILL requests received as a lender. This field must have a value. The participant library determines this information. (This information is viewable by library staff only.) |
|
Ref Request Default |
Library code designating the default lender to whom Reference Requests are submitted. When a Ref Request Default lender is specified, this option overrides the Reference Lender configured in the System Wide Record (see Viewing and Editing the System Wide Record for details). The participant library determines this information. (This information is viewable by library staff only.) |
|
Days to Supply |
Number of calendar days it takes the participant library, as a lender, to send requested material to a borrower. This field must have a value. The participant library determines this information. (This information is viewable by library staff only.) |
|
Days to Return |
Number of calendar days (including shipping days) a borrower can keep material before it must be back to the lender. This field must have a value. The participant library determines this information. (This information is viewable by library staff only.) |
|
Maximum Pending Queue Size; Maximum Pending/Will Supply Queue Size |
When the Load Leveling Algorithm in the System Wide Record is set to Current Pending or Current Pending/Will Supply, sets the maximum allowable number of requests in the Pending status or combined Pending and Will Supply/In Process statuses, as appropriate. When a new request to the library will result in exceeding the specified value, the library is bypassed, and the request is forwarded to the next library in the request Lender List. The bypassed library will begin receiving new requests when the request count for the Pending status or combined Pending and Will Supply/In Process statuses, as appropriate, falls below the specified value. (This information is viewable by library staff only.) |
|
Days Requests are Processed |
Days of the week on which the library processes ILL requests (not the days on which the library is open). For example, if a library is open Monday through Friday, but processes ILL requests only on Tuesday and Thursday, only the Tuesday and Thursday checkboxes should be selected. |
|
Preferred Lender List |
A listing of the Library Codes (assigned by Auto-Graphics) for the libraries designated as preferred ILL lenders. (This information is viewable by library staff only.) |
|
System Wide |
A read-only listing of the Library Codes (assigned by Auto-Graphics) for the libraries designated by the consortium as potential lenders. (This information is viewable by library staff only.) |
|
Network Lenders |
A listing of the Library Codes (assigned by Auto-Graphics) for the libraries that are members of the participant’s network. This field is applicable only to systems configured for network handling of ILL requests. (This information is viewable by library staff only.) |
|
ISSI Participant? |
Read-only Yes/No button to
indicate whether or not the associated library is an ISSI (Inter-System
Sharing Initiative) participant. This field is applicable only to
systems configured for ISSI participation. (This information is viewable
by library staff only.) |
|
Blocked Lenders |
A listing of the Library Codes (assigned by Auto-Graphics) for the libraries designated as “blocked” (libraries to be blocked from automatic addition by the system to the Lender List for an ILL request, including cases in which “blocked” lenders are included in the System Wide list). (This information is viewable by library staff only.) |
|
Primary Default Lender |
The Library Code (assigned by Auto-Graphics) for the library designated as the primary default lender for the current library. (This information is viewable by library staff only.) |
|
Secondary Default Lender |
The Library Code (assigned by Auto-Graphics) for the library designated as the secondary default lender for the current library. (This information is viewable by library staff only.) |
|
Notes |
Additional notes related to library information. (This information is viewable by library staff only.) |
|
Move Request with Vols Needed Note to Awaiting Approval |
Yes/No button to indicate whether requests that include Volumes needed are forced to Awaiting Approval status. |
| Allow Retry as Borrower | Yes/No button to indicate whether requests for which all lenders provide a response indicating they are not currently able to supply the requested item will go to borrower’s Retry status or borrower’s Unfilled status. The lender’s responses can be supplied either manually (by selecting Will Not Supply and providing a qualifying reason or by selecting Retry) or automatically by the system (in cases where the lender is “on holiday,” or where the lender’s item is not currently available and “lender skipped, retry later” is noted in ILL Request History). |
| Automatically resend requests in Retry | Yes/No button to indicate whether requests in Retry status should automatically be updated to Approved - Send by the system a specified number of days after being placed in Retry status. (This option is active ONLY when the Allow Retry as Borrower option is set to Yes. If the Allow Retry as Borrower option is set to No, the Automatically resend requests in Retry option is “read only,” and any previous settings for the option are ignored.) |
| If Yes, resend Retry requests after _____ days (1-30) | Determines the number of days (from 1 to 30) after being placed in Retry status that a request is automatically placed in Approve-Send status by the system. (This field is shown ONLY when the Automatically resend requests in Retry option is active and is set to Yes.) |
| Access ILL Request | Checkboxes to indicate the User Types (Guests, Patrons, Staff, Institutional, etc.) granted access to ILL Request Forms according to the Show Blank ILL Form and Show Request This Button selections. (If the checkbox for a given User Type IS NOT selected, that User Type WILL NOT be granted access to ILL Request Forms regardless of the Show Blank ILL Form and Show Request This Button selections.) |
|
Show Blank ILL Form |
Checkboxes to indicate whether the Blank ILL Request option will be shown on Search and Staff screens according to User Type (Guests, Patrons, Staff, Institutional, etc.). (If the checkbox for a given User Type IS selected, but the Access ILL Request checkbox for the User Type IS NOT selected, the Blank ILL Form WILL NOT be available for the User Type.) |
|
Show Request This Button |
Checkboxes to indicate whether the Request This Item button will be shown in Brief Browse Lists and on Full Record Displays in the Search interface based on User Type (Guests, Patrons, Staff, Institutional, etc.). (If the checkbox for a given User Type IS selected, but the Access ILL Request checkbox for the User Type IS NOT selected, the Request This Item button WILL NOT be available for the User Type.) |
| Show Availability to | Checkboxes to indicate whether Status (availability) information will be shown in search results and on Full Record Displays based on User Type (Guests, Patrons, Staff). |
|
Uses Mediated Patron Renewal |
Yes/No button to indicate whether the library has enabled mediated patron renewal functionality on the patron ILL Request Tracking screen. (This button is available only if the customer has enabled the optional “Mediated Patron Renewal Requests” feature.) |
|
Show Item Due Date to Patron |
Yes/No button to indicate whether the library has selected to display due dates on the patron ILL Request Tracking screen. |
|
Patron’s due date is __ days prior to lender's due date. |
Specifies the number of days by which the item due date shown to the patron is offset from the date the item is due back to the lender. (This field is available only if the Show Item Due Date to Patron option has been set to Yes.) |
|
Use Holiday List in Calculating Patron's Due Date |
Yes/No button to indicate whether library holidays are considered when calculating the patron's due date. (This field is available only if the Show Item Due Date to Patron option has been set to Yes.) |
|
Show Patron Willingness To Pay Message |
Yes/No button to indicate whether the library has selected to display the “patron willingness to pay” message on patron ILL Request Forms. (This button is available only if the library has enabled the optional “Patron Willingness to Pay Message” feature.) |
|
Patron’s Payment Options |
Lists all patron payment options for the library. (This field is available only if the Show Patron Willingness To Pay Message option has been set to Yes.) |
|
Blank Request – Disable NCIP Function |
Yes/No button to indicate whether NCIP messaging is disabled for ILL requests originated using the Blank Request Form. Note that this function is controlled by the Participant Record of the library updating the request. When a request is created, the Blank Request – Disable NCIP Function feature pertains to the borrower, and is controlled by the borrower's Participant Record. When request status is updated, the Blank Request – Disable NCIP Function feature pertains to the library that is making the update (borrower or lender) and the feature is controlled by the updating library's Participant Record. |
|
Blank Request – Disable Availability |
Yes/No button to indicate whether availability checking is disabled for ILL requests originated using the Blank Request Form. |
| Send Blank ILL Request without Lender List To: | Determines the status in which Blank ILL Requests (created by library patrons) and ILL requests created using the optional OpenILL feature (from an external site) that do not include at least one lender in the Lender List will be placed; either Awaiting Approval or ILL Review. |
|
Is this library a default lender? |
Yes/No button to indicate whether the library is a default lender. This button is available to a Customer SuperUser only. |
|
Display History Information |
Determines the order in which history information is shown in the History Information field on ILL Request Full Record Displays; either Oldest First or Newest First. |
|
Calculate Renewed to Date |
Determines how the system calculates the "renewed to" date when a renewal request for an item on loan through ILL by your library is accepted; either Add to original due date or Add to Accept Renewal date. |
|
"Any Edition is Acceptable" Checked as default: |
Determines whether the Any Edition is Acceptable checkbox on the ILL Request Form and Blank Request Form is selected by default; either Yes or No. |
| Customer Field 6 on Request Form Checked as default | Determines whether the Customer Field 6 checkbox on the ILL Request Form and Blank Request Form is selected by default; either Yes or No. |
|
Shipping Label Default |
Determines the default selection for the Include menu on the Maintain Shipping Labels screen; either Shipped Status Only or Both Shipped and Returned. |
|
Hide patron data on shipping labels |
Yes/No button to indicate whether patron data configured for inclusion on Borrower - Item labels is included on printed labels (see Configuring Shipping Labels (for library staff) or Configuring Shipping Labels (for Customer SuperUsers) for additional information). |
|
Move Request with Patron Note to Awaiting Approval |
Yes/No button to indicate whether requests that include patron notes are forced to Awaiting Approval status. (In cases where Show Patron Note to Lenders is set to No, then Move Request with Patron Note to Awaiting Approval is set to Yes by default and is “read only.”) |
|
Show Patron Note to Lenders |
Yes/No button to indicate whether Patron’s Notes (when included in an ILL request) are visible to the lender in the Patron’s Notes field on the Lender’s Full Record Display for the request. (In cases where Show Patron Note to Lenders is set to No, then Move Request with Patron Note to Awaiting Approval is set to Yes by default and is “read only.”) |
|
Display [ILL Lender] to Patrons/Guests |
Yes/No button to indicate whether the [ILL Lender] indicator is displayed in Locations information for library patrons and guests. |
|
Allow patrons to change need by date |
Yes/No button to indicate whether patrons can change the Need By date when preparing and submitting ILL requests. |
|
Allow patrons to change pickup location |
Yes/No button to enable/disable display of the Pickup Location Options menu on ILL Request Forms and the Blank Request Form for library patrons granted the Change Pickup Location permission in ILL Permissions for their user account (see the User Administration User Guide for details). This field does not apply to systems employing Network Lender functionality. |
| Participate in Patron Lookup Tool | Yes/No button to indicate whether the Library Code for the participant will be included in the system’s implementation of the Patron Lookup Tool. This field is applicable only to systems utilizing the optional “Patron Lookup Tool” functionality. |
| Number of copies default – Multi Copy Form | Specifies the default value (1 to 999) shown in the Number of Copies Needed (over 1 creates multiple requests) text box on the multi-copy ILL Request Form. |
| Number of copies default – Blank Request Form | Specifies the default value (1 to 999) shown in the Number of Copies Needed (over 1 creates multiple requests) text box on the Blank Request Form. |
| Number of lenders to print per request | Radio buttons/text box to specify the number of lenders to be included on printed requests when printed from a Status Browse List using the Print All – With Lenders printing option, or when printed from a Full Record Display. The default value is 5 lenders. |
|
Set Default Need-by Date |
Specifies the number of days added to the calendar date on which an ILL request is prepared and submitted to determine the “Need By” date for the request. The default value is 90 days. |
|
Set Minimum Need By Date |
Determines the minimum allowable Need By date for ILL requests. When the Allow patrons to change need by date option is enabled, patrons are prevented from entering a Need By date that is earlier than the specified minimum date. |
|
Enable checking for duplicate requests |
Yes/No button to indicate whether functionality is enabled to check for duplicate requests submitted by the same user. |
|
Time Zone Adjustment (in hours) |
Specifies the number of hours difference between the time zone in which your library is located and the Pacific Time Zone. |
|
Field |
Description |
|---|---|
|
Address |
Street address of the library (read-only field, this value is managed through the PAC Administration module) (see the PAC Administration User Guide for more details). . |
|
Address 2 |
Secondary address of the library, if needed; some libraries include a P.O. Box number in this field (read-only field, this value is managed through the PAC Administration module) (see the PAC Administration User Guide for more details). |
|
City |
City or town of the library (read-only field, this value is managed through the PAC Administration module) (see the PAC Administration User Guide for more details). |
|
State/Province |
State or province of the library (read-only field, this value is managed through the PAC Administration module) (see the PAC Administration User Guide for more details). |
|
ZIP/Postal Code |
ZIP or postal code of the library (read-only field, this value is managed through the PAC Administration module) (see the PAC Administration User Guide for more details). |
|
Country |
Country of the library (read-only field, this value is supplied by the system) |
|
Ship To Name |
Shipping name (only if different from the library name). |
|
Ship To Address 1 |
Ship to street address of the library (only if different from the library physical address). |
|
Ship To Address 2 |
Ship to secondary address of the library, if needed (only if different from the library physical address). Some libraries include a P.O. Box number in this field. |
|
Ship To City |
Ship to city or town of the library (only if different from the library physical address). |
|
Ship To State/Province |
Ship to state or province of the library (only if different from the library physical address). |
|
Ship To ZIP/Postal Code |
Ship to ZIP or postal code of the library (only if different from the library physical address). |
|
Ship To Country |
Ship to country of the library (read-only field, this value is supplied by the system) |
|
Route Schedule |
General information related to pickup/delivery times for common carriers used in shipping or returning materials. |
|
Contact 1 |
Contact information for the primary ILL contact for the library: |
|
Contact Type |
Drop-down menu that allows for selection of the contact type (ILL Contact, Director Contact, Technical Contact, Billing Contact, Other Contact). It is recommended that ILL Contact be selected for Contact 1. |
|
ILL Contact Name |
Name of the staff member responsible for managing ILL activities for the library. |
|
ILL Contact Title |
Title of the staff member responsible for managing ILL activities for the library. |
|
ILL Phone Number: |
Phone number used to reach the library for general matters related to ILL. |
|
ILL Phone Number: |
Phone number used to reach the library for matters related to borrowing items from the library through ILL. |
|
ILL Phone Number: |
Phone number used to reach the library for matters related to lending items to the library through ILL. |
|
ILL Phone Number: |
Phone number used to reach the staff member entered in the ILL Contact Name field. |
|
ILL Email Address |
Email address used to reach the library for matters related to ILL. |
|
ILL FAX Number |
Fax number used to reach the library for matters related to ILL. |
|
Ariel Address |
Ariel address used to reach the library for matters related to ILL. |
|
ILL Pickup |
Lists all Pickup Locations defined for the library. |
|
Shipping Options |
Lists all Shipping Options defined for the library. |
|
Contact 2 |
Contact information for an additional contact for the library: |
|
Contact Type |
Drop-down menu that allows for selection of the contact type (ILL Contact, Director Contact, Technical Contact, Billing Contact, Other Contact). It is recommended that ILL Contact be selected for Contact 1. |
|
Contact 2 Name |
Name of the staff member. |
|
Contact 2 Title |
Title of the staff member. |
|
Contact 2 Phone |
Phone number used to reach the staff member. |
|
Contact 2 Email |
Email address used to reach the staff member. |
|
Contact 2 FAX |
FAX number used to reach the staff member. |
|
Contact 3 |
Contact information for an additional contact for the library: |
|
Contact Type |
Drop-down menu that allows for selection of the contact type (ILL Contact, Director Contact, Technical Contact, Billing Contact, Other Contact). It is recommended that ILL Contact be selected for Contact 1. |
|
Contact 3 Name |
Name of the staff member. |
|
Contact 3 Title |
Title of the staff member. |
|
Contact 3 Phone |
Phone number used to reach the staff member. |
|
Contact 3 Email |
Email address used to reach the staff member. |
|
Contact 3 FAX |
FAX number used to reach the staff member. |
|
Field |
Description |
|---|---|
|
Holiday List |
Lists the normal business days on which the library is closed for holidays or vacation. |
|
Field |
Description |
|---|---|
|
System type |
Shows the system type for the ILL trading partner outside your consortium; either ISO ILL, Generic Script messages or AGent VERSO CILL. (This information is viewable by library staff only.) |
|
Transport method |
Shows the means by which ILL requests are forwarded to the ILL trading partner outside your consortium; either Direct connection (TCP/IP) or Email (SMTP). (This information is viewable by library staff only.) |
|
Computer or Email Address |
Address for the computer that will process requests (for Direct connection transport method) or email address to which requests will be sent (for Email transport method). (This information is viewable by library staff only.) |
|
Computer Port No. |
Port number for the computer that will process requests. (This information is viewable by library staff only.) |
|
ISO System Code |
Alphanumeric code or symbol assigned to a library or ILL provider. (This information is viewable by library staff only.) |
|
Code Type |
The name authority registered with the ILL Application Standards Maintenance Agency responsible for the Library Code or symbol in the ISO System Code. (This information is viewable by library staff only.) |
|
Field |
Description |
|---|---|
|
OCLC Code |
Code assigned to the library by OCLC (see Setting Up External Trading Partners for more information). (This information is viewable by library staff only.) |
|
OCLC Authorization: |
Authorization number assigned by OCLC (see Setting Up External Trading Partners for more information). (This information is viewable by library staff only.) |
|
OCLC Password |
Password assigned by OCLC (see Setting Up External Trading Partners for more information). (This information is viewable by library staff only.) |
|
CCC Username |
Copyright Clearance Center account username for your library or consortium, as appropriate (see Accessing the Copyright Clearance Center for more information). |
|
CCC Password |
Copyright Clearance Center account password for your library or consortium, as appropriate (see Accessing the Copyright Clearance Center for more information). |
|
FedEx User ID |
Federal Express account user ID for your library or consortium, as appropriate. |
|
FedEx Password |
Federal Express account user password for your library or consortium, as appropriate. |
|
UPS User ID |
United Parcel Service account user ID for your library or consortium, as appropriate. |
|
UPS Password |
United Parcel Service account user password for your library or consortium, as appropriate. |
|
CISTI Account |
CISTI account number for your library or consortium, as appropriate. |