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Princeton University Library

Fine Hall Library
ILLiad Steering Committee Guidelines for Checking Out Interlibrary Loan Materials, Patron Notification at the Branches and Returning Materials to ILS
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    1. When materials are received from the lending library in the ILS office, ILS staff "Checks Items in From Lending Library" on ILLiad and notifies patrons either via email or by phone as per their preference. The message asks the patrons to wait 24 hours before picking up materials at their preferred branch location.

    2. ILS sends the materials to the branches via library mail. Each item has a blue slip that includes the patron name, transaction number (TN) and a barcode of the TN.
      a. Items that have red bands can leave the library.
      b. Items that have YELLOW bands are "LIBRARY USE ONLY".

    3. When the materials arrive at each branch the following steps are recommended:
      a. Notify the patron that their material has arrived in their preferred branch. An email to the patron can be generated in ILLiad.
        i. Under the "Edit" menu, select "Edit Request."
        ii. Type in the TN and search. The request will appear on the screen.
        iii. Under the "Email" menu, select "Generic Customer Contact". A new window will appear that has the patron's email in the To: field and contains both the TN and bibliographic information for the item.
        iv. Edit the message to let the patron know that their material has arrived at the branch and send.

      b. Shelve the item as per your normal practice leaving the blue slips in each item.
      c. When the patron picks up the material
        i. Pull out the blue slip and put in a designated location. A box works well.
        ii. Throughout the day staff and/or trusted and well-trained students can take the slips and "Check Item out to Customer" on ILLiad. A scanner can be used to read the barcodes.
        iii. The slips can then be discarded.

    4. When patrons return materials it is recommended that their status be updated to "In Transit" in ILLiad before sending to ILS:
      a. Go under "Check Out/In" and then "Check Items In from Customer".
      b. Type in the TN and search.
      c. Right below the large "Check Item In" button select the button marked "Mark Item as In Transit".

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Last updated: October 26, 2005