3.2 Raising Inter-Library Loan Requests Using SEARCH

Once you find a journal matching your requirements, you can raise an ILL request. The first feature that a requesting library should take note of is the “Notes” field under the supplying library’s details. This information should ALWAYS be checked before any request is sent through in case there is a restriction that may affect the request.

The “Request No.” field is an option for the library to enter their own record-keeping information. Use the drop-down box next to “Delivery” to specify the required/desired delivery form.

The “Priority” box displays the three options for urgency:

Normal – A reasonable time frame that the supplying library can be expected to supply the document as part of the usual workflow (usually within 5 days)

Medium – Does not require immediate action but is needed by a time frame as specified in the “Additional Delivery Comments” box (usually within 48 hours). May need to be telephoned or faxed through to ensure prompt attention

High – Requires immediate attention. This type of request should be faxed or telephoned through to the supplying library with instructions specifying exact ‘need by’ information (usually within 2 hours or AM/PM)

The “Additional Delivery Comments” box should be used for the ‘need by‘ instructions as well as other relevant information.

Please list “Alternative Locations” ONLY if the request is to be forwarded to another library. The box below “Alternative Libraries” lists other holdings in ranked order. By highlighting the entries for up to three libraries, the system will automatically add the library and their fax number details to the Request form. Typing in the NUC symbol will not automatically add the fax number, which makes extra work for the library forwarding the request, so please use the system’s function. It is assumed that if there are NO libraries listed here, the request is to be returned to the requesting library.

Detailed instructions for Raising Inter-Library Loan requests

1	Search for a journal that you wish to request using the Search button on the intranet home page (refer the guidelines on searching).

2	The first feature that a requesting library should take note of is the “Notes” field under the supplying library’s details. This information should ALWAYS be checked before any request is sent through in case there is a restriction that may affect the request. The “Request No.” field is an option for the library to enter their own record-keeping information. Use the drop-down box next to “Delivery” to specify the required/desired delivery form. The “Priority” box the urgency of the request. The delivery method allows you to specify your preferred means of delivery. If you cannot accept a particular method (e.g. electronic) please select your preferred delivery method here. Please list “Alternative Locations” ONLY if the request is to be forwarded to another library. The box below “Alternative Libraries” lists other holdings in ranked order. By highlighting the entries for up to three libraries, the system will automatically add the library and their fax number details to the Request form. Typing in the NUC symbol will not automatically add the fax number, which makes extra work for the library forwarding the request, so please use the system’s function. It is assumed that if there are NO libraries listed here, the request is to be returned to the requesting library.

3	Click on “Send ILL request by Email” to send the request to the email address listed in the directory. Click on “Generate ILL Fax Form” to create a form, which you can print and then fax. Please note that Inter-Search will NOT send a fax directly from the system.

4	Refer also to the section on raising requests through the Bibliographic request module.