https://mediawiki.middlebury.edu/LIS/api.php?action=feedcontributions&user=Bryan+Carson&feedformat=atomLibrary & ITS Wiki - User contributions [en]2024-03-29T04:58:02ZUser contributionsMediaWiki 1.35.14https://mediawiki.middlebury.edu/LIS/index.php?title=Off-campus_Access&diff=41077Off-campus Access2022-02-23T15:55:24Z<p>Bryan Carson: /* Access Library Databases and Journals via EZproxy */</p>
<hr />
<div><br />
Many resources and services are [[Resources_Available_from_Off-campus|available from off campus]].<br />
<br />
There are several different methods for accessing these resources; look through the options below and choose the one that is right for you.<br />
<br />
<br />
== VPN ==<br />
<br />
VPN (Virtual Private Network) is a way to simulate being on campus, with full access to most campus resources, [[Off-campus_Access#Off-campus_Access_via_EZproxy|with the exception of library subscription e-resources. (For these, use the library website links and EZproxy method)]]. Most computers can use the instructions below:<br />
<br />
*'''IMPORTANT:'''<span style="color:red">&nbsp; '''After April 17, 2019, VPN access must be requested;'''</span> please request access by creating a [https://support.gmhec.org/TDClient/47/middlebury/Requests/ServiceDet?ID=51 Helpdesk Ticket].<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Resources_Requiring_VPN_For_Off_Campus_Access|When do I need to use VPN?]] <br />
<br />
&nbsp;<br />
<br />
== Access Library Databases and Journals ==<br />
<br />
<br />
The Library supports [https://go.middlebury.edu/offcampusaccess off-campus access] to our electronic resources for active students, faculty, and staff. Library subscription content is accessible from the [https://go.middlebury.edu/lib Library homepage] and research librarians may be contacted at [https://go.middlebury.edu/askus go/askus/].<br /> &nbsp;<br />
<br />
== Access Cloud Storage on OneDrive or Google Drive ==<br />
<br />
<br/> Files stored in [http://go.middlebury.edu/cloudoverview Middlebury's cloud accounts] are readily accessible using a web browser on any networked device without need of VPN:<br />
<br />
*To use OneDrive files, visit [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive]. <br />
*To use Google Drive files, visit [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive]. <br />
<br />
<br/> For additional details about cloud storage, see [http://go.middlebury.edu/onedrivehelp http://go.middlebury.edu/onedrivehelp] or [http://go.middlebury.edu/gdrivehelp http://go.middlebury.edu/gdrivehelp].<br />
<br />
&nbsp;<br />
<br />
<br />
<br />
<br />
<br />
== Access File Servers using a Web Browser (Nasuni Web Access) ==<br />
<br />
&nbsp;<br />
<br />
This service allows you to access files on Middfiles and Miisfiles <u>without </u>the need for VPN.&nbsp; You can easily view, download, and upload files.&nbsp; Visit [http://go.middlebury.edu/webaccess http://go.middlebury.edu/webaccess].<br />
<br />
&nbsp;<br />
<br />
== Remote Desktop Access ==<br />
<br />
Remote Desktop Access is used primarily by staff and faculty to gain access to a computer on campus, and should be used only when the computer is in a secure location.<br />
<br />
These instructions show you how to access and use a computer that's on-campus, while you are physically off the college campus. For general information on remote desktop connections, see [[Remote_Desktop_Connection|Remote Desktop Connection]].<br />
<br />
#Record the name of the computer, since you'll be using this to connect to it. The name can be obtained by right-clicking on "My Computer" and selecting "Properties", then clicking on the "Computer Name" tab. <br />
#Ask the Helpdesk to add you to the list of users on that computer that's allowed to access it remotely. You can do this by calling x2200 or an email. <br />
#Ensure the computer that remains on campus is turned on and is connected to the college's wired network. If the computer is off or not connected to the network at the time when you try to connect to it, you'll just see an error message. <br />
#From an off-campus location, establish a VPN connection <br />
#Open Microsoft's "Remote Desktop" program (Start => Programs => Accessories => Remote Desktop Connection <br />
#In the window that appears, enter the name of the computer that's on campus <br />
#Login with your own credentials. (If there's anyone else logged in, you will be prompted to "log this person off" which kicks them off the computer.) <br />
<br />
== See also ==<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Troubleshooting_VPN|Troubleshooting VPN]] <br />
*[[Resources_Available_from_Off-campus|Resources Available from Off-campus]] <br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Remote Access]] [[Category:EZproxy]] [[Category:WebDav]] [[Category:VPN]] [[Category:Off-Campus Access]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Off-campus_Access&diff=41036Off-campus Access2022-01-13T15:20:11Z<p>Bryan Carson: /* Access Library Databases and Journals via EZproxy */</p>
<hr />
<div><br />
Many resources and services are [[Resources_Available_from_Off-campus|available from off campus]].<br />
<br />
There are several different methods for accessing these resources; look through the options below and choose the one that is right for you.<br />
<br />
<br />
== VPN ==<br />
<br />
VPN (Virtual Private Network) is a way to simulate being on campus, with full access to most campus resources, [[Off-campus_Access#Off-campus_Access_via_EZproxy|with the exception of library subscription e-resources. (For these, use the library website links and EZproxy method)]]. Most computers can use the instructions below:<br />
<br />
*'''IMPORTANT:'''<span style="color:red">&nbsp; '''After April 17, 2019, VPN access must be requested;'''</span> please request access by creating a [https://support.gmhec.org/TDClient/47/middlebury/Requests/ServiceDet?ID=51 Helpdesk Ticket].<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Resources_Requiring_VPN_For_Off_Campus_Access|When do I need to use VPN?]] <br />
<br />
&nbsp;<br />
<br />
== Access Library Databases and Journals via EZproxy ==<br />
<br />
<br />
The Library supports [https://go.middlebury.edu/offcampusaccess off-campus access] to our electronic resources for active students, faculty, and staff. Library subscription content is accessible from the [https://go.middlebury.edu/lib Library homepage] and research librarians may be contacted at [https://go.middlebury.edu/askus go/askus/].<br /> &nbsp;<br />
<br />
== Access Cloud Storage on OneDrive or Google Drive ==<br />
<br />
<br/> Files stored in [http://go.middlebury.edu/cloudoverview Middlebury's cloud accounts] are readily accessible using a web browser on any networked device without need of VPN:<br />
<br />
*To use OneDrive files, visit [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive]. <br />
*To use Google Drive files, visit [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive]. <br />
<br />
<br/> For additional details about cloud storage, see [http://go.middlebury.edu/onedrivehelp http://go.middlebury.edu/onedrivehelp] or [http://go.middlebury.edu/gdrivehelp http://go.middlebury.edu/gdrivehelp].<br />
<br />
&nbsp;<br />
<br />
<br />
<br />
<br />
<br />
== Access File Servers using a Web Browser (Nasuni Web Access) ==<br />
<br />
&nbsp;<br />
<br />
This service allows you to access files on Middfiles and Miisfiles <u>without </u>the need for VPN.&nbsp; You can easily view, download, and upload files.&nbsp; Visit [http://go.middlebury.edu/webaccess http://go.middlebury.edu/webaccess].<br />
<br />
&nbsp;<br />
<br />
== Remote Desktop Access ==<br />
<br />
Remote Desktop Access is used primarily by staff and faculty to gain access to a computer on campus, and should be used only when the computer is in a secure location.<br />
<br />
These instructions show you how to access and use a computer that's on-campus, while you are physically off the college campus. For general information on remote desktop connections, see [[Remote_Desktop_Connection|Remote Desktop Connection]].<br />
<br />
#Record the name of the computer, since you'll be using this to connect to it. The name can be obtained by right-clicking on "My Computer" and selecting "Properties", then clicking on the "Computer Name" tab. <br />
#Ask the Helpdesk to add you to the list of users on that computer that's allowed to access it remotely. You can do this by calling x2200 or an email. <br />
#Ensure the computer that remains on campus is turned on and is connected to the college's wired network. If the computer is off or not connected to the network at the time when you try to connect to it, you'll just see an error message. <br />
#From an off-campus location, establish a VPN connection <br />
#Open Microsoft's "Remote Desktop" program (Start => Programs => Accessories => Remote Desktop Connection <br />
#In the window that appears, enter the name of the computer that's on campus <br />
#Login with your own credentials. (If there's anyone else logged in, you will be prompted to "log this person off" which kicks them off the computer.) <br />
<br />
== See also ==<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Troubleshooting_VPN|Troubleshooting VPN]] <br />
*[[Resources_Available_from_Off-campus|Resources Available from Off-campus]] <br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Remote Access]] [[Category:EZproxy]] [[Category:WebDav]] [[Category:VPN]] [[Category:Off-Campus Access]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Off-campus_Access&diff=41035Off-campus Access2022-01-13T14:31:08Z<p>Bryan Carson: /* Access Library Databases and Journals via EZproxy */</p>
<hr />
<div><br />
Many resources and services are [[Resources_Available_from_Off-campus|available from off campus]].<br />
<br />
There are several different methods for accessing these resources; look through the options below and choose the one that is right for you.<br />
<br />
<br />
== VPN ==<br />
<br />
VPN (Virtual Private Network) is a way to simulate being on campus, with full access to most campus resources, [[Off-campus_Access#Off-campus_Access_via_EZproxy|with the exception of library subscription e-resources. (For these, use the library website links and EZproxy method)]]. Most computers can use the instructions below:<br />
<br />
*'''IMPORTANT:'''<span style="color:red">&nbsp; '''After April 17, 2019, VPN access must be requested;'''</span> please request access by creating a [https://support.gmhec.org/TDClient/47/middlebury/Requests/ServiceDet?ID=51 Helpdesk Ticket].<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Resources_Requiring_VPN_For_Off_Campus_Access|When do I need to use VPN?]] <br />
<br />
&nbsp;<br />
<br />
== Access Library Databases and Journals via EZproxy ==<br />
<br />
Many of the library databases and other electronic resources to which we subscribe limit access to users who sign in from ('''non-VPN''') Middlebury-based computers. EZproxy allows '''College users*''' (i.e., '''current''' Middlebury College students, faculty, staff, and emeritus faculty only) to connect to Web-based resources as if they were on campus. To access a particular resource&nbsp;from off campus (e.g., one of the subscription indexes and databases at [http://go.middlebury.edu/databases http://go.middlebury.edu/databases]), simply click on its link from somewhere on the Midd Library website. You will then encounter the login screen as in the example screen below .<br />
<br />
[[File:EZproxy-SSO-screenshot.png|frameless|300x300px]]''&nbsp;''<br />
<br />
This service is called EZproxy. It is all you need. Once logged in, you will have access to all our subscription electronic resources. You will not need to log in again for a long time. This login persists across Web browser sessions (Safari, Firefox, Chrome, Internet Explorer). When you log in here, you might not see this screen again for a very long time.<br />
<br />
'''Indexes and Databases'''<br />
<br />
*[http://go.middlebury.edu/indexes by Title] <br />
*[http://go.middlebury.edu/subjectguides by Subject] <br />
<br />
&nbsp;<br />
<br />
'''If you have any questions or problems with ''Library resources'', please email the Research Desk [mailto:refdesk@middlebury.edu refdesk@middlebury.edu].'''<br />
<br />
&nbsp; '''*'''(For remote access to subscription resources, a "College user" is a current Middlebury student, faculty, or staff member as defined by Banner.&nbsp; This is strictly controlled by license agreements with database vendors.&nbsp; Such agreements are standard across higher education institutions.)<br/> &nbsp;<br />
<br />
== Access Cloud Storage on OneDrive or Google Drive ==<br />
<br />
<br/> Files stored in [http://go.middlebury.edu/cloudoverview Middlebury's cloud accounts] are readily accessible using a web browser on any networked device without need of VPN:<br />
<br />
*To use OneDrive files, visit [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive]. <br />
*To use Google Drive files, visit [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive]. <br />
<br />
<br/> For additional details about cloud storage, see [http://go.middlebury.edu/onedrivehelp http://go.middlebury.edu/onedrivehelp] or [http://go.middlebury.edu/gdrivehelp http://go.middlebury.edu/gdrivehelp].<br />
<br />
&nbsp;<br />
<br />
<br />
<br />
<br />
<br />
== Access File Servers using a Web Browser (Nasuni Web Access) ==<br />
<br />
&nbsp;<br />
<br />
This service allows you to access files on Middfiles and Miisfiles <u>without </u>the need for VPN.&nbsp; You can easily view, download, and upload files.&nbsp; Visit [http://go.middlebury.edu/webaccess http://go.middlebury.edu/webaccess].<br />
<br />
&nbsp;<br />
<br />
== Remote Desktop Access ==<br />
<br />
Remote Desktop Access is used primarily by staff and faculty to gain access to a computer on campus, and should be used only when the computer is in a secure location.<br />
<br />
These instructions show you how to access and use a computer that's on-campus, while you are physically off the college campus. For general information on remote desktop connections, see [[Remote_Desktop_Connection|Remote Desktop Connection]].<br />
<br />
#Record the name of the computer, since you'll be using this to connect to it. The name can be obtained by right-clicking on "My Computer" and selecting "Properties", then clicking on the "Computer Name" tab. <br />
#Ask the Helpdesk to add you to the list of users on that computer that's allowed to access it remotely. You can do this by calling x2200 or an email. <br />
#Ensure the computer that remains on campus is turned on and is connected to the college's wired network. If the computer is off or not connected to the network at the time when you try to connect to it, you'll just see an error message. <br />
#From an off-campus location, establish a VPN connection <br />
#Open Microsoft's "Remote Desktop" program (Start => Programs => Accessories => Remote Desktop Connection <br />
#In the window that appears, enter the name of the computer that's on campus <br />
#Login with your own credentials. (If there's anyone else logged in, you will be prompted to "log this person off" which kicks them off the computer.) <br />
<br />
== See also ==<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Troubleshooting_VPN|Troubleshooting VPN]] <br />
*[[Resources_Available_from_Off-campus|Resources Available from Off-campus]] <br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Remote Access]] [[Category:EZproxy]] [[Category:WebDav]] [[Category:VPN]] [[Category:Off-Campus Access]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Off-campus_Access&diff=41034Off-campus Access2022-01-11T20:04:54Z<p>Bryan Carson: </p>
<hr />
<div><br />
Many resources and services are [[Resources_Available_from_Off-campus|available from off campus]].<br />
<br />
There are several different methods for accessing these resources; look through the options below and choose the one that is right for you.<br />
<br />
<br />
== VPN ==<br />
<br />
VPN (Virtual Private Network) is a way to simulate being on campus, with full access to most campus resources, [[Off-campus_Access#Off-campus_Access_via_EZproxy|with the exception of library subscription e-resources. (For these, use the library website links and EZproxy method)]]. Most computers can use the instructions below:<br />
<br />
*'''IMPORTANT:'''<span style="color:red">&nbsp; '''After April 17, 2019, VPN access must be requested;'''</span> please request access by creating a [https://support.gmhec.org/TDClient/47/middlebury/Requests/ServiceDet?ID=51 Helpdesk Ticket].<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Resources_Requiring_VPN_For_Off_Campus_Access|When do I need to use VPN?]] <br />
<br />
&nbsp;<br />
<br />
== Access Library Databases and Journals via EZproxy ==<br />
<br />
Many of the library databases and other electronic resources to which we subscribe limit access to users who sign in from ('''non-VPN''') Middlebury-based computers. EZproxy allows '''College users*''' (i.e., '''current''' Middlebury College students, faculty, staff, and emeritus faculty only) to connect to Web-based resources as if they were on campus. To access a particular resource&nbsp;from off campus (e.g., one of the subscription indexes and databases at [http://go.middlebury.edu/databases http://go.middlebury.edu/databases]), simply click on its link from somewhere on the Midd Library website. You will then encounter the login screen as in the example screen below .<br />
<br />
[[File:EZproxy-SSO-screenshot.png|frameless|300x300px]]''&nbsp;''<br />
<br />
This service is called EZproxy. It is all you need. Once logged in, you will have access to all our subscription electronic resources. You will not need to log in again for a long time. This login persists across Web browser sessions (Safari, Firefox, Chrome, Internet Explorer). When you log in here, you might not see this screen again for a very long time.<br />
<br />
'''Indexes and Databases'''<br />
<br />
*[http://go.middlebury.edu/indexes by Title] <br />
*[http://go.middlebury.edu/subjectguides by Subject] <br />
<br />
&nbsp;<br />
<br />
If you have any questions or problems, please email the Research Desk [mailto:refdesk@middlebury.edu refdesk@middlebury.edu].<br />
<br />
&nbsp; '''*'''(For remote access to subscription resources, a "College user" is a current Middlebury student, faculty, or staff member as defined by Banner.&nbsp; This is strictly controlled by license agreements with database vendors.&nbsp; Such agreements are standard across higher education institutions.)<br/> &nbsp;<br />
<br />
== Access Cloud Storage on OneDrive or Google Drive ==<br />
<br />
<br/> Files stored in [http://go.middlebury.edu/cloudoverview Middlebury's cloud accounts] are readily accessible using a web browser on any networked device without need of VPN:<br />
<br />
*To use OneDrive files, visit [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive]. <br />
*To use Google Drive files, visit [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive]. <br />
<br />
<br/> For additional details about cloud storage, see [http://go.middlebury.edu/onedrivehelp http://go.middlebury.edu/onedrivehelp] or [http://go.middlebury.edu/gdrivehelp http://go.middlebury.edu/gdrivehelp].<br />
<br />
&nbsp;<br />
<br />
<br />
<br />
<br />
<br />
== Access File Servers using a Web Browser (Nasuni Web Access) ==<br />
<br />
&nbsp;<br />
<br />
This service allows you to access files on Middfiles and Miisfiles <u>without </u>the need for VPN.&nbsp; You can easily view, download, and upload files.&nbsp; Visit [http://go.middlebury.edu/webaccess http://go.middlebury.edu/webaccess].<br />
<br />
&nbsp;<br />
<br />
== Remote Desktop Access ==<br />
<br />
Remote Desktop Access is used primarily by staff and faculty to gain access to a computer on campus, and should be used only when the computer is in a secure location.<br />
<br />
These instructions show you how to access and use a computer that's on-campus, while you are physically off the college campus. For general information on remote desktop connections, see [[Remote_Desktop_Connection|Remote Desktop Connection]].<br />
<br />
#Record the name of the computer, since you'll be using this to connect to it. The name can be obtained by right-clicking on "My Computer" and selecting "Properties", then clicking on the "Computer Name" tab. <br />
#Ask the Helpdesk to add you to the list of users on that computer that's allowed to access it remotely. You can do this by calling x2200 or an email. <br />
#Ensure the computer that remains on campus is turned on and is connected to the college's wired network. If the computer is off or not connected to the network at the time when you try to connect to it, you'll just see an error message. <br />
#From an off-campus location, establish a VPN connection <br />
#Open Microsoft's "Remote Desktop" program (Start => Programs => Accessories => Remote Desktop Connection <br />
#In the window that appears, enter the name of the computer that's on campus <br />
#Login with your own credentials. (If there's anyone else logged in, you will be prompted to "log this person off" which kicks them off the computer.) <br />
<br />
== See also ==<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Troubleshooting_VPN|Troubleshooting VPN]] <br />
*[[Resources_Available_from_Off-campus|Resources Available from Off-campus]] <br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Remote Access]] [[Category:EZproxy]] [[Category:WebDav]] [[Category:VPN]] [[Category:Off-Campus Access]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Off-campus_Access&diff=41033Off-campus Access2022-01-11T20:02:16Z<p>Bryan Carson: Updated the old EZproxy login screenshot, replacing it with the new SSO login screenshoot.</p>
<hr />
<div><br />
Many resources and services are [[Resources_Available_from_Off-campus|available from off campus]].<br />
<br />
There are several different methods for accessing these resources; look through the options below and choose the one that is right for you.<br />
<br />
<br />
== VPN ==<br />
<br />
VPN (Virtual Private Network) is a way to simulate being on campus, with full access to most campus resources, [[Off-campus_Access#Off-campus_Access_via_EZproxy|with the exception of library subscription e-resources. (For these, use the library website links and EZproxy method)]]. Most computers can use the instructions below:<br />
<br />
*'''IMPORTANT:'''<span style="color:red">&nbsp; '''After April 17, 2019, VPN access must be requested;'''</span> please request access by creating a [https://support.gmhec.org/TDClient/47/middlebury/Requests/ServiceDet?ID=51 Helpdesk Ticket].<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Resources_Requiring_VPN_For_Off_Campus_Access|When do I need to use VPN?]] <br />
<br />
&nbsp;<br />
<br />
== Access Library Databases and Journals via EZproxy ==<br />
<br />
Many of the library databases and other electronic resources to which we subscribe limit access to users who sign in from ('''non-VPN''') Middlebury-based computers. EZproxy allows '''College users*''' (i.e., '''current''' Middlebury College students, faculty, staff, and emeritus faculty only) to connect to Web-based resources as if they were on campus. To access a particular resource&nbsp;from off campus (e.g., one of the subscription indexes and databases at [http://go.middlebury.edu/databases http://go.middlebury.edu/databases]), simply click on its link from somewhere on the Midd Library website. You will then encounter the login screen as in the example screen below .<br />
<br />
[[File:EZproxy-SSO-screenshot.png|frameless|300x300px]]''&nbsp;''<br />
<br />
This service is called EZproxy. It is all you need. Once logged in, you will have access to all our subscription electronic resources. You will not need to log in again unless you close your Web browser (Safari, Firefox, Chrome, Internet Explorer).<br />
<br />
'''Indexes and Databases'''<br />
<br />
*[http://go.middlebury.edu/indexes by Title] <br />
*[http://go.middlebury.edu/subjectguides by Subject] <br />
<br />
&nbsp;<br />
<br />
If you have any questions or problems, please email the Research Desk [mailto:refdesk@middlebury.edu refdesk@middlebury.edu].<br />
<br />
&nbsp; '''*'''(For remote access to subscription resources, a "College user" is a current Middlebury student, faculty, or staff member as defined by Banner.&nbsp; This is strictly controlled by license agreements with database vendors.&nbsp; Such agreements are standard across higher education institutions.)<br/> &nbsp;<br />
<br />
== Access Cloud Storage on OneDrive or Google Drive ==<br />
<br />
<br/> Files stored in [http://go.middlebury.edu/cloudoverview Middlebury's cloud accounts] are readily accessible using a web browser on any networked device without need of VPN:<br />
<br />
*To use OneDrive files, visit [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive]. <br />
*To use Google Drive files, visit [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive]. <br />
<br />
<br/> For additional details about cloud storage, see [http://go.middlebury.edu/onedrivehelp http://go.middlebury.edu/onedrivehelp] or [http://go.middlebury.edu/gdrivehelp http://go.middlebury.edu/gdrivehelp].<br />
<br />
&nbsp;<br />
<br />
<br />
<br />
<br />
<br />
== Access File Servers using a Web Browser (Nasuni Web Access) ==<br />
<br />
&nbsp;<br />
<br />
This service allows you to access files on Middfiles and Miisfiles <u>without </u>the need for VPN.&nbsp; You can easily view, download, and upload files.&nbsp; Visit [http://go.middlebury.edu/webaccess http://go.middlebury.edu/webaccess].<br />
<br />
&nbsp;<br />
<br />
== Remote Desktop Access ==<br />
<br />
Remote Desktop Access is used primarily by staff and faculty to gain access to a computer on campus, and should be used only when the computer is in a secure location.<br />
<br />
These instructions show you how to access and use a computer that's on-campus, while you are physically off the college campus. For general information on remote desktop connections, see [[Remote_Desktop_Connection|Remote Desktop Connection]].<br />
<br />
#Record the name of the computer, since you'll be using this to connect to it. The name can be obtained by right-clicking on "My Computer" and selecting "Properties", then clicking on the "Computer Name" tab. <br />
#Ask the Helpdesk to add you to the list of users on that computer that's allowed to access it remotely. You can do this by calling x2200 or an email. <br />
#Ensure the computer that remains on campus is turned on and is connected to the college's wired network. If the computer is off or not connected to the network at the time when you try to connect to it, you'll just see an error message. <br />
#From an off-campus location, establish a VPN connection <br />
#Open Microsoft's "Remote Desktop" program (Start => Programs => Accessories => Remote Desktop Connection <br />
#In the window that appears, enter the name of the computer that's on campus <br />
#Login with your own credentials. (If there's anyone else logged in, you will be prompted to "log this person off" which kicks them off the computer.) <br />
<br />
== See also ==<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Troubleshooting_VPN|Troubleshooting VPN]] <br />
*[[Resources_Available_from_Off-campus|Resources Available from Off-campus]] <br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Remote Access]] [[Category:EZproxy]] [[Category:WebDav]] [[Category:VPN]] [[Category:Off-Campus Access]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=File:EZproxy-SSO-screenshot.png&diff=41032File:EZproxy-SSO-screenshot.png2022-01-11T19:57:36Z<p>Bryan Carson: Login screen you will encounter when you log into EZproxy now that it is integrated with Single Sign-on (SSO)
Category:EZproxy
Category:SSO</p>
<hr />
<div>== Summary ==<br />
Login screen you will encounter when you log into EZproxy now that it is integrated with Single Sign-on (SSO)<br />
<br />
[[Category:EZproxy]]<br />
[[Category:SSO]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Add_Another_Mailbox_in_Outlook&diff=40041Add Another Mailbox in Outlook2020-06-24T14:10:58Z<p>Bryan Carson: corrected the interface label.</p>
<hr />
<div>== Get Appropriate Permissions To The Mailbox ==<br />
<br />
It is easy to add an additional mailbox to your folder list in Microsoft Outlook. You must have permissions to another person’s or organization’s mailbox before can see anything in it however. The mailbox owner should do the following to give you permission:<br />
<br />
#Start Outlook.<br />
#In the '''Folder List '''pane, right-click on the main mailbox ('''<br />
<br />
<br />
<nowiki>Outlook Today – [Mailbox – </nowiki> ''Lastname, Firstname'']''', and then select '''Properties '''from the pop-up menu. The '''Mailbox Properties '''dialog box opens.<br />
#Click the '''Permissions '''tab.<br />
#Click Add. The '''Add Users''' dialog box opens.<br />
#In the '''Type Name or Select from List '''field, type the lastname of the person to which you want to give permissions.<br />
#Select the person from the list below, and then click Add.<br />
#Click OK. You are returned to the '''Permissions '''tab of the '''Properties''' dialog box.<br />
#Add permissions using one of the following methods:<br />
#*Select a '''Role '''from the '''Permission Level''' drop-down list.<br />
#*Click to check individual permissions.<br />
#Click OK.<br />
#Repeat this process for each subfolder open to the person.<br />
<br><br />
<br />
<br />
== Add a Mailbox in Outlook 2016 for Mac ==<br />
<br />
If you are a delegate and routinely respond to e-mail for someone else, you may want to add their mailbox to your account for quick access. You must have been granted at least '''Reviewer''' permission to open their mailbox and see it in your '''Folder List'''.<br />
<br />
Add a mailbox to your Outlook folder view as follows:<br />
<br />
#Click on '''Tools''' > '''Accounts''' then select your Exchange account at left. <br />
#Click the '''Advanced'''… button in the lower right. <br />
#Click the '''Delegates''' tab. <br />
#Click the plus ("'''+'''") sign below the lower "'''Open these additional mailboxes'''" pane, then enter the name of the mailbox to which you have access. Click '''OK''' to select the mailbox. <br />
#Click '''OK''' to close the Accounts window. <br />
#The mail folders, calendar, contacts, etc for that mailbox should now be visible, assuming the owner has granted you delegate permissions. <br />
<br />
<br/> &nbsp;<br />
<br />
== Add Mailbox in Outlook 2010-2016 for Windows ==<br />
# With Outlook open, click the '''File''' tab.<br />
# In the '''Info''' section, click the '''Account Settings''' button then choose '''Account Settings''' from the drop-down list.<br />
# Double-click on your email address in the '''Name''' column. The '''Change Account''' dialog box opens.<br />
# Click '''More Settings''' button. The '''Microsoft Exchange''' dialog box opens.<br />
# Click the '''Advanced''' tab.<br />
# Click '''Add''' button. The '''Add Mailbox''' dialog box opens.<br />
# In the '''Add mailbox''' field type the display name (the last name may be enough) of the mailbox you want to add and then click '''OK'''. The mailbox name should be added to the '''Open these additional mailboxes list'''.<br />
# Click '''Apply''' then '''OK'''.<br />
# On the '''Change Account''' dialog box click '''Next''' and then click '''Finish'''.<br />
# Close the '''Account Settings''' and the '''Mail Setup – Outlook''' dialog boxes.<br />
<br />
[[Category:Outlook]]<br />
[[Category:Helpdesk Documentation]]<br />
[[Category:Public Search]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Resources_Requiring_VPN_for_Off-campus_Access&diff=39777Resources Requiring VPN for Off-campus Access2020-03-29T21:06:28Z<p>Bryan Carson: added SDA info</p>
<hr />
<div><br />
'''Last updated:''' 3/18/2020<br />
<br />
If you plan to work with any of the following resources from off campus, you '''must''' first establish a VPN connection.&nbsp; '''Note:'''<span style="color:red">&nbsp; '''VPN access must be requested;'''</span> please request access by creating a [https://webhelpdesk.middlebury.edu/helpdesk/WebObjects/Helpdesk.woa/wa/TicketActions/new?rt=404 Helpdesk Ticket].<br />
<br />
*'''[[Middfiles|Middfiles]]''' and '''Miisfiles''' connections using cifs or smb and mapped drives (such as N/: at Midd and S:/ at MIIS). <br />
**<span style="color:red">Important:</span>&nbsp; You can use '''[http://go.middlebury.edu/webaccess Web Access]''' to access Middfiles and Miisfiles <u>without </u>the need for VPN! <br />
*'''Cisco Unified Communications [http://myphone.middlebury.edu/ Self-Care Portal]''' used to change phone PINs and manage other phone settings <br />
*'''Remote Desktop Services (RDS)''' used to work with various enterprise applications <br />
*'''Virtual labs or computers''' <br />
*'''Banner Admin''' (aka Banner 9) <br />
**Note: BannerWeb, commonly used for checking grades, time entry and approvals, does '''not''' require VPN. <br />
*'''Content 7''' document management system <br />
*'''Hyperion''' reporting <br />
*'''FAMIS''' maintenance work order system <br />
*'''Remote Desktop Connection''', used to connect to another computer so you see the remote computer's desktop as if you were sitting right in front of it. <br />
*'''Vectorworks''', vector-based architectural software used for set and lighting design <br />
*'''Sierra Desktop App (SDA)''' - Library-specific client-based application for connecting to the Sierra server.&nbsp; &nbsp;Internal backend software&nbsp;(Innovative Interfaces Inc.'s Sierra is the integrated library system).<br/> &nbsp; <br />
<br />
&nbsp;<br />
<br />
==== '''RELATED:''' ====<br />
<br />
*[https://mediawiki.middlebury.edu/LIS/Resources_Available_from_Off-campus Middlebury Resources Available from Off-Campus] <br />
*[http://go.middlebury.edu/webaccesshelp Nasuni Web Access Help] - Midd/Miis file access without VPN <br />
*[http://go.middlebury.edu/vpn VPN Setup Instructions] <br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:VPN]] [[Category:Remote Access]] [[Category:Banner]] [[Category:Hyperion]] [[Category:Off-Campus Access]] [[Category:RDS]] [[Category:Banner Admin]] [[Category:Content 7]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=VPN_Setup_Instructions&diff=39761VPN Setup Instructions2020-03-25T10:37:01Z<p>Bryan Carson: </p>
<hr />
<div><br />
'''IMPORTANT:'''<span style="color:red">&nbsp; '''VPN access must be requested;'''</span> please request access by creating a [https://webhelpdesk.middlebury.edu/helpdesk/WebObjects/Helpdesk.woa/wa/TicketActions/new?rt=404 Helpdesk Ticket].<br />
<br />
&nbsp;<br />
<br />
== What is VPN? ==<br />
<br />
'''VPN''' stands for Virtual Private Network; see the [http://en.wikipedia.org/wiki/Virtual_private_network Wikipedia article on VPN] for more general info. Active faculty, staff and students can request permission to use VPN to access resources on the Middlebury network that are [[Resources_Requiring_VPN_For_Off_Campus_Access|normally unavailable from off campus]], such as Banner Admin or fast connections to Middfiles. [[Off_Campus_Access#Off-campus_Access_via_EZproxy|(Access to library subscription e-resources is the '''major exception'''. That requires EZproxy and is described here.)]]<br />
<br />
We have a new VPN client called Pulse Secure (now owned by [https://www.pulsesecure.net/ Pulse Secure]) for Windows, OSX, Android, and iOS. The client installer files for Mac and Windows can be found in the [https://drive.google.com/open?id=1xcX0s4x1hK2bQU1w70D49n14LLXMmu48 VPN Clients - Pulse Secure] folder on SharePoint.<br />
<br />
[[File:PulseSecureLogo.jpg|none|Pulse Secure Logo]]<br />
<br />
&nbsp;<br />
<br />
&nbsp;<br />
<br />
<br />
== When do I have to use VPN? ==<br />
<br />
Please refer to this list of [[Resources_Requiring_VPN_for_Off-campus_Access|resources that require VPN]] to access them from off campus.<br />
<br />
&nbsp;<br />
<br />
&nbsp;<br />
<br />
== VPN Installation Instructions ==<br />
<br />
=== Windows ===<br />
<br />
If you '''already''' have Pulse Secure software installed on your computer, skip to step 4 to setup and save a connection.<br />
<br />
#Verify your version of Windows. <br />
#*'''Windows 10''' works with the latest posted version of Pulse Secure. See [https://support.microsoft.com/en-us/help/13443/windows-which-operating-system How to tell if your version of Windows is 32-bit or 64-bit], then proceed to step 2. <br />
#Download the installer from the [https://middleburycollege.sharepoint.com/:f:/r/sites/ITSSoftwareDistribution/Shared%20Documents/VPN%20Clients%20-%20Pulse%20Secure?csf=1&e=SxylOq VPN Clients - Pulse Secure] folder on SharePoint.<br/> Use the file named: '''ps-pulse-win-*-64bitinstaller.msi''' (or -32bitinstaller.msi for 32-bit Windows.) <br />
#Install the software. You don't need to select any special options during the install. The default checkbox at the end will launch Pulse Secure at the end of the installation process. <br />
#Look for the white S-shaped icon in the system tray area, at lower-right. If it doesn't show, click on the white up-arrow to show all of your tray icons. <br />
#Click on the '''Pulse Secure''' icon, then choose '''Open Pulse Secure'''. <br />
#An empty '''Connections''' window appears. Click on the '''+''' button to add a new connection. <br />
#*In the '''Name''' field, call it whatever you want. (Example: ''Middlebury College VPN''). <br />
#*In the '''Server URL''' field, use: '''[https://vpn.middlebury.edu https://vpn.middlebury.edu]'''. <br />
#Click either the '''Connect''' button (which will add it to your saved connections then connect immediately), or the '''Add''' button (to save settings for later use without connecting now). <br />
#Once added, your new connection will appear in the list beneath "Connections". Click on the ['''Connect'''] button beside it to connect. <br />
#You will be prompted for your username and password. Enter your full '''username@middlebury.edu''' address in the username field. <br />
#*VPN users at our Monterey campus need to use the username@middlebury.edu format as well. <br />
#*There is an optional checkbox to Save settings. For security reasons, we recommend NOT saving your password. <br />
#Once connected, the box will say as much and then vanish after a few moments. The Pulse Secure S icon in the tray will now include a green up arrow. <br />
#To disconnect, click on the Pulse '''S''' icon in the system tray, trace to your VPN connection name, then click '''Disconnect'''. <br />
<br />
'''Once you have a saved connection,''' in the future you can just click on the Pulse Secure icon in the tray, trace to your connection name in the pop-up menu, then click '''Connect'''.<br />
<br />
&nbsp;<br />
<br />
&nbsp;<br />
<br />
=== Mac ===<br />
<br />
If you '''already''' have Pulse Secure software installed on your computer, skip to step 4 to setup and save a connection.<br />
<br />
#Download the installer from the [https://middleburycollege.sharepoint.com/:f:/r/sites/ITSSoftwareDistribution/Shared%20Documents/VPN%20Clients%20-%20Pulse%20Secure?csf=1&e=SxylOq VPN Clients - Pulse Secure] folder on SharePoint; you want the file named: '''ps-pulse-mac-*-installer.dmg'''. Double-click to open it. <br />
#*Note: If you are on campus, Pulse Secure software may easily be installed using the [[JAMF_Pro_Self_Service_FAQ#How_do_I_use_Self_Service_to_install_software_on_my_Mac.3F|Self Service utility]]. <br />
#When the disk image mounts and opens, '''right-click''' on the file PulseSecure.pkg then select Open. <br />
#Just step through the install. There is no need to select or change anything. <br />
#Once installed, you'll find the Pulse Secure client in the Applications folder (you may want to drag and drop it to the desktop or dock to create an alias for easier access). Launch this. <br />
#An empty Connections window appears. Click on the [+] button in the lower-left to add a new connection. <br />
##For the '''Name''', call it whatever you want. (Example: "Middlebury College VPN") <br />
##For the '''Server URL''', use: '''[https://vpn.middlebury.edu https://vpn.middlebury.edu]''' <br />
#Click either the [Connect] button (which will add it to your saved connections and connect immediately), or [Add] (to save it for later use without connecting now). <br />
#Once added, your new connection will appear in the list beneath "Connections". Click on the [Connect] button next to it to connect. <br />
#You will be prompted for your username and password. Effective 11/29/18, enter your full '''username@middlebury.edu''' address in the username field. <br />
#*VPN users at our Monterey campus need to use the username@middlebury.edu format as well. <br />
#*There is an optional checkbox to Save settings. For security reasons, we recommend NOT saving your password. <br />
#You should now see an S icon in your top menu bar -- an accompanying green arrow means you are connected. <br />
#Once connected, you can close the Pulse Secure window. The icon in the menu bar now controls the Pulse Secure client. <br />
#To disconnect, click the S icon in the menu bar, then the VPN connection name, then "Disconnect." <br />
<br />
'''Once you have a saved connection,''' in the future you can just click on the Pulse Secure S icon in the top menu bar, trace to the connection name in the drop-down menu, then click Connect.<br />
<br />
&nbsp;<br />
<br />
=== Android ===<br />
<br />
#Install the app from [https://play.google.com/store/apps/details?id=net.pulsesecure.pulsesecure https://play.google.com/store/apps/details?id=net.pulsesecure.pulsesecure] or search for '''Pulse Secure''' on the Google Play Store. <br />
#Launch the app. On the Welcome screen, fill in '''[https://vpn.middlebury.edu https://vpn.middlebury.edu]''' for the URL, then touch the '''Submit''' button. <br />
#The '''Add a Connection''' dialog box will appear. <br />
#*For '''Connection Name''': You may change this to whatever you want (e.g., "Middlebury College VPN"). <br />
#*The '''URL''' should be provided already ('''[https://vpn.middlebury.edu https://vpn.middlebury.edu]'''). <br />
#*For '''Username''', enter your full '''username@middlebury.edu''' address. <br />
#:VPN users at our Monterey campus also need to use the username@middlebury.edu format. <br />
#*For '''Authentication''': Keep the default setting of '''Password'''. <br />
#*'''Realm''' and '''Role''' can be left blank. <br />
#Touch the '''Add''' button to save your settings. <br />
#Touch the '''Connect''' button to start a VPN session. <br />
#The '''Login''' screen appears with your username already filled in. Provide your network password, then touch the '''Sign In''' button. <br />
#You will get a '''Connection request''' notification saying ''Pulse Secure wants to set up a VPN connection that allows it to monitor network traffic. Only accept if you trust the source.'', etc. Touch '''OK''' to continue. <br />
#Once it has finished connecting, you should see a key icon in your notification area (either the top or bottom of your screen, depending on the model). <br />
#To end the session, touch the '''Disconnect''' button. You will be returned to the Pulse Secure Home screen. <br />
<br />
<br/> '''Once you have a saved connection,''' you can simply launch the '''Pulse Secure''' app, then touch the '''Connect''' button to start your VPN session.<br />
<br />
&nbsp;<br />
<br />
=== iOS Devices (iPhone, iPad, etc.) ===<br />
<br />
#Launch '''App Store''' on your iOS device. Locate and install the app '''Pulse Secure'''. <br />
#Launch the app. On the Welcome screen, fill in '''[https://vpn.middlebury.edu https://vpn.middlebury.edu]''' for the URL, then touch the '''Submit''' button. <br />
#The '''Add a Connection''' dialog box will appear. <br />
#*For '''Connection Name''': Call it whatever you want (e.g., "Middlebury College VPN"). <br />
#*The '''URL''' should be provided already ('''[https://vpn.middlebury.edu https://vpn.middlebury.edu]'''). <br />
#*For '''Username''', enter your full '''username@middlebury.edu''' address. <br />
#:VPN users at our Monterey campus also need to use the username@middlebury.edu format. <br />
#*For '''Authentication''': Keep the default setting of '''Password'''. <br />
#*'''Realm''' and '''Role''' can be left blank. <br />
#Touch the '''Save''' button. <br />
#Touch '''Allow''' when you receive the notice that "''Pulse Secure Would Like to Add VPN Configurations''". You may be asked to enter your device's passcode. <br />
#Touch the '''Connect''' button to start a VPN session. <br />
#The '''Login''' screen appears with your username already filled in. Provide your network password, then touch the '''Sign In''' button. <br />
#You will see messages about Authenticating, then Connecting to VPN. Your device will show VPN along the top, indicating a successful connection. <br />
#To end the session, touch the '''Disconnect''' button. You will see the message "Stopping the VPN" then be taken back to the Pulse Secure Home screen. <br />
<br />
<br/> '''Once you have a saved connection,''' you can simply launch the Pulse Secure app, then tap '''Connect''' to start your VPN session.<br />
<br />
== See Related ==<br />
<br />
===== [[Troubleshooting_VPN|Troubleshooting VPN]] =====<br />
<br />
===== [[Off-campus_Access|Off-campus Access to Resources and Services]] =====<br />
<br />
[[Category:VPN]] [[Category:Helpdesk Documentation]] [[Category:Remote Access]] [[Category:Off-Campus Access]] [[Category:Public Search]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Off-campus_Access&diff=39697Off-campus Access2020-03-11T17:11:12Z<p>Bryan Carson: </p>
<hr />
<div><br />
Many resources and services are [[Resources_Available_from_Off-campus|available from off campus]].<br />
<br />
There are several different methods for accessing these resources; look through the options below and choose the one that is right for you.<br />
<br />
== VPN ==<br />
<br />
VPN (Virtual Private Network) is a way to simulate being on campus, with full access to most campus resources, [[Off-campus_Access#Off-campus_Access_via_EZproxy|with the exception of library subscription e-resources. (For these, use the library website links and EZproxy method)]]. Most computers can use the instructions below:<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Resources_Requiring_VPN_For_Off_Campus_Access|When do I need to use VPN?]] <br />
<br />
&nbsp;<br />
<br />
== Access Library Databases and Journals via EZproxy ==<br />
<br />
Many of the library databases and other electronic resources to which we subscribe limit access to users who sign in from ('''non-VPN''') Middlebury-based computers. EZproxy allows '''College users*''' (i.e., '''current''' Middlebury College students, faculty, staff, and emeritus faculty only) to connect to Web-based resources as if they were on campus. To access a particular resource&nbsp;from off campus (e.g., one of the subscription indexes and databases at [http://go.middlebury.edu/databases http://go.middlebury.edu/databases]), simply click on its link from somewhere on the Midd Library website. You will then encounter the login screen as in the example screen below .<br />
<br />
[https://ezproxy.middlebury.edu/login '''''EZproxy login screen''''']<br />
<br />
[[File:EZproxy login.png|375px|EZP|link=http://go.middlebury.edu/ezproxy]]<br />
<br />
''&nbsp;''<br />
<br />
This service is called EZproxy. It is all you need. Once logged in, you will have access to all our subscription electronic resources. You will not need to log in again unless you close your Web browser (Safari, Firefox, Chrome, Internet Explorer).<br />
<br />
'''Indexes and Databases'''<br />
<br />
*[http://go.middlebury.edu/indexes by Title] <br />
*[http://go.middlebury.edu/subjectguides by Subject] <br />
<br />
&nbsp;<br />
<br />
If you have any questions or problems, please email the Research Desk [mailto:refdesk@middlebury.edu refdesk@middlebury.edu].<br />
<br />
&nbsp; '''*'''(For remote access to subscription resources, a "College user" is a current Middlebury student, faculty, or staff member as defined by Banner.&nbsp; This is strictly controlled by license agreements with database vendors.&nbsp; Such agreements are standard across higher education institutions.)<br/> &nbsp;<br />
<br />
== Access Cloud Storage on OneDrive or Google Drive ==<br />
<br />
<br/> Files stored in [http://go.middlebury.edu/cloudoverview Middlebury's cloud accounts] are readily accessible using a web browser on any networked device without need of VPN:<br />
<br />
*To use OneDrive files, visit [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive]. <br />
*To use Google Drive files, visit [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive]. <br />
<br />
<br/> For additional details about cloud storage, see [http://go.middlebury.edu/onedrivehelp http://go.middlebury.edu/onedrivehelp] or [http://go.middlebury.edu/gdrivehelp http://go.middlebury.edu/gdrivehelp].<br />
<br />
<br/> &nbsp;<br />
<br />
== Remote Desktop Access ==<br />
<br />
Remote Desktop Access is used primarily by staff and faculty to gain access to a computer on campus, and should be used only when the computer is in a secure location.<br />
<br />
These instructions show you how to access and use a computer that's on-campus, while you are physically off the college campus. For general information on remote desktop connections, see [[Remote_Desktop_Connection|Remote Desktop Connection]].<br />
<br />
#Record the name of the computer, since you'll be using this to connect to it. The name can be obtained by right-clicking on "My Computer" and selecting "Properties", then clicking on the "Computer Name" tab. <br />
#Ask the Helpdesk to add you to the list of users on that computer that's allowed to access it remotely. You can do this by calling x2200 or an email. <br />
#Ensure the computer that remains on campus is turned on and is connected to the college's wired network. If the computer is off or not connected to the network at the time when you try to connect to it, you'll just see an error message. <br />
#From an off-campus location, establish a VPN connection <br />
#Open Microsoft's "Remote Desktop" program (Start => Programs => Accessories => Remote Desktop Connection <br />
#In the window that appears, enter the name of the computer that's on campus <br />
#Login with your own credentials. (If there's anyone else logged in, you will be prompted to "log this person off" which kicks them off the computer.) <br />
<br />
&nbsp;<br />
<br />
== Access File Servers using a Web Browser (NetStorage) - decommissioned Jan 2020 ==<br />
<br />
<br/> '''<span style="color:red">This service has been decommissioned, effective January 2020.</span>'''We encourage use of Pulse Secure VPN to access Middfiles from off-campus. See [https://mediawiki.middlebury.edu/LIS/VPN_Setup_Instructions VPN Setup Instructions] to learn more.<br />
<br />
&nbsp;<br />
<br />
== See also ==<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Troubleshooting_VPN|Troubleshooting VPN]] <br />
*[[Resources_Available_from_Off-campus|Resources Available from Off-campus]] <br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Remote Access]] [[Category:EZproxy]] [[Category:WebDav]] [[Category:VPN]] [[Category:Off-Campus Access]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Off-campus_Access&diff=39696Off-campus Access2020-03-11T17:10:27Z<p>Bryan Carson: </p>
<hr />
<div><br />
Many resources and services are [[Resources_Available_from_Off-campus|available from off campus]].<br />
<br />
There are several different methods for accessing these resources; look through the options below and choose the one that is right for you.<br />
<br />
== VPN ==<br />
<br />
VPN (Virtual Private Network) is a way to simulate being on campus, with full access to most campus resources, [[Off-campus_Access#Off-campus_Access_via_EZproxy|with the exception of library subscription e-resources. (For these, use the library website links and EZproxy method)]]. Most computers can use the instructions below:<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Resources_Requiring_VPN_For_Off_Campus_Access|When do I need to use VPN?]] <br />
<br />
&nbsp;<br />
<br />
== Access Library Databases and Journals via EZproxy ==<br />
<br />
Many of the library databases and other electronic resources to which we subscribe limit access to users who sign in from ('''non-VPN''') Middlebury-based computers. EZproxy allows '''College users*''' (i.e., '''current''' Middlebury College students, faculty, staff, and emeritus faculty only) to connect to Web-based resources as if they were on campus. To access a particular resource&nbsp;from off campus (e.g., one of the subscription indexes and databases at [http://go.middlebury.edu/databases http://go.middlebury.edu/databases]), simply click on its link from somewhere on the Midd Library website. You will then encounter the login screen as in the example screen below .<br />
<br />
[https://ezproxy.middlebury.edu/login '''''EZproxy login screen''''']<br />
<br />
[[File:EZproxy login.png|left|350px|EZP|link=http://go.middlebury.edu/ezproxy]]<br />
<br />
''&nbsp;''<br />
<br />
This service is called EZproxy. It is all you need. Once logged in, you will have access to all our subscription electronic resources. You will not need to log in again unless you close your Web browser (Safari, Firefox, Chrome, Internet Explorer).<br />
<br />
'''Indexes and Databases'''<br />
<br />
*[http://go.middlebury.edu/indexes by Title] <br />
*[http://go.middlebury.edu/subjectguides by Subject] <br />
<br />
&nbsp;<br />
<br />
If you have any questions or problems, please email the Research Desk [mailto:refdesk@middlebury.edu refdesk@middlebury.edu].<br />
<br />
&nbsp; '''*'''(For remote access to subscription resources, a "College user" is a current Middlebury student, faculty, or staff member as defined by Banner.&nbsp; This is strictly controlled by license agreements with database vendors.&nbsp; Such agreements are standard across higher education institutions.)<br/> &nbsp;<br />
<br />
== Access Cloud Storage on OneDrive or Google Drive ==<br />
<br />
<br/> Files stored in [http://go.middlebury.edu/cloudoverview Middlebury's cloud accounts] are readily accessible using a web browser on any networked device without need of VPN:<br />
<br />
*To use OneDrive files, visit [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive]. <br />
*To use Google Drive files, visit [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive]. <br />
<br />
<br/> For additional details about cloud storage, see [http://go.middlebury.edu/onedrivehelp http://go.middlebury.edu/onedrivehelp] or [http://go.middlebury.edu/gdrivehelp http://go.middlebury.edu/gdrivehelp].<br />
<br />
<br/> &nbsp;<br />
<br />
== Remote Desktop Access ==<br />
<br />
Remote Desktop Access is used primarily by staff and faculty to gain access to a computer on campus, and should be used only when the computer is in a secure location.<br />
<br />
These instructions show you how to access and use a computer that's on-campus, while you are physically off the college campus. For general information on remote desktop connections, see [[Remote_Desktop_Connection|Remote Desktop Connection]].<br />
<br />
#Record the name of the computer, since you'll be using this to connect to it. The name can be obtained by right-clicking on "My Computer" and selecting "Properties", then clicking on the "Computer Name" tab. <br />
#Ask the Helpdesk to add you to the list of users on that computer that's allowed to access it remotely. You can do this by calling x2200 or an email. <br />
#Ensure the computer that remains on campus is turned on and is connected to the college's wired network. If the computer is off or not connected to the network at the time when you try to connect to it, you'll just see an error message. <br />
#From an off-campus location, establish a VPN connection <br />
#Open Microsoft's "Remote Desktop" program (Start => Programs => Accessories => Remote Desktop Connection <br />
#In the window that appears, enter the name of the computer that's on campus <br />
#Login with your own credentials. (If there's anyone else logged in, you will be prompted to "log this person off" which kicks them off the computer.) <br />
<br />
&nbsp;<br />
<br />
== Access File Servers using a Web Browser (NetStorage) - decommissioned Jan 2020 ==<br />
<br />
<br/> '''<span style="color:red">This service has been decommissioned, effective January 2020.</span>'''We encourage use of Pulse Secure VPN to access Middfiles from off-campus. See [https://mediawiki.middlebury.edu/LIS/VPN_Setup_Instructions VPN Setup Instructions] to learn more.<br />
<br />
&nbsp;<br />
<br />
== See also ==<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Troubleshooting_VPN|Troubleshooting VPN]] <br />
*[[Resources_Available_from_Off-campus|Resources Available from Off-campus]] <br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Remote Access]] [[Category:EZproxy]] [[Category:WebDav]] [[Category:VPN]] [[Category:Off-Campus Access]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Off-campus_Access&diff=39695Off-campus Access2020-03-11T17:09:09Z<p>Bryan Carson: </p>
<hr />
<div><br />
Many resources and services are [[Resources_Available_from_Off-campus|available from off campus]].<br />
<br />
There are several different methods for accessing these resources; look through the options below and choose the one that is right for you.<br />
<br />
== VPN ==<br />
<br />
VPN (Virtual Private Network) is a way to simulate being on campus, with full access to most campus resources, [[Off-campus_Access#Off-campus_Access_via_EZproxy|with the exception of library subscription e-resources. (For these, use the library website links and EZproxy method)]]. Most computers can use the instructions below:<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Resources_Requiring_VPN_For_Off_Campus_Access|When do I need to use VPN?]] <br />
<br />
&nbsp;<br />
<br />
== Access Library Databases and Journals via EZproxy ==<br />
<br />
Many of the library databases and other electronic resources to which we subscribe limit access to users who sign in from ('''non-VPN''') Middlebury-based computers. EZproxy allows '''College users*''' (i.e., '''current''' Middlebury College students, faculty, staff, and emeritus faculty only) to connect to Web-based resources as if they were on campus. To access a particular resource&nbsp;from off campus (e.g., one of the subscription indexes and databases at [http://go.middlebury.edu/databases http://go.middlebury.edu/databases]), simply click on its link from somewhere on the Midd Library website. You will then encounter the login screen as in the example screen below .<br />
<br />
[https://ezproxy.middlebury.edu/login '''''EZproxy login screen''''']<br />
<br />
[[File:EZproxy login.png|EZP|link=http://go.middlebury.edu/ezproxy]]<br />
<br />
''&nbsp;''<br />
<br />
This service is called EZproxy. It is all you need. Once logged in, you will have access to all our subscription electronic resources. You will not need to log in again unless you close your Web browser (Safari, Firefox, Chrome, Internet Explorer).<br />
<br />
'''Indexes and Databases'''<br />
<br />
*[http://go.middlebury.edu/indexes by Title] <br />
*[http://go.middlebury.edu/subjectguides by Subject] <br />
<br />
&nbsp;<br />
<br />
If you have any questions or problems, please email the Research Desk [mailto:refdesk@middlebury.edu refdesk@middlebury.edu].<br />
<br />
&nbsp; '''*'''(For remote access to subscription resources, a "College user" is a current Middlebury student, faculty, or staff member as defined by Banner.&nbsp; This is strictly controlled by license agreements with database vendors.&nbsp; Such agreements are standard across higher education institutions.)<br/> &nbsp;<br />
<br />
== Access Cloud Storage on OneDrive or Google Drive ==<br />
<br />
<br/> Files stored in [http://go.middlebury.edu/cloudoverview Middlebury's cloud accounts] are readily accessible using a web browser on any networked device without need of VPN:<br />
<br />
*To use OneDrive files, visit [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive]. <br />
*To use Google Drive files, visit [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive]. <br />
<br />
<br/> For additional details about cloud storage, see [http://go.middlebury.edu/onedrivehelp http://go.middlebury.edu/onedrivehelp] or [http://go.middlebury.edu/gdrivehelp http://go.middlebury.edu/gdrivehelp].<br />
<br />
<br/> &nbsp;<br />
<br />
== Remote Desktop Access ==<br />
<br />
Remote Desktop Access is used primarily by staff and faculty to gain access to a computer on campus, and should be used only when the computer is in a secure location.<br />
<br />
These instructions show you how to access and use a computer that's on-campus, while you are physically off the college campus. For general information on remote desktop connections, see [[Remote_Desktop_Connection|Remote Desktop Connection]].<br />
<br />
#Record the name of the computer, since you'll be using this to connect to it. The name can be obtained by right-clicking on "My Computer" and selecting "Properties", then clicking on the "Computer Name" tab. <br />
#Ask the Helpdesk to add you to the list of users on that computer that's allowed to access it remotely. You can do this by calling x2200 or an email. <br />
#Ensure the computer that remains on campus is turned on and is connected to the college's wired network. If the computer is off or not connected to the network at the time when you try to connect to it, you'll just see an error message. <br />
#From an off-campus location, establish a VPN connection <br />
#Open Microsoft's "Remote Desktop" program (Start => Programs => Accessories => Remote Desktop Connection <br />
#In the window that appears, enter the name of the computer that's on campus <br />
#Login with your own credentials. (If there's anyone else logged in, you will be prompted to "log this person off" which kicks them off the computer.) <br />
<br />
&nbsp;<br />
<br />
== Access File Servers using a Web Browser (NetStorage) - decommissioned Jan 2020 ==<br />
<br />
<br/> '''<span style="color:red">This service has been decommissioned, effective January 2020.</span>'''We encourage use of Pulse Secure VPN to access Middfiles from off-campus. See [https://mediawiki.middlebury.edu/LIS/VPN_Setup_Instructions VPN Setup Instructions] to learn more.<br />
<br />
&nbsp;<br />
<br />
== See also ==<br />
<br />
*[[VPN_Setup_Instructions|VPN Setup Instructions]] <br />
*[[Troubleshooting_VPN|Troubleshooting VPN]] <br />
*[[Resources_Available_from_Off-campus|Resources Available from Off-campus]] <br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Remote Access]] [[Category:EZproxy]] [[Category:WebDav]] [[Category:VPN]] [[Category:Off-Campus Access]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Resources_Available_from_Off-campus&diff=39694Resources Available from Off-campus2020-03-10T21:46:49Z<p>Bryan Carson: </p>
<hr />
<div><br />
''See also:''&nbsp; [[Resources_Requiring_VPN_for_Off-campus_Access|'''When do I need to use VPN?''']] and [[Off_Campus_Access|'''Off-Campus Access''']]<br />
<br />
Many computing and library resources and services are available to members of the College community when off-campus. This listing samples many of those most frequently used:<br />
<br />
*'''OneDrive''' and '''Google Drive''' file storage: No VPN needed! Use [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive] or [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive] in your web browser then log in with your email address and password. <br />
*'''Middfiles and other networked drives:''' For best results, use [[Off_Campus_Access#VPN|VPN]]. <br />
*'''Email:''' Log in to [http://go.middlebury.edu/mail http://go.middlebury.edu/mail]<br/> ''For details, see [[Webmail_Help|Webmail Help]].'' <br />
*'''LinkedIn Learning's '''online learning: To access thousands of video-based courses and movies, visit [http://go.middlebury.edu/LIL http://go.middlebury.edu/LIL] then log in with your Middlebury username and password. <br />
*'''Banner Admin''', '''Hyperion''' reporting, '''Content7''', and '''FAMIS''': [http://go.middlebury.edu/vpn VPN] use is required for these services. <br />
*'''Campus Directory:''' To view entries in the campus directory, select the directory from Midd's web site (bottom right corner) or [http://go.middlebury.edu/directory http://go.middlebury.edu/directory]. When not logged in, some information in the directory may be hidden to the general public. To see more information as if you’re on campus, click “Log On” at the bottom of the page, and enter your Midd username and password. <br />
*'''Virtual labs and computers:''' A [http://go.middlebury.edu/vpn VPN] connection is required. <br />
*'''Research databases and indexes (e.g., ''JSTOR''):''' Use the links at [http://go.middlebury.edu/databases http://go.middlebury.edu/databases] and enter your Midd username and password when prompted. Once you’ve logged in for one database, your login will remain active for other databases you access during that session. <br />
*'''Electronic journals (e.g., ''Science''):''' Use the links at [http://go.middlebury.edu/journals http://go.middlebury.edu/journals] and enter your Midd username and password when prompted. Once you’ve logged in for one journal, your login will remain active for other journals you access during that session. <br />
*'''Ebooks''': You can find all of our ebooks (from EBL, EBSCO, Hathi Trust and other providers) in [http://go.middlebury.edu/eds LibrarySearch]&nbsp;and&nbsp;[http://go.middlebury.edu/midcat MIDCAT]; enter your Midd username and password if prompted.&nbsp; <br />
*'''Book renewals:''' Go to My MIDCAT ([http://go.middlebury.edu/mymidcat http://go.middlebury.edu/mymidcat]). View the items checked out to you and select those which you'd like to renew. Please contact Library Circulation (below) with any questions about renewing, returning or borrowing. <br />
*'''Interlibrary Loan -- articles: '''If you’re away from campus in a study abroad program or on sabbatical, you may request electronic delivery of articles. Requests can be placed from many of our research databases, and articles will be sent to your ILLiad account. You also may go directly to ILLiad ([http://go.middlebury.edu/ill http://go.middlebury.edu/ill])&nbsp; to place an article request. (Please do not request books when you will not be available to pick them up in Middlebury.) For more information see: [http://mediawiki.middlebury.edu/wiki/LIS/Borrowing_through_Interlibrary_Loan#Information_for_Off-Campus_Patrons_and_Students_in_Middlebury.27s_Schools_Abroad Information for Off-Campus ILL&nbsp;Patrons] <br />
<br />
&nbsp;<br />
<br />
'''Rev.''' 3/10/2020<br />
<br />
[[Category:Remote Access]] [[Category:Journals]] [[Category:Electronic resources]] [[Category:NExpress]] [[Category:ILL]] [[Category:Interlibrary Loan]] [[Category:Public Search]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Resources_Available_from_Off-campus&diff=39693Resources Available from Off-campus2020-03-10T21:44:19Z<p>Bryan Carson: </p>
<hr />
<div><br />
''See also:''&nbsp; [[Resources_Requiring_VPN_for_Off-campus_Access|'''When do I need to use VPN?''']] and [[Off_Campus_Access|'''Off-Campus Access''']]<br />
<br />
Many computing and library resources and services are available to members of the College community when off-campus. This listing samples many of those most frequently used:<br />
<br />
*'''OneDrive''' and '''Google Drive''' file storage: No VPN needed! Use [http://go.middlebury.edu/onedrive http://go.middlebury.edu/onedrive] or [http://go.middlebury.edu/gdrive http://go.middlebury.edu/gdrive] in your web browser then log in with your email address and password. <br />
*'''Middfiles and other networked drives:''' For best results, use [[Off_Campus_Access#VPN|VPN]]. <br />
*'''Email:''' Log in to [http://go.middlebury.edu/mail http://go.middlebury.edu/mail]<br/> ''For details, see [[Webmail_Help|Webmail Help]].'' <br />
*'''LinkedIn Learning's '''online learning: To access thousands of video-based courses and movies, visit [http://go.middlebury.edu/LIL http://go.middlebury.edu/LIL] then log in with your Middlebury username and password. <br />
*'''Banner Admin''', '''Hyperion''' reporting, '''Content7''', and '''FAMIS''': [http://go.middlebury.edu/vpn VPN] use is required for these services. <br />
*'''Campus Directory:''' To view entries in the campus directory, select the directory from Midd's web site (bottom right corner) or [http://go.middlebury.edu/directory http://go.middlebury.edu/directory]. When not logged in, some information in the directory may be hidden to the general public. To see more information as if you’re on campus, click “Log On” at the bottom of the page, and enter your Midd username and password. <br />
*'''Virtual labs and computers:''' A [http://go.middlebury.edu/vpn VPN] connection is required. <br />
*'''Research databases and indexes (e.g., ''JSTOR''):''' Use the links at [http://go.middlebury.edu/indexes http://go.middlebury.edu/indexes] and enter your Midd username and password when prompted. Once you’ve logged in for one database, your login will remain active for other databases you access during that session. <br />
*'''Electronic journals (e.g., ''Science''):''' Use the links at [http://go.middlebury.edu/journals http://go.middlebury.edu/journals] and enter your Midd username and password when prompted. Once you’ve logged in for one journal, your login will remain active for other journals you access during that session. <br />
*'''Ebooks''': You can find all of our ebooks (from EBL, EBSCO, Hathi Trust and other providers) in [http://go.middlebury.edu/eds LibrarySearch]&nbsp;and&nbsp;[http://go.middlebury.edu/midcat MIDCAT]; enter your Midd username and password if prompted.&nbsp; <br />
*'''Book renewals:''' Go to My MIDCAT ([http://go.middlebury.edu/mymidcat http://go.middlebury.edu/mymidcat]). View the items checked out to you and select those which you'd like to renew. Please contact Library Circulation (below) with any questions about renewing, returning or borrowing. <br />
*'''Interlibrary Loan -- articles: '''If you’re away from campus in a study abroad program or on sabbatical, you may request electronic delivery of articles. Requests can be placed from many of our research databases, and articles will be sent to your ILLiad account. You also may go directly to ILLiad ([http://go.middlebury.edu/ill http://go.middlebury.edu/ill])&nbsp; to place an article request. (Please do not request books when you will not be available to pick them up in Middlebury.) For more information see: [http://mediawiki.middlebury.edu/wiki/LIS/Borrowing_through_Interlibrary_Loan#Information_for_Off-Campus_Patrons_and_Students_in_Middlebury.27s_Schools_Abroad Information for Off-Campus ILL&nbsp;Patrons] <br />
<br />
&nbsp;<br />
<br />
'''Rev.''' 3/10/2020<br />
<br />
[[Category:Remote Access]] [[Category:Journals]] [[Category:Electronic resources]] [[Category:NExpress]] [[Category:ILL]] [[Category:Interlibrary Loan]] [[Category:Public Search]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Innovative_(Millennium)&diff=39334Innovative (Millennium)2019-09-25T17:50:14Z<p>Bryan Carson: </p>
<hr />
<div><br />
[[Cataloging|<< Back to Cataloging]]<br />
<br />
=== Cataloging ===<br />
<br />
*[[Barcode_Locations_for_Various_Formats|Barcode Locations for Various Formats]] (Local) <br />
*[[Bib_&_Item_Locations_&_Abbreviations|Bib & Item Locations & Abbreviations]] (Local) <br />
*[[Diacritics_problems|Diacritics problems]] (Local) <br />
*[[Field_Label_Abbreviations|Field Label Abbreviations]] (Local) <br />
*[[Item_Type|Item Type]] (Local) <br />
*[[Macros_&_keyboard_shortcuts|Macros & Keyboard Shortcuts]] (Local) <br />
*[[Mills_College_949|Mills College 949]] (Local) <br />
<br />
=== '''Database Maintenance''' ===<br />
<br />
*[[Load_table_information|Load table information]] (Local) <br />
*[[Loading_Records_Using_Data_Exchange|Loading Records Using Data Exchange]] (Local) <br />
*[[Maintenance_Assignments_&_Frequency|Maintenance Assignments & Frequency]] (Local) <br />
*[[Collection_Management_Systems_documentation|Monthly government documents load ]](Local) <br />
*[[URL_checker|URL checker]] (Local) <br />
<br />
=== Electronic Resources Management ===<br />
<br />
*[[Creating_resource_records|Creating resource records]] <br />
*[[Linking_bibliographic_records_to_resource_records_(through_holdings_records)|Linking bibliographic records to resource records (through holdings records)]] <br />
<br />
=== Other Help ===<br />
<br />
*[http://csdirect.iii.com/manual/ III Millennium Documentation] (CS Direct) (need password) <br />
*[https://docs.google.com/a/middlebury.edu/document/d/1NTn6_ip_2yNxl9ISY3dj6PqCZppWfZwWpnr3vvMMHT0/edit Download/Install Millennium from Middfiles] <br />
<br />
<br/> &nbsp;<br />
<br />
[[Category:Millennium]] [[Category:Innovative Interfaces]] [[Category:Cataloging]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Password_Help_for_Middlebury_Accounts&diff=39233Password Help for Middlebury Accounts2019-08-28T15:14:08Z<p>Bryan Carson: </p>
<hr />
<div><br />
In the format of ''username@middlebury.edu'', your Middlebury account provides access to authorized services and resources, such as e-mail, the wireless network, cloud storage on Google and OneDrive, printing, software installations, BannerAdmin, Oracle, and more.&nbsp; You should protect your account with a strong password and keep it safe, so it is known only to you. &nbsp;<br />
<br />
=== Tips for a Successful Midd Password Change ===<br />
<br />
*Always turn off all mobile devices before changing your network password to avoid account lockouts due to attempted connections using your old password. <br />
*Whenever practical, change your password while you are on the Middlebury College network. <br />
<br />
&nbsp;<br />
<br />
&nbsp;<br />
<br />
=== I KNOW MY PASSWORD and want to change it ===<br />
<br />
&nbsp;<br />
<br />
==== Faculty & Staff using a college-issued computer ON the campus network ====<br />
<br />
The preferred method for a password change when you know your current password is to use your computer's operating system, as follows.<br />
<br />
'''Important Note:''' If you have multiple computers, we recommended using your '''macOS computer''' to change your password.<br />
<br />
For '''Windows''', press Ctrl + Alt + Delete, then choose "Change a Password."<br />
<br />
For '''MacOS''', open Systems Preferences, then Users & Groups. Select your user account, then click the Change Password... button.<br />
<br />
&nbsp;<br />
<br />
==== ALL STUDENTS; also Faculty & Staff who are either OFF-campus or NOT using a college-issued computer ====<br />
<br />
Change your Midd password using this website '''[http://go.middlebury.edu/changepassword http://go.middlebury.edu/changepassword]'''.<br />
<br />
Once you return to campus it may be necessary to restart your computer connected to a network to update computer password. macOS will require a wireless password be updated.<br />
<br />
&nbsp;<br />
<br />
&nbsp;<br />
<br />
=== I DON'T KNOW MY PASSWORD and need to reset it ===<br />
<br />
&nbsp;<br />
<br />
In cases where the Midd password has been forgotten, faculty, staff, and students '''ALL''' use this link to reset their password:<br />
<br />
&nbsp;&nbsp;&nbsp; '''[http://go.middlebury.edu/resetpassword http://go.middlebury.edu/resetpassword]''' &nbsp; (User ID in ''username@middlebury.edu'' format)<br />
<br />
&nbsp;<br />
<br />
=== Other Middlebury Accounts ===<br />
<ul style="margin-top:0pt;margin-bottom:0pt;"><br />
<li>'''<span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Full Featured Guests </span><span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">visit </span>[https://middguests.middlebury.edu/ <span style="font-size:11pt; font-family:Arial; color:#1155cc; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:underline; -webkit-text-decoration-skip:none; text-decoration-skip-ink:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">https://middguests.middlebury.edu/</span>]<span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">and click ‘Forgot your password?’ A password reset link will be sent to associated email.</span>'''</li><br />
<li>'''<span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Basic Guest Wireless Account </span><span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">visit </span>[http://cpauth.middlebury.edu/ <span style="font-size:11pt; font-family:Arial; color:#1155cc; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:underline; -webkit-text-decoration-skip:none; text-decoration-skip-ink:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">http://cpauth.middlebury.edu</span>]<span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">and repeat enrollment process.</span>'''</li><br />
<li>'''<span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Courtesy Accounts </span><span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">reset using a college-owned computer on the campus network or call Helpdesk for assistance. &nbsp;</span>'''</li><br />
<li>'''<span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:700; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Sponsored Guests </span>[https://mediawiki.middlebury.edu/LIS/Sponsored_access_guest <span style="font-size:11pt; font-family:Arial; color:#1155cc; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:underline; -webkit-text-decoration-skip:none; text-decoration-skip-ink:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">https://mediawiki.middlebury.edu/LIS/Sponsored_access_guest</span>]<span style="font-size:11pt; font-family:Arial; color:#000000; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">Change using </span>[https://bat.middlebury.edu/activate/ <span style="font-size:11pt; font-family:Arial; color:#1155cc; background-color:transparent; font-weight:400; font-style:normal; font-variant:normal; text-decoration:underline; -webkit-text-decoration-skip:none; text-decoration-skip-ink:none; vertical-align:baseline; white-space:pre; white-space:pre-wrap">https://bat.middlebury.edu/activate/</span>]'''</li><br />
</ul><br />
<br />
&nbsp;<br />
<br />
=== Password Policy and Guidelines ===<br />
<br />
Our [http://www.middlebury.edu/offices/technology/its/policies/passwords password policy] can be found here, along with pointers about how to create strong passwords:<br />
<br />
[http://www.middlebury.edu/offices/technology/its/policies/passwords http://www.middlebury.edu/offices/technology/its/policies/passwords]<br />
<br />
[[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Passwords]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Bib_%26_Item_Locations_%26_Abbreviations&diff=39154Bib & Item Locations & Abbreviations2019-07-29T20:08:16Z<p>Bryan Carson: mfvt and Vermont Coll strikethrough</p>
<hr />
<div>[[Innovative (Millennium)|&lt;&lt; Back to Innovative (Millennium)]]<br>[[Cataloging|&lt;&lt; Back to Cataloging]]<br />
<br />
<div class="content"></div><br />
<br />
===== Armstrong Library =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 355px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| maa<br />
| maa<br />
| Armstrong stacks<br />
|-<br />
|<br />
| maaov<br />
| Armstrong oversize<br />
|-<br />
|<br />
| maalo<br />
| Armstrong large oversize<br />
|-<br />
| mar<br />
| mar<br />
| Armsstrong reference<br />
|-<br />
| map<br />
| mapb<br />
| Armstrong bd periodicals<br />
|-<br />
|<br />
| mapc<br />
| Armstrong curr periodicals<br />
|-<br />
|<br />
| mapfm<br />
| Armstrong microfilm<br />
|-<br />
|<br />
| mapfc<br />
| Armstrong microfiche<br />
|-<br />
| mag<br />
| mag<br />
| Armstrong gov docs<br />
|-<br />
|<br />
| magov<br />
| Armstrong gdocs oversize<br />
|-<br />
| mam<br />
| mam<br />
| Armstrong maps case<br />
|-<br />
| mac<br />
| macd<br />
| Armstrong circ desk<br />
|-<br />
|<br />
| mace<br />
| Armstrong equipment<br />
|-<br />
| mas<br />
| macs<br />
| Armstrong reserves<br />
|-<br />
| mar<br />
| marlg<br />
| GIS lab Bi Hall<br />
|}<br />
<br />
===== Davison (Breadloaf) =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 108px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| md<br />
| mda<br />
| Davison-Breadloaf<br />
|-<br />
|<br />
| mdp<br />
| Davison periodicals<br />
|-<br />
|<br />
| mdr<br />
| Davison reference<br />
|-<br />
|<br />
| mds<br />
| Davison reserves<br />
|}<br />
<br />
<br />
===== Special Collections =====<br />
<br />
{| style="width: 470px; height: 1037px" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mfa<br />
| mfab<br />
| Abernethy collection<br />
|-<br />
| &nbsp;<br />
| mfaba<br />
| Abernthey library<br />
|-<br />
| &nbsp;<br />
| mfabf<br />
| Aber flat oversize<br />
|-<br />
| &nbsp;<br />
| mfabl<br />
| Aber broadsides lge oversize<br />
|-<br />
| &nbsp;<br />
| mfabo<br />
| Aber broadsides oversize<br />
|-<br />
| &nbsp;<br />
| mfabr<br />
| Aber broadsides<br />
|-<br />
| &nbsp;<br />
| mfafc<br />
| Aber flatcase<br />
|-<br />
| &nbsp;<br />
| mfalo<br />
| Aber lge oversize<br />
|-<br />
| &nbsp;<br />
| mfamd<br />
| Aber media<br />
|-<br />
| &nbsp;<br />
| mfaov<br />
| Aber oversize<br />
|-<br />
| &nbsp;<br />
| mfapl<br />
| Aber pamphlet lge over<br />
|-<br />
| &nbsp;<br />
| mfapm<br />
| Aber pamphlet<br />
|-<br />
| &nbsp;<br />
| mfapo<br />
| Aber pamphlet over<br />
|-<br />
| &nbsp;<br />
| mfapr<br />
| Aber periodicals<br />
|-<br />
| mff<br />
| mffl<br />
| Flanders coll<br />
|-<br />
| &nbsp;<br />
| mffs<br />
| Flanders Mini<br />
|-<br />
| &nbsp;<br />
| mffms<br />
| Flanders Mss<br />
|-<br />
| mfc<br />
| mfca<br />
| College archives<br />
|-<br />
| &nbsp;<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
| &nbsp;<br />
| mfcfc<br />
| Coll archives flatcase<br />
|-<br />
| &nbsp;<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
| &nbsp;<br />
| mfclo<br />
| Coll archives lge over<br />
|-<br />
| &nbsp;<br />
| mfcmd<br />
| Coll archives media<br />
|-<br />
| &nbsp;<br />
| mfcov<br />
| Coll archives oversize<br />
|-<br />
| &nbsp;<br />
| mfcpm<br />
| Coll archives pamphlets<br />
|-<br />
| &nbsp;<br />
| mfcre<br />
| Coll archives realia<br />
|-<br />
| mfr<br />
| mfrbm<br />
| Rare bks & Mss<br />
|-<br />
| &nbsp;<br />
| mfrbo<br />
| RB&M broadsides over<br />
|-<br />
| &nbsp;<br />
| mfrbr<br />
| RB&M broadsides<br />
|-<br />
| &nbsp;<br />
| mfrbs<br />
| RB&M mini<br />
|-<br />
| &nbsp;<br />
| mfrfc<br />
| RB&M flatcase<br />
|-<br />
| &nbsp;<br />
| mfrfo<br />
| RB&M flat oversize<br />
|-<br />
| &nbsp;<br />
| mfrlo<br />
| RB&M lge oversize<br />
|-<br />
| &nbsp;<br />
| mfrlp<br />
| Spec Coll LPs<br />
|-<br />
| &nbsp;<br />
| mfrls<br />
| Spec Coll Long Shelf<br />
|-<br />
| &nbsp;<br />
| mfrmd<br />
| RB&M media<br />
|-<br />
| &nbsp;<br />
| mfrmf<br />
| Spec Coll Mss Files<br />
|-<br />
| &nbsp;<br />
| mfrms<br />
| RB&M Mss<br />
|-<br />
| &nbsp;<br />
| mfrov<br />
| RB&M oversize<br />
|-<br />
| &nbsp;<br />
| mfrpm<br />
| RB&M pamphlets<br />
|-<br />
| &nbsp;<br />
| mfrpo<br />
| RB&M Pamphlet oversize<br />
|-<br />
| &nbsp;<br />
| mfrr<br />
| Spec Coll ref<br />
|-<br />
| &nbsp;<br />
| mfrro<br />
| Spec Coll offices<br />
|-<br />
| &nbsp;<br />
| mfrw<br />
| Spec Coll Wall<br />
|-<br />
| mfv<br />
| <s>mfvt</s><br />
| <s>Vermont coll</s><br />
|-<br />
| &nbsp;<br />
| mfvtm<br />
| Vt coll maps<br />
|-<br />
| &nbsp;<br />
| mfvto<br />
| Vt coll oversize<br />
|-<br />
| &nbsp;<br />
| mfvtp<br />
| Vt coll pamphlets<br />
|-<br />
| &nbsp;<br />
| mfvtr<br />
| Vt coll locked<br />
|-<br />
| &nbsp;<br />
| mfvts<br />
| Vt coll locked map case<br />
|-<br />
| &nbsp;<br />
| mfvtw<br />
| Vt coll wall (by rm. 105)<br />
|-<br />
| mf<br />
| mfx<br />
| Spec coll exhibit<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|-<br />
| &nbsp;<br />
| &nbsp;<br />
| &nbsp;<br />
|}<br />
<br />
===== Davis Family Library Stacks =====<br />
<br />
{| style="width: 469px; height: 157px" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mma<br />
| mma<br />
| Stacks (all levels)<br />
|-<br />
| &nbsp;<br />
| mmafc<br />
| Microfiche-main lvl<br />
|-<br />
| &nbsp;<br />
| mmafm<br />
| Microfilm-main lvl<br />
|-<br />
| &nbsp;<br />
| mmao<br />
| Oversize-upper lvl<br />
|-<br />
| &nbsp;<br />
| mmaw<br />
| Wilson media lab<br />
|-<br />
| &nbsp;<br />
| mfvt<br />
| Vermont coll<br />
|}<br />
<br />
===== Davis Family Library Browsing =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmb<br />
| mmbc<br />
| Graphic novels<br />
|-<br />
|<br />
| mmbd<br />
| DVD collection<br />
|-<br />
|<br />
| mmbdo<br />
| DVD collection, Oversize<br />
|-<br />
|<br />
| mmbf<br />
| Faculty authors<br />
|-<br />
|<br />
| mmbg<br />
| General browsing<br />
|-<br />
|<br />
| mmbp<br />
| Children's picture books<br />
|-<br />
|<br />
| mmbw<br />
| Browsing wellness<br />
|-<br />
|<br />
| mmby<br />
| Yearbooks<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmbg<br />
| mmbg<br />
| General browsing<br />
|}<br />
<br />
===== Davis Family Library Circ Desk =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 267px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmc<br />
| mmc2<br />
| Room 201<br />
|-<br />
|<br />
| mmcc<br />
| CDs<br />
|-<br />
|<br />
| mmcd<br />
| DVDs<br />
|-<br />
|<br />
| mmce<br />
| Equipment<br />
|-<br />
|<br />
| mmcf<br />
| 16mm<br />
|-<br />
|<br />
| mmci<br />
| Interlibrary loan<br />
|-<br />
|<br />
| mmcl<br />
| Laser discs<br />
|-<br />
|<br />
| mmcp<br />
| Perm reserve<br />
|-<br />
|<br />
| mmcr<br />
| CD-ROMS<br />
|-<br />
|<br />
| mmcs<br />
| Reserves<br />
|-<br />
|<br />
| mmct<br />
| Cassettes<br />
|-<br />
|<br />
| mmcv<br />
| Videocassettes<br />
|-<br />
|<br />
| mmcw<br />
| Software<br />
|-<br />
|<br />
| mmcxe<br />
| Sunderland equipment<br />
|}<br />
<br />
===== Davis Family Library Internet Resources =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| meb<br />
| meb<br />
| Electronic books<br />
|-<br />
| meg<br />
| meg<br />
| Electronic gov docs<br />
|-<br />
| mep<br />
| mep<br />
| Electronic periodicals<br />
|-<br />
| mer<br />
| mer<br />
| Electronic reference<br />
|-<br />
| mev<br />
| mev<br />
| Electronic AV<br />
|}<br />
<br />
===== Davis Family Libary Government Documents =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmg<br />
| mmg<br />
| Gov docs<br />
|-<br />
|<br />
| mmgc<br />
| Gov docs CD-ROMs<br />
|-<br />
|<br />
| mmgf<br />
| Gov docs microfiche<br />
|-<br />
|<br />
| mmgm<br />
| Gov docs maps<br />
|-<br />
|<br />
| mmgo<br />
| Gov docs oversize<br />
|-<br />
|<br />
| mmgr<br />
| Gov docs reference<br />
|-<br />
|<br />
| mmgx<br />
| Gov docs locked<br />
|-<br />
|<br />
| mmgxo<br />
| Gov docs locked oversized<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Language Collections =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mml<br />
| mmla<br />
| Arabic<br />
|-<br />
|<br />
| mmlar<br />
| Arabic reference<br />
|-<br />
|<br />
| mmlc<br />
| Chinese<br />
|-<br />
|<br />
| mmlch<br />
| Chinese reference<br />
|-<br />
|<br />
| mmlco<br />
| Chinese oversize<br />
|-<br />
|<br />
| mmlj<br />
| Japanese<br />
|-<br />
|<br />
| mmljo<br />
| Japanese oversize<br />
|-<br />
|<br />
| mmljr<br />
| Japanese reference<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Offices =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmo<br />
| mmoac<br />
| Acquistions office<br />
|-<br />
|<br />
| mmoco<br />
| Catalog office<br />
|-<br />
|<br />
| mmogd<br />
| Gov docs office<br />
|-<br />
|<br />
| mmoil<br />
| Interlibrary loan office<br />
|-<br />
|<br />
| mmopp<br />
| Pres &amp; processing office<br />
|-<br />
|<br />
| mmore<br />
| Reference office<br />
|-<br />
|<br />
| mmose<br />
| Serials office<br />
|-<br />
|<br />
| mmosy<br />
| Systems office<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Periodicals =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 135px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmp<br />
| mmpb<br />
| Bound periodicals<br />
|-<br />
|<br />
| mmpc<br />
| Current periodicals<br />
|-<br />
|<br />
| mmpfc<br />
| Microfiche periodicals<br />
|-<br />
|<br />
| mmpfm<br />
| Microfilm periodicals<br />
|-<br />
|<br />
| mmpin<br />
| Microform indexes<br />
|-<br />
|<br />
| mmpn<br />
| Current newspapers<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Reference =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmr<br />
| mmr<br />
| Reference<br />
|-<br />
|<br />
| mmrma<br />
| Atlas case<br />
|-<br />
|<br />
| mmrmv<br />
| Map vertical file<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Exhibits =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmx<br />
| mmxc<br />
| CTLR display<br />
|-<br />
|<br />
| mmxl<br />
| Lobby display<br />
|-<br />
|<br />
| mmxr<br />
| Upper reading room<br />
|-<br />
|<br />
| mmxu<br />
| Upper north display<br />
|}<br />
<br />
===== Music =====<br />
<br />
===== Other Locations =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 157px;"<br />
|-<br />
|<br />
|<br />
| '''Non-Library Office Collections'''<br />
|-<br />
| oc<br />
| oca<br />
| Career Services -- Adirondack House<br />
|-<br />
| or<br />
| ora<br />
| Curriculum Center -- Twilight<br />
|-<br />
| os<br />
| osa<br />
| Scott Center -- 135 S. Main<br />
|-<br />
| os<br />
| osr<br />
| Scott Center Ref -- 135 S. Main<br />
|-<br />
|<br />
|<br />
| '''Off-Campus Locations'''<br />
|-<br />
| omill<br />
| omill<br />
| Mills College<br />
|}<br />
<br />
<br> <br> [[#top|Return to top]] <br><br />
<br />
[[Category:Innovative Interfaces]]<br />
[[Category:MIDCAT]]<br />
[[Category:Library]]<br />
[[Category:Millennium]]<br />
[[Category:Location Codes]]<br />
[[Category:LOC_WWWoptions]]<br />
[[Category:WWWoptions]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Bib_%26_Item_Locations_%26_Abbreviations&diff=39153Bib & Item Locations & Abbreviations2019-07-29T20:06:41Z<p>Bryan Carson: Vermont Coll moved out of Special Collections</p>
<hr />
<div>[[Innovative (Millennium)|&lt;&lt; Back to Innovative (Millennium)]]<br>[[Cataloging|&lt;&lt; Back to Cataloging]]<br />
<br />
<div class="content"></div><br />
<br />
===== Armstrong Library =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 355px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| maa<br />
| maa<br />
| Armstrong stacks<br />
|-<br />
|<br />
| maaov<br />
| Armstrong oversize<br />
|-<br />
|<br />
| maalo<br />
| Armstrong large oversize<br />
|-<br />
| mar<br />
| mar<br />
| Armsstrong reference<br />
|-<br />
| map<br />
| mapb<br />
| Armstrong bd periodicals<br />
|-<br />
|<br />
| mapc<br />
| Armstrong curr periodicals<br />
|-<br />
|<br />
| mapfm<br />
| Armstrong microfilm<br />
|-<br />
|<br />
| mapfc<br />
| Armstrong microfiche<br />
|-<br />
| mag<br />
| mag<br />
| Armstrong gov docs<br />
|-<br />
|<br />
| magov<br />
| Armstrong gdocs oversize<br />
|-<br />
| mam<br />
| mam<br />
| Armstrong maps case<br />
|-<br />
| mac<br />
| macd<br />
| Armstrong circ desk<br />
|-<br />
|<br />
| mace<br />
| Armstrong equipment<br />
|-<br />
| mas<br />
| macs<br />
| Armstrong reserves<br />
|-<br />
| mar<br />
| marlg<br />
| GIS lab Bi Hall<br />
|}<br />
<br />
===== Davison (Breadloaf) =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 108px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| md<br />
| mda<br />
| Davison-Breadloaf<br />
|-<br />
|<br />
| mdp<br />
| Davison periodicals<br />
|-<br />
|<br />
| mdr<br />
| Davison reference<br />
|-<br />
|<br />
| mds<br />
| Davison reserves<br />
|}<br />
<br />
===== Special Collections =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 1037px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mfa<br />
| mfab<br />
| Abernethy collection<br />
|-<br />
|<br />
| mfaba<br />
| Abernthey library<br />
|-<br />
|<br />
| mfabf<br />
| Aber flat oversize<br />
|-<br />
|<br />
| mfabl<br />
| Aber broadsides lge oversize<br />
|-<br />
|<br />
| mfabo<br />
| Aber broadsides oversize<br />
|-<br />
|<br />
| mfabr<br />
| Aber broadsides<br />
|-<br />
|<br />
| mfafc<br />
| Aber flatcase<br />
|-<br />
|<br />
| mfalo<br />
| Aber lge oversize<br />
|-<br />
|<br />
| mfamd<br />
| Aber media<br />
|-<br />
|<br />
| mfaov<br />
| Aber oversize<br />
|-<br />
|<br />
| mfapl<br />
| Aber pamphlet lge over<br />
|-<br />
|<br />
| mfapm<br />
| Aber pamphlet<br />
|-<br />
|<br />
| mfapo<br />
| Aber pamphlet over<br />
|-<br />
|<br />
| mfapr<br />
| Aber periodicals<br />
|-<br />
| mff<br />
| mffl<br />
| Flanders coll<br />
|-<br />
|<br />
| mffs<br />
| Flanders Mini<br />
|-<br />
|<br />
| mffms<br />
| Flanders Mss<br />
|-<br />
| mfc<br />
| mfca<br />
| College archives<br><br />
|-<br />
|<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
|<br />
| mfcfc<br />
| Coll archives flatcase<br />
|-<br />
|<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
|<br />
| mfclo<br />
| Coll archives lge over<br />
|-<br />
|<br />
| mfcmd<br />
| Coll archives media<br />
|-<br />
|<br />
| mfcov<br />
| Coll archives oversize<br />
|-<br />
|<br />
| mfcpm<br />
| Coll archives pamphlets<br />
|-<br />
|<br />
| mfcre<br />
| Coll archives realia<br />
|-<br />
| mfr<br />
| mfrbm<br />
| Rare bks &amp; Mss<br />
|-<br />
|<br />
| mfrbo<br />
| RB&amp;M broadsides over<br />
|-<br />
|<br />
| mfrbr<br />
| RB&amp;M broadsides<br />
|-<br />
|<br />
| mfrbs<br />
| RB&amp;M mini<br />
|-<br />
|<br />
| mfrfc<br />
| RB&amp;M flatcase<br />
|-<br />
|<br />
| mfrfo<br />
| RB&amp;M flat oversize<br />
|-<br />
|<br />
| mfrlo<br />
| RB&amp;M lge oversize<br />
|-<br />
|<br />
| mfrlp<br />
| Spec Coll LPs<br />
|-<br />
|<br />
| mfrls<br />
| Spec Coll Long Shelf<br />
|-<br />
|<br />
| mfrmd<br />
| RB&amp;M media<br />
|-<br />
|<br />
| mfrmf<br />
| Spec Coll Mss Files<br />
|-<br />
|<br />
| mfrms<br />
| RB&amp;M Mss<br />
|-<br />
|<br />
| mfrov<br />
| RB&amp;M oversize<br />
|-<br />
|<br />
| mfrpm<br />
| RB&amp;M pamphlets<br />
|-<br />
|<br />
| mfrpo<br />
| RB&amp;M Pamphlet oversize<br />
|-<br />
|<br />
| mfrr<br />
| Spec Coll ref<br />
|-<br />
|<br />
| mfrro<br />
| Spec Coll offices<br />
|-<br />
|<br />
| mfrw<br />
| Spec Coll Wall<br />
|-<br />
| mfv<br />
| mfvt<br />
| Vermont coll<br />
|-<br />
|<br />
| mfvtm<br />
| Vt coll maps<br />
|-<br />
|<br />
| mfvto<br />
| Vt coll oversize<br />
|-<br />
|<br />
| mfvtp<br />
| Vt coll pamphlets<br />
|-<br />
|<br />
| mfvtr<br />
| Vt coll locked<br />
|-<br />
|<br />
| mfvts<br />
| Vt coll locked map case<br />
|-<br />
|<br />
| mfvtw<br />
| Vt coll wall (by rm. 105)<br />
|-<br />
| mf<br />
| mfx<br />
| Spec coll exhibit<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|}<br />
<br />
<br />
<br />
===== Davis Family Library Stacks =====<br />
<br />
{| style="width: 469px; height: 157px" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mma<br />
| mma<br />
| Stacks (all levels)<br />
|-<br />
| &nbsp;<br />
| mmafc<br />
| Microfiche-main lvl<br />
|-<br />
| &nbsp;<br />
| mmafm<br />
| Microfilm-main lvl<br />
|-<br />
| &nbsp;<br />
| mmao<br />
| Oversize-upper lvl<br />
|-<br />
| &nbsp;<br />
| mmaw<br />
| Wilson media lab<br />
|-<br />
| &nbsp;<br />
| mfvt<br />
| Vermont coll<br />
|}<br />
<br />
===== Davis Family Library Browsing =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmb<br />
| mmbc<br />
| Graphic novels<br />
|-<br />
|<br />
| mmbd<br />
| DVD collection<br />
|-<br />
|<br />
| mmbdo<br />
| DVD collection, Oversize<br />
|-<br />
|<br />
| mmbf<br />
| Faculty authors<br />
|-<br />
|<br />
| mmbg<br />
| General browsing<br />
|-<br />
|<br />
| mmbp<br />
| Children's picture books<br />
|-<br />
|<br />
| mmbw<br />
| Browsing wellness<br />
|-<br />
|<br />
| mmby<br />
| Yearbooks<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmbg<br />
| mmbg<br />
| General browsing<br />
|}<br />
<br />
===== Davis Family Library Circ Desk =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 267px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmc<br />
| mmc2<br />
| Room 201<br />
|-<br />
|<br />
| mmcc<br />
| CDs<br />
|-<br />
|<br />
| mmcd<br />
| DVDs<br />
|-<br />
|<br />
| mmce<br />
| Equipment<br />
|-<br />
|<br />
| mmcf<br />
| 16mm<br />
|-<br />
|<br />
| mmci<br />
| Interlibrary loan<br />
|-<br />
|<br />
| mmcl<br />
| Laser discs<br />
|-<br />
|<br />
| mmcp<br />
| Perm reserve<br />
|-<br />
|<br />
| mmcr<br />
| CD-ROMS<br />
|-<br />
|<br />
| mmcs<br />
| Reserves<br />
|-<br />
|<br />
| mmct<br />
| Cassettes<br />
|-<br />
|<br />
| mmcv<br />
| Videocassettes<br />
|-<br />
|<br />
| mmcw<br />
| Software<br />
|-<br />
|<br />
| mmcxe<br />
| Sunderland equipment<br />
|}<br />
<br />
===== Davis Family Library Internet Resources =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| meb<br />
| meb<br />
| Electronic books<br />
|-<br />
| meg<br />
| meg<br />
| Electronic gov docs<br />
|-<br />
| mep<br />
| mep<br />
| Electronic periodicals<br />
|-<br />
| mer<br />
| mer<br />
| Electronic reference<br />
|-<br />
| mev<br />
| mev<br />
| Electronic AV<br />
|}<br />
<br />
===== Davis Family Libary Government Documents =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmg<br />
| mmg<br />
| Gov docs<br />
|-<br />
|<br />
| mmgc<br />
| Gov docs CD-ROMs<br />
|-<br />
|<br />
| mmgf<br />
| Gov docs microfiche<br />
|-<br />
|<br />
| mmgm<br />
| Gov docs maps<br />
|-<br />
|<br />
| mmgo<br />
| Gov docs oversize<br />
|-<br />
|<br />
| mmgr<br />
| Gov docs reference<br />
|-<br />
|<br />
| mmgx<br />
| Gov docs locked<br />
|-<br />
|<br />
| mmgxo<br />
| Gov docs locked oversized<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Language Collections =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mml<br />
| mmla<br />
| Arabic<br />
|-<br />
|<br />
| mmlar<br />
| Arabic reference<br />
|-<br />
|<br />
| mmlc<br />
| Chinese<br />
|-<br />
|<br />
| mmlch<br />
| Chinese reference<br />
|-<br />
|<br />
| mmlco<br />
| Chinese oversize<br />
|-<br />
|<br />
| mmlj<br />
| Japanese<br />
|-<br />
|<br />
| mmljo<br />
| Japanese oversize<br />
|-<br />
|<br />
| mmljr<br />
| Japanese reference<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Offices =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmo<br />
| mmoac<br />
| Acquistions office<br />
|-<br />
|<br />
| mmoco<br />
| Catalog office<br />
|-<br />
|<br />
| mmogd<br />
| Gov docs office<br />
|-<br />
|<br />
| mmoil<br />
| Interlibrary loan office<br />
|-<br />
|<br />
| mmopp<br />
| Pres &amp; processing office<br />
|-<br />
|<br />
| mmore<br />
| Reference office<br />
|-<br />
|<br />
| mmose<br />
| Serials office<br />
|-<br />
|<br />
| mmosy<br />
| Systems office<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Periodicals =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 135px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmp<br />
| mmpb<br />
| Bound periodicals<br />
|-<br />
|<br />
| mmpc<br />
| Current periodicals<br />
|-<br />
|<br />
| mmpfc<br />
| Microfiche periodicals<br />
|-<br />
|<br />
| mmpfm<br />
| Microfilm periodicals<br />
|-<br />
|<br />
| mmpin<br />
| Microform indexes<br />
|-<br />
|<br />
| mmpn<br />
| Current newspapers<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Reference =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmr<br />
| mmr<br />
| Reference<br />
|-<br />
|<br />
| mmrma<br />
| Atlas case<br />
|-<br />
|<br />
| mmrmv<br />
| Map vertical file<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Exhibits =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmx<br />
| mmxc<br />
| CTLR display<br />
|-<br />
|<br />
| mmxl<br />
| Lobby display<br />
|-<br />
|<br />
| mmxr<br />
| Upper reading room<br />
|-<br />
|<br />
| mmxu<br />
| Upper north display<br />
|}<br />
<br />
===== Music =====<br />
<br />
===== Other Locations =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 157px;"<br />
|-<br />
|<br />
|<br />
| '''Non-Library Office Collections'''<br />
|-<br />
| oc<br />
| oca<br />
| Career Services -- Adirondack House<br />
|-<br />
| or<br />
| ora<br />
| Curriculum Center -- Twilight<br />
|-<br />
| os<br />
| osa<br />
| Scott Center -- 135 S. Main<br />
|-<br />
| os<br />
| osr<br />
| Scott Center Ref -- 135 S. Main<br />
|-<br />
|<br />
|<br />
| '''Off-Campus Locations'''<br />
|-<br />
| omill<br />
| omill<br />
| Mills College<br />
|}<br />
<br />
<br> <br> [[#top|Return to top]] <br><br />
<br />
[[Category:Innovative Interfaces]]<br />
[[Category:MIDCAT]]<br />
[[Category:Library]]<br />
[[Category:Millennium]]<br />
[[Category:Location Codes]]<br />
[[Category:LOC_WWWoptions]]<br />
[[Category:WWWoptions]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Bib_%26_Item_Locations_%26_Abbreviations&diff=39152Bib & Item Locations & Abbreviations2019-07-29T20:00:24Z<p>Bryan Carson: </p>
<hr />
<div>[[Innovative (Millennium)|&lt;&lt; Back to Innovative (Millennium)]]<br>[[Cataloging|&lt;&lt; Back to Cataloging]]<br />
<br />
<div class="content"></div><br />
<br />
===== Armstrong Library =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 355px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| maa<br />
| maa<br />
| Armstrong stacks<br />
|-<br />
|<br />
| maaov<br />
| Armstrong oversize<br />
|-<br />
|<br />
| maalo<br />
| Armstrong large oversize<br />
|-<br />
| mar<br />
| mar<br />
| Armsstrong reference<br />
|-<br />
| map<br />
| mapb<br />
| Armstrong bd periodicals<br />
|-<br />
|<br />
| mapc<br />
| Armstrong curr periodicals<br />
|-<br />
|<br />
| mapfm<br />
| Armstrong microfilm<br />
|-<br />
|<br />
| mapfc<br />
| Armstrong microfiche<br />
|-<br />
| mag<br />
| mag<br />
| Armstrong gov docs<br />
|-<br />
|<br />
| magov<br />
| Armstrong gdocs oversize<br />
|-<br />
| mam<br />
| mam<br />
| Armstrong maps case<br />
|-<br />
| mac<br />
| macd<br />
| Armstrong circ desk<br />
|-<br />
|<br />
| mace<br />
| Armstrong equipment<br />
|-<br />
| mas<br />
| macs<br />
| Armstrong reserves<br />
|-<br />
| mar<br />
| marlg<br />
| GIS lab Bi Hall<br />
|}<br />
<br />
===== Davison (Breadloaf) =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 108px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| md<br />
| mda<br />
| Davison-Breadloaf<br />
|-<br />
|<br />
| mdp<br />
| Davison periodicals<br />
|-<br />
|<br />
| mdr<br />
| Davison reference<br />
|-<br />
|<br />
| mds<br />
| Davison reserves<br />
|}<br />
<br />
===== Special Collections =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 1037px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mfa<br />
| mfab<br />
| Abernethy collection<br />
|-<br />
|<br />
| mfaba<br />
| Abernthey library<br />
|-<br />
|<br />
| mfabf<br />
| Aber flat oversize<br />
|-<br />
|<br />
| mfabl<br />
| Aber broadsides lge oversize<br />
|-<br />
|<br />
| mfabo<br />
| Aber broadsides oversize<br />
|-<br />
|<br />
| mfabr<br />
| Aber broadsides<br />
|-<br />
|<br />
| mfafc<br />
| Aber flatcase<br />
|-<br />
|<br />
| mfalo<br />
| Aber lge oversize<br />
|-<br />
|<br />
| mfamd<br />
| Aber media<br />
|-<br />
|<br />
| mfaov<br />
| Aber oversize<br />
|-<br />
|<br />
| mfapl<br />
| Aber pamphlet lge over<br />
|-<br />
|<br />
| mfapm<br />
| Aber pamphlet<br />
|-<br />
|<br />
| mfapo<br />
| Aber pamphlet over<br />
|-<br />
|<br />
| mfapr<br />
| Aber periodicals<br />
|-<br />
| mff<br />
| mffl<br />
| Flanders coll<br />
|-<br />
|<br />
| mffs<br />
| Flanders Mini<br />
|-<br />
|<br />
| mffms<br />
| Flanders Mss<br />
|-<br />
| mfc<br />
| mfca<br />
| College archives<br><br />
|-<br />
|<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
|<br />
| mfcfc<br />
| Coll archives flatcase<br />
|-<br />
|<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
|<br />
| mfclo<br />
| Coll archives lge over<br />
|-<br />
|<br />
| mfcmd<br />
| Coll archives media<br />
|-<br />
|<br />
| mfcov<br />
| Coll archives oversize<br />
|-<br />
|<br />
| mfcpm<br />
| Coll archives pamphlets<br />
|-<br />
|<br />
| mfcre<br />
| Coll archives realia<br />
|-<br />
| mfr<br />
| mfrbm<br />
| Rare bks &amp; Mss<br />
|-<br />
|<br />
| mfrbo<br />
| RB&amp;M broadsides over<br />
|-<br />
|<br />
| mfrbr<br />
| RB&amp;M broadsides<br />
|-<br />
|<br />
| mfrbs<br />
| RB&amp;M mini<br />
|-<br />
|<br />
| mfrfc<br />
| RB&amp;M flatcase<br />
|-<br />
|<br />
| mfrfo<br />
| RB&amp;M flat oversize<br />
|-<br />
|<br />
| mfrlo<br />
| RB&amp;M lge oversize<br />
|-<br />
|<br />
| mfrlp<br />
| Spec Coll LPs<br />
|-<br />
|<br />
| mfrls<br />
| Spec Coll Long Shelf<br />
|-<br />
|<br />
| mfrmd<br />
| RB&amp;M media<br />
|-<br />
|<br />
| mfrmf<br />
| Spec Coll Mss Files<br />
|-<br />
|<br />
| mfrms<br />
| RB&amp;M Mss<br />
|-<br />
|<br />
| mfrov<br />
| RB&amp;M oversize<br />
|-<br />
|<br />
| mfrpm<br />
| RB&amp;M pamphlets<br />
|-<br />
|<br />
| mfrpo<br />
| RB&amp;M Pamphlet oversize<br />
|-<br />
|<br />
| mfrr<br />
| Spec Coll ref<br />
|-<br />
|<br />
| mfrro<br />
| Spec Coll offices<br />
|-<br />
|<br />
| mfrw<br />
| Spec Coll Wall<br />
|-<br />
| mfv<br />
| mfvt<br />
| Vermont coll<br />
|-<br />
|<br />
| mfvtm<br />
| Vt coll maps<br />
|-<br />
|<br />
| mfvto<br />
| Vt coll oversize<br />
|-<br />
|<br />
| mfvtp<br />
| Vt coll pamphlets<br />
|-<br />
|<br />
| mfvtr<br />
| Vt coll locked<br />
|-<br />
|<br />
| mfvts<br />
| Vt coll locked map case<br />
|-<br />
|<br />
| mfvtw<br />
| Vt coll wall (by rm. 105)<br />
|-<br />
| mf<br />
| mfx<br />
| Spec coll exhibit<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|}<br />
<br />
<br />
===== Davis Family Library Stacks =====<br />
<br />
{| style="width: 469px; height: 157px" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mma<br />
| mma<br />
| Stacks (all levels)<br />
|-<br />
| &nbsp;<br />
| mmafc<br />
| Microfiche-main lvl<br />
|-<br />
| &nbsp;<br />
| mmafm<br />
| Microfilm-main lvl<br />
|-<br />
| &nbsp;<br />
| mmao<br />
| Oversize-upper lvl<br />
|-<br />
| &nbsp;<br />
| mmaw<br />
| Wilson media lab<br />
|}<br />
<br />
===== Davis Family Library Browsing =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmb<br />
| mmbc<br />
| Graphic novels<br />
|-<br />
|<br />
| mmbd<br />
| DVD collection<br />
|-<br />
|<br />
| mmbdo<br />
| DVD collection, Oversize<br />
|-<br />
|<br />
| mmbf<br />
| Faculty authors<br />
|-<br />
|<br />
| mmbg<br />
| General browsing<br />
|-<br />
|<br />
| mmbp<br />
| Children's picture books<br />
|-<br />
|<br />
| mmbw<br />
| Browsing wellness<br />
|-<br />
|<br />
| mmby<br />
| Yearbooks<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmbg<br />
| mmbg<br />
| General browsing<br />
|}<br />
<br />
===== Davis Family Library Circ Desk =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 267px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmc<br />
| mmc2<br />
| Room 201<br />
|-<br />
|<br />
| mmcc<br />
| CDs<br />
|-<br />
|<br />
| mmcd<br />
| DVDs<br />
|-<br />
|<br />
| mmce<br />
| Equipment<br />
|-<br />
|<br />
| mmcf<br />
| 16mm<br />
|-<br />
|<br />
| mmci<br />
| Interlibrary loan<br />
|-<br />
|<br />
| mmcl<br />
| Laser discs<br />
|-<br />
|<br />
| mmcp<br />
| Perm reserve<br />
|-<br />
|<br />
| mmcr<br />
| CD-ROMS<br />
|-<br />
|<br />
| mmcs<br />
| Reserves<br />
|-<br />
|<br />
| mmct<br />
| Cassettes<br />
|-<br />
|<br />
| mmcv<br />
| Videocassettes<br />
|-<br />
|<br />
| mmcw<br />
| Software<br />
|-<br />
|<br />
| mmcxe<br />
| Sunderland equipment<br />
|}<br />
<br />
===== Davis Family Library Internet Resources =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| meb<br />
| meb<br />
| Electronic books<br />
|-<br />
| meg<br />
| meg<br />
| Electronic gov docs<br />
|-<br />
| mep<br />
| mep<br />
| Electronic periodicals<br />
|-<br />
| mer<br />
| mer<br />
| Electronic reference<br />
|-<br />
| mev<br />
| mev<br />
| Electronic AV<br />
|}<br />
<br />
===== Davis Family Libary Government Documents =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmg<br />
| mmg<br />
| Gov docs<br />
|-<br />
|<br />
| mmgc<br />
| Gov docs CD-ROMs<br />
|-<br />
|<br />
| mmgf<br />
| Gov docs microfiche<br />
|-<br />
|<br />
| mmgm<br />
| Gov docs maps<br />
|-<br />
|<br />
| mmgo<br />
| Gov docs oversize<br />
|-<br />
|<br />
| mmgr<br />
| Gov docs reference<br />
|-<br />
|<br />
| mmgx<br />
| Gov docs locked<br />
|-<br />
|<br />
| mmgxo<br />
| Gov docs locked oversized<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Language Collections =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mml<br />
| mmla<br />
| Arabic<br />
|-<br />
|<br />
| mmlar<br />
| Arabic reference<br />
|-<br />
|<br />
| mmlc<br />
| Chinese<br />
|-<br />
|<br />
| mmlch<br />
| Chinese reference<br />
|-<br />
|<br />
| mmlco<br />
| Chinese oversize<br />
|-<br />
|<br />
| mmlj<br />
| Japanese<br />
|-<br />
|<br />
| mmljo<br />
| Japanese oversize<br />
|-<br />
|<br />
| mmljr<br />
| Japanese reference<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Offices =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmo<br />
| mmoac<br />
| Acquistions office<br />
|-<br />
|<br />
| mmoco<br />
| Catalog office<br />
|-<br />
|<br />
| mmogd<br />
| Gov docs office<br />
|-<br />
|<br />
| mmoil<br />
| Interlibrary loan office<br />
|-<br />
|<br />
| mmopp<br />
| Pres &amp; processing office<br />
|-<br />
|<br />
| mmore<br />
| Reference office<br />
|-<br />
|<br />
| mmose<br />
| Serials office<br />
|-<br />
|<br />
| mmosy<br />
| Systems office<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Periodicals =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 135px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmp<br />
| mmpb<br />
| Bound periodicals<br />
|-<br />
|<br />
| mmpc<br />
| Current periodicals<br />
|-<br />
|<br />
| mmpfc<br />
| Microfiche periodicals<br />
|-<br />
|<br />
| mmpfm<br />
| Microfilm periodicals<br />
|-<br />
|<br />
| mmpin<br />
| Microform indexes<br />
|-<br />
|<br />
| mmpn<br />
| Current newspapers<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Reference =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmr<br />
| mmr<br />
| Reference<br />
|-<br />
|<br />
| mmrma<br />
| Atlas case<br />
|-<br />
|<br />
| mmrmv<br />
| Map vertical file<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Exhibits =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmx<br />
| mmxc<br />
| CTLR display<br />
|-<br />
|<br />
| mmxl<br />
| Lobby display<br />
|-<br />
|<br />
| mmxr<br />
| Upper reading room<br />
|-<br />
|<br />
| mmxu<br />
| Upper north display<br />
|}<br />
<br />
===== Music =====<br />
<br />
===== Other Locations =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 157px;"<br />
|-<br />
|<br />
|<br />
| '''Non-Library Office Collections'''<br />
|-<br />
| oc<br />
| oca<br />
| Career Services -- Adirondack House<br />
|-<br />
| or<br />
| ora<br />
| Curriculum Center -- Twilight<br />
|-<br />
| os<br />
| osa<br />
| Scott Center -- 135 S. Main<br />
|-<br />
| os<br />
| osr<br />
| Scott Center Ref -- 135 S. Main<br />
|-<br />
|<br />
|<br />
| '''Off-Campus Locations'''<br />
|-<br />
| omill<br />
| omill<br />
| Mills College<br />
|}<br />
<br />
<br> <br> [[#top|Return to top]] <br><br />
<br />
[[Category:Innovative Interfaces]]<br />
[[Category:MIDCAT]]<br />
[[Category:Library]]<br />
[[Category:Millennium]]<br />
[[Category:Location Codes]]<br />
[[Category:LOC_WWWoptions]]<br />
[[Category:WWWoptions]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Middlebury_Guest_Account&diff=38286Middlebury Guest Account2018-10-17T14:50:33Z<p>Bryan Carson: /* What guests will have access to */</p>
<hr />
<div>You can [[Create_Middlebury_Full_Guest_Account|create a new, '''full-featured''' guest account]] using any e-mail account (except @middlebury.edu or @miis.edu addresses). A '''full''' guest is account is required for access to the college resources outlined below. <br><br />
<br />
Just looking for a wireless internet connection and nothing more? You can [[Create Basic Guest Wireless Account|create a '''basic''' guest wireless account]] that is valid for four days. <br><br><br />
<br />
= What guests will have access to =<br />
*The [[Connect_to_Wireless#The_MiddleburyCollege_Wireless_Network|'''MiddleburyCollege''']] wireless network<br />
**This includes access to most library e-resources while in the libraries.<br />
*[[Course Catalog]] (can create schedules, but not email them)<br />
*[[CourseHub]] - Can log in, but cannot see class spaces.<br />
*Commenting on [[WordPress]] (sites.middlebury.edu)<br />
*[[Canvas]] sites open to anyone with a Middlebury login (placement tests)<br />
<br />
= What guests can be given access to =<br />
<br />
You will need to contact a person with a regular Middlebury account and request access.<br />
<br />
*Can be made contributors/authors/editors of [[WordPress]] sites (sites.middlebury.edu)<br />
*Can be made teacher/students of [[Canvas]] sites. (Added directly in Canvas, not via class-groups)<br />
*Can be made editors in [[MediaWiki]] (mediawiki.middlebury.edu)<br />
*Can be granted access to course sites using Canvas. (Added directly in Canvas, not via class-groups)<br />
<br />
= What guest accounts created this way will not have access to =<br />
*Editing in [[Drupal]] (www.middlebury.edu, www.miis.edu, museum.middlebury.edu)<br />
*Creating [[GO]] links<br />
*Creating a [[WordPress]] site.<br />
*Course Hub spaces for courses.<br />
*Public computers (though they can get a daily guest password from the Circulation Desk)<br />
*Printing (though they can purchase [http://www.middlebury.edu/offices/technology/help/technology/printing/accounts#guests_accounts guest printing cards])<br />
*[[MiddFiles]]<br />
*Uploading to [[MiddMedia]]<br />
*Submitting Web Help Desk tickets<br />
<br />
[[Category:Helpdesk]]<br />
[[Category:Helpdesk Documentation]]<br />
[[Category:Public Search]]<br />
[[Category:Guest]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Middlebury_Guest_Account&diff=38285Middlebury Guest Account2018-10-17T14:49:53Z<p>Bryan Carson: /* What guests will have access to */</p>
<hr />
<div>You can [[Create_Middlebury_Full_Guest_Account|create a new, '''full-featured''' guest account]] using any e-mail account (except @middlebury.edu or @miis.edu addresses). A '''full''' guest is account is required for access to the college resources outlined below. <br><br />
<br />
Just looking for a wireless internet connection and nothing more? You can [[Create Basic Guest Wireless Account|create a '''basic''' guest wireless account]] that is valid for four days. <br><br><br />
<br />
= What guests will have access to =<br />
*The [[Connect_to_Wireless#The_MiddleburyCollege_Wireless_Network|'''MiddleburyCollege''']] wireless network<br />
**This includes access to most Library e-resources while in the libraries.<br />
*[[Course Catalog]] (can create schedules, but not email them)<br />
*[[CourseHub]] - Can log in, but cannot see class spaces.<br />
*Commenting on [[WordPress]] (sites.middlebury.edu)<br />
*[[Canvas]] sites open to anyone with a Middlebury login (placement tests)<br />
<br />
= What guests can be given access to =<br />
<br />
You will need to contact a person with a regular Middlebury account and request access.<br />
<br />
*Can be made contributors/authors/editors of [[WordPress]] sites (sites.middlebury.edu)<br />
*Can be made teacher/students of [[Canvas]] sites. (Added directly in Canvas, not via class-groups)<br />
*Can be made editors in [[MediaWiki]] (mediawiki.middlebury.edu)<br />
*Can be granted access to course sites using Canvas. (Added directly in Canvas, not via class-groups)<br />
<br />
= What guest accounts created this way will not have access to =<br />
*Editing in [[Drupal]] (www.middlebury.edu, www.miis.edu, museum.middlebury.edu)<br />
*Creating [[GO]] links<br />
*Creating a [[WordPress]] site.<br />
*Course Hub spaces for courses.<br />
*Public computers (though they can get a daily guest password from the Circulation Desk)<br />
*Printing (though they can purchase [http://www.middlebury.edu/offices/technology/help/technology/printing/accounts#guests_accounts guest printing cards])<br />
*[[MiddFiles]]<br />
*Uploading to [[MiddMedia]]<br />
*Submitting Web Help Desk tickets<br />
<br />
[[Category:Helpdesk]]<br />
[[Category:Helpdesk Documentation]]<br />
[[Category:Public Search]]<br />
[[Category:Guest]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Online_Databases:_Adding_New_Titles_to_SubjectsPlus_%26_Midcat&diff=38283Online Databases: Adding New Titles to SubjectsPlus & Midcat2018-10-15T20:24:40Z<p>Bryan Carson: </p>
<hr />
<div>#When a newly purchased database is licensed and ready for access by Middlebury users, the '''''Subscriptions &amp; E-Resource Coordinator''''' (Arabella Holzapfel) notifies the following staff members, and gives them the '''active URL''' for the new resource:<br />
#*'''''Web Services & Systems Librarian''''' (Bryan Carson)<br />
#*Designated '''''cataloging staff''''' (Michael Warner, Marlena Evans)<br />
#*'''''Head of Collections''''' (Douglas Black). <br><br />
#Web Services & Systems Librarian '''EZproxies''' the database and adds it to LibGuides (A-Z Database List at go/databases/) using the LG link updater, thus creating a persistent URL for a new MIDCAT record.<br><br />
#Web Services & Systems Librarian then '''notifies the designated catalogers''' that the new DB is ezproxied and is in LibGuides.<br><br />
#Cataloger(s) '''import or create a MARC record''', inserting the PURL into the 856 field. (Michael will import and edit any appropriate existing OCLC records. He will notify ??? if a database needs a new record created.)<br><br />
#''Arabella (?)'' '''notifies all Liaisons''' that the new database is in LibGuides DBAZ<br><br />
#When appropriate, the ''Head of Collections (?) ''adds the new database to "'''What's New" and creates a LIS Blog post'''.<br><br />
#Liaisons '''add the new databases to the appropriate Subject Guides''' as soon as possible.<br><br />
<br />
<br><br />
<br />
[[Category:Workflow]]<br />
[[Category:Databases]]<br />
[[Category:LibGuides]]<br />
[[Category:Documentation]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Online_Databases:_Adding_New_Titles_to_SubjectsPlus_%26_Midcat&diff=38282Online Databases: Adding New Titles to SubjectsPlus & Midcat2018-10-15T20:20:56Z<p>Bryan Carson: </p>
<hr />
<div>#When a newly purchased database is licensed and ready for access by Middlebury users, the '''''Subscriptions &amp; E-Resource Coordinator''''' (Arabella Holzapfel) notifies the following staff members, and gives them the '''active URL''' for the new resource:<br />
#*'''''Web Services & Systems Librarian''''' (Bryan Carson)<br />
#*Designated '''''cataloging staff''''' (Michael Warner, Marlena Evans)<br />
#*'''''Head of Collections''''' (Douglas Black). <br><br />
#Web Services & Systems Librarian '''EZproxies''' the database and adds it to SubjectsPlus, thus creating a persistent URL for a new MIDCAT record.<br><br />
#Web Services & Systems Librarian then '''notifies the designated catalogers''' that the new DB is ezproxied and is in SubjectsPlus.<br><br />
#Cataloger(s) '''import or create a MARC record''', inserting the PURL into the 856 field. (Michael will import and edit any appropriate existing OCLC records. He will notify Richard if a database needs a new record created.)<br><br />
#''Head of Collections (?)'' '''notifies all Liaisons''' that the new database is in SubsPlus<br><br />
#When appropriate, the ''Head of Collections (?) ''adds the new database to "'''What's New" and creates a LIS Blog post'''.<br><br />
#Liaisons '''add the new databases to the appropriate Subject Guides''' as soon as possible.<br><br />
<br />
<br><br />
<br />
[[Category:Workflow]]<br />
[[Category:Databases]]<br />
[[Category:LibGuides]]<br />
[[Category:Documentation]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Online_Databases:_Adding_New_Titles_to_SubjectsPlus_%26_Midcat&diff=38281Online Databases: Adding New Titles to SubjectsPlus & Midcat2018-10-15T20:20:11Z<p>Bryan Carson: </p>
<hr />
<div>#When a newly purchased database is licensed and ready for access by Middlebury users, the '''''Subscriptions &amp; E-Resource Coordinator''''' (Arabella Holzapfel) notifies the following staff members, and gives them the '''active URL''' for the new resource:<br />
#*'''''Web Services & Systems Librarian''''' (Bryan Carson)<br />
#*Designated '''''cataloging staff''''' (Michael Warner, Marlena Evans)<br />
#*'''''Head of Collections and Digital Initiatives''''' (Rebekah Irwin). <br><br />
#Web Services & Systems Librarian '''EZproxies''' the database and adds it to SubjectsPlus, thus creating a persistent URL for a new MIDCAT record.<br><br />
#Web Services & Systems Librarian then '''notifies the designated catalogers''' that the new DB is ezproxied and is in SubjectsPlus.<br><br />
#Cataloger(s) '''import or create a MARC record''', inserting the PURL into the 856 field. (Michael will import and edit any appropriate existing OCLC records. He will notify Richard if a database needs a new record created.)<br><br />
#''Head of Collections (?)'' '''notifies all Liaisons''' that the new database is in SubsPlus<br><br />
#When appropriate, the ''Head of Collections (?) ''adds the new database to "'''What's New" and creates a LIS Blog post'''.<br><br />
#Liaisons '''add the new databases to the appropriate Subject Guides''' as soon as possible.<br><br />
<br />
<br><br />
<br />
[[Category:Workflow]]<br />
[[Category:Databases]]<br />
[[Category:LibGuides]]<br />
[[Category:Documentation]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Bib_%26_Item_Locations_%26_Abbreviations&diff=37781Bib & Item Locations & Abbreviations2018-07-06T18:22:26Z<p>Bryan Carson: /* Special Collections */</p>
<hr />
<div>[[Innovative (Millennium)|&lt;&lt; Back to Innovative (Millennium)]]<br>[[Cataloging|&lt;&lt; Back to Cataloging]]<br />
<br />
<div class="content"></div><br />
<br />
===== Armstrong Library =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 355px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| maa<br />
| maa<br />
| Armstrong stacks<br />
|-<br />
|<br />
| maaov<br />
| Armstrong oversize<br />
|-<br />
|<br />
| maalo<br />
| Armstrong large oversize<br />
|-<br />
| mar<br />
| mar<br />
| Armsstrong reference<br />
|-<br />
| map<br />
| mapb<br />
| Armstrong bd periodicals<br />
|-<br />
|<br />
| mapc<br />
| Armstrong curr periodicals<br />
|-<br />
|<br />
| mapfm<br />
| Armstrong microfilm<br />
|-<br />
|<br />
| mapfc<br />
| Armstrong microfiche<br />
|-<br />
| mag<br />
| mag<br />
| Armstrong gov docs<br />
|-<br />
|<br />
| magov<br />
| Armstrong gdocs oversize<br />
|-<br />
| mam<br />
| mam<br />
| Armstrong maps case<br />
|-<br />
| mac<br />
| macd<br />
| Armstrong circ desk<br />
|-<br />
|<br />
| mace<br />
| Armstrong equipment<br />
|-<br />
| mas<br />
| macs<br />
| Armstrong reserves<br />
|-<br />
| mar<br />
| marlg<br />
| GIS lab Bi Hall<br />
|}<br />
<br />
===== Davison (Breadloaf) =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 108px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| md<br />
| mda<br />
| Davison-Breadloaf<br />
|-<br />
|<br />
| mdp<br />
| Davison periodicals<br />
|-<br />
|<br />
| mdr<br />
| Davison reference<br />
|-<br />
|<br />
| mds<br />
| Davison reserves<br />
|}<br />
<br />
===== Special Collections =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 1037px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mfa<br />
| mfab<br />
| Abernethy collection<br />
|-<br />
|<br />
| mfaba<br />
| Abernthey library<br />
|-<br />
|<br />
| mfabf<br />
| Aber flat oversize<br />
|-<br />
|<br />
| mfabl<br />
| Aber broadsides lge oversize<br />
|-<br />
|<br />
| mfabo<br />
| Aber broadsides oversize<br />
|-<br />
|<br />
| mfabr<br />
| Aber broadsides<br />
|-<br />
|<br />
| mfafc<br />
| Aber flatcase<br />
|-<br />
|<br />
| mfalo<br />
| Aber lge oversize<br />
|-<br />
|<br />
| mfamd<br />
| Aber media<br />
|-<br />
|<br />
| mfaov<br />
| Aber oversize<br />
|-<br />
|<br />
| mfapl<br />
| Aber pamphlet lge over<br />
|-<br />
|<br />
| mfapm<br />
| Aber pamphlet<br />
|-<br />
|<br />
| mfapo<br />
| Aber pamphlet over<br />
|-<br />
|<br />
| mfapr<br />
| Aber periodicals<br />
|-<br />
| mff<br />
| mffl<br />
| Flanders coll<br />
|-<br />
|<br />
| mffs<br />
| Flanders Mini<br />
|-<br />
|<br />
| mffms<br />
| Flanders Mss<br />
|-<br />
| mfc<br />
| mfca<br />
| College archives<br><br />
|-<br />
|<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
|<br />
| mfcfc<br />
| Coll archives flatcase<br />
|-<br />
|<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
|<br />
| mfclo<br />
| Coll archives lge over<br />
|-<br />
|<br />
| mfcmd<br />
| Coll archives media<br />
|-<br />
|<br />
| mfcov<br />
| Coll archives oversize<br />
|-<br />
|<br />
| mfcpm<br />
| Coll archives pamphlets<br />
|-<br />
|<br />
| mfcre<br />
| Coll archives realia<br />
|-<br />
| mfr<br />
| mfrbm<br />
| Rare bks &amp; Mss<br />
|-<br />
|<br />
| mfrbo<br />
| RB&amp;M broadsides over<br />
|-<br />
|<br />
| mfrbr<br />
| RB&amp;M broadsides<br />
|-<br />
|<br />
| mfrbs<br />
| RB&amp;M mini<br />
|-<br />
|<br />
| mfrfc<br />
| RB&amp;M flatcase<br />
|-<br />
|<br />
| mfrfo<br />
| RB&amp;M flat oversize<br />
|-<br />
|<br />
| mfrlo<br />
| RB&amp;M lge oversize<br />
|-<br />
|<br />
| mfrlp<br />
| Spec Coll LPs<br />
|-<br />
|<br />
| mfrls<br />
| Spec Coll Long Shelf<br />
|-<br />
|<br />
| mfrmd<br />
| RB&amp;M media<br />
|-<br />
|<br />
| mfrmf<br />
| Spec Coll Mss Files<br />
|-<br />
|<br />
| mfrms<br />
| RB&amp;M Mss<br />
|-<br />
|<br />
| mfrov<br />
| RB&amp;M oversize<br />
|-<br />
|<br />
| mfrpm<br />
| RB&amp;M pamphlets<br />
|-<br />
|<br />
| mfrpo<br />
| RB&amp;M Pamphlet oversize<br />
|-<br />
|<br />
| mfrr<br />
| Spec Coll ref<br />
|-<br />
|<br />
| mfrro<br />
| Spec Coll offices<br />
|-<br />
|<br />
| mfrw<br />
| Spec Coll Wall<br />
|-<br />
| mfv<br />
| mfvt<br />
| Vermont coll<br />
|-<br />
|<br />
| mfvtm<br />
| Vt coll maps<br />
|-<br />
|<br />
| mfvto<br />
| Vt coll oversize<br />
|-<br />
|<br />
| mfvtp<br />
| Vt coll pamphlets<br />
|-<br />
|<br />
| mfvtr<br />
| Vt coll locked<br />
|-<br />
|<br />
| mfvts<br />
| Vt coll locked map case<br />
|-<br />
|<br />
| mfvtw<br />
| Vt coll wall (by rm. 105)<br />
|-<br />
| mf<br />
| mfx<br />
| Spec coll exhibit<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|}<br />
<br />
===== Davis Family LibraryStacks =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 469px; height: 157px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mma<br />
| mma<br />
| Stacks (all levels)<br />
|-<br />
|<br />
| mmafc<br />
| Microfiche-main lvl<br><br />
|-<br />
|<br />
| mmafm<br />
| Microfilm-main lvl<br />
|-<br />
|<br />
| mmao<br />
| Oversize-upper lvl<br />
|-<br />
|<br />
| mmaw<br />
| Wilson media lab<br />
|}<br />
<br />
===== Davis Family Library Browsing =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmb<br />
| mmbc<br />
| Graphic novels<br />
|-<br />
|<br />
| mmbd<br />
| DVD collection<br />
|-<br />
|<br />
| mmbdo<br />
| DVD collection, Oversize<br />
|-<br />
|<br />
| mmbf<br />
| Faculty authors<br />
|-<br />
|<br />
| mmbg<br />
| General browsing<br />
|-<br />
|<br />
| mmbp<br />
| Children's picture books<br />
|-<br />
|<br />
| mmbw<br />
| Browsing wellness<br />
|-<br />
|<br />
| mmby<br />
| Yearbooks<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmbg<br />
| mmbg<br />
| General browsing<br />
|}<br />
<br />
===== Davis Family Library Circ Desk =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 267px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmc<br />
| mmc2<br />
| Room 201<br />
|-<br />
|<br />
| mmcc<br />
| CDs<br />
|-<br />
|<br />
| mmcd<br />
| DVDs<br />
|-<br />
|<br />
| mmce<br />
| Equipment<br />
|-<br />
|<br />
| mmcf<br />
| 16mm<br />
|-<br />
|<br />
| mmci<br />
| Interlibrary loan<br />
|-<br />
|<br />
| mmcl<br />
| Laser discs<br />
|-<br />
|<br />
| mmcp<br />
| Perm reserve<br />
|-<br />
|<br />
| mmcr<br />
| CD-ROMS<br />
|-<br />
|<br />
| mmcs<br />
| Reserves<br />
|-<br />
|<br />
| mmct<br />
| Cassettes<br />
|-<br />
|<br />
| mmcv<br />
| Videocassettes<br />
|-<br />
|<br />
| mmcw<br />
| Software<br />
|-<br />
|<br />
| mmcxe<br />
| Sunderland equipment<br />
|}<br />
<br />
===== Davis Family Library Internet Resources =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| meb<br />
| meb<br />
| Electronic books<br />
|-<br />
| meg<br />
| meg<br />
| Electronic gov docs<br />
|-<br />
| mep<br />
| mep<br />
| Electronic periodicals<br />
|-<br />
| mer<br />
| mer<br />
| Electronic reference<br />
|-<br />
| mev<br />
| mev<br />
| Electronic AV<br />
|}<br />
<br />
===== Davis Family Libary Government Documents =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmg<br />
| mmg<br />
| Gov docs<br />
|-<br />
|<br />
| mmgc<br />
| Gov docs CD-ROMs<br />
|-<br />
|<br />
| mmgf<br />
| Gov docs microfiche<br />
|-<br />
|<br />
| mmgm<br />
| Gov docs maps<br />
|-<br />
|<br />
| mmgo<br />
| Gov docs oversize<br />
|-<br />
|<br />
| mmgr<br />
| Gov docs reference<br />
|-<br />
|<br />
| mmgx<br />
| Gov docs locked<br />
|-<br />
|<br />
| mmgxo<br />
| Gov docs locked oversized<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Language Collections =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mml<br />
| mmla<br />
| Arabic<br />
|-<br />
|<br />
| mmlar<br />
| Arabic reference<br />
|-<br />
|<br />
| mmlc<br />
| Chinese<br />
|-<br />
|<br />
| mmlch<br />
| Chinese reference<br />
|-<br />
|<br />
| mmlco<br />
| Chinese oversize<br />
|-<br />
|<br />
| mmlj<br />
| Japanese<br />
|-<br />
|<br />
| mmljo<br />
| Japanese oversize<br />
|-<br />
|<br />
| mmljr<br />
| Japanese reference<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Offices =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmo<br />
| mmoac<br />
| Acquistions office<br />
|-<br />
|<br />
| mmoco<br />
| Catalog office<br />
|-<br />
|<br />
| mmogd<br />
| Gov docs office<br />
|-<br />
|<br />
| mmoil<br />
| Interlibrary loan office<br />
|-<br />
|<br />
| mmopp<br />
| Pres &amp; processing office<br />
|-<br />
|<br />
| mmore<br />
| Reference office<br />
|-<br />
|<br />
| mmose<br />
| Serials office<br />
|-<br />
|<br />
| mmosy<br />
| Systems office<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Periodicals =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 135px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmp<br />
| mmpb<br />
| Bound periodicals<br />
|-<br />
|<br />
| mmpc<br />
| Current periodicals<br />
|-<br />
|<br />
| mmpfc<br />
| Microfiche periodicals<br />
|-<br />
|<br />
| mmpfm<br />
| Microfilm periodicals<br />
|-<br />
|<br />
| mmpin<br />
| Microform indexes<br />
|-<br />
|<br />
| mmpn<br />
| Current newspapers<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Reference =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmr<br />
| mmr<br />
| Reference<br />
|-<br />
|<br />
| mmrma<br />
| Atlas case<br />
|-<br />
|<br />
| mmrmv<br />
| Map vertical file<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Exhibits =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmx<br />
| mmxc<br />
| CTLR display<br />
|-<br />
|<br />
| mmxl<br />
| Lobby display<br />
|-<br />
|<br />
| mmxr<br />
| Upper reading room<br />
|-<br />
|<br />
| mmxu<br />
| Upper north display<br />
|}<br />
<br />
===== Music =====<br />
<br />
===== Other Locations =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 157px;"<br />
|-<br />
|<br />
|<br />
| '''Non-Library Office Collections'''<br />
|-<br />
| oc<br />
| oca<br />
| Career Services -- Adirondack House<br />
|-<br />
| or<br />
| ora<br />
| Curriculum Center -- Twilight<br />
|-<br />
| os<br />
| osa<br />
| Scott Center -- 135 S. Main<br />
|-<br />
| os<br />
| osr<br />
| Scott Center Ref -- 135 S. Main<br />
|-<br />
|<br />
|<br />
| '''Off-Campus Locations'''<br />
|-<br />
| omill<br />
| omill<br />
| Mills College<br />
|}<br />
<br />
<br> <br> [[#top|Return to top]] <br><br />
<br />
[[Category:Innovative Interfaces]]<br />
[[Category:MIDCAT]]<br />
[[Category:Library]]<br />
[[Category:Millennium]]<br />
[[Category:Location Codes]]<br />
[[Category:LOC_WWWoptions]]<br />
[[Category:WWWoptions]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=ILL_Procedures&diff=37685ILL Procedures2018-06-20T17:03:34Z<p>Bryan Carson: /* Atlas Documentation */</p>
<hr />
<div>= '''Interlibrary Loan Procedures''' =<br />
<br />
<br />
== Atlas Documentation ==<br />
*[https://prometheus.atlas-sys.com/display/illiad86/ILLiad+Quick+Tutorials ILLiad Tutorial Guide]<br />
*[https://prometheus.atlas-sys.com/display/illiad/ILLiad+User+Guides ILLiad User Guide]<br />
<br />
== Borrowing ==<br />
<br />
=== Clearing Copyright ===<br />
<br />
*In ILLiad - Main - Borrowing click on&nbsp;'Awaiting Copyright Clearance' or use the 'Process Copyright' button in the Borrowing tab.<br />
*Check that all request have a ISSN or OCLC number: click on individual request to open and search OCLC if the request is missing information. (Rapid needs either the ISSN or OCLC number to match the request against it's database.)<br />
<br />
*Transactions that need to be cleared through copyright are displayed in the top grid.&nbsp; Articles published more than five years ago can be automatically cleared:<br />
<br />
*Select 'Auto Select No Problem'. The system automatically selects transactions that no longer require copyright fees. Then click 'No Problem' to clear.<br />
<br />
*Five articles per journal per year (newer than five years old) are allowed before&nbsp;copyright kicks in. Compare Journal titles for newer articles with the Copyright list. Titles listed in the copyright list,located in the upper right pane, require copytight payment.<br />
<br />
::-Items not listed may be cleared.&nbsp; Highlight record and select 'No problem.'<br />
<br />
*The Copyright Payment Information pane is in the lower right corner. To pay copyright, search the journal using the seach buttons, select the proper journal from your search results, then click the 'Save CCC Information' button to attach the copyright payment information to the request.&nbsp;&nbsp;<br />
<br />
::-If the copyright fee exceeds $30.00,&nbsp;search for the article on-line, and determine if it can be provided through the publisher for less.&nbsp; Click 'Doc Provider' to route the request for puchase by the publisher or another Document Provider such as the British Library (BRI).<br />
<br />
&nbsp;<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Clearing+Copyright ILLiad Documentation: Copyright]<br><br />
<br />
Video Training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html]<br />
<br />
=== Processing/Ordering Borrowing Requests ===<br />
<br />
Begin by going to 'Awaiting Request Processing'<br />
<br />
*Organize/Adjust the list of requests to view important information. Double click to open request. Review for notes.<br />
<br />
*Click the 'OCLC'&nbsp;tab (Alt-2).&nbsp; System will automatically search. Locate matching OCLC&nbsp;record, or try another search.&nbsp;&nbsp;Click on a line record to select a request, double-click to view.<br />
<br />
*Use (Control-h) or the top of the 'Holdings' button&nbsp;to search holdings.&nbsp; If you cannot find a lender, select “All” under bottom of Holdings button.<br />
<br />
*Modify default lending string as needed.&nbsp; Double click on lender codes to create a lender string. Drag codes up or down to change order.<br />
<br />
*Use 'Create Work Form' (alt-w) to&nbsp;populate&nbsp;OCLC&nbsp;request.&nbsp;Add any notes or appy Constant Data as needed.&nbsp;<br />
<br />
*Click 'Send Request' to send the OCLC&nbsp;request.&nbsp;<br />
<br />
*Back in the ILLiad 'Detail' tab click 'Request Sent' to save information and update ILLiad status.<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Searching+and+Sending+Requests ILLiad Documentation: Searching and sending Requests]<br />
<br />
If auto search selects record with few holdings, or only foreign holdings try other searches to locate better OCLC record.<br />
<br />
Remove accents from OCLC searches, they are not understood by the system. Ex. "Si Versailles m'était conté" or "Si Versailles m'e´tait conte´" should be searched as: Si Versailles m'etait conte<br />
<br />
<br><br />
==== Awaiting RAPID Local Request Processing ====<br />
1. Search in z39.50. If we have it AS HARD COPY, copy information and cancel. Select appropriate cancellation reason.<br />
<br />
2. Find as PDF. Save as TN# and send to electronic articles folder. (ELECdel) Check to ensure readability in PDF viewer tab. Send e-mail as Delivered to Web.<br />
<br />
3. Can't find at all? Route to "Awaiting RAPID local sending" (This queue means Rapid will order it even though they think we own it)<br />
<br />
==== Specialized Ordering:&nbsp; ====<br />
<br />
Specialized ordering is done in a variety of ways and requires extra steps to process the request.&nbsp; Materials ordered&nbsp;in any of these&nbsp;ways may take longer to arrive at Middlebury.<br />
<br />
*Audio and Video<br />
*Microfilm<br />
*Thesis/Dissertations<br />
*Generic Request with Special message<br />
*Prepayment requests<br />
<br />
*Loans from Foreign Countries<br />
More Libraries from foreign countries are signing up as suppliers in OCLC. Suppliers codes appear in uppercase in ILLiad's OCLC interface.<br />
<br />
Loans should be carefully searched for alternate OCLC records first. If only foreign locations exist review for OCLC suppliers, and check web for purchase options. If inexpensive and available in US, send POD e-mail to Acq.<br />
IF OCLC suppliers are familiar order via OCLC. If not, send e-mail to patron "Requested Material Held Abroad" warning patron of the time involved(4-6 weeks or more) for requesting/shipping.<br />
If all codes are lowercase/non-supplier, review for familiar codes. Refer to "Alternate Ordering Methods" spreadsheet for information on ordering options. Look at OCLC Policy Directory for Library contact information, or search web for contact e-mail.<br />
<br />
===== Blank Work Forms: =====<br />
If you know a OCLC lender for an item but are unable to find a matching OCLC record you can use a 'Blank Work Form - OCLC Loan/Article' form to place the request.<br />
*Open the request.<br />
*Click on the lower OCLC tab.<br />
*Click on the 'Blank Work Form' button, and then select OCLC Loan or OCLC Article depending on your request. This will pull in the the information from ILLiad to fill in a blank OCLC request form.<br />
*Add the lenderstring manually.<br />
*If you are placing a thesis request, remember to also apply the Constant Data 'Dissert' to the request before sending it.<br />
*Send as you would a normal OCLC request.<br />
<br />
===== To order from non-supplier: =====<br />
*Copy selected code and e-mail address into note field. Indicate in note you are sending e-mail request.<br />
*Copy OCLC number into Bib Number/OCLC number field.<br />
*Add the selected code into Lender String and follow it with a comma, and the method used to place the request. ex: '''mdy,email''' or '''stf,webrequest'''<br />
*Send e-mail "E-mail ILL Request to Lender" (Paste Lender's email into 'TO' address before sending.)<br />
<br />
<br />
===== Non OCLC Requests: =====<br />
<br />
Requesting from Non-Supplying OCLC Lenders:<br />
:* Locate OCLC record, and select lowercase OCLC code.<br />
:* 'Copy Information' from the selected OCLC record into your request, (the OCLC # will be copied into in the Bib Number/ OCLC Number field).<br />
:* Change System ID to Other: "OTH".<br />
:* Add a note containing the OCLC code and e-mail address: esw: ill-ub@unibas.ch (Indicate in note you are sending e-mail request.)<br />
:* Add '*' and the selected OCLC code into the ‘Lending String’ field: *esw<br />
:* Send e-mail "E-mail ILL Request to Lender" (paste Lender's email into 'TO' address before sending).<br />
<br />
Or<br />
<br />
:*Complete web request, transfer information from web page to ILLiad.<br />
::* If the request generates a request number, (ex: nlm, stf) add it to the ‘Record Number’ field.<br />
:*Send request with "Request Sent" button.<br />
<br />
<br />
*Purchase from Document Provider<br><br />
=====POD (Purchase on Demand) request=====<br />
When the following criteria are met, ILL immediately passes a request to Acquisitions for purchase.<br />
:*Send E-Mail -- POD: Request to Acq.for Purchase Consideration. (e-mails sent to libacqreq@middlebury.edu)<br />
POD Criteria:<br />
*ILL Request from Faculty + Staff or students<br />
*Books or DVDs (CDs?)<br />
*Recent publication (within current or preceding year) OR<br />
*Unfillable via ILL as defined by: two request passes, or up to 10 lenders refused request.<br />
*Purchase price less then $100, as found on web, Amazon preferred.<br />
<br />
=====Get it Now=====<br />
‘Get it Now’ is a purchase alternative to Interlibrary loan. It can be used it if we are having trouble getting an article through ILL (Rapid or OCLC), if a patron has requested SUPER expedited service, or is in need of purchase quality (Color PDF). ‘Get it Now’ is not available for all articles; when it is an option the ‘Get it Now’ tab will appear in the Borrowing request for ILL staff.<br />
<br />
To order from ‘Get it Now’:<br />
*Click on the ‘Get it Now’ tab in an open Borrowing request.<br />
*Confirm you are looking at the correct request information.<br />
*Scroll down, accept the ‘terms and conditions’.<br />
*Click on ‘Accept’ to place the order: (Order information will be automatically copied into the ILLiad request form).<br />
*Back at the main request (detail tab), save changes and send the request.<br />
<br />
The article should be delivered via Odyssey within 8 hours.<br />
<br />
<br><br />
<br />
<br />
<br />
=== Cancelled by Customer ===<br />
<br />
Open request from the 'Cancelled by Customer' queue. Check to see if the request has been ordered. If no request was ever placed, cancel the request using the 'Cancelled by Customer' option. If there is an OCLC request, check the status.<br />
<br />
For items with 'Shipped' status:<br />
:* Send E-Mail > No cancellation allowed. (Item has already been shipped to Middlebury.)<br />
<br />
For items with 'In Process' status:<br />
:* Type the code of the lender currently reviewing the request into the Lender field.<br />
:* Use the 'three dot button' (Show Lender) to find the Lending department e-mail.<br />
:* Highlight and copy e-mail address. Close Address window.<br />
:* Remove lender code from Lender field and save.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
For items with 'Pending' status.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Cancel the request using the 'Cancelled by Customer' option.<br />
<br />
For items ordered by E-mail instead of OCLC.<br />
:* Copy e-mail from notes.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
=== Conditionals ===<br />
<br />
Condtional messages in ILLiad are question, restrictions, or information about the request provided by the potential lending library.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Conditional Processing' queue, and selecting the request.&nbsp;Look for the message from the Lender in the note field in the request.&nbsp; To reply to the conditional message you have two basic options, 'Yes' or 'No', with the option of including more information with a 'yes' answer.<br />
*Click the OCLC tab to view the OCLC ribbon. Click the Show Request icon to open the OCLC Request form for viewing before responding Yes or No to the conditional request.&nbsp; (The Yes/No Conditional icons are located on this OCLC ribbon as well as on the OCLC Request Form. You can say No here without opening the OCLC&nbsp;request form, but clicking yes, will open the OCLC form for further processing.<br />
*a 'Yes' answer, indicates you agree to any Lender conditions, you have answered any Lender questions, or you have corrected the request citation.&nbsp; The detailed response should be written into the Borrower note field.&nbsp; make any other&nbsp;changes, such as to the shipping, or IFM fields, before saving and clicking on 'Yes.'<br />
*a 'No' response bumps the request to the next lender in the Lender string.<br />
*or delete the entire OCLC request.<br />
<br />
<br><br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals]<br />
<br />
=== Unfilleds ===<br />
<br />
The Unfilled OCLC status contains requests that have not been able to be filled by any of the potential lenders in the string, these items can be found in ILLiad in the 'Awaiting Unfilled Processing' queue.&nbsp; Unfilled request need to be requested again (in OCLC&nbsp;or an alternate&nbsp;system), or cancelled.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Unfilled Processing' queue, and selecting the request. Review note fields for patron and staff notes. Look at the History tab to to view the Lenders 'Reasons for No' for hints as to why the previous request failed. Search using the Google tab to improve bad citations.<br />
<br />
Depending on the request and your remaining options, you may:<br />
<br />
::•re-request the item from other potential lenders in OCLC from the same OCLC&nbsp;record.&nbsp;<br />
::•re-request the item from other potential lenders in OCLC from a new OCLC&nbsp;record.&nbsp;<br />
::•re-request the item in a different system. (Consider POD if applicable.)<br />
::•cancel the request and inform the customer that you were unable to borrow the requested item.<br />
<br />
=== Processing incoming Borrowing items ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
(For loans and for articles in paper form)&nbsp;<br><br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Check in from Lending Library'&nbsp;<br />
<br />
'''3.''' Enter the TN # or the ILL # in to the Search box in the ribbon and click the 'magnifying glass' or the 'Enter' button to search.&nbsp; Confirm you are looking at the correct record, (you may have to select from a list of options if multiple records match your search).<br />
<br />
'''4.''' Review and fill in the following:<br />
<br />
:*note any restrictions from the request notes, such as “Library use only”.&nbsp; Select restriction check boxes as needed.&nbsp; (Set aside 'In Library Use Only' items to be processed as a group for easy printing onto pink paper.)<br />
:*identify if it’s a Loan or an Article<br />
:*who the Lender is, select the proper return address<br />
:*the Due Date (FOR LOANS ONLY)<br />
:*the type of Material<br />
:*the '''number of pieces''' (One band will print for each)<br />
<br />
'''5.''' Click ‘Check In’&nbsp;&nbsp; Repeat for each Book.&nbsp; When you are finished, close the 'Check in from Lending Libray' tab.<br />
<br />
'''6.''' Print Book-Bands (for Loans only):&nbsp;<br />
<br />
:*Select the upper Borrowing tab above the ribbon. Click on the tob half of the&nbsp;'Print Receives' button.<br />
:*Select the Lib250green printer for regular checkin, Lib250pink for 'In Library Use Only' items<br />
:*Make sure the 'View merged documents before printing' box is checked.<br />
<br />
:Word document should open automatically. Print. Fold slips in half lengthwise.<br />
<br />
==== Adding ILLs into Sierra for Circulation. ====<br />
<br />
'''1.''' Open Sierra and enter the following as requested:<br />
<br />
:::Username:<br />
:::Password:<br />
<br />
<br />
'''2.''' In the dropdown FUNCTION menu, select the Catalog function:<br />
:*Type in: ill book (Hit “enter” or the “Search” Button)<br />
:*Select: Ill Book (borrowed)<br />
<br />
'''3.''' Hit “Attach New Item” button <br />
<br />
'''4.''' Fill in the following information:<br />
:*b&nbsp; Barcode: scan in the white Barcode sticker from ILL book-band.&nbsp; (Watch to make sure entire barcode has been entered.)<br />
:*v&nbsp; Volume: click with mouse beyond the “TN:” (or right-arrow three times) and scan the TN: barcode.<br />
:*c&nbsp; Call No.: type or paste in the title of the ILL book. (The title can be copied from ILLiad record.) :Press “enter” or click on “”Next” to complete field.<br />
<br />
'''5.''' Hit the “Save” Icon to complete the item record.<br />
<br />
'''6.''' Click on the “Summary” Tab to return to the Ill Book (Borrowing) Bib. Record.<br />
<br />
'''7.''' Close ILL Book (Borrowing) record when finished adding items.<br><br />
<br />
Once bookslips have been entered into Sierra they can be wrapped around the ILL.&nbsp; Do NOT tape to the item, use paper strips to band larger items.<br />
<br />
Scan all banded items in Sierra Circ - check-in function to confirm that records exist.<br><br />
<br />
==== Contact Customers ====<br />
<br />
'''1.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Contact Customers'<br />
<br />
'''2.''' In Customer Contact: Click on “Start Automatic E-mail” button.<br />
<br />
'''3.''' Phone any patrons left on list after e-mails have been sent.<br />
::-Double click on line after phone call to mark it “Notified by Phone”<br />
<br />
'''4.''' Close Customer Contact window when all patrons have been notified.<br />
<br />
==== Check-out items to Patrons ====<br />
<br />
'''1.''' Refresh ILLiad by clicking on the blue turning arrows in the top left.<br />
<br />
'''2.''' Click on the lower tab&nbsp; 'Main'<br />
:*Double click on the queue 'Customer Notified via E-Mail'&nbsp; to open.<br />
:*Highlight all requests (Ctrl-A) and&nbsp;click on 'Route' in the Ribbon menu, and select&nbsp;'Checked Out to Customer' from the drop down list.<br />
:*You will be asked to confirm manual status change. Click 'Yes.'<br />
<br />
'''3.''' Repeat for any items in the 'Customer Notified via Phone' queue.<br />
<br />
==== Deliver items to Circulation for the Hold-Shelf ====<br />
<br />
'''1.''' Separate Armstrong pick-up items and band together. Drop on&nbsp;Armstrong courier bin shelf.&nbsp;<br />
::-In Summer, place any&nbsp;items for Davison Library in Bread Loaf&nbsp;courier&nbsp;at Circ.<br />
'''2.''' Deliver remaining ILL&nbsp;items (on ILL Check-in cart) to Circulation Supervisor.&nbsp;<br />
<br />
'''3.''' Stop and let the Circ. Supervisor know you’ve delivered the cart.<br />
<br />
==== Electronic Delivery ====<br />
<br />
'''1.''' Select Receives – Electronic Delivery Processing<br />
<br />
'''2.''' In the “Electronic Delivery” Window:<br />
:*Check for records to be processed, if there are no files to be processed, then the new files must be pulled in from Odyssey.<br />
:::-Click on the “Process Electronic Delivery Files” Button.<br />
:::::Article files are processed from top to bottom, view any article&nbsp;in a&nbsp;list by clicking on it.<br />
:::-In the first box 'No ILL&nbsp;Number Match,' match the Files by TN#s or ILL#s. (Do Not Use the TN: number from Lender forms to match unless located in “Verified” field.)&nbsp;<br />
:::*Locate TN or ILL number from image of article.<br />
:::*Type the identified TN# or the ILL# into the appropriate blank field.<br />
:::*Click the “Match ILL Number” Button, in ribbon at top of the&nbsp;to match the file with its TN#.&nbsp;&nbsp;(If number does not match more research may be needed. Requests will not match unless they are at “Request Sent” status in ILLiad.&nbsp;Articles without identifying #s need to be searched under “Edit Request”)<br />
<br />
:*In the second box 'No Ariel Lender Match', match the files with the lender—(Most will skip this box.)<br />
<br />
:::-Look for the lender’s three letter code, in a lending string it follows the “*”. We for example are MDY (Middlebury College)<br />
:::-Click on the circle of the Lender who sent the Article.<br />
:::-Click on the “Attach Lender Info” button in the upper ribbon.&nbsp; (The file will move&nbsp;to the review box.)<br />
<br />
<br>'''3.''' In the third box 'Review', review the article for completeness and flip pages.<br />
<br />
:*Review article, check to make sure all pages are there, and complete.<br />
:*Flip pages as needed.&nbsp; Pages that are not right side up can be flipped upright using the rotate button.&nbsp;Flip multiple pages by clicking on the drop-down menu and highlighting the type of flip you want.&nbsp;(Do NOT flip sideways pages upright.)<br />
:*When article has been properly checked, click on “Deliver” button to send article to patron.&nbsp;<br />
Articles that go to the Print box can be dragged to the Review box for processing there. Review patron information to ensure Electronic delivery of articles has been selected.<br />
<br />
<br><br />
<br />
'''4.''' If you do not have a good quality complete file, a re-send request must be sent.<br />
<br />
:*Rapid resends are sent via RapidILL&nbsp;web page:&nbsp; [https://rapid2.library.colostate.edu/Ill/Login.aspx https://rapid2.library.colostate.edu/Ill/Login.aspx]&nbsp; In Borrowing dropdown menu select 'Resend.' Paste in the Rapid/ILL number and type in the reason for a resend. Click the green 'Submit' button to place the resend request with the Rapid Lending Library. Note placing the resend request in the ILLiad request. [https://rapid2.library.colostate.edu/Ill/Resend 'Link to Rapid's Resend web form.'] <br />
:*Email resends can be sent via ILLiad custom e-mail form.&nbsp; Search in ILLiad by TN, and send 'E-mail ILL Resend Request to Lender' email.&nbsp; (Lender e-mail address required, and must be manually pasted into email 'To' field.)<br />
<br />
<br />
<br><br />
<br />
Video training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html]&nbsp;<br />
<br />
=== Branch Library Check-in/Notify Customers ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the lower half of the button 'Contact Customers' and select 'In Transit Items Received' from the menu that appears.[[File:In_Transit.JPG]]<br />
<br />
'''3.''' In the 'Batch Process Transit Items' window check for the 'Auto Process' button to be on, indicated by orange highlighting on button. When 'Auto Process' is on, scanned items will automatically be marked in and customers will be notified the book has come in. (If off - click on the 'Process Queue' button after scanning items to process list.)<br />
<br />
'''4.''' Scan TN: barcode for each item received in the 'Input' box. Watch to see item is added to the list for update.<br />
<br />
'''5.''' Click 'Clear Processed' and make sure list clears before closing 'In Transit Items' tab in ILLiad. If items remain in list - click on the 'Process Queue' button after scanning items to process list, then click 'Clear Processed' again.<br />
<br />
=== Processing Renewal Requests ===<br />
1. In ILLIAD, Select Renewal Requested<br />
* Ensure renewals box is checked<br />
* Check note field, previous notes for past renewal. (We depend on lender to deny renewals.)<br />
<br />
2. Select upper '''OCLC tab''' from above ribbon<br />
Click '''Show Request'''button<br />
Change "Renewal Request" date to about a month in advance.<br />
* Be sure to follow proper format * YYYYMMDD<br />
Keep this date in Sierra (see below)<br />
<br />
Determine last name of patron from username or user detail tab.<br />
<br />
3. '''Open Sierra.''' Circulation<br />
In Circulation mode:<br />
* Search for patron by "n"+"last name"<br />
* Select patron record.'''Bold text'''<br />
* Find checked out records, best to organize by title and scan the "Interlibrary Loan Book" entries. (ILL title displays in call number field)<br />
"Watch for other ILL records in Sierra that are not in your ILLiad renewal requested list...(especially for faculty)"<br />
* Find requested entry and click '''Change Due Date'''<br />
* Change date to a week to ten days before date entered in OCLC request tab. Use space bar to get past three pop ups (Override, renewal request OK...)<br />
(It is possible to change Date for multiple requests at once by pre-selecting lines of records in Sierra.)<br />
"If renewal was requested outside of Illiad--->Add Note: "Renewal Request made to ...enter date..."<br />
* Route to Checked Out to Customer.<br />
<br />
''Helps to sort by username when several renewal requests exists from same user.''<br />
<br />
<br />
====Awaiting Renewal OK Processing====<br />
<br />
* Check notes for Renewal date. If unsure of date or date is old check '''Show''' OCLC Request to confirm current renewal date from '''New Due Date''' field.<br />
* Find Patron in Sierra.<br />
* Find checked out records.<br />
* Organize by title (ILL Book)<br />
* Select record, Change Due Date to a few days before date entered in Note Field (unless due date is extremely short then give them ALL of it!).<br />
* Okay to all pop ups (space bar through).<br />
* In Illiad, change the date in Item information box (on right) to match new Sierra date (SAVE).<br />
<br />
'''Send Email''' ----> ''Request Renewed- Approved''<br />
<br />
<br />
-Awaiting Renewal Denied-<br />
<br />
* Uncheck "Allow Renewals"<br />
* Check Sierra due date matches record due date<br />
* Send Renewal Request denied email to patron<br />
<br />
-Manually Renewing Materials-<br />
(staff initialed & patron initialed)<br />
<br />
<br />
<br />
<br />
[https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm]<br />
<br />
=== Overdues/Recalls ===<br />
<br />
Overdue and Recall notices are sent using the custom e-mails within ILLiad.&nbsp; These e-mails are sent in response to messages received by Lending Libraries.<br />
<br />
=== Borrowing Returns ===<br />
When a patron returns a book they have borrowed through interlibrary loan , circ puts it on an "ILL Returns" cart located in the circ area near the reshelving carts. These books can then be brought over to the ILL work area. <br />
<br />
'''Things to look out for:'''<br />
*Items with pink '''"In Library Use Only"''' bands should stay on the carts until their due dates. That way, if the patron intended to return the book to the holdshelf to check out again, and circ thought they were done with the book altogether, the book is still available for their use.<br />
<br />
*If there are an overwhelming number of returns, it is important to look at the '''due dates''' of the books and return any that are overdue first.<br />
<br />
*Books going to '''UVM''' (always) or '''Saint Mike's''' (school year only) should be returned through the courier. Consult the section on the courier for more information on that process.<br />
<br />
*Interlibrary loan books being returned to '''Phoenix Pod libraries''' should not be sent through the mail. Fill out the tracking sheet as if they are being sent through the mail, but in the UPS column indicate that they are being sent with Phoenix Cart (PX in place of the UPS x). Sort the items on the red cart next to Lexa's desk to be UPSed to the school at the end of the day.<br />
<br />
'''Regardless of how books are returned to their lending libraries, the book-bands need to be put into yellow "Box 1" at the returns station to be processed as a borrowing return.'''<br />
<br />
'''To return books through the mail or UPS:'''<br />
* Fill out the book's information on the "ILL Mail and UPS Tracking Sheet" on the clipboard in the returns area. If the book needs to be UPSed, mark the UPS column with an x. If you are unsure which items warrant such special treatment, consult the UPS section of the wiki.<br />
*Remove the book-band and put any enclosed paperwork from the book-band in the book, making sure to remove any extraneous tape so as to not damage the book.<br />
*If you think that the return should be UPSed, create a UPS label and put it with the items to be packed, OR if you don't have time, put the item under the UPS medallion with a mailing label to specify where the item needs to be shipped to.<br />
:'''Creating UPS Labels'''<br />
:*Open "UPS World Ship" Program.<br />
:*Enter School Code in address look-up (if school is not listed, enter information to create new listing.<br />
:*Click Process Shipment.<br />
:*Double check tracking number on sheet 1 with tracking number on barcode.<br />
:*Write the school code under the barcode box.<br />
:*Cut out and attach to item.<br />
:*Place on Mailing Cart.<br />
*If the return doesn't need to be UPSed, find or create a shipping label. Some schools include shipping labels with their loans. If you use one of those, make sure to write or stamp our address as the return address. Another option is the shipping label automatically printed on the back of the green or pink book-band. If you cut out this label to use, double check the shipping address with the information in the lending library's paperwork in case the person who checked the book in selected the incorrect lending library. <br />
**If, for some reason, all of the paperwork has been lost, and you've had to look up the address of the lending library, you can write the address on one of the blank mailing label stickers that already has our library's address on it. There should be a stack of those labels in the wooden organizer at the returns station. Put the mailing label into the book so that the lender code sticks out. That way, books being shipped to the same library can be grouped together and combined into one package.<br />
* Place the book-band that you have removed into yellow "Box 1" at the returns station to be processed.<br />
*Place the book with its shipping label on the packing cart.<br />
<br />
'''Checking In Returns in ILLiad''' AKA Box 1<br />
All of the book-bands that are in yellow "Box 1" at the returns station need to be checked in in ILLiad. Click on the upper borrowing tab in ILLiad and click on the "Check In" icon toward the upper right corner of the screen. Make sure that "Auto Process" is selected, and then scan either the transaction number or the ILL number in the field in the upper left corner. The request status should now be "Awaiting Return Label Printing". When you have scanned the book-band, place it in yellow "Box 2" to be checked in via Sierra. Once you have scanned all of the book-bands, click "Clear Processed" and all of the requests should disappear from the screen. If they do not, click "Process Queue," then "Clear Processed."<br />
<br />
'''Note:''' Sometimes people try to renew their books and then return them anyway. If you scan a book-band, and a message pops up saying '''"Status is currently awaiting renewal request processing''' . . ." tell ILLiad that you would not like the check the book in at this time, and try to find the book on the mail cart. You may have to open a package to find it. If it's really gone, you can check it in as a return in ILLiad. If you find the book, put the book and the band on Rachel's desk with a note explaining that it needs to be renewed.<br />
<br />
'''Checking In Returns in Sierra''' AKA Box 2<br />
The bands in yellow "Box 2" must be checked in in Sierra. In theory, circ has already done this job. We are simply making sure that people don't get mean emails and bills for books that they have already returned. Open up Sierra and, in the FUNCTION dropdown, select "Check-In (No Patron)." Scan the white "Middlebury College" barcode at the top of the book-band. Sierra will prompt you to ask whether you want to check the item in. Either click "Yes," or hit the space bar. Most of the books will likely say "not checked out". If any of the books say someone's name instead of "not checked out," you have officially saved the day. <br />
<br />
Box 3<br />
After you scan the bands in Sierra, recycle them.<br />
<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html]<br />
<br />
=== ILLiad Borrowing Additional Queues - Maintenance ===<br />
<br />
* '''Cancelled by Customer''': Check for an OCLC request. Is it active?<br />
'''If OCLC 'In Process':'''<br />
:* Look up e-mail address for current code in Lending String.<br />
:* Delete the OCLC request.<br />
:* Open 'form' e-mail: 'ILL Request Cancelled - To Lender.'<br />
:* Paste in e-mail address.<br />
:* In '''Note''' field, remove part of sentence that does not apply: "Patron cancelled request/<s>Request provided by previous lender</s>, no need to send....thanks."<br />
:* Send Email.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC 'Pending' or 'Unfilled':'''<br />
:* Delete the OCLC request.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC record does not exist:'''<br />
:* Cancel RapidILL request on Rapid web page, send e-mails for Webform or e-mail requested items. If never ordered just..<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
<br />
* '''Awaiting Customer Contact''': Click on queue to open. Click on "Start Automatic E-mail" to notify patrons their books have arrived. If requests remain AFTER automatic notification, close and right click to 'view requests.' Edit patron records to add e-mails, or to switch students to e-mail notification. Save. Close. Back in 'Awaiting..' call any remaining patrons ''(Clicking on an item in this list will mark it contacted by phone NOT open the request window.)''<br />
<br />
* '''Customer Notified via E-Mail''': (Sort by delivery location.) Check shelf against list to ensure all items going to Armstrong (or Davison) are on the proper shelf/bin. Select all records in queue(Ctrl-A) and right click/route to "Checked out to Customer."<br />
<br />
* '''Customer Notified via Phone''': Usually happens when someone clicks on the request in the 'Awaiting Customer Contact' without intending to. Route back to 'Awaiting Customer Contact' for regular e-mail notification.<br />
<br />
* '''Awaiting RAPID Request Sending''': ''If requests remain in this queue for more than 10 minutes'' (check history tab to confirm when a request entered this queue) you may need to help it along.<br />
<br />
If just one request is stuck:<br />
:* Open request, review request information. There are some characters that prevent Rapid from review requests.<br />
:* Delete weird characters, or stings of ????????.<br />
:* Save request. Wait to see if Rapid will process.<br />
<br />
If more than one request is stuck:<br />
Check with Bryan Carson to help with the following:<br />
<br />
:* The Rapid Manager is configured for logging using a log.config XML file (RapidManager.log.config) placed by default in the Rapid Manager folder on the server (c:\illiad\Rapid Manager). Check for errors, and if it is running properly.<br />
<br />
:* You can start and stop the ILLiad Rapid Manager, if needed, by going to the Services application on the ILLiad server and clicking on ILLiad Rapid Manager.<br />
<br />
:* After Rapid Manager restart wait 10 minutes and check to ensure requests have been processed.<br />
<br />
''Stuck requests can always be ordered manually through OCLC instead.''<br />
<br />
=== Patron Maintenance ===<br />
<br />
In Patron's Record, delivery methods default settings are as follows:<br />
'''Delivery Methods'''<br />
Notification: E-mail<br />
Delivery: Mail to address<br />
Loan delivery: Hold for pickup<br />
Electronic delivery: Yes<br />
<br />
== '''Lending''' ==<br />
<br />
=== Processing Lending Requests ===<br />
<br />
Begin by signing in to ILLiad and selecting the Lending tab in the ILLiad Client home screen. Incoming requests are located in <code>Awaiting Lending Request Processing</code>. Double click to open the queue up and access unprocessed requests. Double click on items in the queue to open them. <br />
<br />
<br />
<br />
====Updating Addresses:====<br />
<br />
{{Hidden begin<br />
| expanded = <!--"true", "on", yes", etc, otherwise omit--><br />
| showhide = <!--"left", otherwise omit--><br />
| class = <br />
| style = <br />
| border =<br />
| title = <br />
| titlestyle = <br />
| bg1 = <br />
| ta1 = <br />
| contentstyle = <br />
| bg2 = <br />
| ta2 = <br />
<!--Older, semi-deprecated parameters:--><br />
| header = | extra1 = | extra2 = <br />
}}<br />
<!----[(READ THROUGH BEFORE TAKING ACTION.)<br><br />
<br />
Sometimes, upon opening a Lending Request, a Lender Selection window will pop up asking you to confirm the Borrowing Institution's contact information. In the top left of this window you will find three buttons:<br />
<code>'''Select'''</code><br />
* Tells ILLiad that you want to use the contact information visible in the Address area as the contact info for this request<br />
<code>'''Add'''</code><br />
* Tells ILLiad that you want to add the contact information visible in the Address area as a new contact to the address book<br />
<code>'''Update'''</code><br />
* Tells ILLiad that you want to save changes made to the information you have showing in the Address field.<br />
<br />
<br />
Most of the rest of the window is taken up by two large information fields:<br />
<br />
'''The Request field''' contains contact info provided by the Borrower along with the request you are currently processing. This is the most recently updated address info, and thus the most accurate. You can instantly transfer information from the Ship To line to the Address field by clicking the icon at the far right of the associated box.<br />
Clover items will not fill their information in this location. Instead you will have to find their contact information through Clover. <br />
*# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
*# Click on <code>Staff Dashboard</code><br />
*# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
*# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter follow by a series of numbers, occasionally ending with further letters), and <b>Library Name:</b>, which just searches by library name.<br />
*#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
*# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
*#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
*#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''[[#Adding a New Library to Sierra|Sierra should have a valid email address for each school.]]''' <br />
<br />
'''The Address field''' contains the contact info we have saved for the Borrower you are currently working with. This is the field you want to edit to better match the Request field<br />
<br />
On the right-hand side of the window you will also see three smaller boxes. The topmost box may contain a list of contacts associated with the same Symbol (usually a three letter code like VTU or DRB). You can organize these contacts by any field listed along the top of the box. Clicking on each address will select it, and in doing so, display all of its contact information in the Address field.<br />
<br />
# If all buttons are greyed out except for the <code>'''Add'''</code>, then go ahead and copy the address into the Address field below (feel free to use the auto-copy icon in the far right of the Ship To box). <br />
#* Clean up the address by making sure that the Borrowing Institution's Library Name is in the associated box and the state is in its abbreviated form. Feel free to remove "USA" from domestic requests.<br />
#* Click <code>'''Add'''</code> to both save the address to ILLiad and select it for use in this request<br />
# If all buttons are available for use, check the topmost box on the right side and see how many schools are listed. If more than one, select the address that best matches the info provided in the Request field.<br />
#* Feel free to clean up the address as you do for new additions. Once those changes are done, click <code>'''Update'''</code> to save your changes.<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
# If all buttons work and there are no other addresses associated with this Symbol, check the Address field's information against the Request field's. It is possible that something has been updated. It is also possible that the system just can't recognize the addresses as the same, likely due a difference in formatting.<br />
#* Double check that all the information in the Address field matches that in the Request field. Edit as necessary to update the info in the Address field.<br />
#* Click <code>'''Update'''</code> to save your changes to the contact<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
<br />
Note: If the Odyssey address in their request has "/ILL" after it, we do not need to make this particular change in our records. Odyssey picks that up. If we were to make the change and add "/ILL" it would merely disappear each time anyway. If there is any other code (besides "ILL" after the Odyssey address, then we should update.]----><br />
{{Hidden end}}<br />
<br />
==== Loans: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article.<br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#* If the record you find contains a series of items, check to see which items the patron wants. <br />
#** Glance at the Loan Info field of the Detail tab for clues, especially in the Note field or Loan Info field.<br />
#** If there are no indicators there, click into the uppermost OCLC Request tab, and then click <code>Show</code> to search the original request for more information.<br />
#* Remember that <mark>Middlebury lends no more than 4 items from a series at any one time</mark> unless special arrangements have been made otherwise. If the patron wants more than one item, <code>[[Conditionaling Requests|Conditionalize Request]]</code> with "Multiple Parts" and fill in the details in the box provided to ask the school which items they want.<br />
#** Remember that Clover schools can't see the full detail of their Conditionals, so also email them with the information you would otherwise have communicated via Conditional.<br />
#* For multi-part requests, remember to fill in the number of items sent in the Max Cost/Pieces box in the "Item Information" field<br />
# Save your changes to the request using either Ctrl+S or the floppy disk icon in the top left of the window.<br />
# Check the Availability Field in the Detail tab. If the item is listed as anything other than Available, <code>[[Cancelling Requests|Cancel Request]]</code> using the appropriate condition:<br />
#* Checked Out for anything that lists a Due Date<br />
#* On Hold for anything listed with a hold on it<br />
#* Non-circulating for anything that can't leave the building (see below)<br />
#** Periodicals are an exception to the rule - see People to Contact for Permissions<br />
#* In Process for things listed as In Process<br />
#* On Reserve for anything on reserve at Davis, Armstrong, or any other library associated with MDY ILL<br />
#* Reference Material is for use if you are told a certain reference item cannot leave the building - always check first before sending Ref Materials out -- see People to Contact for Permissions<br />
#* At Bindery for items that are it or are about to be sent down to P&P for repair<br />
#* Other for anything that does not fit the situations above<br />
#** Please note an explanation for the cancellation in the bottom box of the cancel dialogue, so we can keep track of why this item was cancelled. <br />
# If this item is both located at the Davis Family Library, and is a book that likely can leave the building, click <code>Finished Searching</code> to route the item to Awaiting Stacks Searching.<br />
#* If this is a CD or DVD, <code>'''Route'''</code> the request to '''Awaiting CD Printing'''<br />
#* If this item is located at Armstrong, <code>'''Route'''</code> the request to '''Armstrong'''.<br />
<blockquote>There are times when loans are not capable of circulating. The following are always <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* GRE Study Materials from Reference</blockquote><br />
# If you cannot find the item in z39.50, click into the OCLC tab and check to see whether the little check box under Owned is ticked. If it is not, go ahead and <code>[[Cancelling Requests|cancel]]</code> the request as "Title Not Owned". <br />
# If that check box is ticked, however, keep looking. <br />
#* Try searching for the item in MIDCAT by clicking into the MIDCAT tab in ILLiad, or open a separate browser and search [https://middlebury.worldcat.org/ WorldCat]. <br />
#* Be aware of non-standard characters such as accents, dashes, apostrophes, semi-colons, and non-roman orthographies as these sometimes throw ILLiad and MIDCAT for a loop. Whenever possible, search around these items.<br />
#* Quotation marks are your best friend; use them around multi-word phrases in order to search for precisely those words/characters in that order. Again, be aware of those non-standard characters when using the quotes.<br />
# If you cannot find any sign of the item in all your searches, go to the upper Lending Processing tab and <code>Send Notification</code> to "Update MDY Holdings"<br />
#* This will bring you a preformatted email to our head of holdings, Michael Warner. Edit the email as appropriate and click <code>Send</code>. <br />
#* <code>Cancel Request</code> as "Title not owned"<br />
<br />
==== <br>Multiple Volumes/Parts: ====<br />
<br />
Sometimes a loan request consists of several volumes or parts. Watch for items with call numbers ending in v.#, pt.#, or t.# which indicate that the item is part of a series.<br />
<br />
For instance, this call number: <br><br />
PN1992.77 .R24 v. 1 '''pt. 2''' 2001D <br><br />
indicates that this DVD has at least one other part in its series, by means of the part in bold. <br />
<br />
For items with more than one piece associated, be sure to:<br />
* Indicate on the band how many pieces are in the set by writing 1 of 2, 2 of 2, etc on the band of each item. <br />
* Note in the record how many pieces are associated with each request. Do this in the pieces box in the Item Information field. <br />
<!-- Image here eventually --><br />
* If items have hidden parts, such as in music scores with parts in the back, or books that come with CDs, be sure to note this information on the band as well so borrowers return the item with all parts intact.<br />
<br />
==== Articles: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article. <br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#**For journals, the Call Number often includes a range of dates for which the library holds the item. If your item was not published within these dates, then the library (probably) doesn't own it. <br />
#* If the item record lists the Location of your holdings as ejournal, see if the date your article is supposed to take place fits within the ejournal holdings listed. <br />
#** If so, route it to Ejournal Processing. <br />
#** If not, check Google for any links to Academia.edu or ResearchGate or other free access to articles. If you can't find it there, check for physical holdings. <br />
#** In the off chance that the library has both digital and physical holdings, try to capture the digital first. If that doesn't work, then go with scanning of the physical object.<br />
#* If the item record lists the Location of your holdings as Bound Periodicals, Current Periodicals, or any other physical location within the building, then check that either a) the title of the book matches the book sourced in the request or b) the dates listed for the journal holdings encompass article date. If the article falls within the range Midd holds, or the title matches, then <code>Finished Searching</code> or <code>Route</code> to "Awaiting Stacks Searching." If the article falls outside the range Midd holds, <code>Cancel Request</code> as appropriate.<br />
<br />
<br />
<br />
===== Rapid Requests: =====<br />
<br />
Requests have been imported from Rapid can be identified by the negative sign in front of the ILL Number. Also, the Call Number field will list the web address of the electronic journal associated with the request if the article is available online.<br />
<br />
Search for these as you would any other article request (see above).<br />
Rapid requests are always for articles and we deliver them the same way as other article requests, mainly by Odyssey. (All Odyssey requests are saved using the TN #)<br />
<br />
If there is some problem at the receiving end, a Rapid request will show up in the "Rapid Resend" queue. The easiest way to deal with these is with Rapid X. Find the item in 'Online articles' or the backup, check for quality (completeness, correct match and readability), Open Rapid, and rename using the rapid ILL#, then the item can be sent in Rapid.<br />
<br />
===== Requests submitted via our Lending Web Pages =====<br />
<br />
Some libraries do not have access to OCLC, and so submit requests directly through our [http://go.middlebury.edu/Lending Lending Web Pages]. These requests do not have ILL Numbers, only Transaction Numbers, and will have blank OCLC Status fields. <br />
<br />
Process these just as you would any other Lending request, unless you need to Conditional something. <br />
<br />
To 'Conditional' a request placed through the web, jot down the code of the Borrowing Institution and the transaction number of the request. Since the <code>Conditionalize Request</code> button will not be available, conditionals will have to be done via email. If a request from a Vermont school, CC [mailto:April.Shaw@vermont.gov April Shaw] on all Conditionals, and keep track of the correspondence in the Note field of the request.<br />
<br />
====Special Collections Loans====<br />
<br />
Once in a blue moon, Special Collections allows us to loan items. When this happens, the item is ALWAYS lent out as:<br />
* '''Special Collections use only''' <br />
**in the case of a smaller library, this translates to use in building under direct supervision of a librarian.<br />
* '''No Renewals'''<br />
* '''Shipped in a Box by UPS/FedEx.''' <br />
<br />
<pre style="color: red">In order to receive a Special Collections item, the Borrowing Library MUST answer YES to a "Held in Special Collections" Conditional, thus confirming they will follow all of the above rules.<br />
</pre><br />
<br />
Because Special Collections items cannot have items affixed or banded to them, we keep all associated paperwork for Special collections items in the yellow Special Collections Current Loans folder in Lending Office (Kat's Office), in the top drawer beneath the tree. For each item that is leant out, there should be a:<br />
* copy of the band, item's cover, and associated barcode - these may be all on one sheet, if one is careful<br />
* the small card containing the item's barcode, if it does not have one of its own<br />
** if there is no barcode assigned to this item, create a new card for it:<br />
*** Grab one of the card stock scraps in the yellow folder that is not attached to anything (it should be rubber banded together with several others)<br />
*** Open the Cataloguing Function in Sierra:<br />
**** In the Title search, type "ILL Book L"<br />
**** Click <code>Attach New Item</code><br />
**** In the dialogue box that pops up, scan in the barcode and click <code>Next</code>.<br />
**** Next the box will prompt for a Volume. Arrow to the right three times then scan in the TN Number for the item and click <code>Next</code>.<br />
**** Next the box will prompt for a Call Number. Enter the title, call number/information, and any other relevant identifiers here, and click <code>Next</code>.<br />
**** After the dialogue box disappears, click the <code>Save</code> icon at the top of the window.<br />
* any sticky notes or other documentation that came up with the item<br />
<br />
# After prepping items for the file, gently affix the band either to the white envelope the item came up in, or to another envelope you're using to protect the item. <br />
# Using the barcode associated with the item, check the item out in Sierra. <br />
#*You are then clear to paperclip all of the paperwork for this item together and tuck it into the yellow Special Collections folder. Please place the folder back in the top of the wire rack where you found it.<br />
# Open the record in Illiad and make sure that Allow Renewals is unchecked<br />
# Update in <code>Update Stacks Search Results</code> as normal.<br />
# Take the item to the UPS station and stamp it with the UPS stamp, then, around that stamp, note down all of the special conditions necessary for the item in red or similarly striking ink:<br />
#* '''Special Collections use only''' <br />
#* '''No Renewals'''<br />
#* '''Shipped in a Box by UPS/FedEx.''' <br />
# Make sure whichever student processes it, packs it securely in a box.<br />
# Paperclip the copy of the band, barcode, and any other relevant information together and file it in the Special Collections Folder.<br />
<br />
<br />
==== Duplicate Requests: ====<br />
Sometimes you receive two requests for the same thing at the same time. There are several ways to handle this. <br />
<br />
'''If the duplicate requests are from different libraries''', and we do not have duplicate copies of the item available, look at the requests and decide which to fill. Keep in mind that:<br />
* Libraries we have agreements with get priority: UVM and SMC, as well as the Phoenix Cart Schools (BBH, BTS, CBY, MTH, WEL, WCM).<br />
* If not from a library we have an agreement with, next default to the closest in physical proximity). <br />
* If schools are roughly equidistant, fill the request that came in first. <br />
<br />
'''If the duplicate requests are from the same library''', fill the first request that came in, and <code>Conditional</code> the other request as a Duplicate Request. <br />
* Remember to fill the ILL number into the text of the Conditional: "We have another request from you for the same item, IL:########. Please cancel this request." <br><br />
<br />
<br />
==== Routing Requests: ====<br />
<br />
ILLiad is comprised of many different queues that allow us to sort and track items as we process them. <code>Route</code> allows us to move items between those queues. <br />
<br />
The most commonly used queues in Lending are:<br />
<br />
'''Awaiting Lending Request Processing:''' where the new requests reside. These items have not yet been processed at all. See Loans and Articles for information on how to process this queue.<br />
<br />
'''Awaiting Proc. Searched''' where the system puts new requests it was able to find a match for. Much of the time requests that end up in here are perfectly fine to be moved along in the process, but the system is no match for human error. Be especially careful to watch for:<br />
* Requests that look to have more than one volume associated (i.e. call numbers mentioning multiple parts or volumes or tomes)<br />
* Items that cannot be lent, such as Restricted DVDs or certain Music Scores<br />
* Articles that the system has mismatched with books <br />
** Sometimes the system matches Standard Numbers used to identify periodicals with parts of book ISBNs. Be suspicious of articles that make their way into Proc Searched, especially if the title sounds more like a journal title, such as Addiction.<br />
<br />
'''Awaiting Stacks Searching''' where items from the previous two queues are sent once they have been matched to actual items in the stacks, or PDFs saved in Online Articles. Clicking <code>Print Stacks Search Items</code> in the upper Lending tab will print pick-up slips for all items in this queue and automatically route all items that have been printed into the In Stacks Searching queue. <br />
* If an item in this queue will not print, it is likely because it does not yet have an address associated with it. Open the request and follow the directions for Updating Addresses. <br />
* If you need to reprint a slip for an item, simply <code>Route</code> it back to Awaiting Stacks Searching and print again.<br />
<br />
'''Awaiting CD Printing''' where Lending requests that need stickers printed for them (i.e. requests for CDs, DVDs, BluRays, VHSs, or other media in such cases) are collected. When possible, save up to print in batches of six, but do not wait more than two days on any request. See Printing Stickers for more information on how to process this queue.<br />
<br />
'''Armstrong''' where items that need to be processed at the Armstrong Library are sent. Armstrong librarians will handle the processing from there in much the same way as if the items were in the Awaiting Proc Searched queue.<br />
<br />
'''In Stacks Searching''' where items that have had slips printed for them hang out until they are updated to shipped. A good way to make sure that no slips have been lost is to account for items in the In Stacks Searching queue. If you cannot find the item or slip associated with a request in the queue, <code>Route</code> it to Awaiting Stacks Searching and print it again. <br />
<br />
'''Awaiting EJournal Processing''' where all ejournal requests are sent to be processed. Once these items are processed, they are <code>Route</code> back to Awaiting Stacks Searching to be printed and sent. <br />
<br />
'''Request Conditionalized''' where all the Conditionals that have yet to be answered get collected. If an institution answers No to a conditional, it will sit in this queue until it is cleared. <br />
* Clear requests by <code>Route</code>ing anything with the OCLC status Record Not Found to "Cancelled by ILL Staff." <br />
<br />
'''Request In Processing''' where a list of all requests open in Lending are generated. If more than one person is working in Lending at once, this list will keep track of all the requests currently open.<br />
* If Illiad crashes, it will often abandon items in this queue. Be sure to check regularly for lost requests, especially if you notice items in process though you know you are the only one working on the queue.<br />
<br />
For a more detailed breakdown of how items flow through the queues, check out [https://prometheus.atlas-sys.com/display/illiad85/ILLiad+Processing+Flowcharts these official flowcharts.]<br />
<br />
==== Conditionaling Requests ====<br />
Conditionals allow you to send a question to the Borrowing Library in order to gain more information on the request. <br />
<br />
If the library answers yes to your question, the Conditional will reappear in your "Awaiting Conditional Request Processing" queue for further processing, often with added or updated information from the Borrowing library. If the library says no to your question, the request bumps on to the next library.<br />
<br />
<pre style="color: red">Borrowers CANNOT see any updates you make to the Lending Request window. If you want to communicate with them, send an email, or Conditional the request.<br />
</pre><br />
<br />
<pre style="color: red">Clover Borrowers have trouble accessing Conditional messages. If you want to communicate with them, send an email. Conditional only when you need to buy time.<br />
</pre><br />
<br />
Below are the most commonly used Conditional messages. When editing, try to be as clear and succinct as possible: <br />
<br />
'''Held in Special Collections'''<br />
* Used before sending out Special Collections items with special conditions. Do adjust the conditions between the asterisks as necessary.<br />
<br />
'''Fragile or Rare item'''<br />
* Used for items that are NOT Special Collections, but that may need similar use restrictions to Special Collections items. <br />
<br />
'''Duplicate Request'''<br />
* When you get two requests from the same school for the same item, note which one came in first and <code>Conditional</code> the latter with this reason. <br />
** Remember to supply the ILL NUMBER of the duplicate you want cancelled in this message <br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''Not as cited'''<br />
* Use this to inform Borrowers of incorrect citations. Wherever possible, correct their mistakes and provide alternate information to help them in their quest for information.<br />
<br />
'''Multiple parts'''<br />
* When patrons neglect to specify which volumes of a set they want, use this Conditional to elicit more information on which volumes to supply.<br />
<br />
'''Multiple parts - Insure'''<br />
* If the item requires insurance beyond the $100 provided by UPS, use this Conditional to ask for a specific amount (ex $200 or $300) of insurance, as well as ensure that the item will be carefully packed on its return. <br />
<br />
'''Electronic Journal'''<br />
* Use this to inform Borrowers of items not available online in any format, and to urge them to try hardcopies instead.<br />
<br />
'''Electronic Journal w/ holdings'''<br />
* If an E-journal holds only abstracts of articles, use this to alert the borrower and direct them to a different source.<br />
* If the Borrower has requested an "Internet Resource" OCLC record, they may not be aware of the narrow scope of the Internet Resource's holdings. If the holdings do not include their article, open this message and insert the existing range of the Internet Resource, then <code>Conditional Request</code>. <br />
<br />
'''Multi-region player required to view. Is this acceptable?'''<br />
* For Public or other tiny libraries, we try to warn before shipping out region-locked items that won't play on the average American DVD player. <br />
* Don't worry about checking in with Universities, Colleges, or large public libraries. <br />
<br />
'''Winter Break'''<br />
"We do not ship loans between Dec 15th and early Jan. Shall we update now and send in January?"<br />
* As the holiday season closes, shipping anything becomes dicey at best. This is why, though we're actually open after Dec 15th, we refrain from shipping anything out until after the holidays. <br />
* This Conditional allows Borrowers to look elsewhere for their items, or confirm that they want to place a request with one of our items regardless of the wait. <br />
<br />
'''Journal request w/o article or loan info'''<br />
* Use this when a request comes in for an entire journal run--often times the conditional will jump right back with a complete citation for an article or a range of dates for a loan request.<br />
<br />
'''Other'''<br />
* If none of the above apply to your situation, create a Conditional message of your own. <br />
<br /><br />
(If you frequently use Other requests for the same message that's missing from the above list, talk to Rachel about creating another Conditional to cover that message.)<br />
<br />
==== Cancelling Requests ====<br />
Cancelling Requests communicates to Lenders that we, for whatever reason, are unable to provide the material requested. This does not mean that the patron will not receive the material, just that they probably won't receive it from Midd. The request will move on to another school on cancellation, or if no other school is listed after us, will return to the Borrower for more work.<br />
<br />
When cancelling, chose one of the following reasons from the dropdown menu to explain why you are cancelling the item. This lowers the chances you will cancel something by accident, and also allows us to keep better statistics on ILL activity<br />
<br />
'''Checked Out''' <br />
* If an item lists a Due Date in its Availability field, then it is Checked Out to a patron. We do not wait for the item to return, but immediately cancel the request so it can move on to a different school.<br />
<br />
'''On Hold'''<br />
* If an item claims its status is ON HOLD in its Availability field, this means that a patron has placed a hold on the book, so it cannot be lent out via ILL. <br />
<br />
'''Non-circulating'''<br />
* This is used when an item is not allowed to leave the building. This generally includes rare, fragile, or difficult to replace items such as: <br />
** Abernathy ''Library'' items<br />
** M1 or M2 Music Scores<br />
** Restricted DVDs <br />
** Special Collections requests that have returned to ILL marked "No" (with or without smiley face)<br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''In Process'''<br />
* If an item claims its status is IN PROCESS in its Availability field, this means that it is either currently so new that it hasn't finished clearing cataloging yet, or it's down being repaired. Either way, it cannot be lent out via ILL. <br />
<br />
'''On Reserve'''<br />
* If an item claims its status is ON RESERVE in its Availability field, this means that it is on reserve for an ongoing class and therefore cannot be lent out via ILL.<br />
<br />
'''Language Material'''<br />
* During the Summer Language School (roughly May to mid-August), Books, Language Browsing, DVDs, and Audiobooks in the languages taught on campus, as well as learning and teaching materials for those languages, cannot be lent out via ILL. In order to save time, these items are cancelled instead of conditionaled. <br />
** As of Summer 2017, the following languages were taught at Midd: Chinese, French, German, Japanese, Hebrew, Portuguese, Russian, and Spanish. <br />
<br />
'''Reference Material'''<br />
* While Carrie MacFarlane can give permission for some Reference Materials to be lent out, there are times where such materials cannot leave the building. If the item cannot leave, and is marked Reference, use this reason to cancel. <br />
<br />
'''Not as Cited'''<br />
* ''Never use this without having first Conditionaled the request'' to tell the Borrower that the citation is flawed<br />
* If the conditional comes back around with a yes, but no additional or alternate information, <code>Cancel</code> the request to move it along to the next school in the lending queue<br />
* As RAPID requests do not allow Conditionals, for RAPID requests, use this in place of the conditional. <br />
<br />
'''Title Not Owned'''<br />
* This is used for when a borrower requests a physical item that we do not have. If you cannot find the item in Z39.50, MIDCAT, and WorldCat, chances are it is not actually in our collection. <br />
**If it appears we don't own the item requested, click into the OCLC tab and look for the check box in the Owned column. <br />
***If it is ticked, that means that our system shows that we have the item, even though we do not. Notify our system folk by going back to the Detail tab, then, on the ribbon above, clicking into the dropdown menu for <code>Send Notification</code>. Chose either Update MDY Holdings - serials (for any journals or periodicals) or just Update MDY Holdings for everything else. Once the form email pops up, edit it to clearly and succinctly explain the situation, then <code>Send</code>, and <code>Cancel Request</code> under 'Title Not Owned.'<br />
***If it is not ticked, simply <code>Cancel Request</code> under 'Title Not Owned.'<br />
<br />
'''Holdings END BEFORE this volume'''<br />
* If our holdings end before the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Holdings BEGIN AFTER this volume'''<br />
* If our holdings end after the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''At bindery'''<br />
* Use this to cancel any request for any damaged books, periodicals, scores, or other things that are bound and are being or on their way to being repaired.<br />
<br />
'''Lack volume/issue'''<br />
* If our holdings are simply missing the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Issue not yet received'''<br />
* If the request is contained in a physical periodical that we haven't yet recieved for the collection, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Lost'''<br />
* If the status of the item is LOST AND PAID, use this to cancel.<br />
<br />
'''Not on shelf'''<br />
* If the status of the item is MISSING, use this to cancel.<br />
<br />
'''Cancelled via Borrowing Library'''<br />
* If the Borrowing library cancelled their request (generally resulting in an OCLC status of Record Not Found), use this to cancel.<br />
<br />
'''No access online'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''No access online - article'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''Other'''<br />
* If NONE of the other Cancel conditions here suit the situation, please type in your own reason for cancelling and use this to cancel.<br />
<br />
'''Offsite'''<br />
* If the item is located in the Career Center, the Chamberlain’s Office, the Davi'''son'''/Breadloaf Library, Mills, or Spiritual and Religious Life Center (SRLC), or Twilight, use this to cancel. We cannot lend items outside the Davis Family and Armstrong libraries without special permission.<br />
<!--<br />
<br />
:*A Umatic Video: The 3/4” umatic videos are the large format videos shelved with all the audio cassettes. They need a special player to be viewed and most of the ¾” are a part of an expensive collection of video art that cannot be re-circulated by terms of purchase.<br />
<br />
:*Media that are out of print, expensive to replace, rare, needed by language school, etc. <br />
<br />
:*An electronic resource (e-books). Some CD-Roms can circulate, and we can also obtain articles from them.<br />
<br />
:* Chamberlain’s Office (150 non-circulating books, email Ellen McKay for special permission) his is a comment --><br />
<br />
==== <br>Requests that need Special Permission/Additional Clearance to Lend: ====<br />
<br />
Some items need permission to leave the library. Generally speaking, if an item is undamaged and it is retrieved from regular stacks, Faculty Author Collection, VT Collection, or Browsing, it is okay to go out.<br />
<br />
(Terry can be CC’d for any and all requests in the event of an absent librarian)<br />
<br />
<blockquote>Remember that the following are ALWAYS <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* Reference Materials pertaining to the GRE</blockquote><br />
<br />
<br />
# For '''oversized or apparently expensive media,''' check online databases like Abe Books or Amazon to see 1) if an item is replaceable and 2) how replaceable it is. <br />
#* If LESS than 100 dollars to replace, it is okay to send via UPS. <br />
#* If MORE than 100 dollars to replace, check with Rachel and Conditional asking that the Borrowing Library insure the package for an amount of money (in a multiple of 100) that will cover replacement of the item. <br />
# '''Microform''' can go out for up to 6 pieces at a time without any kind of special permission. However, before they can leave the library they must be catalogued and a dummy item must be put in place to account for its absence in the stacks. <br />
#* '''Cataloging Microform Items<br />
#** If there is no barcode on the item, grab one from the Borrowing Check-In station and attach it to the inside flap of the microfilm box or the container for the microfiche<br />
#** Open <code>Cataloging</code> and log in with Initials: circcat and associated password<br />
#** Once sure that Index: is set to "t Title," type in "ILL book L" and hit <code>Search</code><br />
#** Click <code>Attach New Item</code> <br />
#** Scan the barcode in next to b Barcode, then hit <code>Next</code><br />
#** Arrow over three times, then scan or type the TN in next to v Volume, then hit <code>Next</code><br />
#** Type all the Title, Film Number, and Range information from the item being lent out into the c Call No. field, then hit <code>Next</code>. This should close the pop up dialogue and bring you to the New ITEM window. <br />
#** Check over your information, edit as needed, then hit <code>Save</code> button at the top of the window.<br />
#** If you've further items to catalog, click over to the Summary tab and <code>Attach New Item</code> again. <br />
#* Remember to delete the item record on its return by pulling it up in Cataloging and highlighting the record, then hitting <code>Delete</code>, then <code>Yes</code>. <br />
#Most of the time, '''Foreign Language Items''' are fine to go out. However, during the summer, check with Sue Driscoll to make sure the items are not needed by the language schools before letting them out. <br />
# Request slips for '''Special Collections/Abernethy Materials''' should be brought down and handed over to someone in Special Collections for permission to scan/loan. <br />
# '''VT Collection Locked''' - Ask Danielle Rougeau or Andy Wentink<br />
# '''Gov. Docs Locked''' -Ask Ginny Faust<br />
# '''Bound or Current Periodicals/Serials''' -Ask Arabella Holzapfel<br />
# '''Reference Materials''' or '''Atlases''' -Ask Carrie Macfarlane<br />
# Unusual or Rare looking '''Music Library Items''' – Dan Frostman<br />
<br />
==== Archival Items Requested ====<br />
If the request is for a book that is older than 70 years old, it's in the Public Domain and can be shared digitally without copyright restrictions. Stacks and Special Collections hold many of these. We can first check to see if Internet Archives holds the item, and then provide this information (or the pdf) to the requesting library. If we own it and Internet Archives does not have it, we can check with Special Collections regarding using our Book-Eye scanner to scan the item and uploading it to Internet Archives. The best time for us to take on projects like this (for entire books) is summer, or during other slower periods.<br />
<br />
=== <br>Printing Pull Slips: ===<br />
<br />
Any requests you want to print should be waiting in the Awaiting Stacks Searching queue. These are ready to be printed off into book bands and article slips <br />
<br />
#To print, in the upper lending tab click <code>Print Stacks Search Items</code><br />
#A ILLiad Printer Settings prompt will appear where you can select the name of your printer (\\walnut\P0163) <br />
#* At the top of this prompt is an option to "View merged document before printing." If you want to print without further editing the slips, uncheck this box, then hit <code>Print</code>.<br />
#* If you need to edit or view the slips before they print out, check "View merged document before printing," then hit <code>Print</code>.<br />
#** This will open your slips in Microsoft Word. View or edit as necessary, then print as normal by using the CTRL + P shortcut, or going to File-->Print. <br />
#*<pre style="color: red">Be aware that you will get one ILLiad Printer Settings prompt for loans and one for articles. This can mean that you will see two prompts even if you only hit Print Stacks Search Items once. </pre><br />
#Once the slips have been successfully printed, cut them in half on the guillotine using the labeled stickers and arrange on the pick-up table in Kat's office. <br />
#* Sort into three piles separated by floor, laying items in A to Z format with the beginning of the alphabet on top of the pile and the end at the bottom.<br />
#** Highlight any unusual information, such as non-stacks locations (Browsing, Oversized, VT Collection, etc) or volume indicators.<br />
#** Highlight citation info and location on article requests, to aid in looking up the articles when in the stacks<br />
# Close out of all open Word documents without saving<br />
<br />
<blockquote>To reprint requests, click the circular icon at the top left corner of the main ILLiad Client screen and select <code>Print Sessions</code> from the drop down screen. <br />
*Use information in the Process Type and Print Type columns to guesstimate which file in the list is the one you want to reprint, the double click that item.<br />
*The ILLiad Printer Settings prompt will appear. Check "View merged document before printing," then hit <code>Print</code>.<br />
* Click into the Word document that opens and confirm that the slip you want is in the open file. <br />
** If not, return to the Print Sessions screen and try double clicking into another file until you find the one you want<br />
* Once you've confirmed that you have the right file, print as normal by using the CTRL + P shortcut, or going to File-->Print.</blockquote><br />
<br />
=== <br>Printing Sticker-style Pull Slips: ===<br />
# In the Lending queue, select "Awaiting CD Printing"<br />
#* Select in groups of 6 and <code>Route</code> to "Awaiting Stacks Searching"<br />
# First, print the pick-up slips to file:<br />
#* In the Upper Lending Tab, click <code>Print Stacks Search Items</code> (just as you would to print other pick-up slips)<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected<br />
#* Click <code>Print</code><br />
#* Minimize the Word document that pops up with your loan slips<br />
# Open the sticker template and merge it with your pick-up slips<br />
#* Open the "LendingLoanLabels_Barcode" Word doc (saved in the top right of the desktop)<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# Manually edit the labels to fit within the sticker space<br />
#* The stickers import all information, despite their limited space. Make sure that, other than contact info for the Borrowing institution, all other fields have one line or less of information.<br />
#* Make sure you have enough information left for students to be able to locate the item--slightly overlarge prints are not the end of the world<br />
# Print the labels<br />
#* Pull the "Scanned Materials" cart out of the way and open the feed tray on the right side of the printer.<br />
#* Put labels on right tray of P0163 facing down<br />
#* Back at the computer you're printing from, <code>Print</code> the edited sticker labels<br />
# After SUCCESSFULLY printing stickers<br />
#* Close all open Word docs without saving them<br />
#* Highlight call Number and "Please Return by UPS" fields on each sticker<br />
#** For ease of pickup, use different colors to differentiate different media types, (i.e. blue for DVD/BluRay, green for CD, and pink for VHS)<br />
#* Place with other pull slips on the Pick-up table<br />
<br />
=== Picking up Requests for Lending ===<br />
<br />
Once slips have been printed, and are put in order, they are ready to be picked up from the stacks.<br />
<br />
There are several types of pick-up slips:<br />
<br />
# Long skinny slips (ILL loan request)<br />
# Short slips (ILL article request)<br />
# Blue sheet with writing on only left side of page (Document Delivery request)<br />
<br />
<br>Loan Requests:<br />
<br />
*For loan requests, make sure the call numbers on the band exactly match (pay special attention to the year and edition of the item) the item they're banded to. Also be sure to collect all volumes of a series, unless the Borrower specifically requests otherwise.<br />
<br />
*Once a loan is found, stick the slip inside the book (or other loanable material), and bring to Kat's office for banding.<br />
** If the item is smaller than the band, feel free to trim down the band so long as the barcodes remain scannable.<br />
<br />
<br>Article Requests:<br />
<br />
*Most article requests can be found in Bound or Current periodicals, but some may be chapters of books or articles from microfilm or microfiche. <br />
**If a citation for an article request appears to be incorrect, (for instance, the volume and year do not match) investigate both and see if you can find the correct journal the patron desires. Patrons have a tendency to have the incorrect volume number, but the correct year in most cases. <br />
**If you are still unable to find the article, you may want to try entering the article title into Google to see what you can come up with. <br />
* When the journal is found, place the slip inside the item, marking the page the article begins, and bring it back to the ILL department. Leave the item on the table to the left of the big printer/scanner.<br />
<br />
<br>If you are Unable to Locate an Item…<br />
<br />
* If you have trouble locating an item, check on nearby shelves to see if it was shelved incorrectly. <br />
** If you cannot locate it on its usual shelf, check the Re-shelving areas in the stacks and behind the Circulation Desk for the item.<br />
** If you have time, try checking sections that it could have been sent to by mistake. For instance, if it looks like a fiction book, try Browsing or if it's a foreign language browsing item, try the language collection instead. <br />
*** Commonly confused sections:<br />
**** Browsing and Regular Stacks (particularly PS)<br />
**** Art (N) and Oversized<br />
**** Reserves and Regular Stacks<br />
**** Language Collections and Language Browsing <br />
**** Browsing and Browsing Graphic<br />
<br />
* If you have no luck, write “N.O.S” for “Not on Shelf” on the slip, with the date, and your initials. <br />
* If two people have searched and been unable to locate the item, bring it to Todd for a deeper search.<br />
<br><br />
Bring all items to be loaned to Kat’s Office for banding and further processing. Place items to be scanned on the table next to the Printer/Scanner/Copier in the ILL workroom.<br />
<br />
<br><br />
<br />
=== Processing Lending Materials that have been Retrieved from Stacks ===<br />
<br />
==== <br>Checking out in Sierra: ====<br />
<br />
Before the items are packed to be shipped, they must be checked out to their respected Borrowing Institutions in Sierra's <code>Check Out (Circulation Desk</code>) function. To look up a library, make sure Sierra is in the “Circulation Desk” mode, and type “nill(space)(School Code)”<br />
<br />
# Some school codes have multiple addresses - if so, double click the address that matches the one on the band.<br />
# Even if the school code does take you just to the one address, check that the address in Sierra matches the address on the book band.<br />
#* If the address does not match any addresses that pop up in Sierra, see "Adding a New Library to Sierra" below<br />
#Once you've confirmed the address, proceed to scan the item's Middlebury Barcode (not the barcode on the book band) to check the item out to the Borrowing Institution.<br />
<br />
=====<br> Adding a New Library to Sierra=====<br />
<br />
'''To make things faster, pull up the item you want to check out in ILLiad, then pull up the Lender Information window using the <code>...</code> button in the upper right part of the Lending Request window. You will need to know the email, mailing address, and phone number for the school, so if any of those fields are lacking, go ahead and pull that info from the OCLC Policies Directory (use the little globe button at the end of the Symbol field) and copy/paste it into the appropriate fields, then <code>Update</code> the record to save your changes.'''<br />
<br />
'''Keep this information handy so you can copy/paste it into Sierra in the steps below.'''<br />
<br />
# In the Circulation window, navigate to the top of the screen and click <code>New</code>.<br />
# A pop-up window should appear:<br />
#* For "Expiration Date," don't type anything, just click <code>Next</code>.<br />
#* For "Patron Type," type 150, which should autofill to "150 Midd. ILL," then click <code>Next</code>.<br />
#* For "Name" type in "ILL, " followed by the school code you're adding, then click <code>Next</code>.<br />
#** Ex: for a new VSS address, type "ILL, VSS" <br />
#* For "Email," enter the email for the code, then click <code>Next</code>.<br />
#* For "Address," enter the library's entire address, starting with the LIBRARY NAME (not ILL, not the school code, not ATTN: someone important--the Library's name) and ending with the Zip Code, then click <code>Next</code>.<br />
#** Create new lines by holding the Shift key down and hitting Enter at the end of one of the previously existing lines (or Right Click and "Insert Line")<br />
#* For "Barcode," reenter the school's address information, all on one line. Then click <code>Next</code>.<br />
#* For "Unique ID No.," don't edit anything, just click <code>Next</code>.<br />
#* For "Telephone," enter the library's telephone number, targeted to the ILL department if possible, then click <code>Next</code>.<br />
#* For "Note" don't edit anything, just click <code>Next</code>.<br />
#The pop-up should disappear, leaving you with a window displaying all the information you just entered.<br />
#* Erase the "Note: Manually added patron" line from the record.<br />
#* Glance over to make sure all of the information fields are filled in. <br />
#* Click <code>Save/Close</code> or Ctrl + S.<br />
# This should take you to the record you just created. You are all set to check items out to this record now.<br />
<br />
==== Updating in ILLiad: ====<br />
<br />
<br>-Begin by selecting the “Lending” tab on the upper-most level of tabs and the select “Update Stacks Search Items” from the Menu.<br />
<br />
:*To update each item from “In Stacks Searching” to “Shipped” status, simply enter the Transaction Number or ILL Number listed on the book bands.<br />
:::-The Information associated with the request number will import into all fields, and you then select the <code>Mark Found</code> button.<br />
<br />
:*After you mark and item as found, the screen will clear again, and you can proceed to update the rest of your items.<br />
<br />
:*When you have finished marking everything as found, you can close the screen by hitting the “x” on the “Update Stacks Search (Lending)” tab, which will bring you back to the Main Screen.<br />
<br />
:*Back at the Main Screen, you can choose to print Shipping Labels for your books by selecting the “Lending” tab on the upper-most level of tabs, and then selecting <code>Print Shipping Labels</code> from the Menu Options.<br />
<br />
:*After you have selected “Print Shipping Labels” a Printer Settings Box will open, from which you can select the printer you would like the labels to print from. Select a printer and hit “Print.”<br />
:::-The template for your Shipping Labels will automatically open. Print off the labels and close the Word Document without saving.<br />
<br />
:::*In the “a Address” field, enter the address of the Borrowing Institution, located on the bottom of the book band. Use the following format:<br />
<br />
:::::-Name of University Library-ILL Street Address City, State, Zip<br />
<br />
:::::-(type: “ctl +k” to add a line in the address field)<br />
<br />
<br>Then keep hitting the “Next” button to skip the rest of the fields, until you are able to save the new address. After you’ve saved, you can check out the book as usual.<br />
<br />
<br><br />
<br />
=== Ejournal ===<br />
<br />
Ejournal processing- full procedure<br />
<br />
<br />
#From the “main” tab in ILLiad, click over to the “lending” subtab, and double click “awaiting Ejournal processing”.<br />
#Find articles by double clicking their entry and then using Serial Solutions Search, Midd A-Z, Google, or a combination. If you find the article, save it in Online Articles as its TN, and make sure to enter “Online” (there’s a keyboard shortcut) in the “call number” bar on the top-ish right side; if you don’t find it, write either “not found” (if you really couldn’t find it anywhere) or “no access” (if you can see it but not download it), maybe with a brief reason (e.g. “no access- wiley” or “no access- too recent”).<br />
#Once you have found all the articles you can, highlight all the ones that are “Online”, and from the bar at the top of the ILLiad window select <code>Route</code> (the green arrow) and in the drop-down menu select "Awaiting Stacks Searching”.<br />
#Tab over to “Lending” (not the “lending” subtab, but the big tab at the top) and hit <code>Print Stacks Searching</code>. When the printer screen pops up, make sure it’s printing on the big main printer. <br />
#*If a second printer screen pops up, hit print on that one as well - bring any pull slips that print to a supervisor.<br />
#Cut up the printed pages so that you have a stack of half-page pullslips.<br />
#Scan the pullslips into the computer (load them into the top copying slot as the sticker indicates, then select <code>ILL scan</code> and make page size the wider than tall version of “LTR R” by selecting “Page Size Auto”. Start the scan by hitting the big green start button).<br />
#Open the scanned pullslips in Ecopy through the desktop icon “shortcut to Arielscan”. The pullslips should be a tif file at the top of the queue (check the time stamp) with a long string of numbers as the filename.<br />
#Your pull slips will likely be sideways, so “select all”, then rotate them till they’re right-side up. Hit the “view all” button, then manipulate the window until you can see two pullslips per row, to the far left of the larger Ecopy window.<br />
#Use the paper versions of the pullslips to open up each article one by one (hit “open” in the toolbar, then scan the TN into the “Online Articles” folder). Get a given article into “view all” format, then manipulate the window so it’s to the right enough that you can see your pullslip window. Manually pull the correct pullslip into your article as page 1. It’s important to keep your paper pullslips in order so that you don’t have to worry about which pullslip you’re pulling over. You should always double check though!<br />
#Once the pullslip is in the article, hit “save” in the Ecopy toolbar—this will save the article plus pullslip again in “Online Articles”. Then, do “file save as” to save the article in “Ariel Scan”. ***Note: Make sure you’re in the correct “Ariel Scan”—you want the one under the C drive (C:), not the one you got your pullslip file from!<br />
#Repeat this process until all of your articles are re-saved with pullslips in “Ariel Scan”.<br />
#Open up Odyssey Helper (the login is the same as for ILLiad) and check to see how many of your articles are listed. Once you’ve separated out the ones not on the list, try refreshing to see if they pop up. If you think you’ve got all the ones you’re going to get, hit the “process” button. If any say “failed”, try again, and if it still doesn’t work, add to the pile of articles that didn’t appear in Odyssey Helper. Divide these into RAPID and not.<br />
#For the non-RAPID articles, open up ILLiad and scan the TN in the home bar. Once the window opens up, select “OCLC AE”, then hit “browse” and select your article. Select “drop file”, and you should be returned to the “detail” window. Hit “ctrls” to save the new information, then choose “send email article exchange” at the top. Send the email (“send” button), and when you leave that window, make sure you “mark found” (top left). You will be exited out of the window.<br />
#For RAPID articles, go to the RAPID website (it’s bookmarked) and enter the password information on the wall behind the computer. Reenter eCopy and save your article as its ILL number (not the TN, as you were doing before). Return to the RAPID website, and on the left-hand sidebar under “lending actions” select “RapidX”. In the window that opens up, under “RapidX actions”, select “Send Rapid Request”, and then hit “choose file(s)” in the pop-up window. Choose your article file with the new number. And that’s about all you have to do for RAPID! Just make sure you always check if something is RAPID or not, because while you can send RAPID articles by Electronic Delivery Utility, you can’t send them by Article Exchange. So if it doesn’t work in EDU, you’ll have to go this route instead of doing AE.<br />
#Once you’ve sent all of your articles, log (on the sheet by the BookEye) how many you sent by OH, and then individually log any that you sent by AE or RAPID. Note the same on the slips, and then put them in the folder to the right of the BookEye. And you’re done!<br />
<br />
After the Ejournal process:<br />
<br />
Go to Electronic Delivery Utility<br />
# Log in with your ILL credentials<br />
# Note how many articles pop up<br />
#* If number doesn’t match up with how many articles you have, go through and put aside which ones don’t show up!<br />
#Click “Process”<br />
#*If articles show up as failed, try re-processing a few more times—they should go through. If not, combine with the articles that did not show up.<br />
#Write down how many articles went through on the ARO tracking sheet. On the topmost article, write “OH” (stands for Odyssey Helper) followed by “x [number of articles] ” (this way you don’t have to write OH on all the articles. <br />
<br />
For the articles that did not get processed:<br />
<br />
Go to ILLiad Client<br />
#Log in with your ILL credentials<br />
#Go to the Lending tab<br />
#*Click “Update Stacks Search Results”<br />
#*Scan Transaction Number barcode or type it in<br />
#*Double click it to open<br />
#*Once transaction profile pops up, click the OCLC AE tab.<br />
#Browse for the file, drop it, and save/send.<br />
#*Go back to the Detail tab<br />
#“Send notification”<br />
#“Article exchange” and send the email<br />
#“Mark found”<br />
#Go to the ARO tracking sheet and follow the process for OH, but write “AE” (stands for article exchange) on the slips.<br />
<br />
=== Processing ALA Requests ===<br />
<br />
ALA requests are either sent via mail, email, or phone because these libraries do not have OCLC access. We can manually submit requests for ALA libraries in ILLiad, and then instruct them in how to submit a request through our lending web pages electronically in the future.<br />
<br />
:*First, check to see if the address of the ALA library exists in ILLiad. Search for the library by Name or Address in the “Search Addresses” search fields located on the upper right of the ILLiad home page.<br />
<br />
::::-If the ALA library exists in ILLiad, a window will open up with their address/contact information. You can select the “Add Request” button at the top of the screen to manually add the request.<br />
<br />
::::-If the ALA request is from a library without an existing record in our system, you must add the address in ILLiad.<br />
::::*Begin by selecting the “Lending” tab located at the top of the ILLiad Home Page.<br />
<br />
::::*Then, select the “Address” button at the top left of the Lending Page.<br />
<br />
::::*Here, you can add the symbol of your choice, if the symbol is not currently being used by another library. You can search the OCLC Policies Directory for the symbol you have in mind, if there are no results, you are free to use that particular symbol.<br />
<br />
::::*Add the symbol and the address/contact information of the ALA library. When you are finished, click the save button in the upper left corner.<br />
<br />
:*When you have saved the address, you will be able to select the previously grayed-out options. Select “Change Password” to set the ALA Institution’s ILL Lending WebPages password. Set the password to “ill”.<br />
<br />
:*After the password is set, select “Add Request”<br />
<br />
:::-A Request Form will open up with ALA library address info attached. Fill in the Article or Loan Info (Title, Author, Call Number, etc.) and check off “Article” or “Loan”, then save the request. The request will be moved into the “Awaiting Lending Request Processing” queue.<br />
<br />
For their future use, we can email the ALA library the link to our online catalog/request form so they may send their requests to us electronically. This is the link to our lending web pages:<br />
<br />
http://ill.go.middlebury.edy/Lending<br />
<br />
::-You can send a personalized email, or call up the request and select “Lending WebPages Intro, e-mail” in the “Send E-Mail” drop down menu.<br />
<br />
::-From here, any borrowing institution without OCLC access can submit requests to our library electronically which will pull into our “Awaiting Lending Request Processing” queue along with regular OCLC requests.<br />
<br />
<br><br />
<br />
'''If Unable to Lend Requested Item''':<br />
<br />
::-If the item requested via ALA form is a non-circulating item, contact the school by email, phone, or fax and let them know the reason we are unable to fill their request. Do the same if the request must be conditionalized for some reason.<br />
<br />
<br><br />
<br />
=== Granting Renewals ===<br />
<br />
Generally, we will renew an item up to seven times in a row, or until the item is put on hold or recalled for use on campus. For Lending renewals, the Sierra due date should ALWAYS be one month AFTER the ILLiad due date to allow for time in the mail. <br />
<br />
'''Normal Renewals:'''<br />
Most of the time, Lending renewals are very simple. Click into the “Awaiting Renewal Request Processing” queue daily, and/or whenever it appears, for items that need to be renewed. You will want to have a Sierra window open next to your ILLiad window. <br />
<br />
For each request that appears, do the following:<br />
<br />
In Sierra:<br />
* In <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing Library's circ account by entering nill, then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
** If a pop-up appears offering different accounts, scroll through until you find the matching library, then double click that library to enter its account.<br />
* In the Checked-Out Items tab, locate the item and select it.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
* Manually extend the original due date by roughly one month and click <code>OK</code>, then <code>Override</code>, then <code>OK</code><br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* Click <code>Yes to Due Date</code> and the request should automatically route itself back to Item Shipped.<br />
** If you want to see what date ILLiad plans to renew to, hover your cursor above the <code>Yes to Due Date</code>--the date should appear. Make sure that the ILLiad due date is one month BEFORE the Sierra due date. <br />
<br />
<br />
'''Holiday Season Renewals:'''<br />
Because of the holiday shipping ban and the long holiday library closing, Renewals placed in the last month of the year have to be manually updated to avoid due dates landing during our non-operational times.<br />
<br />
In Sierra:<br />
* In the <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing library's Sierra account by entering nill then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
* In the Checked-Out Items tab, Locate the item and select it, without clicking the record details open.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
*Manually extend the original due date by roughly one month UNLESS that date would fall between Dec 15th and Jan 2nd. If it falls during that space of time, either pull the due date back to Dec 15th or extend it beyond the 2nd, as you decide for the season. As before, click <code>OK</code>, then <code>Override</code>, then <code>OK</code> to finish the Sierra Renewal.<br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* In the Due Date field to the right, manually update the due date to be at least one month out from the current due date. If this would put the due date in the middle of the no-go time (Dec 15th-Jan 2nd), extend it as you did for Sierra. <br />
** Remember to keep Sierra and ILLiad dates roughly one month apart, with the ILLiad date coming due first. <br />
* Click <code>Yes</code> and the request should automatically route itself back to Item Shipped, using the due date you provided instead of an automatically generated one.<br />
<br />
<br><br />
<br />
=== Address Maintenance ===<br />
<br />
There are several different ways that our borrowing libraries give us update information. Things to watch for include:<br />
<br />
:*In the Lending queue, Awaiting Requests Processing. If the Library Code has several addresses, or if there's been a change (i.e., the borrowing request library information doesn't exactly match our Illiad address information for them), a window will pop up. Here we verify the address information by selecting the appropriate address, if there are more than one for that code, and by making changes to any part of the address, updating Odyssey, Ariel, email address etc. We hit the 'Update' button, then 'Select'. OR if the address is brand new, we complete the Illiad information using the borrowing request information, and hit the Add' button, and then 'Select'. This will get us back to the actual request.<br />
:*A library may communicate changes via&nbsp;email, or include this updated info with a book.<br />
:*We may be alerted to an email&nbsp;change when our email to them bounces back. Then we can go back to the recent 'borrowing request' to verify the email address, or we can go to their OCLC Policies page. From here we update in 'Illiad addresses'.<br />
:*Any Odyssey address changes made in Illiad will be picked up by Odyssey. Ariel address changes need to ALSO BE CHANGED&nbsp;IN&nbsp;ARIEL. This is done in Ariel-Lending- Address Book.<br />
<br />
Video tutorial:<br />
<br />
[http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv]<br />
<br />
===Microfilm Instructions on Printer===<br />
<br />
[http://mediawiki.middlebury.edu/wikis/LIS/images/d/d5/Microform_Scanning_Guide.pdf Microform Scanning Guide]<br />
So, you've located your reel of microfilm in the movable shelves in the back left of the library. Here are instructions on how to extract the words from its honeycomb:<br />
<br />
'''1.''' Turn on the microfilm machine with the switch located usually on the right side of the body of the machine. Turn on the printer with the switch located at the bottom of the front of the machine.<br />
<br />
'''2.''' Fit the reel of microfilm onto the left-hand spool of the machine, making sure the reel is flush against the wall. The film should feed from the top of the reel, to the right.<br />
<br />
'''3.''' Using your fingers, feed the film over the top of the reel, guiding it underneath the two black rollers. Continue manual feeding until the end of the film is directly under the lens.<br />
<br />
'''4.''' Press the blue button on the right side of the top of the tray to engage the auto-thread, “0000” will appear on the little screen next to the blue button when the film has threaded completely. Watch to ensure that the film has begun to feed onto the empty reel to the right.<br />
<br />
'''5.''' Use the “Navigator” dial to move the film forwards or backwards.<br />
<br />
'''6.''' Once you have found your article, you must make it fit within the white markers on the screen legibly. Adjust the image using the tray slider and the three dials above the lens. You can change the direction of the text using the top dial, the size of the text with the middle dial, and the focus with the bottom dial. You can center the image within the white markers on the screen using the “Tray Slider".<br />
<br />
'''7.''' Push the green button to print.<br />
<br />
'''Contrast''': On the control pad to the right of the microfilm machine there are two arrows that adjust between an image of one white half moon and one black one. This is the contrast. If the page you've printed looks dark and murky or illegibly faint, adjust the contrast a couple clicks and try printing the page again.<br />
<br />
'''8.''' When you have printed your entire article, leave it with the pull slip next to the copier to be scanned.<br />
<br />
<br />
=====MicroFAQs=====<br />
Q - "Help! I found the article I need, but the printer won't work! And the print button is blinking. What should I do?"<br />
<br />
A- "Ah! Common problem. While leaving the film exactly as it is, turn off the microfilm machine and then turn it back on again. The printer will take a few seconds, make a couple humming noises and then the light will probably stop blinking and you will be able to print."<br />
<br />
Q - "Ugh! There is this mysterious black shape covering up some of the text so that a very important part of the article is illegible. Is this bad karma? Or the library ghost that Todd talks about sometimes?"<br />
<br />
A - "No. Well, maybe. We don't know why that happens, but all you have to do is push the gray plastic "tray" forward and back again, and the black shape should be gone, or at least moved to a part of the film that is not as critical."<br />
<br />
Q - "The text is dark and hard to read on the screen, and when I print it, one diagonal half of the page is too dark while one is too light to read. Why is microfilm so terrible?"<br />
<br />
A - "Microfilm is actually an extremely efficient way to store information and make it easily accessible to our patrons. It sounds to me like perhaps the lens of the machine isn't pushed all the way in. Try pushing forward on the black handle/lip of the lens. It should snap into place and everything should look brighter for you."<br />
<br />
Q - "How come every time I print from a microfilm machine, my article comes out like a folded up child's accordion."<br />
<br />
A - "I know. And I'm sorry about that. There's not a quick fix. You can try taking some of the paper out of the printer. You can try using paper that's not recycled. Bottom line is that sometimes those printers do that, and you have to be patient with them.<br />
<br />
Q - "It looks like there's a thread or a hair or something on the article and I can tell that it's not on the actual film and is a problem with the machine. It's really annoying."<br />
<br />
A - "It sounds like the glass plate below the lens has popped out. Try carefully removing the lens and setting it to the side. Fool around with the small glass plate. It should sit flat so that the film can run over it smoothly. Sometimes it's even upside down. Who knows why. When you replace the lens, make sure to (gently!) push it all the way back in until it clicks."<br />
<br />
Q - "No matter how much I adjust the contrast, everything I print looks very faint."<br />
<br />
A - "The toner might be low. If you think that might be the case, check with Todd. He is helpful in these types of situations."<br />
<br />
Q - "The printer won't work, there's enough paper in the tray, there's no paper jam, I tried that thing about the blinky light, and nothing has helped. What should I do now?"<br />
<br />
A - "It's possible that the printer is confused about which paper size is supposed to be in the tray. Open up the paper tray and check the small wheel on the edge of the drawer to make sure that it specifies "LTR" as the paper size."<br />
<br />
Q - "My article looks good, but I had to waste so much paper trying to get the contrast right, and I can't even print on both sides of the page. Aren't we trying to go green here? Why can't I just scan the microfilm image directly to file, like a civilized and conscientious member of the 21st century?"<br />
<br />
A - "Try using one of the newer machines! They're hooked up to computers on the main floor out by the microfilm stacks."<br />
<br />
===Microfilm Instructions on Computer===<br />
<br />
1. Log into the computer. Username: *** and password *****<br />
<br />
2. Turn on the ViewScan machine by pressing the “up” arrow on the power button on the right-hand side of the base.<br />
<br />
3. Thread the machine:<br />
:<br />
:a. Place the reel on the left spool so the microfilm is coming over the top<br />
:b. Guide the film under the first white roller, between the lens and the glass<br />
:c. Pull the film under the second white roller, and tuck it into the slot on the take up reel<br />
<br />
4. Double-click on the ViewScan icon (looks like a small robot) to open. You should see a dusty gray backdrop. If not, make sure the light in the machine is on and that you are in the “browsing” tab of the application.<br />
<br />
5. Find the article you want<br />
:a. To scroll: use the arrow buttons on the machine or the computer. The red ones advance and reverse quickly, and the white do the same more slowly.<br />
:b. Move horizontally by manually shifting the topmost tray<br />
:c. If text is blurry: click “focus in/out” buttons.<br />
:d. Change size: use the buttons next to focus in/out to zoom slowly, or the magnify button to make a more drastic change.<br />
:e. Rotate text: use the round green arrows that say “rotate left/right” or the vertical flip, which rotates the page 180 degrees.<br />
<br />
6. Adjust the image<br />
:a. Zoom in as close as possible until the article or some chunk is as large as possible while still completely visible<br />
:b. Adjust the focus the article looks as clear<br />
:c. To straighten: using the “straighten” tool, draw a blue line (preferably on an existing line) that would be vertical if the film were perfectly straight. The program will automatically adjust the film.<br />
:d. Click on the “adjust image” button and adjust the brightness, contrast, and sharpness as necessary<br />
:e. If one particular area (a picture, for example) still looks fuzzy, this may be adjusted later<br />
<br />
7. Switch to the cropping tab<br />
<br />
8. Select “addition tool” and draw a box around the are you would like to scan, or the “subtraction tool” to remove unwanted areas<br />
<br />
9. Click “scan selection”. The scanned images will appear at the bottom of your screen.<br />
<br />
10. To adjust a single area of an image<br />
:a. single click on the image<br />
:b. select “target area enhancements”<br />
:c. select “add new enhancement area”<br />
:d. draw a box around the area you want to enhance and adjust as necessary<br />
:e. exit the enhancement box (note: your enhancements will not appear on the thumbnail at the bottom or on the preview in the print/save dialog box<br />
<br />
11. To delete an image, single click on it and select “delete captured image”. Saving the article will save all images, so be sure to do this for anything you don’t want.<br />
<br />
12. Save the article<br />
:a. Click the file tab<br />
:b. Select desired file type, fit, and resolution settings<br />
:c. Save as the transaction number (TN) to the desktop<br />
:d. Drag the file to the “Online Articles” folder, making sure before doing so that no extra characters have been added to the file name<br />
:e. Write OF on the coversheet and return it to the ILL office<br />
<br />
13. Close ViewScan, which will delete all remaining images, remove the microfilm from the spools, and turn off the ViewScan machine. Log off the computer, and put the microfilm box in the basket by the maps.<br />
<br />
=== Processing Books for Bread Loaf - New Mexico ===<br />
<br />
General Information:<br />
<br />
::Contact: Karen Browne - Karen_Browne@breadnet.middlebury.edu. In Sierra, check books out to: n ill BREAD LOAF. Books due: Sept. 3 Ship Via: UPS<br />
<br />
::Ship to Karen Browne, Bread Loaf School of English, c/o Saint John’s College Library, 1160 Camino Cruz Blanca, Santa Fe, NM 87505<br />
<br />
<br><br />
Lists are prepared by Kellam.<br />
<br />
:*Pick up items in the stacks. Pay special attention to the desired year and # of copies needed.<br />
<br />
:*Check off on the list, books that are found. Mark or highlight books not found.<br />
<br />
:::-Missing books need to be searched for extensively<br />
<br />
:*If items are checked out, Kellam will recall them. If checked out in ILL, we recall them.<br />
<br />
:*Kellam submits items we do not own or that are lost, as well as items that need updated editions, for ordering.<br />
<br />
:*Mark the spines of each book with a color-coded sticker to indicate which course the book will belong to. Create a “Sticker Key” for Karen to follow. Include a key in each shipped box and include hard copies of the course lists in “Box 1” to serve as packing slips. Write down the number of books on the top of each packing slip and note which ones are missing/on order, etc. (if any).<br />
<br />
:*Check out items to “n ill BREAD LOAF” in Sierra. Set due dates for Sept. 3.<br />
<br />
Books should arrive in New Mexico as early as a week before classes begin. Check with Karen Browne regarding this. The arrival date might be between May 30th and June 6th. Insure boxes for $1,500-$2,000. Alert Mailing Services that the boxes are on their way and how much they have been insured for.<br />
<br />
:*Email Karen to let her know how many boxes were shipped and when, along with the tracking numbers of each box. Also make her aware of which items (if any) are still pending (ex: books still checked out, or on order, etc.).<br />
<br />
:*Send pdf files of course lists to Karen via email.<br />
<br />
=== Processing RETURN Books from Bread Loaf - New Mexico ===<br />
<br />
:*Sierra nill BREAD LOAF<br />
:*Count books<br />
:*Check them into Sierra under BREAD LOAF<br />
:*Remove dots from spine<br />
:*Return to Circ for reshelving<br />
:*After all have been returned- double check: IS anything left in Sierra?<br />
<br />
=== Restrictions on Processing Foreign Language Materials ===<br />
ILL will not lend the following Foreign Language items between May and mid-August of each year, in order that these materials be available for use by Summer Language Schools patrons.<br />
*foreign language learning materials<br />
*foreign language browsing<br />
*foreign language audio books <br />
*foreign language media (i.e. DVD, CD, BluRay, or VHS)<br /><br />
<br />
===Processing Lending Returns===<br />
<br />
Lending return items are items which we have lent to other institutions and which have been returned to us. After being unpacked, lending returns are placed on the purple cart in Kat's office. <br />
<br />
'''Sierra Processing'''<br />
<br />
*First, open Sierra Circulation. Navigate to the <code>Check-In</code> tab along the left side of the screen.<br />
*Scan the Middlebury barcode of each item. If a window pops up saying that the item belongs in Armstrong or Davison, and asks if you want to print a transit slip, click <code>No</code> or type "n." <br />
** Be sure to check that all parts of the item being checked in are present. For example, if a work is in two volumes, check those in together. Or, if a CD or DVD is being checked in, make sure that all parts of the item - the cover insert, all disks, etc. - are together.<br />
** Keep an eye out for damage to the items. If damage is found, give the item to Kat or Rachel for further processing.<br />
** Watch for holds - if an item has been put on hold, it will prompt to print a Hold Notice. Print the notice, slide it into the item, then put the item on the hold shelf at Circ.<br />
<br />
'''ILLiad Processing'''<br />
<br />
* Log into ILLiad, navigate to the "Lending" tab, and click on the button labeled <code>Lending Returns</code>.<br />
* Scan the Transaction Numbers of all incoming items. Make sure that each item calls up the appropriate record on screen, and that its OCLC status is '''not''' SHIPPED, but something else beginning with R such as RECEIVED, RETURNED, RECALLED, or RENEWED.<br />
***If the status is "Shipped," the item was likely never received at the borrowing institution, and so should be brought to Kat. As usual, if you have any questions, or anything strange occurs, ask Kat or Rachel.<br />
**Look for any notes (in the bottom area of the window) or any unusual OCLC statuses (at the bottom right of the "Transaction Information" area) for items being checked in.<br />
**Look for notes saying that the item has been invoiced; if these are present, bring the item to Rachel after processing.<br />
** If the OCLC status is "Recalled," a slip should print, and the item should be put in Reserves. <br />
**If an item comes in multiple parts or volumes, make sure that all parts are present before checking in the item. A window should pop up asking you to check for multiple pieces, but pay attention in case it does not.<br />
**When all items have been scanned, click <code>Process Queue</code>. Check to see that all items have been processed before closing ILLiad.<br />
*Remove the bands from all items that were successfully checked in, both in Sierra and ILLiad, and place on the shelves and carts behind Circulation for reshelving.<br />
<br />
<br/><br />
Reshelving Notes: <br />
* Be sure that all DVD cases are locked before being placed in reshelving.<br />
* Check for any extra labels above the call number, such as Armstrong, Oversize, Vermont Collection, Faculty Authors, CTLR, etc and place those items on their proper shelves. <br />
* Place all other books on the two returns carts with A-M call numbers in the left cart and N-Z call numbers on the right.<br />
* If you see an item in disrepair or that looks like it may have been damaged, bring it to a supervisor so it can be sent down to P&P.<br />
<br />
===Processing Mills Returns===<br />
* Check in through Sierra.<br />
* Pull item up in ILLiad by the TN, then <code>Route</code> to Request Finished.<br />
* Remove stickers and take back to reshelving.<br />
<br />
== '''Invoices and Item Replacement''' ==<br />
'''ILL policy states that once an item leaves its Lending library, the Borrowing school is liable for it.''' <br />
<br />
Therefore, if an item that was lent out is damaged or never returned by a patron, lost in the mail, or badly damaged, the Borrowing School is responsible for replacing or paying to repair/replace the item.<br />
<br />
'''Replacement Policy'''<br />
<br />
Middlebury accepts replacement copies so long as they:<br />
* Are the same edition and format as the original item<br />
* Are NOT discarded from another library, an ARC, or a proof copy<br />
** Gently used items other than these are completely acceptable.<br />
<br />
<br />
'''Invoicing'''<br />
<br />
Some schools may find it easier to simply ask for an Invoice for the item. There's a folder in Kat's office containing all the paperwork necessary to request, and then process Invoices. Rachel does the actual bill generating.<br />
<br />
Generating Invoices:<br />
* In the Invoices folder, in the manilla folder titled Bill Generation Forms, grab a sheet of little yellow slips<br />
** Pull up the Lending Request in ILLiad and note down the School Code and Number, Material, TN, and reason for issuing the invoice.<br />
** Research roughly how expensive a replacement copy would be via [https://www.abebooks.com/ AbeBooks], [https://www.amazon.com/ Amazon], or other provider of your choice<br />
** Round that replacement cost to the nearest $100, not the rounded cost down<br />
** Present the yellow slip to Rachel<br />
* Flag the item as "Awaiting Invoice"<br />
<br />
<br />
Processing Invoices: <br />
* Pull up the ILLiad request<br />
* Flag the item as "Billed"<br />
* Remove any other unnecessary flags<br />
* Add a note with the Invoice number and total charge for the invoice<br />
* Add one copy of the Invoice to the manila Active Invoices folder in the corner of Kat's desk<br />
* Prepare the other copy of the Invoice for sending<br />
** Pull a W-9 form from the manila Tax/Vendor forms folder, add today's date in the date field<br />
** Grab one of the Middlebury College envelopes with a plastic window in the front and write LIBOOK on the top right of the front--right where a stamp would normally go<br />
** Placing the W-9 behind the Invoice, fold the two papers so that the address of the Invoice is visible through the plastic window<br />
** Insert the papers into the envelope and seal it shut<br />
* Place the completed Invoice in the Outgoing Mail basket in the main lobby<br />
<br />
== '''Document Delivery''' ==<br />
To print Doc Del requests: <br />
* Make sure the request is in the "Awaiting DD Stacks Searching" queue. (Route there if needed!) <br />
* In the upper Document Delivery tab click <code>Print Pull Slips</code><br /><br />
<br />
<br />
Scan and save:<br />
* Scan cover sheet and article as a PDF <br />
* Save to \\ILLiad/elecdel by TN number <br /><br />
<br />
<br />
Check file and send:<br />
* Open ILLiad and, in the top Document Delivery Tab, open <code>Update Stacks Search</code><br />
* Enter the TN number of the request you want to deliver and hit Enter (or the Search button)<br />
* Once located, double click on the item to open the request<br />
* Click into the PDF viewer tab and make sure the article is showing up, and also that it is scanned and readable<br />
** If file is not showing up, go back and make sure you’ve saved the file in PDF format on the elecdel drive<br />
** If unreadable or missing pages, please rescan<br />
** If everything is in order, close the request and return to ILLiad’s Document Delivery --> Update Stacks Search window<br />
* Click <code>Notify Electronic Delivery</code> to send the item to the patron<br /><br />
<br />
<br />
Record your work:<br />
* On the ARO Tracking Sheet, record the item’s school code (MDY), TN, and that it was sent by DD<br />
<br />
<pre style="color: red">If the item you are looking to scan is unavailable, Route the item to "Awaiting Request Processing" in Borrowing.<br />
</pre><br />
<br />
== '''Processing EJournals''' ==<br />
<br />
=== Locating and Saving Articles ===<br />
In short: <br />
Open the Ejournal Processing queue to get started. <br />
# Click on a request that is NOT marked "Online."<br />
# Locate the article. Start with the Serial Solutions tab or the Google Search tab and work onward from there.<br />
# Save a PDF copy of the article to I:\ArielScan\'''Online Articles''' <br />
# Mark the Call Number "Online"<br />
# Close the request and start another<br />
<br />
<br />
<br />
In long:<br />
<br />
Click on a request that is NOT marked "Online."<br />
# Always try serial solutions first!<br />
#* If a database comes up but your article cannot be found, try “browse journal”; it may be a problem with title/author/some other citation information that your human brain can much more easily figure out.<br />
#* If you still can’t find it, see if you have any other database options (that are not part of the same umbrella database, e.g. proquest’s various databases that all have the same holdings).<br />
#* If serial solutions can’t do your search (NOT if you get “no results”), check to see if more than one ISSN is listed in the box—if so, try deleting one, and if you get a “no results” then, try the other. Sometimes this is an easy fix.<br />
# If serial solutions doesn’t work:<br />
#*Try Google. Every so often the article is freely available on researchgate or academia.edu.<br />
#*Check Midd A-Z or MIDCAT (or Z39.50, if you’re familiar with how to use it) to see if we actually hold the journal in question, and if the request falls (or should fall) within these holdings.<br />
#If everything you see says we’re supposed to have the article in the request but you just can’t find it, ask for help! Or leave a note in the call number box asking for a second look from someone else. <br />
#*If no one else is around to help you and there’s something you think anyone looking for the article should know that can’t be explained in just a few words, you can also write an actual note (in the notes box) and just say “please see note” in the call number box.<br />
# If you can’t find the article after using the above steps:<br />
#*Update the call number box and leave it in the queue. Common messages include: <br />
#**“no access” (typically used when you can see the article but can’t access it, e.g. the database only allows you to see the abstract but you would have to pay for the whole article; or the database is missing the volume/issue where your article is)<br />
#**“not found” (when you have no idea where it is; this can sometimes be a result of incorrect citation information on the patron’s part)<br />
#**“holdings begin before/end after this request” (if you know more specifically what’s wrong )<br />
#**Any other specific feedback explaining where the item is<br />
<br />
Some advice for various types of requests:<br />
Foreign language databases/journals!<br />
*If you don’t speak the language of an article, journal, or database, rely on numbers—they’re usually a constant. Volume, issue, and page number can all help you!<br />
*[https://translate.google.com/ Google Translate] is your friend. Don't be afraid to copy/paste titles or even whole tables of contents into it<br />
*Chinese databases (CNKI):<br />
**As long as the citation is complete and correct, these are actually fairly simple—just use the year, issue, and page number to find the article, then double-check that the English title is the same once you click on the Chinese name in the table of contents (aka, the TOC).<br />
**If there are no page numbers, or some other information is missing, you can try copy-pasting the TOC into google translate to look for your English title. Keep in mind the translation won’t likely be an exact match (it is google translate after all), so keep an open mind and look for titles that are similar even if they aren’t exactly the same.<br />
**You can sometimes double-check or complete a citation through a simple google search of the title—but keep in mind you’ll almost never be able to actually download the article this way. You have to go back into the database on serial solutions or MIDCAT to get it.<br />
**If after all this you still can’t find it, leave it in the queue for someone else to try!<br />
*Japanese databases:<br />
**Don’t be surprised if we don’t actually have this. Often we can only get the abstract from these databases, so if you can’t access it just leave a message in the call number box and move on.<br />
* Proquest<br />
**“Proquest” here covers all the databases that fall under this umbrella, like the social sciences database, nursing and health alliance (?), etc.<br />
**If we actually have access to the full text of the requested article, it will usually show up in a serial solutions search, but if you get a “no exact matches found” message (in proquest, not in serial solutions), you should still “browse journal” and see if you can figure out what is going on. Proquest can sometimes have patchy coverage, where it’s randomly missing a volume or issue even though our holdings supposedly cover that year.<br />
**If you can see your article but there’s no full-text/PDF option (in these cases you’ll usually see “get it @ MIDD” and/or “see abstract/summary” or something similar), we DO NOT HAVE IT, unless you have a non-Proquest database option in which you can also search. Clicking “get it @ MIDD” will just send you back to serial solutions again.<br />
*Lexis-Nexis<br />
**Lexis-nexis can be difficult to find things in, because there’s no real way to search by volume/issue like there is with other databases. You can narrow down to a specific date range, if you know it, or you can try searching various sets of words from your title if the full title returns “no results” (occasionally the article title in lexis-nexis differs from the title listing elsewhere, for whatever reason).<br />
* Wiley<br />
**There is a list (which may or may not be up to date) of journals held by Wiley that we can actually send via ILL. It’s not long. If you’re not sure if we have access to the article or not, click “get PDF”. If the PDF actually loads, go ahead and save it to Online Articles. If it pops up with a screen that says “you will have access to this article for 24 hours. Confirm/Cancel”, we are not allowed to send it. Hit cancel, and leave a “no access- wiley” note or something similar in the call number box.<br />
* PDFs<br />
**Saving PDFs to Online Articles is usually pretty straightforward, but sometimes you’ll run into issues, so here are a couple ways to get recalcitrant articles into your folder.<br />
**Even if there’s no “download” or “save” option, you’ll sometimes see a “print” button. If you do, press it, and print the article to “PDFCreator”. A window should pop up (it might ask first if you want to update the program, and you can say no) where you can type in the TN in “document name”, then save it into Online Articles. Done!<br />
**If there’s no print button either, but you can see the full text in your window, you may have to copy-paste into a word document and then follow the steps above<br />
Note: printing to PDF is generally better than saving a word document as a PDF, because saving will create an adobe file, whereas printing will create an eCopy document. This is simpler when you’re sending ejournals later.<br />
<br />
<br />
Once you've arrived at the proper journal, search for the article, either with a "Search within this journal" field, or by finding the proper issue from the proper year by browsing or looking through the archives of a journal.<br />
<br />
If you find the article, download it as a PDF. If there is no obvious way to save it as a PDF, you may need to print the article, and select "Adobe PDF" as the printer. Save the PDF as the transaction number of the request in the "Online Articles on 'woodchuck\elecdel\Arielscan'" folder. (\\woodchuck\elecdel\ArielScan\Online Articles)<br />
<br />
If you cannot find the article, try another one of the links from MIDCAT. If you're searching and something seems wrong with the borrowing school's citation, it may be helpful to google the article and see if it is cited differently somewhere else. If nothing works, write the reason that you cannot find the article on the pullslip, and put the slip on Kate's desk.<br />
<br />
For ‘not found’ items, typical reasons might be:<br />
* Our holdings end before<br />
* Our holdings begin after<br />
* We don’t own it, purchase required to access<br />
* Can’t access the online article<br />
Please jot down some abbreviation that makes sense (i.e. ‘starts after’ or ‘no access’ or ‘want $$’) on the pull slip.<br />
<br />
-Chinese Journals are difficult. There is a new link on each of the student workstations to [http://oversea.cnki.net/Kns55/brief/result.aspx?dbPrefix=CJFD Chinese Database] which may work better than the link from MIDCAT or A-Z. Try it if you have trouble with the direct path.<br />
<br />
=== EJournal Processing ===<br />
EJournal processing requests are article requests for which the article or the database in theory has been directly linked to ILLiad.<br />
<br />
- Go to the lower lending tab in ILLiad. At the bottom of the menu, if there are any requests, there will be an "Awaiting EJournal Processing" queue. Click on it to view the requests.<br />
<br />
- It is helpful to be able to see the "Call Number" column header to see which requests you have processed. If it is not visible, scroll right until you see "Call Number". Drag the column header into the space above the columns, scroll left and place it between the "Transaction Number" and "Username" columns (or some other visible space).<br />
<br />
-Open up an article request by double clicking on it. It will open up a new window. Read the journal and the title of the article being requested.<br />
<br />
-Click on the "Collections" tab to the right of the "Article Info" tab. In the "URL" column there will be one or more links. Click the (first) link, and it will open up your browser.<br />
<br />
-If the link has brought you to an article, great. Make sure it is the same article that was requested and then look for the option to download it as a PDF. Save it to the "Online Articles" folder as the transaction number.<br />
<br />
-If the first link brings you to something besides an article, try the rest of the links. If none of the links work, go to either the "MIDCAT" tab in the request window, or open up midcat in your browser and search for the article as if it is a Search Online, consulting the information in the "Article Info" tab of the request window.<br />
<br />
-If you have successfully saved the article, find the "Call Number" field in the right of the request window and change the call number to "Online" either by typing it, or pressing Windows "O" hot key. Press the small save icon in the upper left corner and close the window.<br />
<br />
-If you absolutely cannot find the article, cancel it. In the upper left corner there is a "Cancel Request" icon. If you click on it, a small window will appear. Click on the top bar under "Reason for Cancellation" and select a reason from the drop down menu. If we don't have access to those years because we stopped subscribing to the journal choose "Holdings END BEFORE this volume". If the article is from too early an issue for us to access, choose "Holdings BEGIN AFTER this volume". If you're not quite sure why you can't find the article, rather than canceling it, tell one of the supervisors.<br />
<br />
-Once you have found all of the articles, and you can see that all of their Call Numbers are "Online", open each one and click the "Finished Searching" icon in the upper left corner, or highlight all of the requests and route them to "Awaiting Stacks Searching". Once the requests have all disappeared from the queue, go to the upper lending tab, and click "Print Stacks Search Items". *It is important that you perform all parts of this step at a good clip. If you click "Finished Searching" and then don't print the pullslips, there's a chance they will be printed at Armstrong before you get to them.<br />
<br />
-Print the pullslips on the copier. They will print two to a page. You can then use the paper cutter to neatly separate them, and bring them to Kate's desk.<br />
<br />
== '''Sending Articles''' ==<br />
<br />
<br />
=== Attaching Cover Sheets ===<br />
'''1.''' Collect pullslips marked "OF" or with the call number "Online" and sort them according to the way in which they will be sent. For instance, put all articles to be sent through Odyssey in the front, all to be sent through Ariel in the middle and all to be sent via email at the back.<br />
<br />
'''2.''' Scan the pullslips using the copier. As in scanning an article, send the scan to "ILL Scan", but when selecting the document size, choose the second option "LTR R" rather than the first option "LTR". Put the pullslips in the top of the copier with the top of the sheet on the right side. Press start. When the scan is finished, collect the pullslips, making sure to keep them in the same order.<br />
<br />
'''3.''' Open up the scan you just made from the folder "Arielscan on 'woodchuck\elecdel' (X:)". Click the "view all" icon so that you can see all your cover sheets. Highlight all pages and click "rotate left" so that the pages are right-side-up.<br />
<br />
'''4.''' Click the "Restore Down" icon in the upper right-hand corner of the file (the beige one, not the blue one!) so that you are able to resize the file within eCopy Desktop. Resize the file so that it takes up only a strip of the left side of the screen, perhaps two pages wide.<br />
<br />
'''5.''' Open up the pdf of the article indicated by the pullslip at the top of the pile. Do this by clicking on the "open" icon in eCopy Desktop. The saved article will be in the folder "Online Articles on 'woodchuck\elecdel\Arielscan' (W:)". It will be saved under its transaction number. You can select it from the list by its transaction number, or open it by simply scanning the barcode of the transaction number on the pullslip.<br />
<br />
'''6.''' Once you have the pdf open, check the title to make sure it matches the title on the pullslip. Then click "View All". This allows you to see if the article is in color, and also (eventually) to drag new pages into the document.<br />
<br />
'''7.''' Click on the "restore down" icon (the beige one, not the blue one!) in the upper right-hand corner of the file. Resize the document so that it takes up the part of the screen that the cover sheet file does not (the right side). This way, you can easily navigate between the two files.<br />
<br />
'''8.''' Drag the first page of the cover sheet file into the article file so that it is the new first page. It will copy the coversheet to the article without removing it from the cover sheet file. Double click on the page to make sure that this is the correct cover sheet. Then hit "save" just in case. (If the article will not let you drag a cover sheet into it, read the section on MyMorph below.)<br />
<br />
'''9.''' Now, save the newly cover-sheeted article as a tiff file. Go to File, Save As, and select the proper format from the drop down menu. If the file is in color (as in diagrams or photos or things crucial to the article) choose "TIFF Color (JPEG)". If the article is in black and white (or it's mostly black and white and just hyperlinks and such fluff are in color) choose "TIFF B&W (G4)". You must save it to "C:\Ariel Scan" folder as its transaction number.<br />
<br />
'''10.''' When you've finished attaching the cover sheet, you may close the document. Move on to each subsequent cover sheet, matching each as you go. If you've kept your pullslips in order, the cover sheets will also be in the correct order in the file.<br />
<br />
<br />
==== MyMorph ====<br />
Sometimes files can be aloof. If a file doesn't want you to drag another page, such as a cover sheet, into it we use a program called MyMorph. Close the problem file, and click on the red MyMorph icon on the desktop. In the MyMorph window, click on the "Add File" button". Find the pdf of the problem article in the "Online Articles" folder and click "Open". In the "Convert files to . . ." menu in the My Morph window, make sure that the radial button next to "TIFF" is selected, and then click "Start" in the bottom left corner of the window. MyMorph will convert the pdf of the article into a tiff (may take several seconds) and voila! You may open up this tiff file in eCopy Desktop and manipulate it as you wish!<br />
<br />
=== Odyssey ===<br />
So. The cover sheets are all nestled in their articles, and you think they're ready to be shipped off. If the schools to which these articles are being sent have an Odyssey address, the process is easy-peasy. Here's how:<br />
<br />
:*Take the pullslips you have put aside and remove any sheets that do not have Odyssey addresses. You will send those with Ariel or email at a later time.<br />
<br />
:*Open up Odyssey Helper and log in with your normal ILLiad username and password.<br />
<br />
:*Either count the files in the window, or look at the bottom left corner to see how many files are ready to be processed. Count the pullslips in your Odyssey pile.<br />
<br />
:::-If you have fewer pullslips than files in Odyssey, look around the computer. Chances are someone has B-scanned an article and left the pullslip for you either on the computer or in the folder under the N.O.R.A. Tracking Sheet.<br />
<br />
:::-If you have more pullslips than files in Odyssey Helper, figure out which pullslip(s) you are missing by comparing titles and transaction numbers on the pullslips and in the Odyssey window. Once you have figured out what you are missing, check to see if you have saved the file as the transaction number in the proper Ariel Scan folder (remember, there are two similarly-named folders), and that you have saved it as a TIFF. If everything looks fine there, see if their Odyssey address looks unusual. If that still doesn't seem to explain it, check the history in ILLiad to see if Armstrong could have already sent the file.<br />
<br />
:*If all your Odysseous (get it?) ducks are in a row and you have the same number of files in Odyssey as pullslips in the pile, hit the "Process" button. Usually they will all send. If a file indicates that it has failed, hit process again until it sends. Deliver any total failures to Kate's desk with a note.<br />
<br />
:*Once you've processed the files, write down the number of files you've sent on the top pullslip and indicate that you've sent them using Odyssey Helper. Record the number of files you have sent through Odyssey on the N.O.R.A. Tracking Sheet.<br />
<br />
=== Ariel ===<br />
If your pullslip has no Odyssey address but has an Ariel address, you should send the article through Ariel.<br />
<br />
:*Ariel should already be open. Bring the Ariel Lending window up. Go to the menu bar to Document>Import>Send... and choose your article (saved under the transaction number) from the C:\Ariel Scan folder and click "Open"<br />
<br />
:*In the new window, change the "Document ID" from the transaction number to the ILL number. Then type in the school's three-letter code as the destination in the "To:" text box. Press "OK".<br />
<br />
:*Next, click on the "Send Queue" window within Ariel, and scroll down to the bottom. Your file will be the last one. Watch it to make sure it sends. It should only take a few seconds.<br />
<br />
:*Once it has sent, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
=== Article Exchange ===<br />
If your pullslip doesn't have an Odyssey address or an Ariel address, then you should send the article via email with Article Exchange.<br />
<br />
:*Once the article file is saved with an attached cover sheet in the C:\Ariel Scan folder, bring up ILLiad and search for the request by scanning the transaction number or the ILL number in the "Number" box of the "Home" tab.<br />
<br />
:*Once the request is up, find the tab located toward the top of the page named "OCLC AE". Click on it.<br />
<br />
:*Click the "Browse" button to select a file to drop. Find your article in the C:\Ariel Scan folder and click "Open". Then click the blue "Drop File" button to attach the article.<br />
<br />
:*When the file has dropped, the request will return to the "Detail" view of the window, and the new web address and password for the article will be highlighted in yellow. Click the small "Save" icon at the top left of the window.<br />
<br />
:*Now you must notify the borrowing library. Click on the "Send E-Mail" icon at the top of the window and select "Article Exchange". An email form will pop up. You do not need to change anything in it. Click "Send" in the upper left corner.<br />
<br />
:*Just as when you send an article through Ariel, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
<br />
=== Scanned Articles to be Sent ===<br />
<br />
Articles that have been scanned using the copier also must be sent through Ariel, Odyssey, Email, Drop Box or Article Exchange. Because these articles already have attached cover sheets, there is no need to scan the pullslips.<br />
<br />
-Bring the "Scanned Materials" cart over to the computer. With a little luck, and thorough and cautious ILL student workers, the scanned materials will be in order on the cart.<br />
<br />
-Open up the folder "Arielscan on woodchuck\elecdel" and open up the most recent file in the folder. Find the book or periodical on the cart that corresponds to the scanned article.<br />
<br />
-Check the article to make sure that none of the text has been cut off, and that none of the pages have been skipped. If everything looks as it should, close the article.<br />
<br />
-Next, rename the file. Right-click on the file name (which will still be highlighted) in the "Arielscan on woodchuck\elecdel", select "rename" and change the file name to its transaction number, keeping the ".tif" extension.<br />
<br />
-Open the file anew. Go to File>Save As. . . and save this file in the C:\Ariel Scan folder as a TIFF file, just as you would if you were processing an online article. All articles scanned using the copier will be black and white, so choose "TIFF B&W (G4)" from the "Save as type" drop down menu.<br />
<br />
-Process the rest of the scanned materials in the same manner.<br />
<br />
-When you are finished, send the articles through Odyssey, Ariel or Article Exchange as you would with an online article. Bring periodicals and books to reshelving. If there are any photocopies that were scanned, put them in the manilla folder on top of the file cabinet in front of Rachel's desk.<br />
<br />
=== '''File Clean Up''' ===<br />
After you're done sending files, it's good to clean up a little. There are three folders that can be tidied: Arielscan on woodchuck\elecdel, Online Articles on woodchuck\elecdel\Arielscan, and C:\Ariel Scan.<br />
<br />
-Select the first folder to clean out, for instance, Online Articles. Sort the files in the folder by date modified, then highlight the files that are no longer needed. Use your judgment for this. If you've just processed all of the files, and you know they've been sent, you may highlight all the files. If you are unsure whether the files have been processed, perhaps just highlight the ones from the previous day and earlier.<br />
<br />
-Drag the highlighted files into the "Backup" folder. There is a "backup" folder in each of these three main folders. This way, all of the files are accessible in case any situations crop up where a patron would like an article resent to them.<br />
<br />
-Repeat this process in the other two folders.<br />
<br />
-Once every semester or so, it's good to delete files out of the "backup" folders to free up space. When deleting these files, do not delete any files from the past four(ish) months in case a ghost of ILL past needs its file.<br />
<br />
==== Cleaning Out Ariel ====<br />
<br />
Begin with oldest items. Search in&nbsp;OCLC Staff - Resource Sharing&nbsp;to see if item is received, i.e. 'not found' in OCLC. Then OK to delete in Ariel.&nbsp;<br />
<br />
== '''Shipping''' ==<br />
<br />
<br />
=== Unpacking ILL Materials ===<br />
<br />
:*Open packages with care in order to preserve the packaging. Examine thoroughly for small items, papers, and microfiche, etc.<br />
<br />
:*Please keep the envelopes and boxes that can be reused and recycle anything that can be recycled. Although the envelopes with bubble padding cannot be recycled, the envelopes with fuzzy paper filler as well as cardboard boxes can be recycled.<br />
<br />
:::-Anything you decide to keep should be put away or stacked neatly in its proper place in the closet or cabinets in the shipping area.<br />
<br />
*If you are unable to finish unpacking during your shift, make sure it is clear at what point you left off. Stick a note on the pile which reads “Needs to be unpacked” so that there is no confusion. However, as with all tasks, it is much nicer if you can finish what you’ve started.<br />
<br />
<br>'''Separate Borrowing Materials from Lending Materials:'''<br />
<br />
:*Borrowing materials are all items we’ve received from another institution that have been requested by one of our patrons. They will usually have paperwork inside them, or a band around the cover, and a barcode that indicates what school it was borrowed from.<br />
<br />
:*Lending materials are all the items that Middlebury College owns. You can be sure by looking for out Middlebury College barcode on each item. They may also still have one of our own bands wrapped around the cover that indicate “Return to Middlebury College Library”.<br />
<br />
:*Borrowing materials need to be placed on the borrowing cart next to the Borrowing Workstation for processing, and bring Lending Returns are placed on the cart in Kate’s office.<br />
<br />
<br><br />
<br />
=== Packing Items to be Shipped ===<br />
<br />
Items on the Flat Bed Book Cart with the sign that reads “ILL Mailing” are things that need to be packed up and shipped out.<br />
<br />
Whenever possible, reuse old envelopes and boxes, then black out/remove old writing/labels from the used material.<br />
<br />
'''Most items only need to be placed into a jiffy bag and wrapped tightly enough so that when you shake the bag you don’t hear the book shifting around very much.'''<br />
<br />
:*These items need:<br />
<br />
:::1. A shipping label stuck to the front of the package<br />
:::2. “LIBOOK” written on the upper right corner of the package<br />
:::3. Our return address listed on the package<br />
<br />
:*An Item should be returned in a BOX instead of a jiffy bag if…<br />
<br />
:::-A book is particularly large or heavy<br />
:::-Multiple books are being sent to a single place<br />
:::-There is a note that clearly indicates the item needs to be boxed<br />
:::-Media or microfilm<br />
:::-The item is fragile or old<br />
<br />
'''Items with UPS slips:'''<br />
<br />
:If an item includes a UPS slip instead of a shipping label, the UPS label needs to be lightly taped onto the package (not laminated), so that it can be removed when it reaches mailing services where an official UPS sticker is created and attached.<br />
<br />
'''Items Headed out of the Country:'''<br />
<br />
:*All items headed out of the country need a regular shipping label, as well as a customs slip or a UPS slip, depending on whether or not we wish to track the item. (If an item that is going out of the country has a UPS slip, we are able to track it, but we’re unable to track an item with only a customs slip)<br />
<br />
:*Make sure that the spaces indicated are filled out completely on a customs slip<br />
<br />
:*All items headed out of the country also need to be put into special Priority Mail Envelopes/Boxes. (*The exception to this rule is for items headed to Canada that are less than 2 pounds, these items just need a shipping label and customs slip)<br />
<br />
:*Leave some extra time at the end of your shift to bring what you’ve packed down to the Shipping/Receiving room downstairs and place everything that will fit into the plastic white mail bins for pick up.<br />
<br />
<br />
=== UVM and St. Mike's Courier ===<br />
====Sending====<br />
Books that are being lent or returned to the '''U'''niversity of '''V'''er'''M'''ont (UVM/VTU) or '''S'''t. '''M'''ichael's '''C'''ollege (SMC/SMD) during the year are sent by courier rather than the postal service. This courier stops by Midd on Monday and Wednesday afternoons.<br />
<br />
<blockquote> The courier only delivers to St Mikes during the school year. In the summer, requests for SMD are sent through the mail as regular ILL items. </blockquote> <br />
<br />
* Bring outgoing books to the table next to Lexa's desk and record their data on the clipboard, then place them in the appropriate outgoing pile on the table<br />
<br />
<br /><br />
<div style="text-align: center;">'''UVM (VTU) & SMC (SMD) Courier Tracking Sheet'''</div><br />
<br />
;Date<br />
: Write the date you're writing the item down<br />
<br />
;LOTI<br />
: standing for "Left on Table Initials," this column is for the initials of the person bringing the book to the table<br />
<br />
;Code<br />
: you have five codes to choose from when filling in this column, as seen below. Items being returned to Middlebury do not need to be written on the clipboard.<br /><br />LTUVM - Loan To UVM<br /><br />RTUVM - Return to UVM<br /><br />LTMDY - (on) Loan to MDY<br /><br />LTSMC - Loan to SMC<br /><br />RTSMC - Return to SMC<br />
<br />
<br />
;Title<br />
: Write the title of the item you're writing down.<br />
<br />
; ILL#<br />
: Write the full ILL Number for the item you're writing down<br />
<br />
;Material<br />
: Write what type of material the item is, such as book, CD, or DVD<br />
<br />
;TFTI<br />
: standing for "Taken from Table Initials," this column is for the initials of the person taking the book away from the table. <br />
::* This column will remain blank for outgoing items until the courier comes to pick them up. The courier will write his initials in this space as he takes the books away.<br />
::* Bags of incoming books are recorded with initials in both LOTI and TFTI columns, as someone must leave them on the table while writing them down, then take them away in order to check them in.<br />
<br />
====Receiving====<br />
The courier will leave books from St. Mike's and UVM in a maroon and navy tote bag on the table. Open the bag and remove the books. Write these books on the tracking sheet, indicating that you are taking them from the table. Books being returned to Middlebury can go on the purple returns cart. Books being lent to Middlebury can go on the "Books to be checked in" cart for the ILL worker checking in the morning mail.<br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
===Sending UPS===<br />
<br />
:*Materials that need to be shipped via UPS:<br />
<br />
:::-All media (CD’s, VHS, DVDs, etc)<br />
:::-Microforms<br />
:::-Items being returned to Yale or Harvard<br />
:::-Anything extra large, old, fragile, expensive or rare<br />
:::-Multiple volumes/pieces that would add up to a lot of money if they were all lost and needed to be replaced<br />
:::-Theses and dissertations<br />
:::-Anything that the Lending Institution has specifically requested we return via UPS.<br />
<br />
:*If you are unsure if something ought to be sent via UPS, ask a supervisor<br />
<br />
-To make a UPS label, open up UPS WorldShip. In the "Customer ID" field, type in the destination's three-letter code and press enter. If we have UPSed anything to the school before, their address will pop up. Make sure that it is their address by comparing it to the address on the band or shipping label, because often there are multiple schools with the same code (NAB for instance has been the victim of many mis-shipping accidents). If there are multiple addresses for a three-letter code, you can scroll through them using the up and down arrows.<br />
<br />
-If an address doesn't come up, you must manually type it in. Make sure that in addition to putting the three-letter code in the "Customer ID" field, also put it at the beginning of the "Company or Name" field. For instance, if we were shipping something to ourselves and had to type in our address, the "Company or Name" field should read "MDY - Davis Family Library". Type in the rest of the address as your intuition guides you.<br />
<br />
-If the UPS address book contains other addresses for the three-letter code, but not the address you need, look up the corresponding number in ILLiad. For instance, if you are shipping an item to NAB West Hempstead Public Library, go to the "Home" tab in ILLiad, and type "NAB" into the "Symbol" field in the "Search Address" section. You will find many addresses. Scroll through until you find "West Hempstead Publ. Library", and look at which number it is in the "Address Number" column--in this case 35. When you manually type in the address, type "NAB-35" into the "Customer ID" field instead of just "NAB".<br />
<br />
-If you are shipping something you think might need to be insured, read the insurance section below.<br />
<br />
-Press "Process Shipment" in the bottom right-hand corner of the window, and your label will automatically print at the copier. If you are using the computer next to the returns station, it will print two slips, first the UPS barcode and then a second sheet with information about the destination. It is better to use this computer if you are printing many UPS slips at a time so that you are able to consult these informational sheets. To confirm that you are looking at the correct sheet, check the last few numbers below the barcode and the last few numbers of the tracking number on the informational sheet to see if they match. If you are printing at the computer next to the Bookeye scanner, it will print only the UPS barcode. When you are done printing, collect your labels, and write the destination's three-letter code below the barcode. Once you have labeled the barcodes, put any informational sheets in the scrap paper pile. Either fold or cut the label so that it looks neat, and put it with the item to be packaged on the shipping cart.<br />
<br />
====Insurance====<br />
UPS allows us to insure the items we are sending. In fact, everything we send UPS is automatically insured for $100. If you are shipping items that you think may be very valuable, it's a good idea to insure them for more. Use your judgment for this. If you're sending many volumes of something, perhaps insure the package for $50 per volume. If you are unsure about the value of something, you can always ask Rachel (or look it up on Amazon!).<br />
<br />
To insure a shipment, put the amount you would like to insure it for in the "Declared Value" field in the right side of the UPS window before you process the shipment.<br />
<br />
If you forget to insure it before you print, never fear! You can always write "Please insure for $___" below the barcode of your UPS label, and mailing services can insure it when they create the official UPS label.<br />
<br />
====Backup UPS Slips====<br />
Sometimes UPS Worldship is down. On these sad days, we use backup UPS slips. These are located either in the wooden tray of office supplies and bits of papers in front of the returns station, or with Rachel.<br />
<br />
Fill out the slip like so:<br />
[[File:Small_Bagel.jpg]]<br />
<br />
=== Phoenix Cart ===<br />
<br />
Shipments to the Phoenix schools (Bates, Bowdoin, Colby, Mount Holyoke, Wellesley, and Williams) are collected throughout the day then sent out via UPS at the end of each day. The red Phoenix cart, located near Lexa's desk under the sign labeled "Phoenix Cart," is divided into sections for each of the six Phoenix schools, arranged alphabetically.<br />
<br />
<blockquote>Bates - BTS<br />Bowdoin - BBH<br />Colby - CBY<br />Mount Holyoke - MTH<br /><br />
Wellesley - WEL<br />Williams - WCM</blockquote><br />
<br />
# Print a UPS label for each school to which a shipment is being sent.<br />
#* All outgoing Lending (white banded books from Midd) should be sent out daily. Empty shelves, or shelves with only returns, need not be sent daily.<br />
# Pack all shipments into boxes and attach the appropriate UPS labels (See section 1.6.2 for instructions on proper packing procedure).<br />
#* If possible, pack all items for a particular school in the same box.<br />
#Bring all Phoenix Cart shipments down to the shipping/receiving room at the end of each day, and place in the white bins with the rest of the outgoing mail.<br />
<br />
=== International Shipping ===<br />
<br />
All items to be shipped internationally are shipped in '''flat-rate USPS priority mail boxes or envelopes''', found in the ILL supply closet.<br />
All international shipments require that a '''Customs Slip''' be attached - see section 1.6.6 of this Wiki, ''Customs Slips'', for detailed instructions for creating and printing the document.<br />
<br/><br />
::'''1.''' Pack items securely in the envelope or box, making sure to use plenty of packing filler to ensure safe international shipment, and ''seal securely''. See section 1.6.2 of this Wiki for further details on proper packing procedure.<br />
:::-Though the flat-rate envelopes and boxes are self-sealing, it is best to use additional packing tape around the opening to ensure that that the package is secure.<br />
::'''2.''' Attach the address label to one side of the package, and the Customs Slip to the other. All customs documentation should be attached in a ''clear plastic sleeve'', found in the ILL supply closet. For further details on how to properly attach a Customs Slip, see the instruction sheet that is printed with the customs documentation or section 1.6.6 of this Wiki.<br />
:::-Although the sleeves are self-sealing and self-sticking, secure them well with additional packing tape.<br />
::'''3.''' After packing and attaching all labels and customs information, place the shipment with the rest of the outgoing mail, in the shipping/receiving room.<br />
<br />
=== Customs Slips ===<br />
<br />
'''''<br />
For making a custom slip for packages shipped to foreign countries follow the following steps:'''''<br />
<br />
'''1:''' Look for an Icon on the desktop showing "'''Click-N-Ship for Business'''".<br />
<br />
'''2:''' Run "'''Click-N-Ship for Business'''".<br />
<br />
'''3:''' The program should open with a page title "'''Customs form 2976-A/CP72'''". If it is not then move the cursor to the bottom of the page and click on the icon "'''Create A Shipment\'''". Choose "'''Customs Form 2976-A/CP72'''" and click "'''OK'''" for the message that pops up.<br />
<br />
'''4:''' Now, you have a page with three sections : Address, Details, and Items. To start with the address section, click on the "'''OPEN ADDRESS BOOK'''" to find address or you can type the address into the "'''To'''" sections of the form. Use the '''OCLC''' address code as the first part of the full name and as the short name when creating a new address. Fill in all the required sections and as much address information you are provided. You can also save the address to your address book for future use.<br />
<br />
'''''To add an Item to your Shipment, complete the following steps'':'''<br />
<br />
'''5:''' To fill in the Details section, '''(a)''' Guess the "'''Weight'''" of the item(s)in '''"lb."''' The weight in both the sections of Details and Items should '''MATCH'''. '''(b)''' For the "'''Contents'''" choose "'''Other'''". '''(c)''' In the explanation box, write "'''ILL Book'''" if it is not automatically written. '''(d)''' For the "'''Delivery Type'''", fill for the "'''Airmail/Priority'''".<br />
<br />
'''6:''' To fill in Items sections, '''(a)''' Write "'''library Book'''" in "'''Description'''" box. '''(b)''' Write the quantity of the shipping material in the "'''Quantity'''" box. '''(c)''' Write "5" as the value of the item(s) in the "'''Item Value $'''" box if not written automatically. '''(d)''' in the "'''Item Weight'''" boxes '''MATCH''' the weight of the shipping material. '''(e)''' For the "'''Country of Origin'''" choose "'''United States'''". '''(f)''' For the "'''hS Tariff #'''" box, you don't have to do anything. So to proceed, click on "'''ADD ITEM'''". Now, you can see that The item has moved into the description box on your cart.<br />
<br />
'''7:''' Check the box " '''I agree...'''" to agree to terms and click on " '''Add to Cart'''" button.<br />
<br />
'''8:''' In the upper right cornor of the page click on the "'''Labels'''" button.<br />
<br />
'''9:''' Check the box near the button "'''Edit'''" to '''select''' for the item(s) to be printed.<br />
<br />
'''10:''' Click the "'''Continue without Postage'''".<br />
<br />
'''11:''' Click "'''Next'''" and then check the box "'''Agree to the Hasmat policy...'''".<br />
<br />
'''12:''' click on the "'''Print Labels'''" and choose the Printer to print the five pages for custom slip and one instruction sheet.<br />
<br />
'''13:''' Follow the instruction on the '''printed''' custom slips and instruction sheet for how to stick the slips on the packed shipping package.<br />
<br />
==== Uploading items to Internet Archive ====<br />
<br />
WORKFLOW<br />
<br />
# Determine appropriateness of the item (supervisor task): Is it already on IA (Internet Archive), Is it in public domanin? If published before 1923, we can scan and upload.<br />
See information on links below if there is any question.<br />
<br />
Tools for determining public domain:<br />
http://librarycopyright.net/resources/digitalslider/<br />
<br />
http://www.publicdomainsherpa.com/calculator.html<br />
EU:<br />
http://outofcopyright.eu/calculator.html<br />
<br />
2. Remove pull slip form the document<br />
<br />
Edit pdf doc and remove first page/ scanned pullslip from pdf image using Adobe Acrobat<br />
Double- check completeness and quality of document to be uploaded and 'save'.<br />
Save document that is now "upload-ready" in "Internet Archive Files" that is at this location/ drive: Elecdel\arielscan\internetarchivefile<br />
Use this format: IA.Title.######.pdf The 6# stand for the 6 digits of pdf that item is related to (Also TN#)<br />
<br />
3.Upload to Internet Archive.<br />
<br />
Open Internet Archive in Google or other browser. It will identify you as MDY. Click on button (upload)<br />
Then choose 'Classic Uploader'. Upload the file. Fill in the description from the OCLC record. To do this find item in Illiad by searching TN#<br />
Input publisher, date, location, and other details including OCLC# in the "Add MetaData" field (must all be lowercase- eg. oclc #########)<br />
License will be "dedicate to the public domain"<br />
Share the file.<br />
Then you can view the record.<br />
<br />
4.Drag the file from the Internet Archive Files to another folder in the same location called "Uploaded to IA" once the file has been uploaded.<br />
<br />
5.Go on to the next one that's ready to be uploaded if there are several in the Internet Archive folder<br />
<br />
*NOTE: Items should be scanned on Bookeye scanner so that pages are always 'single' and in general for best appearance.<br />
**If not in Online Articles } check on BScan computer (in bubble near bookeye) - then save in OA as PDF when located<br />
***MDYILL@middlebury.edu is log in<br />
<br />
== '''Mills''' ==<br />
Awaiting Mills Request Processing<br />
<br />
First search in Z39.50<br />
<br />
If we have it in our holding and it is available,<br />
<br />
1.Highlight, copy, save call number and location<br />
<br />
2.Route to Document Delivery- Select Awaiting DD Stacks Searching<br />
<br />
If we don't have it, search OCLC<br />
<br />
1.Find holdings near CA (Mills location) - select holdings specific string for MILLS<br />
<br />
2.Use MILLS constant data form when ordering to ensure it get delivered to MILLS CA campus and not VT<br />
<br />
<br />
'''How to process Mills Paging Requests from Circ'''<br />
<br />
1) Create DD req in Illiad: Site= Mills College Library, Borrower= MDY, Type= Loan, Select request type= Book, DVD, etc<br />
<br />
2) Add Mills Flag<br />
<br />
3) Add to Google Spreadsheet<br />
<br />
4) Route to Awaiting DD Stacks Searching<br />
<br />
5) Print labels: Doc Delivery Upper Tab -> Print Pullslips<br />
<br />
6) Affix labels to items<br />
<br />
7) In DD-> Mark Found<br />
<br />
8) In Mill- scan barcode in Search holds and cancel each hold<br />
<br />
9) In Mill- Check out to NILL MIQ<br />
<br />
10) Generate 2 Day UPS slip to Mills<br />
<br />
== '''Clover''' ==<br />
Vermont's state-wide ILL program, '''C'''ollaborative '''L'''ibraries '''O'''f '''VER'''mont, uses AutoGraphics' SHAREit software to power the network. CLOVER replaces the antiquated VALS system. [mailto:April.Shaw@vermont.gov April Shaw] is our contact for questions/problems with the system. <br />
<br />
<br /><br />
[https://vtlib-agent.auto-graphics.com/MVC/ Log in here]<br />
<br /><br />
<br />
[http://libraries.vermont.gov/services/ill/CLOVER DoL Homepage for Clover]<br />
<br /><br />
<br />
[https://vermontclover.wordpress.com/ DoL Clover Blog]<br />
<br /><br />
<br />
<br />
Middlebury College Clover Code is M58c<br /><br />
<br />
<br />
Most settings are located at '''Staff Dashboard --> ILL Admin --> Maintain Participant Record''' <br />
<br />
Clover operates with Request Numbers (RN). These RNs are imported into the ILL number field of Clover requests in ILLiad. For instance, RN: 11537 is represented in ILLiad by ILL: VTLIB-11537. <br />
<br /><br />
<br />
====Clover Statuses====<br />
<br />
Staff Dashboard --> ILL Admin --> Request Manager<br />
<br />
Clover statuses can be accessed through the <u>Request Manager</u>. Borrowing requests will be located on the left side of the screen and Lending will be located on the right.<br />
<br />
===Lending Statuses ===<br />
<br />
At present, MDY primarily Lends items out through Clover, so most interaction with the program tends toward the right "Manage Lender Requests" side of the screen. <br />
<br />
<big><big>'''Action Items'''</big></big><br />
These are items you can change the status of, or 'act on.' Generally, items are organized in order of progression, so that a request moves down the list as it is processed.<br />
<br />
*'''Pending''' is effectively equivalent to OCLC 'CONSIDERING' and, if the systems are communicating properly, you should be able to find Pending requests in ILLiad's queues. <br />
** Clover has a habit of matching items to completely unrelated OCLC records. You can always double check the original request by coming to the item in Pending queue. The white bars across the top of items in the Pending List are effectively search bars for each column. <br />
<br />
*'''Will Supply/In Process''' is a Clover step that can be used in between Pending and Shipped. If the Lending library needs time to process an item, say to have it repaired before it goes out, they can set an item at this status to let the Borrowing library know that they are working on the request. (It may also be a way to buy time to process - checking with April)<br />
<br />
*'''Conditional''' while this status is similar to OCLC 'CONDITIONAL,' be aware that Clover does not show the information associated with the conditional in an easily accessible way. Libraries unfamiliar with ILL processing will likely not know how to respond to a conditional. IF YOU CONDITIONAL SOMETHING, please also send an email with that same information to the library so they know what you're asking. <br />
**If they have never seen a Conditional before, there is a Conditional cheat sheet [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/CLOVERConditionalStatus.pdf here] that you can send to help. <br />
<br />
*'''Renew/Overdue''' is for items that are currently overdue, but have had a renewal requested. It is effectively the same as the Renewal Pending queue, and is separated purely for the libraries that treat renewals of overdue items differently than other renewals.<br />
<br />
*'''Pending Cancel''' is for requests that the Borrower has cancelled. Rather than going RNF, this queue points out requests that have been cancelled by the requester. <br />
** Items in this queue can be updated to either '''Confirm Cancel''' (which effectively kills the request) or '''Reject Cancel''' which sends the item back to Will Supply/Pending status (thus alerting the Borrower that you have already shipped the item out). <br />
<br />
*'''Renew Pending''' is roughly equivalent to ILLiad's Awaiting Renewal Request Processing queue. Items in this queue need to be looked up in the system and either given a renewal, or sent back renewal denied. <br />
<br />
*'''Returned''' is equivalent to OCLC '''RETURNED''' meaning that an item has made it safely to the Borrowing Library, been used by the patron, and has been shipped back to the Lending institution.<br />
<br />
<big><big>'''Items awaiting trading partner response'''</big></big><br />
These items are waiting for the Borrowers' input. <br />
<br />
*'''Not Received''' means that the Borrowing library has not updated their item to Received. While this could mean the item was lost in the mail, more often it means that the library has forgotten to update their item. If you find items in this queue, email the Borrowing libraries and ask for a status update.<br />
** Be aware that items in this queue DO NOT SHOW UP IN ILLIAD as NOT_RECEIVED. If processing Lending, remember to check this queue from time to time. <br />
<br />
*'''Accepted Renewal''' is a queue of items that have been successfully Renewed. Items will stay in this queue until they either go Overdue or get updated by the Borrowing library as Returned.<br />
**(This includes both things that were Renew/Overdue and Renew Pending?)<br />
<br />
*'''Shipped''' is equivalent to OCLC '''SHIPPED''' in that it indicates items that have been shipped out from the Lending library, but have not been received by the Borrowing library yet.<br />
**Items must be in Shipped status in order to print shipping labels or book bands through Clover.<br />
<br />
*'''Complete''' is equivalent to the Request Finished queues in ILLiad, and indicates that an item has made it safely back to its Lending library and has been checked in and all its records have been cleared.<br />
<br />
*'''Received''' is equivalent to OCLC '''Received''' meaning that the Borrowing library has received the item.<br />
<br />
*'''Overdue''' <br />
<br />
<br /><br />
<br />
====Fixing ILLiad Records for Clover Libraries====<br />
When new libraries are imported into ILLiad, their addresses do not transfer properly into the ILLiad record. This means that you have to go back and edit them before processing any requests from that school.<br />
<br />
You can search for a library's address and contact information in Clover. <br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter followed by a series of numbers, occasionally ending with further numbers), and <b>Library Name:</b>, which just searches by library name.<br />
#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''ILLiad should have a valid email address for each school.''' If you absolutely cannot find a valid email address, contact April Shaw to ask for one.<br />
# Copy all contact info into the ILLiad record, either by typing over or copy/pasting everything.<br />
#* If you can't remember how to get to the ILLiad address area, see the Updating Addresses entry of the Wiki<br />
# Save your changes and close the ILLiad window<br /><br />
<br /><br />
<br />
====Turning off Clover ====<br />
<br />
'''Method One: Turn off Directly'''<br />
This method manually disables Clover. No requests will come in as long as these boxes are unchecked.<br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# In the row '''Days Requests are Processed,''' uncheck every day of the week.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
(To reenable Clover, re-check boxes for every day we're open i.e. all weekdays)<br />
<br />
'''Method Two: Schedule a Holiday'''<br />
This method allows you to schedule the system to close automatically over a holiday. <br /><br />
<br />
'''Be aware that this method will use the 'Days to Respond' (Midd has this set to four) setting to decide when to allow requests back in. If you want the system to be inactive for the ENTIRE holiday, add four days to any End Date.'''<br /><br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# Scroll down until you find the '''Holiday List'''<br />
#* In the first available Start Date space, enter the Start Date of the holiday in MM/DD/YYYY format.<br />
#* In the corresponding End Date space, enter the End Date of the holiday, plus four days, in MM/DD/YYYY format.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
[[Category:ILL, Interlibrary loan, policy]]<br />
[[Category:ILL, Interlibrary loan,]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=ILL_Procedures&diff=37684ILL Procedures2018-06-20T16:51:46Z<p>Bryan Carson: /* Atlas Documentation */</p>
<hr />
<div>= '''Interlibrary Loan Procedures''' =<br />
<br />
<br />
== Atlas Documentation ==<br />
<br><br />
<br />
<br />
*[https://prometheus.atlas-sys.com/display/illiad/The+ILLiad+Video+Tutorial+Guide ILLiad Video Tutorial Guide]<br />
*[https://prometheus.atlas-sys.com/display/illiad/ILLiad+User+Guides ILLiad User Guide]<br />
<br />
== Borrowing ==<br />
<br />
=== Clearing Copyright ===<br />
<br />
*In ILLiad - Main - Borrowing click on&nbsp;'Awaiting Copyright Clearance' or use the 'Process Copyright' button in the Borrowing tab.<br />
*Check that all request have a ISSN or OCLC number: click on individual request to open and search OCLC if the request is missing information. (Rapid needs either the ISSN or OCLC number to match the request against it's database.)<br />
<br />
*Transactions that need to be cleared through copyright are displayed in the top grid.&nbsp; Articles published more than five years ago can be automatically cleared:<br />
<br />
*Select 'Auto Select No Problem'. The system automatically selects transactions that no longer require copyright fees. Then click 'No Problem' to clear.<br />
<br />
*Five articles per journal per year (newer than five years old) are allowed before&nbsp;copyright kicks in. Compare Journal titles for newer articles with the Copyright list. Titles listed in the copyright list,located in the upper right pane, require copytight payment.<br />
<br />
::-Items not listed may be cleared.&nbsp; Highlight record and select 'No problem.'<br />
<br />
*The Copyright Payment Information pane is in the lower right corner. To pay copyright, search the journal using the seach buttons, select the proper journal from your search results, then click the 'Save CCC Information' button to attach the copyright payment information to the request.&nbsp;&nbsp;<br />
<br />
::-If the copyright fee exceeds $30.00,&nbsp;search for the article on-line, and determine if it can be provided through the publisher for less.&nbsp; Click 'Doc Provider' to route the request for puchase by the publisher or another Document Provider such as the British Library (BRI).<br />
<br />
&nbsp;<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Clearing+Copyright ILLiad Documentation: Copyright]<br><br />
<br />
Video Training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html]<br />
<br />
=== Processing/Ordering Borrowing Requests ===<br />
<br />
Begin by going to 'Awaiting Request Processing'<br />
<br />
*Organize/Adjust the list of requests to view important information. Double click to open request. Review for notes.<br />
<br />
*Click the 'OCLC'&nbsp;tab (Alt-2).&nbsp; System will automatically search. Locate matching OCLC&nbsp;record, or try another search.&nbsp;&nbsp;Click on a line record to select a request, double-click to view.<br />
<br />
*Use (Control-h) or the top of the 'Holdings' button&nbsp;to search holdings.&nbsp; If you cannot find a lender, select “All” under bottom of Holdings button.<br />
<br />
*Modify default lending string as needed.&nbsp; Double click on lender codes to create a lender string. Drag codes up or down to change order.<br />
<br />
*Use 'Create Work Form' (alt-w) to&nbsp;populate&nbsp;OCLC&nbsp;request.&nbsp;Add any notes or appy Constant Data as needed.&nbsp;<br />
<br />
*Click 'Send Request' to send the OCLC&nbsp;request.&nbsp;<br />
<br />
*Back in the ILLiad 'Detail' tab click 'Request Sent' to save information and update ILLiad status.<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Searching+and+Sending+Requests ILLiad Documentation: Searching and sending Requests]<br />
<br />
If auto search selects record with few holdings, or only foreign holdings try other searches to locate better OCLC record.<br />
<br />
Remove accents from OCLC searches, they are not understood by the system. Ex. "Si Versailles m'était conté" or "Si Versailles m'e´tait conte´" should be searched as: Si Versailles m'etait conte<br />
<br />
<br><br />
==== Awaiting RAPID Local Request Processing ====<br />
1. Search in z39.50. If we have it AS HARD COPY, copy information and cancel. Select appropriate cancellation reason.<br />
<br />
2. Find as PDF. Save as TN# and send to electronic articles folder. (ELECdel) Check to ensure readability in PDF viewer tab. Send e-mail as Delivered to Web.<br />
<br />
3. Can't find at all? Route to "Awaiting RAPID local sending" (This queue means Rapid will order it even though they think we own it)<br />
<br />
==== Specialized Ordering:&nbsp; ====<br />
<br />
Specialized ordering is done in a variety of ways and requires extra steps to process the request.&nbsp; Materials ordered&nbsp;in any of these&nbsp;ways may take longer to arrive at Middlebury.<br />
<br />
*Audio and Video<br />
*Microfilm<br />
*Thesis/Dissertations<br />
*Generic Request with Special message<br />
*Prepayment requests<br />
<br />
*Loans from Foreign Countries<br />
More Libraries from foreign countries are signing up as suppliers in OCLC. Suppliers codes appear in uppercase in ILLiad's OCLC interface.<br />
<br />
Loans should be carefully searched for alternate OCLC records first. If only foreign locations exist review for OCLC suppliers, and check web for purchase options. If inexpensive and available in US, send POD e-mail to Acq.<br />
IF OCLC suppliers are familiar order via OCLC. If not, send e-mail to patron "Requested Material Held Abroad" warning patron of the time involved(4-6 weeks or more) for requesting/shipping.<br />
If all codes are lowercase/non-supplier, review for familiar codes. Refer to "Alternate Ordering Methods" spreadsheet for information on ordering options. Look at OCLC Policy Directory for Library contact information, or search web for contact e-mail.<br />
<br />
===== Blank Work Forms: =====<br />
If you know a OCLC lender for an item but are unable to find a matching OCLC record you can use a 'Blank Work Form - OCLC Loan/Article' form to place the request.<br />
*Open the request.<br />
*Click on the lower OCLC tab.<br />
*Click on the 'Blank Work Form' button, and then select OCLC Loan or OCLC Article depending on your request. This will pull in the the information from ILLiad to fill in a blank OCLC request form.<br />
*Add the lenderstring manually.<br />
*If you are placing a thesis request, remember to also apply the Constant Data 'Dissert' to the request before sending it.<br />
*Send as you would a normal OCLC request.<br />
<br />
===== To order from non-supplier: =====<br />
*Copy selected code and e-mail address into note field. Indicate in note you are sending e-mail request.<br />
*Copy OCLC number into Bib Number/OCLC number field.<br />
*Add the selected code into Lender String and follow it with a comma, and the method used to place the request. ex: '''mdy,email''' or '''stf,webrequest'''<br />
*Send e-mail "E-mail ILL Request to Lender" (Paste Lender's email into 'TO' address before sending.)<br />
<br />
<br />
===== Non OCLC Requests: =====<br />
<br />
Requesting from Non-Supplying OCLC Lenders:<br />
:* Locate OCLC record, and select lowercase OCLC code.<br />
:* 'Copy Information' from the selected OCLC record into your request, (the OCLC # will be copied into in the Bib Number/ OCLC Number field).<br />
:* Change System ID to Other: "OTH".<br />
:* Add a note containing the OCLC code and e-mail address: esw: ill-ub@unibas.ch (Indicate in note you are sending e-mail request.)<br />
:* Add '*' and the selected OCLC code into the ‘Lending String’ field: *esw<br />
:* Send e-mail "E-mail ILL Request to Lender" (paste Lender's email into 'TO' address before sending).<br />
<br />
Or<br />
<br />
:*Complete web request, transfer information from web page to ILLiad.<br />
::* If the request generates a request number, (ex: nlm, stf) add it to the ‘Record Number’ field.<br />
:*Send request with "Request Sent" button.<br />
<br />
<br />
*Purchase from Document Provider<br><br />
=====POD (Purchase on Demand) request=====<br />
When the following criteria are met, ILL immediately passes a request to Acquisitions for purchase.<br />
:*Send E-Mail -- POD: Request to Acq.for Purchase Consideration. (e-mails sent to libacqreq@middlebury.edu)<br />
POD Criteria:<br />
*ILL Request from Faculty + Staff or students<br />
*Books or DVDs (CDs?)<br />
*Recent publication (within current or preceding year) OR<br />
*Unfillable via ILL as defined by: two request passes, or up to 10 lenders refused request.<br />
*Purchase price less then $100, as found on web, Amazon preferred.<br />
<br />
=====Get it Now=====<br />
‘Get it Now’ is a purchase alternative to Interlibrary loan. It can be used it if we are having trouble getting an article through ILL (Rapid or OCLC), if a patron has requested SUPER expedited service, or is in need of purchase quality (Color PDF). ‘Get it Now’ is not available for all articles; when it is an option the ‘Get it Now’ tab will appear in the Borrowing request for ILL staff.<br />
<br />
To order from ‘Get it Now’:<br />
*Click on the ‘Get it Now’ tab in an open Borrowing request.<br />
*Confirm you are looking at the correct request information.<br />
*Scroll down, accept the ‘terms and conditions’.<br />
*Click on ‘Accept’ to place the order: (Order information will be automatically copied into the ILLiad request form).<br />
*Back at the main request (detail tab), save changes and send the request.<br />
<br />
The article should be delivered via Odyssey within 8 hours.<br />
<br />
<br><br />
<br />
<br />
<br />
=== Cancelled by Customer ===<br />
<br />
Open request from the 'Cancelled by Customer' queue. Check to see if the request has been ordered. If no request was ever placed, cancel the request using the 'Cancelled by Customer' option. If there is an OCLC request, check the status.<br />
<br />
For items with 'Shipped' status:<br />
:* Send E-Mail > No cancellation allowed. (Item has already been shipped to Middlebury.)<br />
<br />
For items with 'In Process' status:<br />
:* Type the code of the lender currently reviewing the request into the Lender field.<br />
:* Use the 'three dot button' (Show Lender) to find the Lending department e-mail.<br />
:* Highlight and copy e-mail address. Close Address window.<br />
:* Remove lender code from Lender field and save.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
For items with 'Pending' status.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Cancel the request using the 'Cancelled by Customer' option.<br />
<br />
For items ordered by E-mail instead of OCLC.<br />
:* Copy e-mail from notes.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
=== Conditionals ===<br />
<br />
Condtional messages in ILLiad are question, restrictions, or information about the request provided by the potential lending library.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Conditional Processing' queue, and selecting the request.&nbsp;Look for the message from the Lender in the note field in the request.&nbsp; To reply to the conditional message you have two basic options, 'Yes' or 'No', with the option of including more information with a 'yes' answer.<br />
*Click the OCLC tab to view the OCLC ribbon. Click the Show Request icon to open the OCLC Request form for viewing before responding Yes or No to the conditional request.&nbsp; (The Yes/No Conditional icons are located on this OCLC ribbon as well as on the OCLC Request Form. You can say No here without opening the OCLC&nbsp;request form, but clicking yes, will open the OCLC form for further processing.<br />
*a 'Yes' answer, indicates you agree to any Lender conditions, you have answered any Lender questions, or you have corrected the request citation.&nbsp; The detailed response should be written into the Borrower note field.&nbsp; make any other&nbsp;changes, such as to the shipping, or IFM fields, before saving and clicking on 'Yes.'<br />
*a 'No' response bumps the request to the next lender in the Lender string.<br />
*or delete the entire OCLC request.<br />
<br />
<br><br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals]<br />
<br />
=== Unfilleds ===<br />
<br />
The Unfilled OCLC status contains requests that have not been able to be filled by any of the potential lenders in the string, these items can be found in ILLiad in the 'Awaiting Unfilled Processing' queue.&nbsp; Unfilled request need to be requested again (in OCLC&nbsp;or an alternate&nbsp;system), or cancelled.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Unfilled Processing' queue, and selecting the request. Review note fields for patron and staff notes. Look at the History tab to to view the Lenders 'Reasons for No' for hints as to why the previous request failed. Search using the Google tab to improve bad citations.<br />
<br />
Depending on the request and your remaining options, you may:<br />
<br />
::•re-request the item from other potential lenders in OCLC from the same OCLC&nbsp;record.&nbsp;<br />
::•re-request the item from other potential lenders in OCLC from a new OCLC&nbsp;record.&nbsp;<br />
::•re-request the item in a different system. (Consider POD if applicable.)<br />
::•cancel the request and inform the customer that you were unable to borrow the requested item.<br />
<br />
=== Processing incoming Borrowing items ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
(For loans and for articles in paper form)&nbsp;<br><br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Check in from Lending Library'&nbsp;<br />
<br />
'''3.''' Enter the TN # or the ILL # in to the Search box in the ribbon and click the 'magnifying glass' or the 'Enter' button to search.&nbsp; Confirm you are looking at the correct record, (you may have to select from a list of options if multiple records match your search).<br />
<br />
'''4.''' Review and fill in the following:<br />
<br />
:*note any restrictions from the request notes, such as “Library use only”.&nbsp; Select restriction check boxes as needed.&nbsp; (Set aside 'In Library Use Only' items to be processed as a group for easy printing onto pink paper.)<br />
:*identify if it’s a Loan or an Article<br />
:*who the Lender is, select the proper return address<br />
:*the Due Date (FOR LOANS ONLY)<br />
:*the type of Material<br />
:*the '''number of pieces''' (One band will print for each)<br />
<br />
'''5.''' Click ‘Check In’&nbsp;&nbsp; Repeat for each Book.&nbsp; When you are finished, close the 'Check in from Lending Libray' tab.<br />
<br />
'''6.''' Print Book-Bands (for Loans only):&nbsp;<br />
<br />
:*Select the upper Borrowing tab above the ribbon. Click on the tob half of the&nbsp;'Print Receives' button.<br />
:*Select the Lib250green printer for regular checkin, Lib250pink for 'In Library Use Only' items<br />
:*Make sure the 'View merged documents before printing' box is checked.<br />
<br />
:Word document should open automatically. Print. Fold slips in half lengthwise.<br />
<br />
==== Adding ILLs into Sierra for Circulation. ====<br />
<br />
'''1.''' Open Sierra and enter the following as requested:<br />
<br />
:::Username:<br />
:::Password:<br />
<br />
<br />
'''2.''' In the dropdown FUNCTION menu, select the Catalog function:<br />
:*Type in: ill book (Hit “enter” or the “Search” Button)<br />
:*Select: Ill Book (borrowed)<br />
<br />
'''3.''' Hit “Attach New Item” button <br />
<br />
'''4.''' Fill in the following information:<br />
:*b&nbsp; Barcode: scan in the white Barcode sticker from ILL book-band.&nbsp; (Watch to make sure entire barcode has been entered.)<br />
:*v&nbsp; Volume: click with mouse beyond the “TN:” (or right-arrow three times) and scan the TN: barcode.<br />
:*c&nbsp; Call No.: type or paste in the title of the ILL book. (The title can be copied from ILLiad record.) :Press “enter” or click on “”Next” to complete field.<br />
<br />
'''5.''' Hit the “Save” Icon to complete the item record.<br />
<br />
'''6.''' Click on the “Summary” Tab to return to the Ill Book (Borrowing) Bib. Record.<br />
<br />
'''7.''' Close ILL Book (Borrowing) record when finished adding items.<br><br />
<br />
Once bookslips have been entered into Sierra they can be wrapped around the ILL.&nbsp; Do NOT tape to the item, use paper strips to band larger items.<br />
<br />
Scan all banded items in Sierra Circ - check-in function to confirm that records exist.<br><br />
<br />
==== Contact Customers ====<br />
<br />
'''1.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Contact Customers'<br />
<br />
'''2.''' In Customer Contact: Click on “Start Automatic E-mail” button.<br />
<br />
'''3.''' Phone any patrons left on list after e-mails have been sent.<br />
::-Double click on line after phone call to mark it “Notified by Phone”<br />
<br />
'''4.''' Close Customer Contact window when all patrons have been notified.<br />
<br />
==== Check-out items to Patrons ====<br />
<br />
'''1.''' Refresh ILLiad by clicking on the blue turning arrows in the top left.<br />
<br />
'''2.''' Click on the lower tab&nbsp; 'Main'<br />
:*Double click on the queue 'Customer Notified via E-Mail'&nbsp; to open.<br />
:*Highlight all requests (Ctrl-A) and&nbsp;click on 'Route' in the Ribbon menu, and select&nbsp;'Checked Out to Customer' from the drop down list.<br />
:*You will be asked to confirm manual status change. Click 'Yes.'<br />
<br />
'''3.''' Repeat for any items in the 'Customer Notified via Phone' queue.<br />
<br />
==== Deliver items to Circulation for the Hold-Shelf ====<br />
<br />
'''1.''' Separate Armstrong pick-up items and band together. Drop on&nbsp;Armstrong courier bin shelf.&nbsp;<br />
::-In Summer, place any&nbsp;items for Davison Library in Bread Loaf&nbsp;courier&nbsp;at Circ.<br />
'''2.''' Deliver remaining ILL&nbsp;items (on ILL Check-in cart) to Circulation Supervisor.&nbsp;<br />
<br />
'''3.''' Stop and let the Circ. Supervisor know you’ve delivered the cart.<br />
<br />
==== Electronic Delivery ====<br />
<br />
'''1.''' Select Receives – Electronic Delivery Processing<br />
<br />
'''2.''' In the “Electronic Delivery” Window:<br />
:*Check for records to be processed, if there are no files to be processed, then the new files must be pulled in from Odyssey.<br />
:::-Click on the “Process Electronic Delivery Files” Button.<br />
:::::Article files are processed from top to bottom, view any article&nbsp;in a&nbsp;list by clicking on it.<br />
:::-In the first box 'No ILL&nbsp;Number Match,' match the Files by TN#s or ILL#s. (Do Not Use the TN: number from Lender forms to match unless located in “Verified” field.)&nbsp;<br />
:::*Locate TN or ILL number from image of article.<br />
:::*Type the identified TN# or the ILL# into the appropriate blank field.<br />
:::*Click the “Match ILL Number” Button, in ribbon at top of the&nbsp;to match the file with its TN#.&nbsp;&nbsp;(If number does not match more research may be needed. Requests will not match unless they are at “Request Sent” status in ILLiad.&nbsp;Articles without identifying #s need to be searched under “Edit Request”)<br />
<br />
:*In the second box 'No Ariel Lender Match', match the files with the lender—(Most will skip this box.)<br />
<br />
:::-Look for the lender’s three letter code, in a lending string it follows the “*”. We for example are MDY (Middlebury College)<br />
:::-Click on the circle of the Lender who sent the Article.<br />
:::-Click on the “Attach Lender Info” button in the upper ribbon.&nbsp; (The file will move&nbsp;to the review box.)<br />
<br />
<br>'''3.''' In the third box 'Review', review the article for completeness and flip pages.<br />
<br />
:*Review article, check to make sure all pages are there, and complete.<br />
:*Flip pages as needed.&nbsp; Pages that are not right side up can be flipped upright using the rotate button.&nbsp;Flip multiple pages by clicking on the drop-down menu and highlighting the type of flip you want.&nbsp;(Do NOT flip sideways pages upright.)<br />
:*When article has been properly checked, click on “Deliver” button to send article to patron.&nbsp;<br />
Articles that go to the Print box can be dragged to the Review box for processing there. Review patron information to ensure Electronic delivery of articles has been selected.<br />
<br />
<br><br />
<br />
'''4.''' If you do not have a good quality complete file, a re-send request must be sent.<br />
<br />
:*Rapid resends are sent via RapidILL&nbsp;web page:&nbsp; [https://rapid2.library.colostate.edu/Ill/Login.aspx https://rapid2.library.colostate.edu/Ill/Login.aspx]&nbsp; In Borrowing dropdown menu select 'Resend.' Paste in the Rapid/ILL number and type in the reason for a resend. Click the green 'Submit' button to place the resend request with the Rapid Lending Library. Note placing the resend request in the ILLiad request. [https://rapid2.library.colostate.edu/Ill/Resend 'Link to Rapid's Resend web form.'] <br />
:*Email resends can be sent via ILLiad custom e-mail form.&nbsp; Search in ILLiad by TN, and send 'E-mail ILL Resend Request to Lender' email.&nbsp; (Lender e-mail address required, and must be manually pasted into email 'To' field.)<br />
<br />
<br />
<br><br />
<br />
Video training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html]&nbsp;<br />
<br />
=== Branch Library Check-in/Notify Customers ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the lower half of the button 'Contact Customers' and select 'In Transit Items Received' from the menu that appears.[[File:In_Transit.JPG]]<br />
<br />
'''3.''' In the 'Batch Process Transit Items' window check for the 'Auto Process' button to be on, indicated by orange highlighting on button. When 'Auto Process' is on, scanned items will automatically be marked in and customers will be notified the book has come in. (If off - click on the 'Process Queue' button after scanning items to process list.)<br />
<br />
'''4.''' Scan TN: barcode for each item received in the 'Input' box. Watch to see item is added to the list for update.<br />
<br />
'''5.''' Click 'Clear Processed' and make sure list clears before closing 'In Transit Items' tab in ILLiad. If items remain in list - click on the 'Process Queue' button after scanning items to process list, then click 'Clear Processed' again.<br />
<br />
=== Processing Renewal Requests ===<br />
1. In ILLIAD, Select Renewal Requested<br />
* Ensure renewals box is checked<br />
* Check note field, previous notes for past renewal. (We depend on lender to deny renewals.)<br />
<br />
2. Select upper '''OCLC tab''' from above ribbon<br />
Click '''Show Request'''button<br />
Change "Renewal Request" date to about a month in advance.<br />
* Be sure to follow proper format * YYYYMMDD<br />
Keep this date in Sierra (see below)<br />
<br />
Determine last name of patron from username or user detail tab.<br />
<br />
3. '''Open Sierra.''' Circulation<br />
In Circulation mode:<br />
* Search for patron by "n"+"last name"<br />
* Select patron record.'''Bold text'''<br />
* Find checked out records, best to organize by title and scan the "Interlibrary Loan Book" entries. (ILL title displays in call number field)<br />
"Watch for other ILL records in Sierra that are not in your ILLiad renewal requested list...(especially for faculty)"<br />
* Find requested entry and click '''Change Due Date'''<br />
* Change date to a week to ten days before date entered in OCLC request tab. Use space bar to get past three pop ups (Override, renewal request OK...)<br />
(It is possible to change Date for multiple requests at once by pre-selecting lines of records in Sierra.)<br />
"If renewal was requested outside of Illiad--->Add Note: "Renewal Request made to ...enter date..."<br />
* Route to Checked Out to Customer.<br />
<br />
''Helps to sort by username when several renewal requests exists from same user.''<br />
<br />
<br />
====Awaiting Renewal OK Processing====<br />
<br />
* Check notes for Renewal date. If unsure of date or date is old check '''Show''' OCLC Request to confirm current renewal date from '''New Due Date''' field.<br />
* Find Patron in Sierra.<br />
* Find checked out records.<br />
* Organize by title (ILL Book)<br />
* Select record, Change Due Date to a few days before date entered in Note Field (unless due date is extremely short then give them ALL of it!).<br />
* Okay to all pop ups (space bar through).<br />
* In Illiad, change the date in Item information box (on right) to match new Sierra date (SAVE).<br />
<br />
'''Send Email''' ----> ''Request Renewed- Approved''<br />
<br />
<br />
-Awaiting Renewal Denied-<br />
<br />
* Uncheck "Allow Renewals"<br />
* Check Sierra due date matches record due date<br />
* Send Renewal Request denied email to patron<br />
<br />
-Manually Renewing Materials-<br />
(staff initialed & patron initialed)<br />
<br />
<br />
<br />
<br />
[https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm]<br />
<br />
=== Overdues/Recalls ===<br />
<br />
Overdue and Recall notices are sent using the custom e-mails within ILLiad.&nbsp; These e-mails are sent in response to messages received by Lending Libraries.<br />
<br />
=== Borrowing Returns ===<br />
When a patron returns a book they have borrowed through interlibrary loan , circ puts it on an "ILL Returns" cart located in the circ area near the reshelving carts. These books can then be brought over to the ILL work area. <br />
<br />
'''Things to look out for:'''<br />
*Items with pink '''"In Library Use Only"''' bands should stay on the carts until their due dates. That way, if the patron intended to return the book to the holdshelf to check out again, and circ thought they were done with the book altogether, the book is still available for their use.<br />
<br />
*If there are an overwhelming number of returns, it is important to look at the '''due dates''' of the books and return any that are overdue first.<br />
<br />
*Books going to '''UVM''' (always) or '''Saint Mike's''' (school year only) should be returned through the courier. Consult the section on the courier for more information on that process.<br />
<br />
*Interlibrary loan books being returned to '''Phoenix Pod libraries''' should not be sent through the mail. Fill out the tracking sheet as if they are being sent through the mail, but in the UPS column indicate that they are being sent with Phoenix Cart (PX in place of the UPS x). Sort the items on the red cart next to Lexa's desk to be UPSed to the school at the end of the day.<br />
<br />
'''Regardless of how books are returned to their lending libraries, the book-bands need to be put into yellow "Box 1" at the returns station to be processed as a borrowing return.'''<br />
<br />
'''To return books through the mail or UPS:'''<br />
* Fill out the book's information on the "ILL Mail and UPS Tracking Sheet" on the clipboard in the returns area. If the book needs to be UPSed, mark the UPS column with an x. If you are unsure which items warrant such special treatment, consult the UPS section of the wiki.<br />
*Remove the book-band and put any enclosed paperwork from the book-band in the book, making sure to remove any extraneous tape so as to not damage the book.<br />
*If you think that the return should be UPSed, create a UPS label and put it with the items to be packed, OR if you don't have time, put the item under the UPS medallion with a mailing label to specify where the item needs to be shipped to.<br />
:'''Creating UPS Labels'''<br />
:*Open "UPS World Ship" Program.<br />
:*Enter School Code in address look-up (if school is not listed, enter information to create new listing.<br />
:*Click Process Shipment.<br />
:*Double check tracking number on sheet 1 with tracking number on barcode.<br />
:*Write the school code under the barcode box.<br />
:*Cut out and attach to item.<br />
:*Place on Mailing Cart.<br />
*If the return doesn't need to be UPSed, find or create a shipping label. Some schools include shipping labels with their loans. If you use one of those, make sure to write or stamp our address as the return address. Another option is the shipping label automatically printed on the back of the green or pink book-band. If you cut out this label to use, double check the shipping address with the information in the lending library's paperwork in case the person who checked the book in selected the incorrect lending library. <br />
**If, for some reason, all of the paperwork has been lost, and you've had to look up the address of the lending library, you can write the address on one of the blank mailing label stickers that already has our library's address on it. There should be a stack of those labels in the wooden organizer at the returns station. Put the mailing label into the book so that the lender code sticks out. That way, books being shipped to the same library can be grouped together and combined into one package.<br />
* Place the book-band that you have removed into yellow "Box 1" at the returns station to be processed.<br />
*Place the book with its shipping label on the packing cart.<br />
<br />
'''Checking In Returns in ILLiad''' AKA Box 1<br />
All of the book-bands that are in yellow "Box 1" at the returns station need to be checked in in ILLiad. Click on the upper borrowing tab in ILLiad and click on the "Check In" icon toward the upper right corner of the screen. Make sure that "Auto Process" is selected, and then scan either the transaction number or the ILL number in the field in the upper left corner. The request status should now be "Awaiting Return Label Printing". When you have scanned the book-band, place it in yellow "Box 2" to be checked in via Sierra. Once you have scanned all of the book-bands, click "Clear Processed" and all of the requests should disappear from the screen. If they do not, click "Process Queue," then "Clear Processed."<br />
<br />
'''Note:''' Sometimes people try to renew their books and then return them anyway. If you scan a book-band, and a message pops up saying '''"Status is currently awaiting renewal request processing''' . . ." tell ILLiad that you would not like the check the book in at this time, and try to find the book on the mail cart. You may have to open a package to find it. If it's really gone, you can check it in as a return in ILLiad. If you find the book, put the book and the band on Rachel's desk with a note explaining that it needs to be renewed.<br />
<br />
'''Checking In Returns in Sierra''' AKA Box 2<br />
The bands in yellow "Box 2" must be checked in in Sierra. In theory, circ has already done this job. We are simply making sure that people don't get mean emails and bills for books that they have already returned. Open up Sierra and, in the FUNCTION dropdown, select "Check-In (No Patron)." Scan the white "Middlebury College" barcode at the top of the book-band. Sierra will prompt you to ask whether you want to check the item in. Either click "Yes," or hit the space bar. Most of the books will likely say "not checked out". If any of the books say someone's name instead of "not checked out," you have officially saved the day. <br />
<br />
Box 3<br />
After you scan the bands in Sierra, recycle them.<br />
<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html]<br />
<br />
=== ILLiad Borrowing Additional Queues - Maintenance ===<br />
<br />
* '''Cancelled by Customer''': Check for an OCLC request. Is it active?<br />
'''If OCLC 'In Process':'''<br />
:* Look up e-mail address for current code in Lending String.<br />
:* Delete the OCLC request.<br />
:* Open 'form' e-mail: 'ILL Request Cancelled - To Lender.'<br />
:* Paste in e-mail address.<br />
:* In '''Note''' field, remove part of sentence that does not apply: "Patron cancelled request/<s>Request provided by previous lender</s>, no need to send....thanks."<br />
:* Send Email.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC 'Pending' or 'Unfilled':'''<br />
:* Delete the OCLC request.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC record does not exist:'''<br />
:* Cancel RapidILL request on Rapid web page, send e-mails for Webform or e-mail requested items. If never ordered just..<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
<br />
* '''Awaiting Customer Contact''': Click on queue to open. Click on "Start Automatic E-mail" to notify patrons their books have arrived. If requests remain AFTER automatic notification, close and right click to 'view requests.' Edit patron records to add e-mails, or to switch students to e-mail notification. Save. Close. Back in 'Awaiting..' call any remaining patrons ''(Clicking on an item in this list will mark it contacted by phone NOT open the request window.)''<br />
<br />
* '''Customer Notified via E-Mail''': (Sort by delivery location.) Check shelf against list to ensure all items going to Armstrong (or Davison) are on the proper shelf/bin. Select all records in queue(Ctrl-A) and right click/route to "Checked out to Customer."<br />
<br />
* '''Customer Notified via Phone''': Usually happens when someone clicks on the request in the 'Awaiting Customer Contact' without intending to. Route back to 'Awaiting Customer Contact' for regular e-mail notification.<br />
<br />
* '''Awaiting RAPID Request Sending''': ''If requests remain in this queue for more than 10 minutes'' (check history tab to confirm when a request entered this queue) you may need to help it along.<br />
<br />
If just one request is stuck:<br />
:* Open request, review request information. There are some characters that prevent Rapid from review requests.<br />
:* Delete weird characters, or stings of ????????.<br />
:* Save request. Wait to see if Rapid will process.<br />
<br />
If more than one request is stuck:<br />
Check with Bryan Carson to help with the following:<br />
<br />
:* The Rapid Manager is configured for logging using a log.config XML file (RapidManager.log.config) placed by default in the Rapid Manager folder on the server (c:\illiad\Rapid Manager). Check for errors, and if it is running properly.<br />
<br />
:* You can start and stop the ILLiad Rapid Manager, if needed, by going to the Services application on the ILLiad server and clicking on ILLiad Rapid Manager.<br />
<br />
:* After Rapid Manager restart wait 10 minutes and check to ensure requests have been processed.<br />
<br />
''Stuck requests can always be ordered manually through OCLC instead.''<br />
<br />
=== Patron Maintenance ===<br />
<br />
In Patron's Record, delivery methods default settings are as follows:<br />
'''Delivery Methods'''<br />
Notification: E-mail<br />
Delivery: Mail to address<br />
Loan delivery: Hold for pickup<br />
Electronic delivery: Yes<br />
<br />
== '''Lending''' ==<br />
<br />
=== Processing Lending Requests ===<br />
<br />
Begin by signing in to ILLiad and selecting the Lending tab in the ILLiad Client home screen. Incoming requests are located in <code>Awaiting Lending Request Processing</code>. Double click to open the queue up and access unprocessed requests. Double click on items in the queue to open them. <br />
<br />
<br />
<br />
====Updating Addresses:====<br />
<br />
{{Hidden begin<br />
| expanded = <!--"true", "on", yes", etc, otherwise omit--><br />
| showhide = <!--"left", otherwise omit--><br />
| class = <br />
| style = <br />
| border =<br />
| title = <br />
| titlestyle = <br />
| bg1 = <br />
| ta1 = <br />
| contentstyle = <br />
| bg2 = <br />
| ta2 = <br />
<!--Older, semi-deprecated parameters:--><br />
| header = | extra1 = | extra2 = <br />
}}<br />
<!----[(READ THROUGH BEFORE TAKING ACTION.)<br><br />
<br />
Sometimes, upon opening a Lending Request, a Lender Selection window will pop up asking you to confirm the Borrowing Institution's contact information. In the top left of this window you will find three buttons:<br />
<code>'''Select'''</code><br />
* Tells ILLiad that you want to use the contact information visible in the Address area as the contact info for this request<br />
<code>'''Add'''</code><br />
* Tells ILLiad that you want to add the contact information visible in the Address area as a new contact to the address book<br />
<code>'''Update'''</code><br />
* Tells ILLiad that you want to save changes made to the information you have showing in the Address field.<br />
<br />
<br />
Most of the rest of the window is taken up by two large information fields:<br />
<br />
'''The Request field''' contains contact info provided by the Borrower along with the request you are currently processing. This is the most recently updated address info, and thus the most accurate. You can instantly transfer information from the Ship To line to the Address field by clicking the icon at the far right of the associated box.<br />
Clover items will not fill their information in this location. Instead you will have to find their contact information through Clover. <br />
*# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
*# Click on <code>Staff Dashboard</code><br />
*# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
*# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter follow by a series of numbers, occasionally ending with further letters), and <b>Library Name:</b>, which just searches by library name.<br />
*#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
*# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
*#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
*#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''[[#Adding a New Library to Sierra|Sierra should have a valid email address for each school.]]''' <br />
<br />
'''The Address field''' contains the contact info we have saved for the Borrower you are currently working with. This is the field you want to edit to better match the Request field<br />
<br />
On the right-hand side of the window you will also see three smaller boxes. The topmost box may contain a list of contacts associated with the same Symbol (usually a three letter code like VTU or DRB). You can organize these contacts by any field listed along the top of the box. Clicking on each address will select it, and in doing so, display all of its contact information in the Address field.<br />
<br />
# If all buttons are greyed out except for the <code>'''Add'''</code>, then go ahead and copy the address into the Address field below (feel free to use the auto-copy icon in the far right of the Ship To box). <br />
#* Clean up the address by making sure that the Borrowing Institution's Library Name is in the associated box and the state is in its abbreviated form. Feel free to remove "USA" from domestic requests.<br />
#* Click <code>'''Add'''</code> to both save the address to ILLiad and select it for use in this request<br />
# If all buttons are available for use, check the topmost box on the right side and see how many schools are listed. If more than one, select the address that best matches the info provided in the Request field.<br />
#* Feel free to clean up the address as you do for new additions. Once those changes are done, click <code>'''Update'''</code> to save your changes.<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
# If all buttons work and there are no other addresses associated with this Symbol, check the Address field's information against the Request field's. It is possible that something has been updated. It is also possible that the system just can't recognize the addresses as the same, likely due a difference in formatting.<br />
#* Double check that all the information in the Address field matches that in the Request field. Edit as necessary to update the info in the Address field.<br />
#* Click <code>'''Update'''</code> to save your changes to the contact<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
<br />
Note: If the Odyssey address in their request has "/ILL" after it, we do not need to make this particular change in our records. Odyssey picks that up. If we were to make the change and add "/ILL" it would merely disappear each time anyway. If there is any other code (besides "ILL" after the Odyssey address, then we should update.]----><br />
{{Hidden end}}<br />
<br />
==== Loans: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article.<br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#* If the record you find contains a series of items, check to see which items the patron wants. <br />
#** Glance at the Loan Info field of the Detail tab for clues, especially in the Note field or Loan Info field.<br />
#** If there are no indicators there, click into the uppermost OCLC Request tab, and then click <code>Show</code> to search the original request for more information.<br />
#* Remember that <mark>Middlebury lends no more than 4 items from a series at any one time</mark> unless special arrangements have been made otherwise. If the patron wants more than one item, <code>[[Conditionaling Requests|Conditionalize Request]]</code> with "Multiple Parts" and fill in the details in the box provided to ask the school which items they want.<br />
#** Remember that Clover schools can't see the full detail of their Conditionals, so also email them with the information you would otherwise have communicated via Conditional.<br />
#* For multi-part requests, remember to fill in the number of items sent in the Max Cost/Pieces box in the "Item Information" field<br />
# Save your changes to the request using either Ctrl+S or the floppy disk icon in the top left of the window.<br />
# Check the Availability Field in the Detail tab. If the item is listed as anything other than Available, <code>[[Cancelling Requests|Cancel Request]]</code> using the appropriate condition:<br />
#* Checked Out for anything that lists a Due Date<br />
#* On Hold for anything listed with a hold on it<br />
#* Non-circulating for anything that can't leave the building (see below)<br />
#** Periodicals are an exception to the rule - see People to Contact for Permissions<br />
#* In Process for things listed as In Process<br />
#* On Reserve for anything on reserve at Davis, Armstrong, or any other library associated with MDY ILL<br />
#* Reference Material is for use if you are told a certain reference item cannot leave the building - always check first before sending Ref Materials out -- see People to Contact for Permissions<br />
#* At Bindery for items that are it or are about to be sent down to P&P for repair<br />
#* Other for anything that does not fit the situations above<br />
#** Please note an explanation for the cancellation in the bottom box of the cancel dialogue, so we can keep track of why this item was cancelled. <br />
# If this item is both located at the Davis Family Library, and is a book that likely can leave the building, click <code>Finished Searching</code> to route the item to Awaiting Stacks Searching.<br />
#* If this is a CD or DVD, <code>'''Route'''</code> the request to '''Awaiting CD Printing'''<br />
#* If this item is located at Armstrong, <code>'''Route'''</code> the request to '''Armstrong'''.<br />
<blockquote>There are times when loans are not capable of circulating. The following are always <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* GRE Study Materials from Reference</blockquote><br />
# If you cannot find the item in z39.50, click into the OCLC tab and check to see whether the little check box under Owned is ticked. If it is not, go ahead and <code>[[Cancelling Requests|cancel]]</code> the request as "Title Not Owned". <br />
# If that check box is ticked, however, keep looking. <br />
#* Try searching for the item in MIDCAT by clicking into the MIDCAT tab in ILLiad, or open a separate browser and search [https://middlebury.worldcat.org/ WorldCat]. <br />
#* Be aware of non-standard characters such as accents, dashes, apostrophes, semi-colons, and non-roman orthographies as these sometimes throw ILLiad and MIDCAT for a loop. Whenever possible, search around these items.<br />
#* Quotation marks are your best friend; use them around multi-word phrases in order to search for precisely those words/characters in that order. Again, be aware of those non-standard characters when using the quotes.<br />
# If you cannot find any sign of the item in all your searches, go to the upper Lending Processing tab and <code>Send Notification</code> to "Update MDY Holdings"<br />
#* This will bring you a preformatted email to our head of holdings, Michael Warner. Edit the email as appropriate and click <code>Send</code>. <br />
#* <code>Cancel Request</code> as "Title not owned"<br />
<br />
==== <br>Multiple Volumes/Parts: ====<br />
<br />
Sometimes a loan request consists of several volumes or parts. Watch for items with call numbers ending in v.#, pt.#, or t.# which indicate that the item is part of a series.<br />
<br />
For instance, this call number: <br><br />
PN1992.77 .R24 v. 1 '''pt. 2''' 2001D <br><br />
indicates that this DVD has at least one other part in its series, by means of the part in bold. <br />
<br />
For items with more than one piece associated, be sure to:<br />
* Indicate on the band how many pieces are in the set by writing 1 of 2, 2 of 2, etc on the band of each item. <br />
* Note in the record how many pieces are associated with each request. Do this in the pieces box in the Item Information field. <br />
<!-- Image here eventually --><br />
* If items have hidden parts, such as in music scores with parts in the back, or books that come with CDs, be sure to note this information on the band as well so borrowers return the item with all parts intact.<br />
<br />
==== Articles: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article. <br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#**For journals, the Call Number often includes a range of dates for which the library holds the item. If your item was not published within these dates, then the library (probably) doesn't own it. <br />
#* If the item record lists the Location of your holdings as ejournal, see if the date your article is supposed to take place fits within the ejournal holdings listed. <br />
#** If so, route it to Ejournal Processing. <br />
#** If not, check Google for any links to Academia.edu or ResearchGate or other free access to articles. If you can't find it there, check for physical holdings. <br />
#** In the off chance that the library has both digital and physical holdings, try to capture the digital first. If that doesn't work, then go with scanning of the physical object.<br />
#* If the item record lists the Location of your holdings as Bound Periodicals, Current Periodicals, or any other physical location within the building, then check that either a) the title of the book matches the book sourced in the request or b) the dates listed for the journal holdings encompass article date. If the article falls within the range Midd holds, or the title matches, then <code>Finished Searching</code> or <code>Route</code> to "Awaiting Stacks Searching." If the article falls outside the range Midd holds, <code>Cancel Request</code> as appropriate.<br />
<br />
<br />
<br />
===== Rapid Requests: =====<br />
<br />
Requests have been imported from Rapid can be identified by the negative sign in front of the ILL Number. Also, the Call Number field will list the web address of the electronic journal associated with the request if the article is available online.<br />
<br />
Search for these as you would any other article request (see above).<br />
Rapid requests are always for articles and we deliver them the same way as other article requests, mainly by Odyssey. (All Odyssey requests are saved using the TN #)<br />
<br />
If there is some problem at the receiving end, a Rapid request will show up in the "Rapid Resend" queue. The easiest way to deal with these is with Rapid X. Find the item in 'Online articles' or the backup, check for quality (completeness, correct match and readability), Open Rapid, and rename using the rapid ILL#, then the item can be sent in Rapid.<br />
<br />
===== Requests submitted via our Lending Web Pages =====<br />
<br />
Some libraries do not have access to OCLC, and so submit requests directly through our [http://go.middlebury.edu/Lending Lending Web Pages]. These requests do not have ILL Numbers, only Transaction Numbers, and will have blank OCLC Status fields. <br />
<br />
Process these just as you would any other Lending request, unless you need to Conditional something. <br />
<br />
To 'Conditional' a request placed through the web, jot down the code of the Borrowing Institution and the transaction number of the request. Since the <code>Conditionalize Request</code> button will not be available, conditionals will have to be done via email. If a request from a Vermont school, CC [mailto:April.Shaw@vermont.gov April Shaw] on all Conditionals, and keep track of the correspondence in the Note field of the request.<br />
<br />
====Special Collections Loans====<br />
<br />
Once in a blue moon, Special Collections allows us to loan items. When this happens, the item is ALWAYS lent out as:<br />
* '''Special Collections use only''' <br />
**in the case of a smaller library, this translates to use in building under direct supervision of a librarian.<br />
* '''No Renewals'''<br />
* '''Shipped in a Box by UPS/FedEx.''' <br />
<br />
<pre style="color: red">In order to receive a Special Collections item, the Borrowing Library MUST answer YES to a "Held in Special Collections" Conditional, thus confirming they will follow all of the above rules.<br />
</pre><br />
<br />
Because Special Collections items cannot have items affixed or banded to them, we keep all associated paperwork for Special collections items in the yellow Special Collections Current Loans folder in Lending Office (Kat's Office), in the top drawer beneath the tree. For each item that is leant out, there should be a:<br />
* copy of the band, item's cover, and associated barcode - these may be all on one sheet, if one is careful<br />
* the small card containing the item's barcode, if it does not have one of its own<br />
** if there is no barcode assigned to this item, create a new card for it:<br />
*** Grab one of the card stock scraps in the yellow folder that is not attached to anything (it should be rubber banded together with several others)<br />
*** Open the Cataloguing Function in Sierra:<br />
**** In the Title search, type "ILL Book L"<br />
**** Click <code>Attach New Item</code><br />
**** In the dialogue box that pops up, scan in the barcode and click <code>Next</code>.<br />
**** Next the box will prompt for a Volume. Arrow to the right three times then scan in the TN Number for the item and click <code>Next</code>.<br />
**** Next the box will prompt for a Call Number. Enter the title, call number/information, and any other relevant identifiers here, and click <code>Next</code>.<br />
**** After the dialogue box disappears, click the <code>Save</code> icon at the top of the window.<br />
* any sticky notes or other documentation that came up with the item<br />
<br />
# After prepping items for the file, gently affix the band either to the white envelope the item came up in, or to another envelope you're using to protect the item. <br />
# Using the barcode associated with the item, check the item out in Sierra. <br />
#*You are then clear to paperclip all of the paperwork for this item together and tuck it into the yellow Special Collections folder. Please place the folder back in the top of the wire rack where you found it.<br />
# Open the record in Illiad and make sure that Allow Renewals is unchecked<br />
# Update in <code>Update Stacks Search Results</code> as normal.<br />
# Take the item to the UPS station and stamp it with the UPS stamp, then, around that stamp, note down all of the special conditions necessary for the item in red or similarly striking ink:<br />
#* '''Special Collections use only''' <br />
#* '''No Renewals'''<br />
#* '''Shipped in a Box by UPS/FedEx.''' <br />
# Make sure whichever student processes it, packs it securely in a box.<br />
# Paperclip the copy of the band, barcode, and any other relevant information together and file it in the Special Collections Folder.<br />
<br />
<br />
==== Duplicate Requests: ====<br />
Sometimes you receive two requests for the same thing at the same time. There are several ways to handle this. <br />
<br />
'''If the duplicate requests are from different libraries''', and we do not have duplicate copies of the item available, look at the requests and decide which to fill. Keep in mind that:<br />
* Libraries we have agreements with get priority: UVM and SMC, as well as the Phoenix Cart Schools (BBH, BTS, CBY, MTH, WEL, WCM).<br />
* If not from a library we have an agreement with, next default to the closest in physical proximity). <br />
* If schools are roughly equidistant, fill the request that came in first. <br />
<br />
'''If the duplicate requests are from the same library''', fill the first request that came in, and <code>Conditional</code> the other request as a Duplicate Request. <br />
* Remember to fill the ILL number into the text of the Conditional: "We have another request from you for the same item, IL:########. Please cancel this request." <br><br />
<br />
<br />
==== Routing Requests: ====<br />
<br />
ILLiad is comprised of many different queues that allow us to sort and track items as we process them. <code>Route</code> allows us to move items between those queues. <br />
<br />
The most commonly used queues in Lending are:<br />
<br />
'''Awaiting Lending Request Processing:''' where the new requests reside. These items have not yet been processed at all. See Loans and Articles for information on how to process this queue.<br />
<br />
'''Awaiting Proc. Searched''' where the system puts new requests it was able to find a match for. Much of the time requests that end up in here are perfectly fine to be moved along in the process, but the system is no match for human error. Be especially careful to watch for:<br />
* Requests that look to have more than one volume associated (i.e. call numbers mentioning multiple parts or volumes or tomes)<br />
* Items that cannot be lent, such as Restricted DVDs or certain Music Scores<br />
* Articles that the system has mismatched with books <br />
** Sometimes the system matches Standard Numbers used to identify periodicals with parts of book ISBNs. Be suspicious of articles that make their way into Proc Searched, especially if the title sounds more like a journal title, such as Addiction.<br />
<br />
'''Awaiting Stacks Searching''' where items from the previous two queues are sent once they have been matched to actual items in the stacks, or PDFs saved in Online Articles. Clicking <code>Print Stacks Search Items</code> in the upper Lending tab will print pick-up slips for all items in this queue and automatically route all items that have been printed into the In Stacks Searching queue. <br />
* If an item in this queue will not print, it is likely because it does not yet have an address associated with it. Open the request and follow the directions for Updating Addresses. <br />
* If you need to reprint a slip for an item, simply <code>Route</code> it back to Awaiting Stacks Searching and print again.<br />
<br />
'''Awaiting CD Printing''' where Lending requests that need stickers printed for them (i.e. requests for CDs, DVDs, BluRays, VHSs, or other media in such cases) are collected. When possible, save up to print in batches of six, but do not wait more than two days on any request. See Printing Stickers for more information on how to process this queue.<br />
<br />
'''Armstrong''' where items that need to be processed at the Armstrong Library are sent. Armstrong librarians will handle the processing from there in much the same way as if the items were in the Awaiting Proc Searched queue.<br />
<br />
'''In Stacks Searching''' where items that have had slips printed for them hang out until they are updated to shipped. A good way to make sure that no slips have been lost is to account for items in the In Stacks Searching queue. If you cannot find the item or slip associated with a request in the queue, <code>Route</code> it to Awaiting Stacks Searching and print it again. <br />
<br />
'''Awaiting EJournal Processing''' where all ejournal requests are sent to be processed. Once these items are processed, they are <code>Route</code> back to Awaiting Stacks Searching to be printed and sent. <br />
<br />
'''Request Conditionalized''' where all the Conditionals that have yet to be answered get collected. If an institution answers No to a conditional, it will sit in this queue until it is cleared. <br />
* Clear requests by <code>Route</code>ing anything with the OCLC status Record Not Found to "Cancelled by ILL Staff." <br />
<br />
'''Request In Processing''' where a list of all requests open in Lending are generated. If more than one person is working in Lending at once, this list will keep track of all the requests currently open.<br />
* If Illiad crashes, it will often abandon items in this queue. Be sure to check regularly for lost requests, especially if you notice items in process though you know you are the only one working on the queue.<br />
<br />
For a more detailed breakdown of how items flow through the queues, check out [https://prometheus.atlas-sys.com/display/illiad85/ILLiad+Processing+Flowcharts these official flowcharts.]<br />
<br />
==== Conditionaling Requests ====<br />
Conditionals allow you to send a question to the Borrowing Library in order to gain more information on the request. <br />
<br />
If the library answers yes to your question, the Conditional will reappear in your "Awaiting Conditional Request Processing" queue for further processing, often with added or updated information from the Borrowing library. If the library says no to your question, the request bumps on to the next library.<br />
<br />
<pre style="color: red">Borrowers CANNOT see any updates you make to the Lending Request window. If you want to communicate with them, send an email, or Conditional the request.<br />
</pre><br />
<br />
<pre style="color: red">Clover Borrowers have trouble accessing Conditional messages. If you want to communicate with them, send an email. Conditional only when you need to buy time.<br />
</pre><br />
<br />
Below are the most commonly used Conditional messages. When editing, try to be as clear and succinct as possible: <br />
<br />
'''Held in Special Collections'''<br />
* Used before sending out Special Collections items with special conditions. Do adjust the conditions between the asterisks as necessary.<br />
<br />
'''Fragile or Rare item'''<br />
* Used for items that are NOT Special Collections, but that may need similar use restrictions to Special Collections items. <br />
<br />
'''Duplicate Request'''<br />
* When you get two requests from the same school for the same item, note which one came in first and <code>Conditional</code> the latter with this reason. <br />
** Remember to supply the ILL NUMBER of the duplicate you want cancelled in this message <br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''Not as cited'''<br />
* Use this to inform Borrowers of incorrect citations. Wherever possible, correct their mistakes and provide alternate information to help them in their quest for information.<br />
<br />
'''Multiple parts'''<br />
* When patrons neglect to specify which volumes of a set they want, use this Conditional to elicit more information on which volumes to supply.<br />
<br />
'''Multiple parts - Insure'''<br />
* If the item requires insurance beyond the $100 provided by UPS, use this Conditional to ask for a specific amount (ex $200 or $300) of insurance, as well as ensure that the item will be carefully packed on its return. <br />
<br />
'''Electronic Journal'''<br />
* Use this to inform Borrowers of items not available online in any format, and to urge them to try hardcopies instead.<br />
<br />
'''Electronic Journal w/ holdings'''<br />
* If an E-journal holds only abstracts of articles, use this to alert the borrower and direct them to a different source.<br />
* If the Borrower has requested an "Internet Resource" OCLC record, they may not be aware of the narrow scope of the Internet Resource's holdings. If the holdings do not include their article, open this message and insert the existing range of the Internet Resource, then <code>Conditional Request</code>. <br />
<br />
'''Multi-region player required to view. Is this acceptable?'''<br />
* For Public or other tiny libraries, we try to warn before shipping out region-locked items that won't play on the average American DVD player. <br />
* Don't worry about checking in with Universities, Colleges, or large public libraries. <br />
<br />
'''Winter Break'''<br />
"We do not ship loans between Dec 15th and early Jan. Shall we update now and send in January?"<br />
* As the holiday season closes, shipping anything becomes dicey at best. This is why, though we're actually open after Dec 15th, we refrain from shipping anything out until after the holidays. <br />
* This Conditional allows Borrowers to look elsewhere for their items, or confirm that they want to place a request with one of our items regardless of the wait. <br />
<br />
'''Journal request w/o article or loan info'''<br />
* Use this when a request comes in for an entire journal run--often times the conditional will jump right back with a complete citation for an article or a range of dates for a loan request.<br />
<br />
'''Other'''<br />
* If none of the above apply to your situation, create a Conditional message of your own. <br />
<br /><br />
(If you frequently use Other requests for the same message that's missing from the above list, talk to Rachel about creating another Conditional to cover that message.)<br />
<br />
==== Cancelling Requests ====<br />
Cancelling Requests communicates to Lenders that we, for whatever reason, are unable to provide the material requested. This does not mean that the patron will not receive the material, just that they probably won't receive it from Midd. The request will move on to another school on cancellation, or if no other school is listed after us, will return to the Borrower for more work.<br />
<br />
When cancelling, chose one of the following reasons from the dropdown menu to explain why you are cancelling the item. This lowers the chances you will cancel something by accident, and also allows us to keep better statistics on ILL activity<br />
<br />
'''Checked Out''' <br />
* If an item lists a Due Date in its Availability field, then it is Checked Out to a patron. We do not wait for the item to return, but immediately cancel the request so it can move on to a different school.<br />
<br />
'''On Hold'''<br />
* If an item claims its status is ON HOLD in its Availability field, this means that a patron has placed a hold on the book, so it cannot be lent out via ILL. <br />
<br />
'''Non-circulating'''<br />
* This is used when an item is not allowed to leave the building. This generally includes rare, fragile, or difficult to replace items such as: <br />
** Abernathy ''Library'' items<br />
** M1 or M2 Music Scores<br />
** Restricted DVDs <br />
** Special Collections requests that have returned to ILL marked "No" (with or without smiley face)<br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''In Process'''<br />
* If an item claims its status is IN PROCESS in its Availability field, this means that it is either currently so new that it hasn't finished clearing cataloging yet, or it's down being repaired. Either way, it cannot be lent out via ILL. <br />
<br />
'''On Reserve'''<br />
* If an item claims its status is ON RESERVE in its Availability field, this means that it is on reserve for an ongoing class and therefore cannot be lent out via ILL.<br />
<br />
'''Language Material'''<br />
* During the Summer Language School (roughly May to mid-August), Books, Language Browsing, DVDs, and Audiobooks in the languages taught on campus, as well as learning and teaching materials for those languages, cannot be lent out via ILL. In order to save time, these items are cancelled instead of conditionaled. <br />
** As of Summer 2017, the following languages were taught at Midd: Chinese, French, German, Japanese, Hebrew, Portuguese, Russian, and Spanish. <br />
<br />
'''Reference Material'''<br />
* While Carrie MacFarlane can give permission for some Reference Materials to be lent out, there are times where such materials cannot leave the building. If the item cannot leave, and is marked Reference, use this reason to cancel. <br />
<br />
'''Not as Cited'''<br />
* ''Never use this without having first Conditionaled the request'' to tell the Borrower that the citation is flawed<br />
* If the conditional comes back around with a yes, but no additional or alternate information, <code>Cancel</code> the request to move it along to the next school in the lending queue<br />
* As RAPID requests do not allow Conditionals, for RAPID requests, use this in place of the conditional. <br />
<br />
'''Title Not Owned'''<br />
* This is used for when a borrower requests a physical item that we do not have. If you cannot find the item in Z39.50, MIDCAT, and WorldCat, chances are it is not actually in our collection. <br />
**If it appears we don't own the item requested, click into the OCLC tab and look for the check box in the Owned column. <br />
***If it is ticked, that means that our system shows that we have the item, even though we do not. Notify our system folk by going back to the Detail tab, then, on the ribbon above, clicking into the dropdown menu for <code>Send Notification</code>. Chose either Update MDY Holdings - serials (for any journals or periodicals) or just Update MDY Holdings for everything else. Once the form email pops up, edit it to clearly and succinctly explain the situation, then <code>Send</code>, and <code>Cancel Request</code> under 'Title Not Owned.'<br />
***If it is not ticked, simply <code>Cancel Request</code> under 'Title Not Owned.'<br />
<br />
'''Holdings END BEFORE this volume'''<br />
* If our holdings end before the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Holdings BEGIN AFTER this volume'''<br />
* If our holdings end after the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''At bindery'''<br />
* Use this to cancel any request for any damaged books, periodicals, scores, or other things that are bound and are being or on their way to being repaired.<br />
<br />
'''Lack volume/issue'''<br />
* If our holdings are simply missing the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Issue not yet received'''<br />
* If the request is contained in a physical periodical that we haven't yet recieved for the collection, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Lost'''<br />
* If the status of the item is LOST AND PAID, use this to cancel.<br />
<br />
'''Not on shelf'''<br />
* If the status of the item is MISSING, use this to cancel.<br />
<br />
'''Cancelled via Borrowing Library'''<br />
* If the Borrowing library cancelled their request (generally resulting in an OCLC status of Record Not Found), use this to cancel.<br />
<br />
'''No access online'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''No access online - article'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''Other'''<br />
* If NONE of the other Cancel conditions here suit the situation, please type in your own reason for cancelling and use this to cancel.<br />
<br />
'''Offsite'''<br />
* If the item is located in the Career Center, the Chamberlain’s Office, the Davi'''son'''/Breadloaf Library, Mills, or Spiritual and Religious Life Center (SRLC), or Twilight, use this to cancel. We cannot lend items outside the Davis Family and Armstrong libraries without special permission.<br />
<!--<br />
<br />
:*A Umatic Video: The 3/4” umatic videos are the large format videos shelved with all the audio cassettes. They need a special player to be viewed and most of the ¾” are a part of an expensive collection of video art that cannot be re-circulated by terms of purchase.<br />
<br />
:*Media that are out of print, expensive to replace, rare, needed by language school, etc. <br />
<br />
:*An electronic resource (e-books). Some CD-Roms can circulate, and we can also obtain articles from them.<br />
<br />
:* Chamberlain’s Office (150 non-circulating books, email Ellen McKay for special permission) his is a comment --><br />
<br />
==== <br>Requests that need Special Permission/Additional Clearance to Lend: ====<br />
<br />
Some items need permission to leave the library. Generally speaking, if an item is undamaged and it is retrieved from regular stacks, Faculty Author Collection, VT Collection, or Browsing, it is okay to go out.<br />
<br />
(Terry can be CC’d for any and all requests in the event of an absent librarian)<br />
<br />
<blockquote>Remember that the following are ALWAYS <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* Reference Materials pertaining to the GRE</blockquote><br />
<br />
<br />
# For '''oversized or apparently expensive media,''' check online databases like Abe Books or Amazon to see 1) if an item is replaceable and 2) how replaceable it is. <br />
#* If LESS than 100 dollars to replace, it is okay to send via UPS. <br />
#* If MORE than 100 dollars to replace, check with Rachel and Conditional asking that the Borrowing Library insure the package for an amount of money (in a multiple of 100) that will cover replacement of the item. <br />
# '''Microform''' can go out for up to 6 pieces at a time without any kind of special permission. However, before they can leave the library they must be catalogued and a dummy item must be put in place to account for its absence in the stacks. <br />
#* '''Cataloging Microform Items<br />
#** If there is no barcode on the item, grab one from the Borrowing Check-In station and attach it to the inside flap of the microfilm box or the container for the microfiche<br />
#** Open <code>Cataloging</code> and log in with Initials: circcat and associated password<br />
#** Once sure that Index: is set to "t Title," type in "ILL book L" and hit <code>Search</code><br />
#** Click <code>Attach New Item</code> <br />
#** Scan the barcode in next to b Barcode, then hit <code>Next</code><br />
#** Arrow over three times, then scan or type the TN in next to v Volume, then hit <code>Next</code><br />
#** Type all the Title, Film Number, and Range information from the item being lent out into the c Call No. field, then hit <code>Next</code>. This should close the pop up dialogue and bring you to the New ITEM window. <br />
#** Check over your information, edit as needed, then hit <code>Save</code> button at the top of the window.<br />
#** If you've further items to catalog, click over to the Summary tab and <code>Attach New Item</code> again. <br />
#* Remember to delete the item record on its return by pulling it up in Cataloging and highlighting the record, then hitting <code>Delete</code>, then <code>Yes</code>. <br />
#Most of the time, '''Foreign Language Items''' are fine to go out. However, during the summer, check with Sue Driscoll to make sure the items are not needed by the language schools before letting them out. <br />
# Request slips for '''Special Collections/Abernethy Materials''' should be brought down and handed over to someone in Special Collections for permission to scan/loan. <br />
# '''VT Collection Locked''' - Ask Danielle Rougeau or Andy Wentink<br />
# '''Gov. Docs Locked''' -Ask Ginny Faust<br />
# '''Bound or Current Periodicals/Serials''' -Ask Arabella Holzapfel<br />
# '''Reference Materials''' or '''Atlases''' -Ask Carrie Macfarlane<br />
# Unusual or Rare looking '''Music Library Items''' – Dan Frostman<br />
<br />
==== Archival Items Requested ====<br />
If the request is for a book that is older than 70 years old, it's in the Public Domain and can be shared digitally without copyright restrictions. Stacks and Special Collections hold many of these. We can first check to see if Internet Archives holds the item, and then provide this information (or the pdf) to the requesting library. If we own it and Internet Archives does not have it, we can check with Special Collections regarding using our Book-Eye scanner to scan the item and uploading it to Internet Archives. The best time for us to take on projects like this (for entire books) is summer, or during other slower periods.<br />
<br />
=== <br>Printing Pull Slips: ===<br />
<br />
Any requests you want to print should be waiting in the Awaiting Stacks Searching queue. These are ready to be printed off into book bands and article slips <br />
<br />
#To print, in the upper lending tab click <code>Print Stacks Search Items</code><br />
#A ILLiad Printer Settings prompt will appear where you can select the name of your printer (\\walnut\P0163) <br />
#* At the top of this prompt is an option to "View merged document before printing." If you want to print without further editing the slips, uncheck this box, then hit <code>Print</code>.<br />
#* If you need to edit or view the slips before they print out, check "View merged document before printing," then hit <code>Print</code>.<br />
#** This will open your slips in Microsoft Word. View or edit as necessary, then print as normal by using the CTRL + P shortcut, or going to File-->Print. <br />
#*<pre style="color: red">Be aware that you will get one ILLiad Printer Settings prompt for loans and one for articles. This can mean that you will see two prompts even if you only hit Print Stacks Search Items once. </pre><br />
#Once the slips have been successfully printed, cut them in half on the guillotine using the labeled stickers and arrange on the pick-up table in Kat's office. <br />
#* Sort into three piles separated by floor, laying items in A to Z format with the beginning of the alphabet on top of the pile and the end at the bottom.<br />
#** Highlight any unusual information, such as non-stacks locations (Browsing, Oversized, VT Collection, etc) or volume indicators.<br />
#** Highlight citation info and location on article requests, to aid in looking up the articles when in the stacks<br />
# Close out of all open Word documents without saving<br />
<br />
<blockquote>To reprint requests, click the circular icon at the top left corner of the main ILLiad Client screen and select <code>Print Sessions</code> from the drop down screen. <br />
*Use information in the Process Type and Print Type columns to guesstimate which file in the list is the one you want to reprint, the double click that item.<br />
*The ILLiad Printer Settings prompt will appear. Check "View merged document before printing," then hit <code>Print</code>.<br />
* Click into the Word document that opens and confirm that the slip you want is in the open file. <br />
** If not, return to the Print Sessions screen and try double clicking into another file until you find the one you want<br />
* Once you've confirmed that you have the right file, print as normal by using the CTRL + P shortcut, or going to File-->Print.</blockquote><br />
<br />
=== <br>Printing Sticker-style Pull Slips: ===<br />
# In the Lending queue, select "Awaiting CD Printing"<br />
#* Select in groups of 6 and <code>Route</code> to "Awaiting Stacks Searching"<br />
# First, print the pick-up slips to file:<br />
#* In the Upper Lending Tab, click <code>Print Stacks Search Items</code> (just as you would to print other pick-up slips)<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected<br />
#* Click <code>Print</code><br />
#* Minimize the Word document that pops up with your loan slips<br />
# Open the sticker template and merge it with your pick-up slips<br />
#* Open the "LendingLoanLabels_Barcode" Word doc (saved in the top right of the desktop)<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# Manually edit the labels to fit within the sticker space<br />
#* The stickers import all information, despite their limited space. Make sure that, other than contact info for the Borrowing institution, all other fields have one line or less of information.<br />
#* Make sure you have enough information left for students to be able to locate the item--slightly overlarge prints are not the end of the world<br />
# Print the labels<br />
#* Pull the "Scanned Materials" cart out of the way and open the feed tray on the right side of the printer.<br />
#* Put labels on right tray of P0163 facing down<br />
#* Back at the computer you're printing from, <code>Print</code> the edited sticker labels<br />
# After SUCCESSFULLY printing stickers<br />
#* Close all open Word docs without saving them<br />
#* Highlight call Number and "Please Return by UPS" fields on each sticker<br />
#** For ease of pickup, use different colors to differentiate different media types, (i.e. blue for DVD/BluRay, green for CD, and pink for VHS)<br />
#* Place with other pull slips on the Pick-up table<br />
<br />
=== Picking up Requests for Lending ===<br />
<br />
Once slips have been printed, and are put in order, they are ready to be picked up from the stacks.<br />
<br />
There are several types of pick-up slips:<br />
<br />
# Long skinny slips (ILL loan request)<br />
# Short slips (ILL article request)<br />
# Blue sheet with writing on only left side of page (Document Delivery request)<br />
<br />
<br>Loan Requests:<br />
<br />
*For loan requests, make sure the call numbers on the band exactly match (pay special attention to the year and edition of the item) the item they're banded to. Also be sure to collect all volumes of a series, unless the Borrower specifically requests otherwise.<br />
<br />
*Once a loan is found, stick the slip inside the book (or other loanable material), and bring to Kat's office for banding.<br />
** If the item is smaller than the band, feel free to trim down the band so long as the barcodes remain scannable.<br />
<br />
<br>Article Requests:<br />
<br />
*Most article requests can be found in Bound or Current periodicals, but some may be chapters of books or articles from microfilm or microfiche. <br />
**If a citation for an article request appears to be incorrect, (for instance, the volume and year do not match) investigate both and see if you can find the correct journal the patron desires. Patrons have a tendency to have the incorrect volume number, but the correct year in most cases. <br />
**If you are still unable to find the article, you may want to try entering the article title into Google to see what you can come up with. <br />
* When the journal is found, place the slip inside the item, marking the page the article begins, and bring it back to the ILL department. Leave the item on the table to the left of the big printer/scanner.<br />
<br />
<br>If you are Unable to Locate an Item…<br />
<br />
* If you have trouble locating an item, check on nearby shelves to see if it was shelved incorrectly. <br />
** If you cannot locate it on its usual shelf, check the Re-shelving areas in the stacks and behind the Circulation Desk for the item.<br />
** If you have time, try checking sections that it could have been sent to by mistake. For instance, if it looks like a fiction book, try Browsing or if it's a foreign language browsing item, try the language collection instead. <br />
*** Commonly confused sections:<br />
**** Browsing and Regular Stacks (particularly PS)<br />
**** Art (N) and Oversized<br />
**** Reserves and Regular Stacks<br />
**** Language Collections and Language Browsing <br />
**** Browsing and Browsing Graphic<br />
<br />
* If you have no luck, write “N.O.S” for “Not on Shelf” on the slip, with the date, and your initials. <br />
* If two people have searched and been unable to locate the item, bring it to Todd for a deeper search.<br />
<br><br />
Bring all items to be loaned to Kat’s Office for banding and further processing. Place items to be scanned on the table next to the Printer/Scanner/Copier in the ILL workroom.<br />
<br />
<br><br />
<br />
=== Processing Lending Materials that have been Retrieved from Stacks ===<br />
<br />
==== <br>Checking out in Sierra: ====<br />
<br />
Before the items are packed to be shipped, they must be checked out to their respected Borrowing Institutions in Sierra's <code>Check Out (Circulation Desk</code>) function. To look up a library, make sure Sierra is in the “Circulation Desk” mode, and type “nill(space)(School Code)”<br />
<br />
# Some school codes have multiple addresses - if so, double click the address that matches the one on the band.<br />
# Even if the school code does take you just to the one address, check that the address in Sierra matches the address on the book band.<br />
#* If the address does not match any addresses that pop up in Sierra, see "Adding a New Library to Sierra" below<br />
#Once you've confirmed the address, proceed to scan the item's Middlebury Barcode (not the barcode on the book band) to check the item out to the Borrowing Institution.<br />
<br />
=====<br> Adding a New Library to Sierra=====<br />
<br />
'''To make things faster, pull up the item you want to check out in ILLiad, then pull up the Lender Information window using the <code>...</code> button in the upper right part of the Lending Request window. You will need to know the email, mailing address, and phone number for the school, so if any of those fields are lacking, go ahead and pull that info from the OCLC Policies Directory (use the little globe button at the end of the Symbol field) and copy/paste it into the appropriate fields, then <code>Update</code> the record to save your changes.'''<br />
<br />
'''Keep this information handy so you can copy/paste it into Sierra in the steps below.'''<br />
<br />
# In the Circulation window, navigate to the top of the screen and click <code>New</code>.<br />
# A pop-up window should appear:<br />
#* For "Expiration Date," don't type anything, just click <code>Next</code>.<br />
#* For "Patron Type," type 150, which should autofill to "150 Midd. ILL," then click <code>Next</code>.<br />
#* For "Name" type in "ILL, " followed by the school code you're adding, then click <code>Next</code>.<br />
#** Ex: for a new VSS address, type "ILL, VSS" <br />
#* For "Email," enter the email for the code, then click <code>Next</code>.<br />
#* For "Address," enter the library's entire address, starting with the LIBRARY NAME (not ILL, not the school code, not ATTN: someone important--the Library's name) and ending with the Zip Code, then click <code>Next</code>.<br />
#** Create new lines by holding the Shift key down and hitting Enter at the end of one of the previously existing lines (or Right Click and "Insert Line")<br />
#* For "Barcode," reenter the school's address information, all on one line. Then click <code>Next</code>.<br />
#* For "Unique ID No.," don't edit anything, just click <code>Next</code>.<br />
#* For "Telephone," enter the library's telephone number, targeted to the ILL department if possible, then click <code>Next</code>.<br />
#* For "Note" don't edit anything, just click <code>Next</code>.<br />
#The pop-up should disappear, leaving you with a window displaying all the information you just entered.<br />
#* Erase the "Note: Manually added patron" line from the record.<br />
#* Glance over to make sure all of the information fields are filled in. <br />
#* Click <code>Save/Close</code> or Ctrl + S.<br />
# This should take you to the record you just created. You are all set to check items out to this record now.<br />
<br />
==== Updating in ILLiad: ====<br />
<br />
<br>-Begin by selecting the “Lending” tab on the upper-most level of tabs and the select “Update Stacks Search Items” from the Menu.<br />
<br />
:*To update each item from “In Stacks Searching” to “Shipped” status, simply enter the Transaction Number or ILL Number listed on the book bands.<br />
:::-The Information associated with the request number will import into all fields, and you then select the <code>Mark Found</code> button.<br />
<br />
:*After you mark and item as found, the screen will clear again, and you can proceed to update the rest of your items.<br />
<br />
:*When you have finished marking everything as found, you can close the screen by hitting the “x” on the “Update Stacks Search (Lending)” tab, which will bring you back to the Main Screen.<br />
<br />
:*Back at the Main Screen, you can choose to print Shipping Labels for your books by selecting the “Lending” tab on the upper-most level of tabs, and then selecting <code>Print Shipping Labels</code> from the Menu Options.<br />
<br />
:*After you have selected “Print Shipping Labels” a Printer Settings Box will open, from which you can select the printer you would like the labels to print from. Select a printer and hit “Print.”<br />
:::-The template for your Shipping Labels will automatically open. Print off the labels and close the Word Document without saving.<br />
<br />
:::*In the “a Address” field, enter the address of the Borrowing Institution, located on the bottom of the book band. Use the following format:<br />
<br />
:::::-Name of University Library-ILL Street Address City, State, Zip<br />
<br />
:::::-(type: “ctl +k” to add a line in the address field)<br />
<br />
<br>Then keep hitting the “Next” button to skip the rest of the fields, until you are able to save the new address. After you’ve saved, you can check out the book as usual.<br />
<br />
<br><br />
<br />
=== Ejournal ===<br />
<br />
Ejournal processing- full procedure<br />
<br />
<br />
#From the “main” tab in ILLiad, click over to the “lending” subtab, and double click “awaiting Ejournal processing”.<br />
#Find articles by double clicking their entry and then using Serial Solutions Search, Midd A-Z, Google, or a combination. If you find the article, save it in Online Articles as its TN, and make sure to enter “Online” (there’s a keyboard shortcut) in the “call number” bar on the top-ish right side; if you don’t find it, write either “not found” (if you really couldn’t find it anywhere) or “no access” (if you can see it but not download it), maybe with a brief reason (e.g. “no access- wiley” or “no access- too recent”).<br />
#Once you have found all the articles you can, highlight all the ones that are “Online”, and from the bar at the top of the ILLiad window select <code>Route</code> (the green arrow) and in the drop-down menu select "Awaiting Stacks Searching”.<br />
#Tab over to “Lending” (not the “lending” subtab, but the big tab at the top) and hit <code>Print Stacks Searching</code>. When the printer screen pops up, make sure it’s printing on the big main printer. <br />
#*If a second printer screen pops up, hit print on that one as well - bring any pull slips that print to a supervisor.<br />
#Cut up the printed pages so that you have a stack of half-page pullslips.<br />
#Scan the pullslips into the computer (load them into the top copying slot as the sticker indicates, then select <code>ILL scan</code> and make page size the wider than tall version of “LTR R” by selecting “Page Size Auto”. Start the scan by hitting the big green start button).<br />
#Open the scanned pullslips in Ecopy through the desktop icon “shortcut to Arielscan”. The pullslips should be a tif file at the top of the queue (check the time stamp) with a long string of numbers as the filename.<br />
#Your pull slips will likely be sideways, so “select all”, then rotate them till they’re right-side up. Hit the “view all” button, then manipulate the window until you can see two pullslips per row, to the far left of the larger Ecopy window.<br />
#Use the paper versions of the pullslips to open up each article one by one (hit “open” in the toolbar, then scan the TN into the “Online Articles” folder). Get a given article into “view all” format, then manipulate the window so it’s to the right enough that you can see your pullslip window. Manually pull the correct pullslip into your article as page 1. It’s important to keep your paper pullslips in order so that you don’t have to worry about which pullslip you’re pulling over. You should always double check though!<br />
#Once the pullslip is in the article, hit “save” in the Ecopy toolbar—this will save the article plus pullslip again in “Online Articles”. Then, do “file save as” to save the article in “Ariel Scan”. ***Note: Make sure you’re in the correct “Ariel Scan”—you want the one under the C drive (C:), not the one you got your pullslip file from!<br />
#Repeat this process until all of your articles are re-saved with pullslips in “Ariel Scan”.<br />
#Open up Odyssey Helper (the login is the same as for ILLiad) and check to see how many of your articles are listed. Once you’ve separated out the ones not on the list, try refreshing to see if they pop up. If you think you’ve got all the ones you’re going to get, hit the “process” button. If any say “failed”, try again, and if it still doesn’t work, add to the pile of articles that didn’t appear in Odyssey Helper. Divide these into RAPID and not.<br />
#For the non-RAPID articles, open up ILLiad and scan the TN in the home bar. Once the window opens up, select “OCLC AE”, then hit “browse” and select your article. Select “drop file”, and you should be returned to the “detail” window. Hit “ctrls” to save the new information, then choose “send email article exchange” at the top. Send the email (“send” button), and when you leave that window, make sure you “mark found” (top left). You will be exited out of the window.<br />
#For RAPID articles, go to the RAPID website (it’s bookmarked) and enter the password information on the wall behind the computer. Reenter eCopy and save your article as its ILL number (not the TN, as you were doing before). Return to the RAPID website, and on the left-hand sidebar under “lending actions” select “RapidX”. In the window that opens up, under “RapidX actions”, select “Send Rapid Request”, and then hit “choose file(s)” in the pop-up window. Choose your article file with the new number. And that’s about all you have to do for RAPID! Just make sure you always check if something is RAPID or not, because while you can send RAPID articles by Electronic Delivery Utility, you can’t send them by Article Exchange. So if it doesn’t work in EDU, you’ll have to go this route instead of doing AE.<br />
#Once you’ve sent all of your articles, log (on the sheet by the BookEye) how many you sent by OH, and then individually log any that you sent by AE or RAPID. Note the same on the slips, and then put them in the folder to the right of the BookEye. And you’re done!<br />
<br />
After the Ejournal process:<br />
<br />
Go to Electronic Delivery Utility<br />
# Log in with your ILL credentials<br />
# Note how many articles pop up<br />
#* If number doesn’t match up with how many articles you have, go through and put aside which ones don’t show up!<br />
#Click “Process”<br />
#*If articles show up as failed, try re-processing a few more times—they should go through. If not, combine with the articles that did not show up.<br />
#Write down how many articles went through on the ARO tracking sheet. On the topmost article, write “OH” (stands for Odyssey Helper) followed by “x [number of articles] ” (this way you don’t have to write OH on all the articles. <br />
<br />
For the articles that did not get processed:<br />
<br />
Go to ILLiad Client<br />
#Log in with your ILL credentials<br />
#Go to the Lending tab<br />
#*Click “Update Stacks Search Results”<br />
#*Scan Transaction Number barcode or type it in<br />
#*Double click it to open<br />
#*Once transaction profile pops up, click the OCLC AE tab.<br />
#Browse for the file, drop it, and save/send.<br />
#*Go back to the Detail tab<br />
#“Send notification”<br />
#“Article exchange” and send the email<br />
#“Mark found”<br />
#Go to the ARO tracking sheet and follow the process for OH, but write “AE” (stands for article exchange) on the slips.<br />
<br />
=== Processing ALA Requests ===<br />
<br />
ALA requests are either sent via mail, email, or phone because these libraries do not have OCLC access. We can manually submit requests for ALA libraries in ILLiad, and then instruct them in how to submit a request through our lending web pages electronically in the future.<br />
<br />
:*First, check to see if the address of the ALA library exists in ILLiad. Search for the library by Name or Address in the “Search Addresses” search fields located on the upper right of the ILLiad home page.<br />
<br />
::::-If the ALA library exists in ILLiad, a window will open up with their address/contact information. You can select the “Add Request” button at the top of the screen to manually add the request.<br />
<br />
::::-If the ALA request is from a library without an existing record in our system, you must add the address in ILLiad.<br />
::::*Begin by selecting the “Lending” tab located at the top of the ILLiad Home Page.<br />
<br />
::::*Then, select the “Address” button at the top left of the Lending Page.<br />
<br />
::::*Here, you can add the symbol of your choice, if the symbol is not currently being used by another library. You can search the OCLC Policies Directory for the symbol you have in mind, if there are no results, you are free to use that particular symbol.<br />
<br />
::::*Add the symbol and the address/contact information of the ALA library. When you are finished, click the save button in the upper left corner.<br />
<br />
:*When you have saved the address, you will be able to select the previously grayed-out options. Select “Change Password” to set the ALA Institution’s ILL Lending WebPages password. Set the password to “ill”.<br />
<br />
:*After the password is set, select “Add Request”<br />
<br />
:::-A Request Form will open up with ALA library address info attached. Fill in the Article or Loan Info (Title, Author, Call Number, etc.) and check off “Article” or “Loan”, then save the request. The request will be moved into the “Awaiting Lending Request Processing” queue.<br />
<br />
For their future use, we can email the ALA library the link to our online catalog/request form so they may send their requests to us electronically. This is the link to our lending web pages:<br />
<br />
http://ill.go.middlebury.edy/Lending<br />
<br />
::-You can send a personalized email, or call up the request and select “Lending WebPages Intro, e-mail” in the “Send E-Mail” drop down menu.<br />
<br />
::-From here, any borrowing institution without OCLC access can submit requests to our library electronically which will pull into our “Awaiting Lending Request Processing” queue along with regular OCLC requests.<br />
<br />
<br><br />
<br />
'''If Unable to Lend Requested Item''':<br />
<br />
::-If the item requested via ALA form is a non-circulating item, contact the school by email, phone, or fax and let them know the reason we are unable to fill their request. Do the same if the request must be conditionalized for some reason.<br />
<br />
<br><br />
<br />
=== Granting Renewals ===<br />
<br />
Generally, we will renew an item up to seven times in a row, or until the item is put on hold or recalled for use on campus. For Lending renewals, the Sierra due date should ALWAYS be one month AFTER the ILLiad due date to allow for time in the mail. <br />
<br />
'''Normal Renewals:'''<br />
Most of the time, Lending renewals are very simple. Click into the “Awaiting Renewal Request Processing” queue daily, and/or whenever it appears, for items that need to be renewed. You will want to have a Sierra window open next to your ILLiad window. <br />
<br />
For each request that appears, do the following:<br />
<br />
In Sierra:<br />
* In <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing Library's circ account by entering nill, then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
** If a pop-up appears offering different accounts, scroll through until you find the matching library, then double click that library to enter its account.<br />
* In the Checked-Out Items tab, locate the item and select it.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
* Manually extend the original due date by roughly one month and click <code>OK</code>, then <code>Override</code>, then <code>OK</code><br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* Click <code>Yes to Due Date</code> and the request should automatically route itself back to Item Shipped.<br />
** If you want to see what date ILLiad plans to renew to, hover your cursor above the <code>Yes to Due Date</code>--the date should appear. Make sure that the ILLiad due date is one month BEFORE the Sierra due date. <br />
<br />
<br />
'''Holiday Season Renewals:'''<br />
Because of the holiday shipping ban and the long holiday library closing, Renewals placed in the last month of the year have to be manually updated to avoid due dates landing during our non-operational times.<br />
<br />
In Sierra:<br />
* In the <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing library's Sierra account by entering nill then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
* In the Checked-Out Items tab, Locate the item and select it, without clicking the record details open.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
*Manually extend the original due date by roughly one month UNLESS that date would fall between Dec 15th and Jan 2nd. If it falls during that space of time, either pull the due date back to Dec 15th or extend it beyond the 2nd, as you decide for the season. As before, click <code>OK</code>, then <code>Override</code>, then <code>OK</code> to finish the Sierra Renewal.<br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* In the Due Date field to the right, manually update the due date to be at least one month out from the current due date. If this would put the due date in the middle of the no-go time (Dec 15th-Jan 2nd), extend it as you did for Sierra. <br />
** Remember to keep Sierra and ILLiad dates roughly one month apart, with the ILLiad date coming due first. <br />
* Click <code>Yes</code> and the request should automatically route itself back to Item Shipped, using the due date you provided instead of an automatically generated one.<br />
<br />
<br><br />
<br />
=== Address Maintenance ===<br />
<br />
There are several different ways that our borrowing libraries give us update information. Things to watch for include:<br />
<br />
:*In the Lending queue, Awaiting Requests Processing. If the Library Code has several addresses, or if there's been a change (i.e., the borrowing request library information doesn't exactly match our Illiad address information for them), a window will pop up. Here we verify the address information by selecting the appropriate address, if there are more than one for that code, and by making changes to any part of the address, updating Odyssey, Ariel, email address etc. We hit the 'Update' button, then 'Select'. OR if the address is brand new, we complete the Illiad information using the borrowing request information, and hit the Add' button, and then 'Select'. This will get us back to the actual request.<br />
:*A library may communicate changes via&nbsp;email, or include this updated info with a book.<br />
:*We may be alerted to an email&nbsp;change when our email to them bounces back. Then we can go back to the recent 'borrowing request' to verify the email address, or we can go to their OCLC Policies page. From here we update in 'Illiad addresses'.<br />
:*Any Odyssey address changes made in Illiad will be picked up by Odyssey. Ariel address changes need to ALSO BE CHANGED&nbsp;IN&nbsp;ARIEL. This is done in Ariel-Lending- Address Book.<br />
<br />
Video tutorial:<br />
<br />
[http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv]<br />
<br />
===Microfilm Instructions on Printer===<br />
<br />
[http://mediawiki.middlebury.edu/wikis/LIS/images/d/d5/Microform_Scanning_Guide.pdf Microform Scanning Guide]<br />
So, you've located your reel of microfilm in the movable shelves in the back left of the library. Here are instructions on how to extract the words from its honeycomb:<br />
<br />
'''1.''' Turn on the microfilm machine with the switch located usually on the right side of the body of the machine. Turn on the printer with the switch located at the bottom of the front of the machine.<br />
<br />
'''2.''' Fit the reel of microfilm onto the left-hand spool of the machine, making sure the reel is flush against the wall. The film should feed from the top of the reel, to the right.<br />
<br />
'''3.''' Using your fingers, feed the film over the top of the reel, guiding it underneath the two black rollers. Continue manual feeding until the end of the film is directly under the lens.<br />
<br />
'''4.''' Press the blue button on the right side of the top of the tray to engage the auto-thread, “0000” will appear on the little screen next to the blue button when the film has threaded completely. Watch to ensure that the film has begun to feed onto the empty reel to the right.<br />
<br />
'''5.''' Use the “Navigator” dial to move the film forwards or backwards.<br />
<br />
'''6.''' Once you have found your article, you must make it fit within the white markers on the screen legibly. Adjust the image using the tray slider and the three dials above the lens. You can change the direction of the text using the top dial, the size of the text with the middle dial, and the focus with the bottom dial. You can center the image within the white markers on the screen using the “Tray Slider".<br />
<br />
'''7.''' Push the green button to print.<br />
<br />
'''Contrast''': On the control pad to the right of the microfilm machine there are two arrows that adjust between an image of one white half moon and one black one. This is the contrast. If the page you've printed looks dark and murky or illegibly faint, adjust the contrast a couple clicks and try printing the page again.<br />
<br />
'''8.''' When you have printed your entire article, leave it with the pull slip next to the copier to be scanned.<br />
<br />
<br />
=====MicroFAQs=====<br />
Q - "Help! I found the article I need, but the printer won't work! And the print button is blinking. What should I do?"<br />
<br />
A- "Ah! Common problem. While leaving the film exactly as it is, turn off the microfilm machine and then turn it back on again. The printer will take a few seconds, make a couple humming noises and then the light will probably stop blinking and you will be able to print."<br />
<br />
Q - "Ugh! There is this mysterious black shape covering up some of the text so that a very important part of the article is illegible. Is this bad karma? Or the library ghost that Todd talks about sometimes?"<br />
<br />
A - "No. Well, maybe. We don't know why that happens, but all you have to do is push the gray plastic "tray" forward and back again, and the black shape should be gone, or at least moved to a part of the film that is not as critical."<br />
<br />
Q - "The text is dark and hard to read on the screen, and when I print it, one diagonal half of the page is too dark while one is too light to read. Why is microfilm so terrible?"<br />
<br />
A - "Microfilm is actually an extremely efficient way to store information and make it easily accessible to our patrons. It sounds to me like perhaps the lens of the machine isn't pushed all the way in. Try pushing forward on the black handle/lip of the lens. It should snap into place and everything should look brighter for you."<br />
<br />
Q - "How come every time I print from a microfilm machine, my article comes out like a folded up child's accordion."<br />
<br />
A - "I know. And I'm sorry about that. There's not a quick fix. You can try taking some of the paper out of the printer. You can try using paper that's not recycled. Bottom line is that sometimes those printers do that, and you have to be patient with them.<br />
<br />
Q - "It looks like there's a thread or a hair or something on the article and I can tell that it's not on the actual film and is a problem with the machine. It's really annoying."<br />
<br />
A - "It sounds like the glass plate below the lens has popped out. Try carefully removing the lens and setting it to the side. Fool around with the small glass plate. It should sit flat so that the film can run over it smoothly. Sometimes it's even upside down. Who knows why. When you replace the lens, make sure to (gently!) push it all the way back in until it clicks."<br />
<br />
Q - "No matter how much I adjust the contrast, everything I print looks very faint."<br />
<br />
A - "The toner might be low. If you think that might be the case, check with Todd. He is helpful in these types of situations."<br />
<br />
Q - "The printer won't work, there's enough paper in the tray, there's no paper jam, I tried that thing about the blinky light, and nothing has helped. What should I do now?"<br />
<br />
A - "It's possible that the printer is confused about which paper size is supposed to be in the tray. Open up the paper tray and check the small wheel on the edge of the drawer to make sure that it specifies "LTR" as the paper size."<br />
<br />
Q - "My article looks good, but I had to waste so much paper trying to get the contrast right, and I can't even print on both sides of the page. Aren't we trying to go green here? Why can't I just scan the microfilm image directly to file, like a civilized and conscientious member of the 21st century?"<br />
<br />
A - "Try using one of the newer machines! They're hooked up to computers on the main floor out by the microfilm stacks."<br />
<br />
===Microfilm Instructions on Computer===<br />
<br />
1. Log into the computer. Username: *** and password *****<br />
<br />
2. Turn on the ViewScan machine by pressing the “up” arrow on the power button on the right-hand side of the base.<br />
<br />
3. Thread the machine:<br />
:<br />
:a. Place the reel on the left spool so the microfilm is coming over the top<br />
:b. Guide the film under the first white roller, between the lens and the glass<br />
:c. Pull the film under the second white roller, and tuck it into the slot on the take up reel<br />
<br />
4. Double-click on the ViewScan icon (looks like a small robot) to open. You should see a dusty gray backdrop. If not, make sure the light in the machine is on and that you are in the “browsing” tab of the application.<br />
<br />
5. Find the article you want<br />
:a. To scroll: use the arrow buttons on the machine or the computer. The red ones advance and reverse quickly, and the white do the same more slowly.<br />
:b. Move horizontally by manually shifting the topmost tray<br />
:c. If text is blurry: click “focus in/out” buttons.<br />
:d. Change size: use the buttons next to focus in/out to zoom slowly, or the magnify button to make a more drastic change.<br />
:e. Rotate text: use the round green arrows that say “rotate left/right” or the vertical flip, which rotates the page 180 degrees.<br />
<br />
6. Adjust the image<br />
:a. Zoom in as close as possible until the article or some chunk is as large as possible while still completely visible<br />
:b. Adjust the focus the article looks as clear<br />
:c. To straighten: using the “straighten” tool, draw a blue line (preferably on an existing line) that would be vertical if the film were perfectly straight. The program will automatically adjust the film.<br />
:d. Click on the “adjust image” button and adjust the brightness, contrast, and sharpness as necessary<br />
:e. If one particular area (a picture, for example) still looks fuzzy, this may be adjusted later<br />
<br />
7. Switch to the cropping tab<br />
<br />
8. Select “addition tool” and draw a box around the are you would like to scan, or the “subtraction tool” to remove unwanted areas<br />
<br />
9. Click “scan selection”. The scanned images will appear at the bottom of your screen.<br />
<br />
10. To adjust a single area of an image<br />
:a. single click on the image<br />
:b. select “target area enhancements”<br />
:c. select “add new enhancement area”<br />
:d. draw a box around the area you want to enhance and adjust as necessary<br />
:e. exit the enhancement box (note: your enhancements will not appear on the thumbnail at the bottom or on the preview in the print/save dialog box<br />
<br />
11. To delete an image, single click on it and select “delete captured image”. Saving the article will save all images, so be sure to do this for anything you don’t want.<br />
<br />
12. Save the article<br />
:a. Click the file tab<br />
:b. Select desired file type, fit, and resolution settings<br />
:c. Save as the transaction number (TN) to the desktop<br />
:d. Drag the file to the “Online Articles” folder, making sure before doing so that no extra characters have been added to the file name<br />
:e. Write OF on the coversheet and return it to the ILL office<br />
<br />
13. Close ViewScan, which will delete all remaining images, remove the microfilm from the spools, and turn off the ViewScan machine. Log off the computer, and put the microfilm box in the basket by the maps.<br />
<br />
=== Processing Books for Bread Loaf - New Mexico ===<br />
<br />
General Information:<br />
<br />
::Contact: Karen Browne - Karen_Browne@breadnet.middlebury.edu. In Sierra, check books out to: n ill BREAD LOAF. Books due: Sept. 3 Ship Via: UPS<br />
<br />
::Ship to Karen Browne, Bread Loaf School of English, c/o Saint John’s College Library, 1160 Camino Cruz Blanca, Santa Fe, NM 87505<br />
<br />
<br><br />
Lists are prepared by Kellam.<br />
<br />
:*Pick up items in the stacks. Pay special attention to the desired year and # of copies needed.<br />
<br />
:*Check off on the list, books that are found. Mark or highlight books not found.<br />
<br />
:::-Missing books need to be searched for extensively<br />
<br />
:*If items are checked out, Kellam will recall them. If checked out in ILL, we recall them.<br />
<br />
:*Kellam submits items we do not own or that are lost, as well as items that need updated editions, for ordering.<br />
<br />
:*Mark the spines of each book with a color-coded sticker to indicate which course the book will belong to. Create a “Sticker Key” for Karen to follow. Include a key in each shipped box and include hard copies of the course lists in “Box 1” to serve as packing slips. Write down the number of books on the top of each packing slip and note which ones are missing/on order, etc. (if any).<br />
<br />
:*Check out items to “n ill BREAD LOAF” in Sierra. Set due dates for Sept. 3.<br />
<br />
Books should arrive in New Mexico as early as a week before classes begin. Check with Karen Browne regarding this. The arrival date might be between May 30th and June 6th. Insure boxes for $1,500-$2,000. Alert Mailing Services that the boxes are on their way and how much they have been insured for.<br />
<br />
:*Email Karen to let her know how many boxes were shipped and when, along with the tracking numbers of each box. Also make her aware of which items (if any) are still pending (ex: books still checked out, or on order, etc.).<br />
<br />
:*Send pdf files of course lists to Karen via email.<br />
<br />
=== Processing RETURN Books from Bread Loaf - New Mexico ===<br />
<br />
:*Sierra nill BREAD LOAF<br />
:*Count books<br />
:*Check them into Sierra under BREAD LOAF<br />
:*Remove dots from spine<br />
:*Return to Circ for reshelving<br />
:*After all have been returned- double check: IS anything left in Sierra?<br />
<br />
=== Restrictions on Processing Foreign Language Materials ===<br />
ILL will not lend the following Foreign Language items between May and mid-August of each year, in order that these materials be available for use by Summer Language Schools patrons.<br />
*foreign language learning materials<br />
*foreign language browsing<br />
*foreign language audio books <br />
*foreign language media (i.e. DVD, CD, BluRay, or VHS)<br /><br />
<br />
===Processing Lending Returns===<br />
<br />
Lending return items are items which we have lent to other institutions and which have been returned to us. After being unpacked, lending returns are placed on the purple cart in Kat's office. <br />
<br />
'''Sierra Processing'''<br />
<br />
*First, open Sierra Circulation. Navigate to the <code>Check-In</code> tab along the left side of the screen.<br />
*Scan the Middlebury barcode of each item. If a window pops up saying that the item belongs in Armstrong or Davison, and asks if you want to print a transit slip, click <code>No</code> or type "n." <br />
** Be sure to check that all parts of the item being checked in are present. For example, if a work is in two volumes, check those in together. Or, if a CD or DVD is being checked in, make sure that all parts of the item - the cover insert, all disks, etc. - are together.<br />
** Keep an eye out for damage to the items. If damage is found, give the item to Kat or Rachel for further processing.<br />
** Watch for holds - if an item has been put on hold, it will prompt to print a Hold Notice. Print the notice, slide it into the item, then put the item on the hold shelf at Circ.<br />
<br />
'''ILLiad Processing'''<br />
<br />
* Log into ILLiad, navigate to the "Lending" tab, and click on the button labeled <code>Lending Returns</code>.<br />
* Scan the Transaction Numbers of all incoming items. Make sure that each item calls up the appropriate record on screen, and that its OCLC status is '''not''' SHIPPED, but something else beginning with R such as RECEIVED, RETURNED, RECALLED, or RENEWED.<br />
***If the status is "Shipped," the item was likely never received at the borrowing institution, and so should be brought to Kat. As usual, if you have any questions, or anything strange occurs, ask Kat or Rachel.<br />
**Look for any notes (in the bottom area of the window) or any unusual OCLC statuses (at the bottom right of the "Transaction Information" area) for items being checked in.<br />
**Look for notes saying that the item has been invoiced; if these are present, bring the item to Rachel after processing.<br />
** If the OCLC status is "Recalled," a slip should print, and the item should be put in Reserves. <br />
**If an item comes in multiple parts or volumes, make sure that all parts are present before checking in the item. A window should pop up asking you to check for multiple pieces, but pay attention in case it does not.<br />
**When all items have been scanned, click <code>Process Queue</code>. Check to see that all items have been processed before closing ILLiad.<br />
*Remove the bands from all items that were successfully checked in, both in Sierra and ILLiad, and place on the shelves and carts behind Circulation for reshelving.<br />
<br />
<br/><br />
Reshelving Notes: <br />
* Be sure that all DVD cases are locked before being placed in reshelving.<br />
* Check for any extra labels above the call number, such as Armstrong, Oversize, Vermont Collection, Faculty Authors, CTLR, etc and place those items on their proper shelves. <br />
* Place all other books on the two returns carts with A-M call numbers in the left cart and N-Z call numbers on the right.<br />
* If you see an item in disrepair or that looks like it may have been damaged, bring it to a supervisor so it can be sent down to P&P.<br />
<br />
===Processing Mills Returns===<br />
* Check in through Sierra.<br />
* Pull item up in ILLiad by the TN, then <code>Route</code> to Request Finished.<br />
* Remove stickers and take back to reshelving.<br />
<br />
== '''Invoices and Item Replacement''' ==<br />
'''ILL policy states that once an item leaves its Lending library, the Borrowing school is liable for it.''' <br />
<br />
Therefore, if an item that was lent out is damaged or never returned by a patron, lost in the mail, or badly damaged, the Borrowing School is responsible for replacing or paying to repair/replace the item.<br />
<br />
'''Replacement Policy'''<br />
<br />
Middlebury accepts replacement copies so long as they:<br />
* Are the same edition and format as the original item<br />
* Are NOT discarded from another library, an ARC, or a proof copy<br />
** Gently used items other than these are completely acceptable.<br />
<br />
<br />
'''Invoicing'''<br />
<br />
Some schools may find it easier to simply ask for an Invoice for the item. There's a folder in Kat's office containing all the paperwork necessary to request, and then process Invoices. Rachel does the actual bill generating.<br />
<br />
Generating Invoices:<br />
* In the Invoices folder, in the manilla folder titled Bill Generation Forms, grab a sheet of little yellow slips<br />
** Pull up the Lending Request in ILLiad and note down the School Code and Number, Material, TN, and reason for issuing the invoice.<br />
** Research roughly how expensive a replacement copy would be via [https://www.abebooks.com/ AbeBooks], [https://www.amazon.com/ Amazon], or other provider of your choice<br />
** Round that replacement cost to the nearest $100, not the rounded cost down<br />
** Present the yellow slip to Rachel<br />
* Flag the item as "Awaiting Invoice"<br />
<br />
<br />
Processing Invoices: <br />
* Pull up the ILLiad request<br />
* Flag the item as "Billed"<br />
* Remove any other unnecessary flags<br />
* Add a note with the Invoice number and total charge for the invoice<br />
* Add one copy of the Invoice to the manila Active Invoices folder in the corner of Kat's desk<br />
* Prepare the other copy of the Invoice for sending<br />
** Pull a W-9 form from the manila Tax/Vendor forms folder, add today's date in the date field<br />
** Grab one of the Middlebury College envelopes with a plastic window in the front and write LIBOOK on the top right of the front--right where a stamp would normally go<br />
** Placing the W-9 behind the Invoice, fold the two papers so that the address of the Invoice is visible through the plastic window<br />
** Insert the papers into the envelope and seal it shut<br />
* Place the completed Invoice in the Outgoing Mail basket in the main lobby<br />
<br />
== '''Document Delivery''' ==<br />
To print Doc Del requests: <br />
* Make sure the request is in the "Awaiting DD Stacks Searching" queue. (Route there if needed!) <br />
* In the upper Document Delivery tab click <code>Print Pull Slips</code><br /><br />
<br />
<br />
Scan and save:<br />
* Scan cover sheet and article as a PDF <br />
* Save to \\ILLiad/elecdel by TN number <br /><br />
<br />
<br />
Check file and send:<br />
* Open ILLiad and, in the top Document Delivery Tab, open <code>Update Stacks Search</code><br />
* Enter the TN number of the request you want to deliver and hit Enter (or the Search button)<br />
* Once located, double click on the item to open the request<br />
* Click into the PDF viewer tab and make sure the article is showing up, and also that it is scanned and readable<br />
** If file is not showing up, go back and make sure you’ve saved the file in PDF format on the elecdel drive<br />
** If unreadable or missing pages, please rescan<br />
** If everything is in order, close the request and return to ILLiad’s Document Delivery --> Update Stacks Search window<br />
* Click <code>Notify Electronic Delivery</code> to send the item to the patron<br /><br />
<br />
<br />
Record your work:<br />
* On the ARO Tracking Sheet, record the item’s school code (MDY), TN, and that it was sent by DD<br />
<br />
<pre style="color: red">If the item you are looking to scan is unavailable, Route the item to "Awaiting Request Processing" in Borrowing.<br />
</pre><br />
<br />
== '''Processing EJournals''' ==<br />
<br />
=== Locating and Saving Articles ===<br />
In short: <br />
Open the Ejournal Processing queue to get started. <br />
# Click on a request that is NOT marked "Online."<br />
# Locate the article. Start with the Serial Solutions tab or the Google Search tab and work onward from there.<br />
# Save a PDF copy of the article to I:\ArielScan\'''Online Articles''' <br />
# Mark the Call Number "Online"<br />
# Close the request and start another<br />
<br />
<br />
<br />
In long:<br />
<br />
Click on a request that is NOT marked "Online."<br />
# Always try serial solutions first!<br />
#* If a database comes up but your article cannot be found, try “browse journal”; it may be a problem with title/author/some other citation information that your human brain can much more easily figure out.<br />
#* If you still can’t find it, see if you have any other database options (that are not part of the same umbrella database, e.g. proquest’s various databases that all have the same holdings).<br />
#* If serial solutions can’t do your search (NOT if you get “no results”), check to see if more than one ISSN is listed in the box—if so, try deleting one, and if you get a “no results” then, try the other. Sometimes this is an easy fix.<br />
# If serial solutions doesn’t work:<br />
#*Try Google. Every so often the article is freely available on researchgate or academia.edu.<br />
#*Check Midd A-Z or MIDCAT (or Z39.50, if you’re familiar with how to use it) to see if we actually hold the journal in question, and if the request falls (or should fall) within these holdings.<br />
#If everything you see says we’re supposed to have the article in the request but you just can’t find it, ask for help! Or leave a note in the call number box asking for a second look from someone else. <br />
#*If no one else is around to help you and there’s something you think anyone looking for the article should know that can’t be explained in just a few words, you can also write an actual note (in the notes box) and just say “please see note” in the call number box.<br />
# If you can’t find the article after using the above steps:<br />
#*Update the call number box and leave it in the queue. Common messages include: <br />
#**“no access” (typically used when you can see the article but can’t access it, e.g. the database only allows you to see the abstract but you would have to pay for the whole article; or the database is missing the volume/issue where your article is)<br />
#**“not found” (when you have no idea where it is; this can sometimes be a result of incorrect citation information on the patron’s part)<br />
#**“holdings begin before/end after this request” (if you know more specifically what’s wrong )<br />
#**Any other specific feedback explaining where the item is<br />
<br />
Some advice for various types of requests:<br />
Foreign language databases/journals!<br />
*If you don’t speak the language of an article, journal, or database, rely on numbers—they’re usually a constant. Volume, issue, and page number can all help you!<br />
*[https://translate.google.com/ Google Translate] is your friend. Don't be afraid to copy/paste titles or even whole tables of contents into it<br />
*Chinese databases (CNKI):<br />
**As long as the citation is complete and correct, these are actually fairly simple—just use the year, issue, and page number to find the article, then double-check that the English title is the same once you click on the Chinese name in the table of contents (aka, the TOC).<br />
**If there are no page numbers, or some other information is missing, you can try copy-pasting the TOC into google translate to look for your English title. Keep in mind the translation won’t likely be an exact match (it is google translate after all), so keep an open mind and look for titles that are similar even if they aren’t exactly the same.<br />
**You can sometimes double-check or complete a citation through a simple google search of the title—but keep in mind you’ll almost never be able to actually download the article this way. You have to go back into the database on serial solutions or MIDCAT to get it.<br />
**If after all this you still can’t find it, leave it in the queue for someone else to try!<br />
*Japanese databases:<br />
**Don’t be surprised if we don’t actually have this. Often we can only get the abstract from these databases, so if you can’t access it just leave a message in the call number box and move on.<br />
* Proquest<br />
**“Proquest” here covers all the databases that fall under this umbrella, like the social sciences database, nursing and health alliance (?), etc.<br />
**If we actually have access to the full text of the requested article, it will usually show up in a serial solutions search, but if you get a “no exact matches found” message (in proquest, not in serial solutions), you should still “browse journal” and see if you can figure out what is going on. Proquest can sometimes have patchy coverage, where it’s randomly missing a volume or issue even though our holdings supposedly cover that year.<br />
**If you can see your article but there’s no full-text/PDF option (in these cases you’ll usually see “get it @ MIDD” and/or “see abstract/summary” or something similar), we DO NOT HAVE IT, unless you have a non-Proquest database option in which you can also search. Clicking “get it @ MIDD” will just send you back to serial solutions again.<br />
*Lexis-Nexis<br />
**Lexis-nexis can be difficult to find things in, because there’s no real way to search by volume/issue like there is with other databases. You can narrow down to a specific date range, if you know it, or you can try searching various sets of words from your title if the full title returns “no results” (occasionally the article title in lexis-nexis differs from the title listing elsewhere, for whatever reason).<br />
* Wiley<br />
**There is a list (which may or may not be up to date) of journals held by Wiley that we can actually send via ILL. It’s not long. If you’re not sure if we have access to the article or not, click “get PDF”. If the PDF actually loads, go ahead and save it to Online Articles. If it pops up with a screen that says “you will have access to this article for 24 hours. Confirm/Cancel”, we are not allowed to send it. Hit cancel, and leave a “no access- wiley” note or something similar in the call number box.<br />
* PDFs<br />
**Saving PDFs to Online Articles is usually pretty straightforward, but sometimes you’ll run into issues, so here are a couple ways to get recalcitrant articles into your folder.<br />
**Even if there’s no “download” or “save” option, you’ll sometimes see a “print” button. If you do, press it, and print the article to “PDFCreator”. A window should pop up (it might ask first if you want to update the program, and you can say no) where you can type in the TN in “document name”, then save it into Online Articles. Done!<br />
**If there’s no print button either, but you can see the full text in your window, you may have to copy-paste into a word document and then follow the steps above<br />
Note: printing to PDF is generally better than saving a word document as a PDF, because saving will create an adobe file, whereas printing will create an eCopy document. This is simpler when you’re sending ejournals later.<br />
<br />
<br />
Once you've arrived at the proper journal, search for the article, either with a "Search within this journal" field, or by finding the proper issue from the proper year by browsing or looking through the archives of a journal.<br />
<br />
If you find the article, download it as a PDF. If there is no obvious way to save it as a PDF, you may need to print the article, and select "Adobe PDF" as the printer. Save the PDF as the transaction number of the request in the "Online Articles on 'woodchuck\elecdel\Arielscan'" folder. (\\woodchuck\elecdel\ArielScan\Online Articles)<br />
<br />
If you cannot find the article, try another one of the links from MIDCAT. If you're searching and something seems wrong with the borrowing school's citation, it may be helpful to google the article and see if it is cited differently somewhere else. If nothing works, write the reason that you cannot find the article on the pullslip, and put the slip on Kate's desk.<br />
<br />
For ‘not found’ items, typical reasons might be:<br />
* Our holdings end before<br />
* Our holdings begin after<br />
* We don’t own it, purchase required to access<br />
* Can’t access the online article<br />
Please jot down some abbreviation that makes sense (i.e. ‘starts after’ or ‘no access’ or ‘want $$’) on the pull slip.<br />
<br />
-Chinese Journals are difficult. There is a new link on each of the student workstations to [http://oversea.cnki.net/Kns55/brief/result.aspx?dbPrefix=CJFD Chinese Database] which may work better than the link from MIDCAT or A-Z. Try it if you have trouble with the direct path.<br />
<br />
=== EJournal Processing ===<br />
EJournal processing requests are article requests for which the article or the database in theory has been directly linked to ILLiad.<br />
<br />
- Go to the lower lending tab in ILLiad. At the bottom of the menu, if there are any requests, there will be an "Awaiting EJournal Processing" queue. Click on it to view the requests.<br />
<br />
- It is helpful to be able to see the "Call Number" column header to see which requests you have processed. If it is not visible, scroll right until you see "Call Number". Drag the column header into the space above the columns, scroll left and place it between the "Transaction Number" and "Username" columns (or some other visible space).<br />
<br />
-Open up an article request by double clicking on it. It will open up a new window. Read the journal and the title of the article being requested.<br />
<br />
-Click on the "Collections" tab to the right of the "Article Info" tab. In the "URL" column there will be one or more links. Click the (first) link, and it will open up your browser.<br />
<br />
-If the link has brought you to an article, great. Make sure it is the same article that was requested and then look for the option to download it as a PDF. Save it to the "Online Articles" folder as the transaction number.<br />
<br />
-If the first link brings you to something besides an article, try the rest of the links. If none of the links work, go to either the "MIDCAT" tab in the request window, or open up midcat in your browser and search for the article as if it is a Search Online, consulting the information in the "Article Info" tab of the request window.<br />
<br />
-If you have successfully saved the article, find the "Call Number" field in the right of the request window and change the call number to "Online" either by typing it, or pressing Windows "O" hot key. Press the small save icon in the upper left corner and close the window.<br />
<br />
-If you absolutely cannot find the article, cancel it. In the upper left corner there is a "Cancel Request" icon. If you click on it, a small window will appear. Click on the top bar under "Reason for Cancellation" and select a reason from the drop down menu. If we don't have access to those years because we stopped subscribing to the journal choose "Holdings END BEFORE this volume". If the article is from too early an issue for us to access, choose "Holdings BEGIN AFTER this volume". If you're not quite sure why you can't find the article, rather than canceling it, tell one of the supervisors.<br />
<br />
-Once you have found all of the articles, and you can see that all of their Call Numbers are "Online", open each one and click the "Finished Searching" icon in the upper left corner, or highlight all of the requests and route them to "Awaiting Stacks Searching". Once the requests have all disappeared from the queue, go to the upper lending tab, and click "Print Stacks Search Items". *It is important that you perform all parts of this step at a good clip. If you click "Finished Searching" and then don't print the pullslips, there's a chance they will be printed at Armstrong before you get to them.<br />
<br />
-Print the pullslips on the copier. They will print two to a page. You can then use the paper cutter to neatly separate them, and bring them to Kate's desk.<br />
<br />
== '''Sending Articles''' ==<br />
<br />
<br />
=== Attaching Cover Sheets ===<br />
'''1.''' Collect pullslips marked "OF" or with the call number "Online" and sort them according to the way in which they will be sent. For instance, put all articles to be sent through Odyssey in the front, all to be sent through Ariel in the middle and all to be sent via email at the back.<br />
<br />
'''2.''' Scan the pullslips using the copier. As in scanning an article, send the scan to "ILL Scan", but when selecting the document size, choose the second option "LTR R" rather than the first option "LTR". Put the pullslips in the top of the copier with the top of the sheet on the right side. Press start. When the scan is finished, collect the pullslips, making sure to keep them in the same order.<br />
<br />
'''3.''' Open up the scan you just made from the folder "Arielscan on 'woodchuck\elecdel' (X:)". Click the "view all" icon so that you can see all your cover sheets. Highlight all pages and click "rotate left" so that the pages are right-side-up.<br />
<br />
'''4.''' Click the "Restore Down" icon in the upper right-hand corner of the file (the beige one, not the blue one!) so that you are able to resize the file within eCopy Desktop. Resize the file so that it takes up only a strip of the left side of the screen, perhaps two pages wide.<br />
<br />
'''5.''' Open up the pdf of the article indicated by the pullslip at the top of the pile. Do this by clicking on the "open" icon in eCopy Desktop. The saved article will be in the folder "Online Articles on 'woodchuck\elecdel\Arielscan' (W:)". It will be saved under its transaction number. You can select it from the list by its transaction number, or open it by simply scanning the barcode of the transaction number on the pullslip.<br />
<br />
'''6.''' Once you have the pdf open, check the title to make sure it matches the title on the pullslip. Then click "View All". This allows you to see if the article is in color, and also (eventually) to drag new pages into the document.<br />
<br />
'''7.''' Click on the "restore down" icon (the beige one, not the blue one!) in the upper right-hand corner of the file. Resize the document so that it takes up the part of the screen that the cover sheet file does not (the right side). This way, you can easily navigate between the two files.<br />
<br />
'''8.''' Drag the first page of the cover sheet file into the article file so that it is the new first page. It will copy the coversheet to the article without removing it from the cover sheet file. Double click on the page to make sure that this is the correct cover sheet. Then hit "save" just in case. (If the article will not let you drag a cover sheet into it, read the section on MyMorph below.)<br />
<br />
'''9.''' Now, save the newly cover-sheeted article as a tiff file. Go to File, Save As, and select the proper format from the drop down menu. If the file is in color (as in diagrams or photos or things crucial to the article) choose "TIFF Color (JPEG)". If the article is in black and white (or it's mostly black and white and just hyperlinks and such fluff are in color) choose "TIFF B&W (G4)". You must save it to "C:\Ariel Scan" folder as its transaction number.<br />
<br />
'''10.''' When you've finished attaching the cover sheet, you may close the document. Move on to each subsequent cover sheet, matching each as you go. If you've kept your pullslips in order, the cover sheets will also be in the correct order in the file.<br />
<br />
<br />
==== MyMorph ====<br />
Sometimes files can be aloof. If a file doesn't want you to drag another page, such as a cover sheet, into it we use a program called MyMorph. Close the problem file, and click on the red MyMorph icon on the desktop. In the MyMorph window, click on the "Add File" button". Find the pdf of the problem article in the "Online Articles" folder and click "Open". In the "Convert files to . . ." menu in the My Morph window, make sure that the radial button next to "TIFF" is selected, and then click "Start" in the bottom left corner of the window. MyMorph will convert the pdf of the article into a tiff (may take several seconds) and voila! You may open up this tiff file in eCopy Desktop and manipulate it as you wish!<br />
<br />
=== Odyssey ===<br />
So. The cover sheets are all nestled in their articles, and you think they're ready to be shipped off. If the schools to which these articles are being sent have an Odyssey address, the process is easy-peasy. Here's how:<br />
<br />
:*Take the pullslips you have put aside and remove any sheets that do not have Odyssey addresses. You will send those with Ariel or email at a later time.<br />
<br />
:*Open up Odyssey Helper and log in with your normal ILLiad username and password.<br />
<br />
:*Either count the files in the window, or look at the bottom left corner to see how many files are ready to be processed. Count the pullslips in your Odyssey pile.<br />
<br />
:::-If you have fewer pullslips than files in Odyssey, look around the computer. Chances are someone has B-scanned an article and left the pullslip for you either on the computer or in the folder under the N.O.R.A. Tracking Sheet.<br />
<br />
:::-If you have more pullslips than files in Odyssey Helper, figure out which pullslip(s) you are missing by comparing titles and transaction numbers on the pullslips and in the Odyssey window. Once you have figured out what you are missing, check to see if you have saved the file as the transaction number in the proper Ariel Scan folder (remember, there are two similarly-named folders), and that you have saved it as a TIFF. If everything looks fine there, see if their Odyssey address looks unusual. If that still doesn't seem to explain it, check the history in ILLiad to see if Armstrong could have already sent the file.<br />
<br />
:*If all your Odysseous (get it?) ducks are in a row and you have the same number of files in Odyssey as pullslips in the pile, hit the "Process" button. Usually they will all send. If a file indicates that it has failed, hit process again until it sends. Deliver any total failures to Kate's desk with a note.<br />
<br />
:*Once you've processed the files, write down the number of files you've sent on the top pullslip and indicate that you've sent them using Odyssey Helper. Record the number of files you have sent through Odyssey on the N.O.R.A. Tracking Sheet.<br />
<br />
=== Ariel ===<br />
If your pullslip has no Odyssey address but has an Ariel address, you should send the article through Ariel.<br />
<br />
:*Ariel should already be open. Bring the Ariel Lending window up. Go to the menu bar to Document>Import>Send... and choose your article (saved under the transaction number) from the C:\Ariel Scan folder and click "Open"<br />
<br />
:*In the new window, change the "Document ID" from the transaction number to the ILL number. Then type in the school's three-letter code as the destination in the "To:" text box. Press "OK".<br />
<br />
:*Next, click on the "Send Queue" window within Ariel, and scroll down to the bottom. Your file will be the last one. Watch it to make sure it sends. It should only take a few seconds.<br />
<br />
:*Once it has sent, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
=== Article Exchange ===<br />
If your pullslip doesn't have an Odyssey address or an Ariel address, then you should send the article via email with Article Exchange.<br />
<br />
:*Once the article file is saved with an attached cover sheet in the C:\Ariel Scan folder, bring up ILLiad and search for the request by scanning the transaction number or the ILL number in the "Number" box of the "Home" tab.<br />
<br />
:*Once the request is up, find the tab located toward the top of the page named "OCLC AE". Click on it.<br />
<br />
:*Click the "Browse" button to select a file to drop. Find your article in the C:\Ariel Scan folder and click "Open". Then click the blue "Drop File" button to attach the article.<br />
<br />
:*When the file has dropped, the request will return to the "Detail" view of the window, and the new web address and password for the article will be highlighted in yellow. Click the small "Save" icon at the top left of the window.<br />
<br />
:*Now you must notify the borrowing library. Click on the "Send E-Mail" icon at the top of the window and select "Article Exchange". An email form will pop up. You do not need to change anything in it. Click "Send" in the upper left corner.<br />
<br />
:*Just as when you send an article through Ariel, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
<br />
=== Scanned Articles to be Sent ===<br />
<br />
Articles that have been scanned using the copier also must be sent through Ariel, Odyssey, Email, Drop Box or Article Exchange. Because these articles already have attached cover sheets, there is no need to scan the pullslips.<br />
<br />
-Bring the "Scanned Materials" cart over to the computer. With a little luck, and thorough and cautious ILL student workers, the scanned materials will be in order on the cart.<br />
<br />
-Open up the folder "Arielscan on woodchuck\elecdel" and open up the most recent file in the folder. Find the book or periodical on the cart that corresponds to the scanned article.<br />
<br />
-Check the article to make sure that none of the text has been cut off, and that none of the pages have been skipped. If everything looks as it should, close the article.<br />
<br />
-Next, rename the file. Right-click on the file name (which will still be highlighted) in the "Arielscan on woodchuck\elecdel", select "rename" and change the file name to its transaction number, keeping the ".tif" extension.<br />
<br />
-Open the file anew. Go to File>Save As. . . and save this file in the C:\Ariel Scan folder as a TIFF file, just as you would if you were processing an online article. All articles scanned using the copier will be black and white, so choose "TIFF B&W (G4)" from the "Save as type" drop down menu.<br />
<br />
-Process the rest of the scanned materials in the same manner.<br />
<br />
-When you are finished, send the articles through Odyssey, Ariel or Article Exchange as you would with an online article. Bring periodicals and books to reshelving. If there are any photocopies that were scanned, put them in the manilla folder on top of the file cabinet in front of Rachel's desk.<br />
<br />
=== '''File Clean Up''' ===<br />
After you're done sending files, it's good to clean up a little. There are three folders that can be tidied: Arielscan on woodchuck\elecdel, Online Articles on woodchuck\elecdel\Arielscan, and C:\Ariel Scan.<br />
<br />
-Select the first folder to clean out, for instance, Online Articles. Sort the files in the folder by date modified, then highlight the files that are no longer needed. Use your judgment for this. If you've just processed all of the files, and you know they've been sent, you may highlight all the files. If you are unsure whether the files have been processed, perhaps just highlight the ones from the previous day and earlier.<br />
<br />
-Drag the highlighted files into the "Backup" folder. There is a "backup" folder in each of these three main folders. This way, all of the files are accessible in case any situations crop up where a patron would like an article resent to them.<br />
<br />
-Repeat this process in the other two folders.<br />
<br />
-Once every semester or so, it's good to delete files out of the "backup" folders to free up space. When deleting these files, do not delete any files from the past four(ish) months in case a ghost of ILL past needs its file.<br />
<br />
==== Cleaning Out Ariel ====<br />
<br />
Begin with oldest items. Search in&nbsp;OCLC Staff - Resource Sharing&nbsp;to see if item is received, i.e. 'not found' in OCLC. Then OK to delete in Ariel.&nbsp;<br />
<br />
== '''Shipping''' ==<br />
<br />
<br />
=== Unpacking ILL Materials ===<br />
<br />
:*Open packages with care in order to preserve the packaging. Examine thoroughly for small items, papers, and microfiche, etc.<br />
<br />
:*Please keep the envelopes and boxes that can be reused and recycle anything that can be recycled. Although the envelopes with bubble padding cannot be recycled, the envelopes with fuzzy paper filler as well as cardboard boxes can be recycled.<br />
<br />
:::-Anything you decide to keep should be put away or stacked neatly in its proper place in the closet or cabinets in the shipping area.<br />
<br />
*If you are unable to finish unpacking during your shift, make sure it is clear at what point you left off. Stick a note on the pile which reads “Needs to be unpacked” so that there is no confusion. However, as with all tasks, it is much nicer if you can finish what you’ve started.<br />
<br />
<br>'''Separate Borrowing Materials from Lending Materials:'''<br />
<br />
:*Borrowing materials are all items we’ve received from another institution that have been requested by one of our patrons. They will usually have paperwork inside them, or a band around the cover, and a barcode that indicates what school it was borrowed from.<br />
<br />
:*Lending materials are all the items that Middlebury College owns. You can be sure by looking for out Middlebury College barcode on each item. They may also still have one of our own bands wrapped around the cover that indicate “Return to Middlebury College Library”.<br />
<br />
:*Borrowing materials need to be placed on the borrowing cart next to the Borrowing Workstation for processing, and bring Lending Returns are placed on the cart in Kate’s office.<br />
<br />
<br><br />
<br />
=== Packing Items to be Shipped ===<br />
<br />
Items on the Flat Bed Book Cart with the sign that reads “ILL Mailing” are things that need to be packed up and shipped out.<br />
<br />
Whenever possible, reuse old envelopes and boxes, then black out/remove old writing/labels from the used material.<br />
<br />
'''Most items only need to be placed into a jiffy bag and wrapped tightly enough so that when you shake the bag you don’t hear the book shifting around very much.'''<br />
<br />
:*These items need:<br />
<br />
:::1. A shipping label stuck to the front of the package<br />
:::2. “LIBOOK” written on the upper right corner of the package<br />
:::3. Our return address listed on the package<br />
<br />
:*An Item should be returned in a BOX instead of a jiffy bag if…<br />
<br />
:::-A book is particularly large or heavy<br />
:::-Multiple books are being sent to a single place<br />
:::-There is a note that clearly indicates the item needs to be boxed<br />
:::-Media or microfilm<br />
:::-The item is fragile or old<br />
<br />
'''Items with UPS slips:'''<br />
<br />
:If an item includes a UPS slip instead of a shipping label, the UPS label needs to be lightly taped onto the package (not laminated), so that it can be removed when it reaches mailing services where an official UPS sticker is created and attached.<br />
<br />
'''Items Headed out of the Country:'''<br />
<br />
:*All items headed out of the country need a regular shipping label, as well as a customs slip or a UPS slip, depending on whether or not we wish to track the item. (If an item that is going out of the country has a UPS slip, we are able to track it, but we’re unable to track an item with only a customs slip)<br />
<br />
:*Make sure that the spaces indicated are filled out completely on a customs slip<br />
<br />
:*All items headed out of the country also need to be put into special Priority Mail Envelopes/Boxes. (*The exception to this rule is for items headed to Canada that are less than 2 pounds, these items just need a shipping label and customs slip)<br />
<br />
:*Leave some extra time at the end of your shift to bring what you’ve packed down to the Shipping/Receiving room downstairs and place everything that will fit into the plastic white mail bins for pick up.<br />
<br />
<br />
=== UVM and St. Mike's Courier ===<br />
====Sending====<br />
Books that are being lent or returned to the '''U'''niversity of '''V'''er'''M'''ont (UVM/VTU) or '''S'''t. '''M'''ichael's '''C'''ollege (SMC/SMD) during the year are sent by courier rather than the postal service. This courier stops by Midd on Monday and Wednesday afternoons.<br />
<br />
<blockquote> The courier only delivers to St Mikes during the school year. In the summer, requests for SMD are sent through the mail as regular ILL items. </blockquote> <br />
<br />
* Bring outgoing books to the table next to Lexa's desk and record their data on the clipboard, then place them in the appropriate outgoing pile on the table<br />
<br />
<br /><br />
<div style="text-align: center;">'''UVM (VTU) & SMC (SMD) Courier Tracking Sheet'''</div><br />
<br />
;Date<br />
: Write the date you're writing the item down<br />
<br />
;LOTI<br />
: standing for "Left on Table Initials," this column is for the initials of the person bringing the book to the table<br />
<br />
;Code<br />
: you have five codes to choose from when filling in this column, as seen below. Items being returned to Middlebury do not need to be written on the clipboard.<br /><br />LTUVM - Loan To UVM<br /><br />RTUVM - Return to UVM<br /><br />LTMDY - (on) Loan to MDY<br /><br />LTSMC - Loan to SMC<br /><br />RTSMC - Return to SMC<br />
<br />
<br />
;Title<br />
: Write the title of the item you're writing down.<br />
<br />
; ILL#<br />
: Write the full ILL Number for the item you're writing down<br />
<br />
;Material<br />
: Write what type of material the item is, such as book, CD, or DVD<br />
<br />
;TFTI<br />
: standing for "Taken from Table Initials," this column is for the initials of the person taking the book away from the table. <br />
::* This column will remain blank for outgoing items until the courier comes to pick them up. The courier will write his initials in this space as he takes the books away.<br />
::* Bags of incoming books are recorded with initials in both LOTI and TFTI columns, as someone must leave them on the table while writing them down, then take them away in order to check them in.<br />
<br />
====Receiving====<br />
The courier will leave books from St. Mike's and UVM in a maroon and navy tote bag on the table. Open the bag and remove the books. Write these books on the tracking sheet, indicating that you are taking them from the table. Books being returned to Middlebury can go on the purple returns cart. Books being lent to Middlebury can go on the "Books to be checked in" cart for the ILL worker checking in the morning mail.<br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
===Sending UPS===<br />
<br />
:*Materials that need to be shipped via UPS:<br />
<br />
:::-All media (CD’s, VHS, DVDs, etc)<br />
:::-Microforms<br />
:::-Items being returned to Yale or Harvard<br />
:::-Anything extra large, old, fragile, expensive or rare<br />
:::-Multiple volumes/pieces that would add up to a lot of money if they were all lost and needed to be replaced<br />
:::-Theses and dissertations<br />
:::-Anything that the Lending Institution has specifically requested we return via UPS.<br />
<br />
:*If you are unsure if something ought to be sent via UPS, ask a supervisor<br />
<br />
-To make a UPS label, open up UPS WorldShip. In the "Customer ID" field, type in the destination's three-letter code and press enter. If we have UPSed anything to the school before, their address will pop up. Make sure that it is their address by comparing it to the address on the band or shipping label, because often there are multiple schools with the same code (NAB for instance has been the victim of many mis-shipping accidents). If there are multiple addresses for a three-letter code, you can scroll through them using the up and down arrows.<br />
<br />
-If an address doesn't come up, you must manually type it in. Make sure that in addition to putting the three-letter code in the "Customer ID" field, also put it at the beginning of the "Company or Name" field. For instance, if we were shipping something to ourselves and had to type in our address, the "Company or Name" field should read "MDY - Davis Family Library". Type in the rest of the address as your intuition guides you.<br />
<br />
-If the UPS address book contains other addresses for the three-letter code, but not the address you need, look up the corresponding number in ILLiad. For instance, if you are shipping an item to NAB West Hempstead Public Library, go to the "Home" tab in ILLiad, and type "NAB" into the "Symbol" field in the "Search Address" section. You will find many addresses. Scroll through until you find "West Hempstead Publ. Library", and look at which number it is in the "Address Number" column--in this case 35. When you manually type in the address, type "NAB-35" into the "Customer ID" field instead of just "NAB".<br />
<br />
-If you are shipping something you think might need to be insured, read the insurance section below.<br />
<br />
-Press "Process Shipment" in the bottom right-hand corner of the window, and your label will automatically print at the copier. If you are using the computer next to the returns station, it will print two slips, first the UPS barcode and then a second sheet with information about the destination. It is better to use this computer if you are printing many UPS slips at a time so that you are able to consult these informational sheets. To confirm that you are looking at the correct sheet, check the last few numbers below the barcode and the last few numbers of the tracking number on the informational sheet to see if they match. If you are printing at the computer next to the Bookeye scanner, it will print only the UPS barcode. When you are done printing, collect your labels, and write the destination's three-letter code below the barcode. Once you have labeled the barcodes, put any informational sheets in the scrap paper pile. Either fold or cut the label so that it looks neat, and put it with the item to be packaged on the shipping cart.<br />
<br />
====Insurance====<br />
UPS allows us to insure the items we are sending. In fact, everything we send UPS is automatically insured for $100. If you are shipping items that you think may be very valuable, it's a good idea to insure them for more. Use your judgment for this. If you're sending many volumes of something, perhaps insure the package for $50 per volume. If you are unsure about the value of something, you can always ask Rachel (or look it up on Amazon!).<br />
<br />
To insure a shipment, put the amount you would like to insure it for in the "Declared Value" field in the right side of the UPS window before you process the shipment.<br />
<br />
If you forget to insure it before you print, never fear! You can always write "Please insure for $___" below the barcode of your UPS label, and mailing services can insure it when they create the official UPS label.<br />
<br />
====Backup UPS Slips====<br />
Sometimes UPS Worldship is down. On these sad days, we use backup UPS slips. These are located either in the wooden tray of office supplies and bits of papers in front of the returns station, or with Rachel.<br />
<br />
Fill out the slip like so:<br />
[[File:Small_Bagel.jpg]]<br />
<br />
=== Phoenix Cart ===<br />
<br />
Shipments to the Phoenix schools (Bates, Bowdoin, Colby, Mount Holyoke, Wellesley, and Williams) are collected throughout the day then sent out via UPS at the end of each day. The red Phoenix cart, located near Lexa's desk under the sign labeled "Phoenix Cart," is divided into sections for each of the six Phoenix schools, arranged alphabetically.<br />
<br />
<blockquote>Bates - BTS<br />Bowdoin - BBH<br />Colby - CBY<br />Mount Holyoke - MTH<br /><br />
Wellesley - WEL<br />Williams - WCM</blockquote><br />
<br />
# Print a UPS label for each school to which a shipment is being sent.<br />
#* All outgoing Lending (white banded books from Midd) should be sent out daily. Empty shelves, or shelves with only returns, need not be sent daily.<br />
# Pack all shipments into boxes and attach the appropriate UPS labels (See section 1.6.2 for instructions on proper packing procedure).<br />
#* If possible, pack all items for a particular school in the same box.<br />
#Bring all Phoenix Cart shipments down to the shipping/receiving room at the end of each day, and place in the white bins with the rest of the outgoing mail.<br />
<br />
=== International Shipping ===<br />
<br />
All items to be shipped internationally are shipped in '''flat-rate USPS priority mail boxes or envelopes''', found in the ILL supply closet.<br />
All international shipments require that a '''Customs Slip''' be attached - see section 1.6.6 of this Wiki, ''Customs Slips'', for detailed instructions for creating and printing the document.<br />
<br/><br />
::'''1.''' Pack items securely in the envelope or box, making sure to use plenty of packing filler to ensure safe international shipment, and ''seal securely''. See section 1.6.2 of this Wiki for further details on proper packing procedure.<br />
:::-Though the flat-rate envelopes and boxes are self-sealing, it is best to use additional packing tape around the opening to ensure that that the package is secure.<br />
::'''2.''' Attach the address label to one side of the package, and the Customs Slip to the other. All customs documentation should be attached in a ''clear plastic sleeve'', found in the ILL supply closet. For further details on how to properly attach a Customs Slip, see the instruction sheet that is printed with the customs documentation or section 1.6.6 of this Wiki.<br />
:::-Although the sleeves are self-sealing and self-sticking, secure them well with additional packing tape.<br />
::'''3.''' After packing and attaching all labels and customs information, place the shipment with the rest of the outgoing mail, in the shipping/receiving room.<br />
<br />
=== Customs Slips ===<br />
<br />
'''''<br />
For making a custom slip for packages shipped to foreign countries follow the following steps:'''''<br />
<br />
'''1:''' Look for an Icon on the desktop showing "'''Click-N-Ship for Business'''".<br />
<br />
'''2:''' Run "'''Click-N-Ship for Business'''".<br />
<br />
'''3:''' The program should open with a page title "'''Customs form 2976-A/CP72'''". If it is not then move the cursor to the bottom of the page and click on the icon "'''Create A Shipment\'''". Choose "'''Customs Form 2976-A/CP72'''" and click "'''OK'''" for the message that pops up.<br />
<br />
'''4:''' Now, you have a page with three sections : Address, Details, and Items. To start with the address section, click on the "'''OPEN ADDRESS BOOK'''" to find address or you can type the address into the "'''To'''" sections of the form. Use the '''OCLC''' address code as the first part of the full name and as the short name when creating a new address. Fill in all the required sections and as much address information you are provided. You can also save the address to your address book for future use.<br />
<br />
'''''To add an Item to your Shipment, complete the following steps'':'''<br />
<br />
'''5:''' To fill in the Details section, '''(a)''' Guess the "'''Weight'''" of the item(s)in '''"lb."''' The weight in both the sections of Details and Items should '''MATCH'''. '''(b)''' For the "'''Contents'''" choose "'''Other'''". '''(c)''' In the explanation box, write "'''ILL Book'''" if it is not automatically written. '''(d)''' For the "'''Delivery Type'''", fill for the "'''Airmail/Priority'''".<br />
<br />
'''6:''' To fill in Items sections, '''(a)''' Write "'''library Book'''" in "'''Description'''" box. '''(b)''' Write the quantity of the shipping material in the "'''Quantity'''" box. '''(c)''' Write "5" as the value of the item(s) in the "'''Item Value $'''" box if not written automatically. '''(d)''' in the "'''Item Weight'''" boxes '''MATCH''' the weight of the shipping material. '''(e)''' For the "'''Country of Origin'''" choose "'''United States'''". '''(f)''' For the "'''hS Tariff #'''" box, you don't have to do anything. So to proceed, click on "'''ADD ITEM'''". Now, you can see that The item has moved into the description box on your cart.<br />
<br />
'''7:''' Check the box " '''I agree...'''" to agree to terms and click on " '''Add to Cart'''" button.<br />
<br />
'''8:''' In the upper right cornor of the page click on the "'''Labels'''" button.<br />
<br />
'''9:''' Check the box near the button "'''Edit'''" to '''select''' for the item(s) to be printed.<br />
<br />
'''10:''' Click the "'''Continue without Postage'''".<br />
<br />
'''11:''' Click "'''Next'''" and then check the box "'''Agree to the Hasmat policy...'''".<br />
<br />
'''12:''' click on the "'''Print Labels'''" and choose the Printer to print the five pages for custom slip and one instruction sheet.<br />
<br />
'''13:''' Follow the instruction on the '''printed''' custom slips and instruction sheet for how to stick the slips on the packed shipping package.<br />
<br />
==== Uploading items to Internet Archive ====<br />
<br />
WORKFLOW<br />
<br />
# Determine appropriateness of the item (supervisor task): Is it already on IA (Internet Archive), Is it in public domanin? If published before 1923, we can scan and upload.<br />
See information on links below if there is any question.<br />
<br />
Tools for determining public domain:<br />
http://librarycopyright.net/resources/digitalslider/<br />
<br />
http://www.publicdomainsherpa.com/calculator.html<br />
EU:<br />
http://outofcopyright.eu/calculator.html<br />
<br />
2. Remove pull slip form the document<br />
<br />
Edit pdf doc and remove first page/ scanned pullslip from pdf image using Adobe Acrobat<br />
Double- check completeness and quality of document to be uploaded and 'save'.<br />
Save document that is now "upload-ready" in "Internet Archive Files" that is at this location/ drive: Elecdel\arielscan\internetarchivefile<br />
Use this format: IA.Title.######.pdf The 6# stand for the 6 digits of pdf that item is related to (Also TN#)<br />
<br />
3.Upload to Internet Archive.<br />
<br />
Open Internet Archive in Google or other browser. It will identify you as MDY. Click on button (upload)<br />
Then choose 'Classic Uploader'. Upload the file. Fill in the description from the OCLC record. To do this find item in Illiad by searching TN#<br />
Input publisher, date, location, and other details including OCLC# in the "Add MetaData" field (must all be lowercase- eg. oclc #########)<br />
License will be "dedicate to the public domain"<br />
Share the file.<br />
Then you can view the record.<br />
<br />
4.Drag the file from the Internet Archive Files to another folder in the same location called "Uploaded to IA" once the file has been uploaded.<br />
<br />
5.Go on to the next one that's ready to be uploaded if there are several in the Internet Archive folder<br />
<br />
*NOTE: Items should be scanned on Bookeye scanner so that pages are always 'single' and in general for best appearance.<br />
**If not in Online Articles } check on BScan computer (in bubble near bookeye) - then save in OA as PDF when located<br />
***MDYILL@middlebury.edu is log in<br />
<br />
== '''Mills''' ==<br />
Awaiting Mills Request Processing<br />
<br />
First search in Z39.50<br />
<br />
If we have it in our holding and it is available,<br />
<br />
1.Highlight, copy, save call number and location<br />
<br />
2.Route to Document Delivery- Select Awaiting DD Stacks Searching<br />
<br />
If we don't have it, search OCLC<br />
<br />
1.Find holdings near CA (Mills location) - select holdings specific string for MILLS<br />
<br />
2.Use MILLS constant data form when ordering to ensure it get delivered to MILLS CA campus and not VT<br />
<br />
<br />
'''How to process Mills Paging Requests from Circ'''<br />
<br />
1) Create DD req in Illiad: Site= Mills College Library, Borrower= MDY, Type= Loan, Select request type= Book, DVD, etc<br />
<br />
2) Add Mills Flag<br />
<br />
3) Add to Google Spreadsheet<br />
<br />
4) Route to Awaiting DD Stacks Searching<br />
<br />
5) Print labels: Doc Delivery Upper Tab -> Print Pullslips<br />
<br />
6) Affix labels to items<br />
<br />
7) In DD-> Mark Found<br />
<br />
8) In Mill- scan barcode in Search holds and cancel each hold<br />
<br />
9) In Mill- Check out to NILL MIQ<br />
<br />
10) Generate 2 Day UPS slip to Mills<br />
<br />
== '''Clover''' ==<br />
Vermont's state-wide ILL program, '''C'''ollaborative '''L'''ibraries '''O'''f '''VER'''mont, uses AutoGraphics' SHAREit software to power the network. CLOVER replaces the antiquated VALS system. [mailto:April.Shaw@vermont.gov April Shaw] is our contact for questions/problems with the system. <br />
<br />
<br /><br />
[https://vtlib-agent.auto-graphics.com/MVC/ Log in here]<br />
<br /><br />
<br />
[http://libraries.vermont.gov/services/ill/CLOVER DoL Homepage for Clover]<br />
<br /><br />
<br />
[https://vermontclover.wordpress.com/ DoL Clover Blog]<br />
<br /><br />
<br />
<br />
Middlebury College Clover Code is M58c<br /><br />
<br />
<br />
Most settings are located at '''Staff Dashboard --> ILL Admin --> Maintain Participant Record''' <br />
<br />
Clover operates with Request Numbers (RN). These RNs are imported into the ILL number field of Clover requests in ILLiad. For instance, RN: 11537 is represented in ILLiad by ILL: VTLIB-11537. <br />
<br /><br />
<br />
====Clover Statuses====<br />
<br />
Staff Dashboard --> ILL Admin --> Request Manager<br />
<br />
Clover statuses can be accessed through the <u>Request Manager</u>. Borrowing requests will be located on the left side of the screen and Lending will be located on the right.<br />
<br />
===Lending Statuses ===<br />
<br />
At present, MDY primarily Lends items out through Clover, so most interaction with the program tends toward the right "Manage Lender Requests" side of the screen. <br />
<br />
<big><big>'''Action Items'''</big></big><br />
These are items you can change the status of, or 'act on.' Generally, items are organized in order of progression, so that a request moves down the list as it is processed.<br />
<br />
*'''Pending''' is effectively equivalent to OCLC 'CONSIDERING' and, if the systems are communicating properly, you should be able to find Pending requests in ILLiad's queues. <br />
** Clover has a habit of matching items to completely unrelated OCLC records. You can always double check the original request by coming to the item in Pending queue. The white bars across the top of items in the Pending List are effectively search bars for each column. <br />
<br />
*'''Will Supply/In Process''' is a Clover step that can be used in between Pending and Shipped. If the Lending library needs time to process an item, say to have it repaired before it goes out, they can set an item at this status to let the Borrowing library know that they are working on the request. (It may also be a way to buy time to process - checking with April)<br />
<br />
*'''Conditional''' while this status is similar to OCLC 'CONDITIONAL,' be aware that Clover does not show the information associated with the conditional in an easily accessible way. Libraries unfamiliar with ILL processing will likely not know how to respond to a conditional. IF YOU CONDITIONAL SOMETHING, please also send an email with that same information to the library so they know what you're asking. <br />
**If they have never seen a Conditional before, there is a Conditional cheat sheet [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/CLOVERConditionalStatus.pdf here] that you can send to help. <br />
<br />
*'''Renew/Overdue''' is for items that are currently overdue, but have had a renewal requested. It is effectively the same as the Renewal Pending queue, and is separated purely for the libraries that treat renewals of overdue items differently than other renewals.<br />
<br />
*'''Pending Cancel''' is for requests that the Borrower has cancelled. Rather than going RNF, this queue points out requests that have been cancelled by the requester. <br />
** Items in this queue can be updated to either '''Confirm Cancel''' (which effectively kills the request) or '''Reject Cancel''' which sends the item back to Will Supply/Pending status (thus alerting the Borrower that you have already shipped the item out). <br />
<br />
*'''Renew Pending''' is roughly equivalent to ILLiad's Awaiting Renewal Request Processing queue. Items in this queue need to be looked up in the system and either given a renewal, or sent back renewal denied. <br />
<br />
*'''Returned''' is equivalent to OCLC '''RETURNED''' meaning that an item has made it safely to the Borrowing Library, been used by the patron, and has been shipped back to the Lending institution.<br />
<br />
<big><big>'''Items awaiting trading partner response'''</big></big><br />
These items are waiting for the Borrowers' input. <br />
<br />
*'''Not Received''' means that the Borrowing library has not updated their item to Received. While this could mean the item was lost in the mail, more often it means that the library has forgotten to update their item. If you find items in this queue, email the Borrowing libraries and ask for a status update.<br />
** Be aware that items in this queue DO NOT SHOW UP IN ILLIAD as NOT_RECEIVED. If processing Lending, remember to check this queue from time to time. <br />
<br />
*'''Accepted Renewal''' is a queue of items that have been successfully Renewed. Items will stay in this queue until they either go Overdue or get updated by the Borrowing library as Returned.<br />
**(This includes both things that were Renew/Overdue and Renew Pending?)<br />
<br />
*'''Shipped''' is equivalent to OCLC '''SHIPPED''' in that it indicates items that have been shipped out from the Lending library, but have not been received by the Borrowing library yet.<br />
**Items must be in Shipped status in order to print shipping labels or book bands through Clover.<br />
<br />
*'''Complete''' is equivalent to the Request Finished queues in ILLiad, and indicates that an item has made it safely back to its Lending library and has been checked in and all its records have been cleared.<br />
<br />
*'''Received''' is equivalent to OCLC '''Received''' meaning that the Borrowing library has received the item.<br />
<br />
*'''Overdue''' <br />
<br />
<br /><br />
<br />
====Fixing ILLiad Records for Clover Libraries====<br />
When new libraries are imported into ILLiad, their addresses do not transfer properly into the ILLiad record. This means that you have to go back and edit them before processing any requests from that school.<br />
<br />
You can search for a library's address and contact information in Clover. <br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter followed by a series of numbers, occasionally ending with further numbers), and <b>Library Name:</b>, which just searches by library name.<br />
#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''ILLiad should have a valid email address for each school.''' If you absolutely cannot find a valid email address, contact April Shaw to ask for one.<br />
# Copy all contact info into the ILLiad record, either by typing over or copy/pasting everything.<br />
#* If you can't remember how to get to the ILLiad address area, see the Updating Addresses entry of the Wiki<br />
# Save your changes and close the ILLiad window<br /><br />
<br /><br />
<br />
====Turning off Clover ====<br />
<br />
'''Method One: Turn off Directly'''<br />
This method manually disables Clover. No requests will come in as long as these boxes are unchecked.<br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# In the row '''Days Requests are Processed,''' uncheck every day of the week.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
(To reenable Clover, re-check boxes for every day we're open i.e. all weekdays)<br />
<br />
'''Method Two: Schedule a Holiday'''<br />
This method allows you to schedule the system to close automatically over a holiday. <br /><br />
<br />
'''Be aware that this method will use the 'Days to Respond' (Midd has this set to four) setting to decide when to allow requests back in. If you want the system to be inactive for the ENTIRE holiday, add four days to any End Date.'''<br /><br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# Scroll down until you find the '''Holiday List'''<br />
#* In the first available Start Date space, enter the Start Date of the holiday in MM/DD/YYYY format.<br />
#* In the corresponding End Date space, enter the End Date of the holiday, plus four days, in MM/DD/YYYY format.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
[[Category:ILL, Interlibrary loan, policy]]<br />
[[Category:ILL, Interlibrary loan,]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=ILL_Procedures&diff=37683ILL Procedures2018-06-20T16:50:05Z<p>Bryan Carson: /* Atlas Documentation */</p>
<hr />
<div>= '''Interlibrary Loan Procedures''' =<br />
<br />
<br />
== Atlas Documentation ==<br />
<br><br />
<br />
[https://prometheus.atlas-sys.com/display/illiad/ILLiad+User+Guide https://prometheus.atlas-sys.com/display/illiad/ILLiad+User+Guide]<br />
<br />
[https://prometheus.atlas-sys.com/display/illiad/The+ILLiad+Video+Tutorial+Guide https://prometheus.atlas-sys.com/display/illiad/The+ILLiad+Video+Tutorial+Guide]<br />
<br />
[https://prometheus.atlas-sys.com/display/illiad/ILLiad+User+Guides ILLiad User Guide]<br />
<br />
== Borrowing ==<br />
<br />
=== Clearing Copyright ===<br />
<br />
*In ILLiad - Main - Borrowing click on&nbsp;'Awaiting Copyright Clearance' or use the 'Process Copyright' button in the Borrowing tab.<br />
*Check that all request have a ISSN or OCLC number: click on individual request to open and search OCLC if the request is missing information. (Rapid needs either the ISSN or OCLC number to match the request against it's database.)<br />
<br />
*Transactions that need to be cleared through copyright are displayed in the top grid.&nbsp; Articles published more than five years ago can be automatically cleared:<br />
<br />
*Select 'Auto Select No Problem'. The system automatically selects transactions that no longer require copyright fees. Then click 'No Problem' to clear.<br />
<br />
*Five articles per journal per year (newer than five years old) are allowed before&nbsp;copyright kicks in. Compare Journal titles for newer articles with the Copyright list. Titles listed in the copyright list,located in the upper right pane, require copytight payment.<br />
<br />
::-Items not listed may be cleared.&nbsp; Highlight record and select 'No problem.'<br />
<br />
*The Copyright Payment Information pane is in the lower right corner. To pay copyright, search the journal using the seach buttons, select the proper journal from your search results, then click the 'Save CCC Information' button to attach the copyright payment information to the request.&nbsp;&nbsp;<br />
<br />
::-If the copyright fee exceeds $30.00,&nbsp;search for the article on-line, and determine if it can be provided through the publisher for less.&nbsp; Click 'Doc Provider' to route the request for puchase by the publisher or another Document Provider such as the British Library (BRI).<br />
<br />
&nbsp;<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Clearing+Copyright ILLiad Documentation: Copyright]<br><br />
<br />
Video Training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html]<br />
<br />
=== Processing/Ordering Borrowing Requests ===<br />
<br />
Begin by going to 'Awaiting Request Processing'<br />
<br />
*Organize/Adjust the list of requests to view important information. Double click to open request. Review for notes.<br />
<br />
*Click the 'OCLC'&nbsp;tab (Alt-2).&nbsp; System will automatically search. Locate matching OCLC&nbsp;record, or try another search.&nbsp;&nbsp;Click on a line record to select a request, double-click to view.<br />
<br />
*Use (Control-h) or the top of the 'Holdings' button&nbsp;to search holdings.&nbsp; If you cannot find a lender, select “All” under bottom of Holdings button.<br />
<br />
*Modify default lending string as needed.&nbsp; Double click on lender codes to create a lender string. Drag codes up or down to change order.<br />
<br />
*Use 'Create Work Form' (alt-w) to&nbsp;populate&nbsp;OCLC&nbsp;request.&nbsp;Add any notes or appy Constant Data as needed.&nbsp;<br />
<br />
*Click 'Send Request' to send the OCLC&nbsp;request.&nbsp;<br />
<br />
*Back in the ILLiad 'Detail' tab click 'Request Sent' to save information and update ILLiad status.<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Searching+and+Sending+Requests ILLiad Documentation: Searching and sending Requests]<br />
<br />
If auto search selects record with few holdings, or only foreign holdings try other searches to locate better OCLC record.<br />
<br />
Remove accents from OCLC searches, they are not understood by the system. Ex. "Si Versailles m'était conté" or "Si Versailles m'e´tait conte´" should be searched as: Si Versailles m'etait conte<br />
<br />
<br><br />
==== Awaiting RAPID Local Request Processing ====<br />
1. Search in z39.50. If we have it AS HARD COPY, copy information and cancel. Select appropriate cancellation reason.<br />
<br />
2. Find as PDF. Save as TN# and send to electronic articles folder. (ELECdel) Check to ensure readability in PDF viewer tab. Send e-mail as Delivered to Web.<br />
<br />
3. Can't find at all? Route to "Awaiting RAPID local sending" (This queue means Rapid will order it even though they think we own it)<br />
<br />
==== Specialized Ordering:&nbsp; ====<br />
<br />
Specialized ordering is done in a variety of ways and requires extra steps to process the request.&nbsp; Materials ordered&nbsp;in any of these&nbsp;ways may take longer to arrive at Middlebury.<br />
<br />
*Audio and Video<br />
*Microfilm<br />
*Thesis/Dissertations<br />
*Generic Request with Special message<br />
*Prepayment requests<br />
<br />
*Loans from Foreign Countries<br />
More Libraries from foreign countries are signing up as suppliers in OCLC. Suppliers codes appear in uppercase in ILLiad's OCLC interface.<br />
<br />
Loans should be carefully searched for alternate OCLC records first. If only foreign locations exist review for OCLC suppliers, and check web for purchase options. If inexpensive and available in US, send POD e-mail to Acq.<br />
IF OCLC suppliers are familiar order via OCLC. If not, send e-mail to patron "Requested Material Held Abroad" warning patron of the time involved(4-6 weeks or more) for requesting/shipping.<br />
If all codes are lowercase/non-supplier, review for familiar codes. Refer to "Alternate Ordering Methods" spreadsheet for information on ordering options. Look at OCLC Policy Directory for Library contact information, or search web for contact e-mail.<br />
<br />
===== Blank Work Forms: =====<br />
If you know a OCLC lender for an item but are unable to find a matching OCLC record you can use a 'Blank Work Form - OCLC Loan/Article' form to place the request.<br />
*Open the request.<br />
*Click on the lower OCLC tab.<br />
*Click on the 'Blank Work Form' button, and then select OCLC Loan or OCLC Article depending on your request. This will pull in the the information from ILLiad to fill in a blank OCLC request form.<br />
*Add the lenderstring manually.<br />
*If you are placing a thesis request, remember to also apply the Constant Data 'Dissert' to the request before sending it.<br />
*Send as you would a normal OCLC request.<br />
<br />
===== To order from non-supplier: =====<br />
*Copy selected code and e-mail address into note field. Indicate in note you are sending e-mail request.<br />
*Copy OCLC number into Bib Number/OCLC number field.<br />
*Add the selected code into Lender String and follow it with a comma, and the method used to place the request. ex: '''mdy,email''' or '''stf,webrequest'''<br />
*Send e-mail "E-mail ILL Request to Lender" (Paste Lender's email into 'TO' address before sending.)<br />
<br />
<br />
===== Non OCLC Requests: =====<br />
<br />
Requesting from Non-Supplying OCLC Lenders:<br />
:* Locate OCLC record, and select lowercase OCLC code.<br />
:* 'Copy Information' from the selected OCLC record into your request, (the OCLC # will be copied into in the Bib Number/ OCLC Number field).<br />
:* Change System ID to Other: "OTH".<br />
:* Add a note containing the OCLC code and e-mail address: esw: ill-ub@unibas.ch (Indicate in note you are sending e-mail request.)<br />
:* Add '*' and the selected OCLC code into the ‘Lending String’ field: *esw<br />
:* Send e-mail "E-mail ILL Request to Lender" (paste Lender's email into 'TO' address before sending).<br />
<br />
Or<br />
<br />
:*Complete web request, transfer information from web page to ILLiad.<br />
::* If the request generates a request number, (ex: nlm, stf) add it to the ‘Record Number’ field.<br />
:*Send request with "Request Sent" button.<br />
<br />
<br />
*Purchase from Document Provider<br><br />
=====POD (Purchase on Demand) request=====<br />
When the following criteria are met, ILL immediately passes a request to Acquisitions for purchase.<br />
:*Send E-Mail -- POD: Request to Acq.for Purchase Consideration. (e-mails sent to libacqreq@middlebury.edu)<br />
POD Criteria:<br />
*ILL Request from Faculty + Staff or students<br />
*Books or DVDs (CDs?)<br />
*Recent publication (within current or preceding year) OR<br />
*Unfillable via ILL as defined by: two request passes, or up to 10 lenders refused request.<br />
*Purchase price less then $100, as found on web, Amazon preferred.<br />
<br />
=====Get it Now=====<br />
‘Get it Now’ is a purchase alternative to Interlibrary loan. It can be used it if we are having trouble getting an article through ILL (Rapid or OCLC), if a patron has requested SUPER expedited service, or is in need of purchase quality (Color PDF). ‘Get it Now’ is not available for all articles; when it is an option the ‘Get it Now’ tab will appear in the Borrowing request for ILL staff.<br />
<br />
To order from ‘Get it Now’:<br />
*Click on the ‘Get it Now’ tab in an open Borrowing request.<br />
*Confirm you are looking at the correct request information.<br />
*Scroll down, accept the ‘terms and conditions’.<br />
*Click on ‘Accept’ to place the order: (Order information will be automatically copied into the ILLiad request form).<br />
*Back at the main request (detail tab), save changes and send the request.<br />
<br />
The article should be delivered via Odyssey within 8 hours.<br />
<br />
<br><br />
<br />
<br />
<br />
=== Cancelled by Customer ===<br />
<br />
Open request from the 'Cancelled by Customer' queue. Check to see if the request has been ordered. If no request was ever placed, cancel the request using the 'Cancelled by Customer' option. If there is an OCLC request, check the status.<br />
<br />
For items with 'Shipped' status:<br />
:* Send E-Mail > No cancellation allowed. (Item has already been shipped to Middlebury.)<br />
<br />
For items with 'In Process' status:<br />
:* Type the code of the lender currently reviewing the request into the Lender field.<br />
:* Use the 'three dot button' (Show Lender) to find the Lending department e-mail.<br />
:* Highlight and copy e-mail address. Close Address window.<br />
:* Remove lender code from Lender field and save.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
For items with 'Pending' status.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Cancel the request using the 'Cancelled by Customer' option.<br />
<br />
For items ordered by E-mail instead of OCLC.<br />
:* Copy e-mail from notes.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
=== Conditionals ===<br />
<br />
Condtional messages in ILLiad are question, restrictions, or information about the request provided by the potential lending library.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Conditional Processing' queue, and selecting the request.&nbsp;Look for the message from the Lender in the note field in the request.&nbsp; To reply to the conditional message you have two basic options, 'Yes' or 'No', with the option of including more information with a 'yes' answer.<br />
*Click the OCLC tab to view the OCLC ribbon. Click the Show Request icon to open the OCLC Request form for viewing before responding Yes or No to the conditional request.&nbsp; (The Yes/No Conditional icons are located on this OCLC ribbon as well as on the OCLC Request Form. You can say No here without opening the OCLC&nbsp;request form, but clicking yes, will open the OCLC form for further processing.<br />
*a 'Yes' answer, indicates you agree to any Lender conditions, you have answered any Lender questions, or you have corrected the request citation.&nbsp; The detailed response should be written into the Borrower note field.&nbsp; make any other&nbsp;changes, such as to the shipping, or IFM fields, before saving and clicking on 'Yes.'<br />
*a 'No' response bumps the request to the next lender in the Lender string.<br />
*or delete the entire OCLC request.<br />
<br />
<br><br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals]<br />
<br />
=== Unfilleds ===<br />
<br />
The Unfilled OCLC status contains requests that have not been able to be filled by any of the potential lenders in the string, these items can be found in ILLiad in the 'Awaiting Unfilled Processing' queue.&nbsp; Unfilled request need to be requested again (in OCLC&nbsp;or an alternate&nbsp;system), or cancelled.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Unfilled Processing' queue, and selecting the request. Review note fields for patron and staff notes. Look at the History tab to to view the Lenders 'Reasons for No' for hints as to why the previous request failed. Search using the Google tab to improve bad citations.<br />
<br />
Depending on the request and your remaining options, you may:<br />
<br />
::•re-request the item from other potential lenders in OCLC from the same OCLC&nbsp;record.&nbsp;<br />
::•re-request the item from other potential lenders in OCLC from a new OCLC&nbsp;record.&nbsp;<br />
::•re-request the item in a different system. (Consider POD if applicable.)<br />
::•cancel the request and inform the customer that you were unable to borrow the requested item.<br />
<br />
=== Processing incoming Borrowing items ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
(For loans and for articles in paper form)&nbsp;<br><br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Check in from Lending Library'&nbsp;<br />
<br />
'''3.''' Enter the TN # or the ILL # in to the Search box in the ribbon and click the 'magnifying glass' or the 'Enter' button to search.&nbsp; Confirm you are looking at the correct record, (you may have to select from a list of options if multiple records match your search).<br />
<br />
'''4.''' Review and fill in the following:<br />
<br />
:*note any restrictions from the request notes, such as “Library use only”.&nbsp; Select restriction check boxes as needed.&nbsp; (Set aside 'In Library Use Only' items to be processed as a group for easy printing onto pink paper.)<br />
:*identify if it’s a Loan or an Article<br />
:*who the Lender is, select the proper return address<br />
:*the Due Date (FOR LOANS ONLY)<br />
:*the type of Material<br />
:*the '''number of pieces''' (One band will print for each)<br />
<br />
'''5.''' Click ‘Check In’&nbsp;&nbsp; Repeat for each Book.&nbsp; When you are finished, close the 'Check in from Lending Libray' tab.<br />
<br />
'''6.''' Print Book-Bands (for Loans only):&nbsp;<br />
<br />
:*Select the upper Borrowing tab above the ribbon. Click on the tob half of the&nbsp;'Print Receives' button.<br />
:*Select the Lib250green printer for regular checkin, Lib250pink for 'In Library Use Only' items<br />
:*Make sure the 'View merged documents before printing' box is checked.<br />
<br />
:Word document should open automatically. Print. Fold slips in half lengthwise.<br />
<br />
==== Adding ILLs into Sierra for Circulation. ====<br />
<br />
'''1.''' Open Sierra and enter the following as requested:<br />
<br />
:::Username:<br />
:::Password:<br />
<br />
<br />
'''2.''' In the dropdown FUNCTION menu, select the Catalog function:<br />
:*Type in: ill book (Hit “enter” or the “Search” Button)<br />
:*Select: Ill Book (borrowed)<br />
<br />
'''3.''' Hit “Attach New Item” button <br />
<br />
'''4.''' Fill in the following information:<br />
:*b&nbsp; Barcode: scan in the white Barcode sticker from ILL book-band.&nbsp; (Watch to make sure entire barcode has been entered.)<br />
:*v&nbsp; Volume: click with mouse beyond the “TN:” (or right-arrow three times) and scan the TN: barcode.<br />
:*c&nbsp; Call No.: type or paste in the title of the ILL book. (The title can be copied from ILLiad record.) :Press “enter” or click on “”Next” to complete field.<br />
<br />
'''5.''' Hit the “Save” Icon to complete the item record.<br />
<br />
'''6.''' Click on the “Summary” Tab to return to the Ill Book (Borrowing) Bib. Record.<br />
<br />
'''7.''' Close ILL Book (Borrowing) record when finished adding items.<br><br />
<br />
Once bookslips have been entered into Sierra they can be wrapped around the ILL.&nbsp; Do NOT tape to the item, use paper strips to band larger items.<br />
<br />
Scan all banded items in Sierra Circ - check-in function to confirm that records exist.<br><br />
<br />
==== Contact Customers ====<br />
<br />
'''1.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Contact Customers'<br />
<br />
'''2.''' In Customer Contact: Click on “Start Automatic E-mail” button.<br />
<br />
'''3.''' Phone any patrons left on list after e-mails have been sent.<br />
::-Double click on line after phone call to mark it “Notified by Phone”<br />
<br />
'''4.''' Close Customer Contact window when all patrons have been notified.<br />
<br />
==== Check-out items to Patrons ====<br />
<br />
'''1.''' Refresh ILLiad by clicking on the blue turning arrows in the top left.<br />
<br />
'''2.''' Click on the lower tab&nbsp; 'Main'<br />
:*Double click on the queue 'Customer Notified via E-Mail'&nbsp; to open.<br />
:*Highlight all requests (Ctrl-A) and&nbsp;click on 'Route' in the Ribbon menu, and select&nbsp;'Checked Out to Customer' from the drop down list.<br />
:*You will be asked to confirm manual status change. Click 'Yes.'<br />
<br />
'''3.''' Repeat for any items in the 'Customer Notified via Phone' queue.<br />
<br />
==== Deliver items to Circulation for the Hold-Shelf ====<br />
<br />
'''1.''' Separate Armstrong pick-up items and band together. Drop on&nbsp;Armstrong courier bin shelf.&nbsp;<br />
::-In Summer, place any&nbsp;items for Davison Library in Bread Loaf&nbsp;courier&nbsp;at Circ.<br />
'''2.''' Deliver remaining ILL&nbsp;items (on ILL Check-in cart) to Circulation Supervisor.&nbsp;<br />
<br />
'''3.''' Stop and let the Circ. Supervisor know you’ve delivered the cart.<br />
<br />
==== Electronic Delivery ====<br />
<br />
'''1.''' Select Receives – Electronic Delivery Processing<br />
<br />
'''2.''' In the “Electronic Delivery” Window:<br />
:*Check for records to be processed, if there are no files to be processed, then the new files must be pulled in from Odyssey.<br />
:::-Click on the “Process Electronic Delivery Files” Button.<br />
:::::Article files are processed from top to bottom, view any article&nbsp;in a&nbsp;list by clicking on it.<br />
:::-In the first box 'No ILL&nbsp;Number Match,' match the Files by TN#s or ILL#s. (Do Not Use the TN: number from Lender forms to match unless located in “Verified” field.)&nbsp;<br />
:::*Locate TN or ILL number from image of article.<br />
:::*Type the identified TN# or the ILL# into the appropriate blank field.<br />
:::*Click the “Match ILL Number” Button, in ribbon at top of the&nbsp;to match the file with its TN#.&nbsp;&nbsp;(If number does not match more research may be needed. Requests will not match unless they are at “Request Sent” status in ILLiad.&nbsp;Articles without identifying #s need to be searched under “Edit Request”)<br />
<br />
:*In the second box 'No Ariel Lender Match', match the files with the lender—(Most will skip this box.)<br />
<br />
:::-Look for the lender’s three letter code, in a lending string it follows the “*”. We for example are MDY (Middlebury College)<br />
:::-Click on the circle of the Lender who sent the Article.<br />
:::-Click on the “Attach Lender Info” button in the upper ribbon.&nbsp; (The file will move&nbsp;to the review box.)<br />
<br />
<br>'''3.''' In the third box 'Review', review the article for completeness and flip pages.<br />
<br />
:*Review article, check to make sure all pages are there, and complete.<br />
:*Flip pages as needed.&nbsp; Pages that are not right side up can be flipped upright using the rotate button.&nbsp;Flip multiple pages by clicking on the drop-down menu and highlighting the type of flip you want.&nbsp;(Do NOT flip sideways pages upright.)<br />
:*When article has been properly checked, click on “Deliver” button to send article to patron.&nbsp;<br />
Articles that go to the Print box can be dragged to the Review box for processing there. Review patron information to ensure Electronic delivery of articles has been selected.<br />
<br />
<br><br />
<br />
'''4.''' If you do not have a good quality complete file, a re-send request must be sent.<br />
<br />
:*Rapid resends are sent via RapidILL&nbsp;web page:&nbsp; [https://rapid2.library.colostate.edu/Ill/Login.aspx https://rapid2.library.colostate.edu/Ill/Login.aspx]&nbsp; In Borrowing dropdown menu select 'Resend.' Paste in the Rapid/ILL number and type in the reason for a resend. Click the green 'Submit' button to place the resend request with the Rapid Lending Library. Note placing the resend request in the ILLiad request. [https://rapid2.library.colostate.edu/Ill/Resend 'Link to Rapid's Resend web form.'] <br />
:*Email resends can be sent via ILLiad custom e-mail form.&nbsp; Search in ILLiad by TN, and send 'E-mail ILL Resend Request to Lender' email.&nbsp; (Lender e-mail address required, and must be manually pasted into email 'To' field.)<br />
<br />
<br />
<br><br />
<br />
Video training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html]&nbsp;<br />
<br />
=== Branch Library Check-in/Notify Customers ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the lower half of the button 'Contact Customers' and select 'In Transit Items Received' from the menu that appears.[[File:In_Transit.JPG]]<br />
<br />
'''3.''' In the 'Batch Process Transit Items' window check for the 'Auto Process' button to be on, indicated by orange highlighting on button. When 'Auto Process' is on, scanned items will automatically be marked in and customers will be notified the book has come in. (If off - click on the 'Process Queue' button after scanning items to process list.)<br />
<br />
'''4.''' Scan TN: barcode for each item received in the 'Input' box. Watch to see item is added to the list for update.<br />
<br />
'''5.''' Click 'Clear Processed' and make sure list clears before closing 'In Transit Items' tab in ILLiad. If items remain in list - click on the 'Process Queue' button after scanning items to process list, then click 'Clear Processed' again.<br />
<br />
=== Processing Renewal Requests ===<br />
1. In ILLIAD, Select Renewal Requested<br />
* Ensure renewals box is checked<br />
* Check note field, previous notes for past renewal. (We depend on lender to deny renewals.)<br />
<br />
2. Select upper '''OCLC tab''' from above ribbon<br />
Click '''Show Request'''button<br />
Change "Renewal Request" date to about a month in advance.<br />
* Be sure to follow proper format * YYYYMMDD<br />
Keep this date in Sierra (see below)<br />
<br />
Determine last name of patron from username or user detail tab.<br />
<br />
3. '''Open Sierra.''' Circulation<br />
In Circulation mode:<br />
* Search for patron by "n"+"last name"<br />
* Select patron record.'''Bold text'''<br />
* Find checked out records, best to organize by title and scan the "Interlibrary Loan Book" entries. (ILL title displays in call number field)<br />
"Watch for other ILL records in Sierra that are not in your ILLiad renewal requested list...(especially for faculty)"<br />
* Find requested entry and click '''Change Due Date'''<br />
* Change date to a week to ten days before date entered in OCLC request tab. Use space bar to get past three pop ups (Override, renewal request OK...)<br />
(It is possible to change Date for multiple requests at once by pre-selecting lines of records in Sierra.)<br />
"If renewal was requested outside of Illiad--->Add Note: "Renewal Request made to ...enter date..."<br />
* Route to Checked Out to Customer.<br />
<br />
''Helps to sort by username when several renewal requests exists from same user.''<br />
<br />
<br />
====Awaiting Renewal OK Processing====<br />
<br />
* Check notes for Renewal date. If unsure of date or date is old check '''Show''' OCLC Request to confirm current renewal date from '''New Due Date''' field.<br />
* Find Patron in Sierra.<br />
* Find checked out records.<br />
* Organize by title (ILL Book)<br />
* Select record, Change Due Date to a few days before date entered in Note Field (unless due date is extremely short then give them ALL of it!).<br />
* Okay to all pop ups (space bar through).<br />
* In Illiad, change the date in Item information box (on right) to match new Sierra date (SAVE).<br />
<br />
'''Send Email''' ----> ''Request Renewed- Approved''<br />
<br />
<br />
-Awaiting Renewal Denied-<br />
<br />
* Uncheck "Allow Renewals"<br />
* Check Sierra due date matches record due date<br />
* Send Renewal Request denied email to patron<br />
<br />
-Manually Renewing Materials-<br />
(staff initialed & patron initialed)<br />
<br />
<br />
<br />
<br />
[https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm]<br />
<br />
=== Overdues/Recalls ===<br />
<br />
Overdue and Recall notices are sent using the custom e-mails within ILLiad.&nbsp; These e-mails are sent in response to messages received by Lending Libraries.<br />
<br />
=== Borrowing Returns ===<br />
When a patron returns a book they have borrowed through interlibrary loan , circ puts it on an "ILL Returns" cart located in the circ area near the reshelving carts. These books can then be brought over to the ILL work area. <br />
<br />
'''Things to look out for:'''<br />
*Items with pink '''"In Library Use Only"''' bands should stay on the carts until their due dates. That way, if the patron intended to return the book to the holdshelf to check out again, and circ thought they were done with the book altogether, the book is still available for their use.<br />
<br />
*If there are an overwhelming number of returns, it is important to look at the '''due dates''' of the books and return any that are overdue first.<br />
<br />
*Books going to '''UVM''' (always) or '''Saint Mike's''' (school year only) should be returned through the courier. Consult the section on the courier for more information on that process.<br />
<br />
*Interlibrary loan books being returned to '''Phoenix Pod libraries''' should not be sent through the mail. Fill out the tracking sheet as if they are being sent through the mail, but in the UPS column indicate that they are being sent with Phoenix Cart (PX in place of the UPS x). Sort the items on the red cart next to Lexa's desk to be UPSed to the school at the end of the day.<br />
<br />
'''Regardless of how books are returned to their lending libraries, the book-bands need to be put into yellow "Box 1" at the returns station to be processed as a borrowing return.'''<br />
<br />
'''To return books through the mail or UPS:'''<br />
* Fill out the book's information on the "ILL Mail and UPS Tracking Sheet" on the clipboard in the returns area. If the book needs to be UPSed, mark the UPS column with an x. If you are unsure which items warrant such special treatment, consult the UPS section of the wiki.<br />
*Remove the book-band and put any enclosed paperwork from the book-band in the book, making sure to remove any extraneous tape so as to not damage the book.<br />
*If you think that the return should be UPSed, create a UPS label and put it with the items to be packed, OR if you don't have time, put the item under the UPS medallion with a mailing label to specify where the item needs to be shipped to.<br />
:'''Creating UPS Labels'''<br />
:*Open "UPS World Ship" Program.<br />
:*Enter School Code in address look-up (if school is not listed, enter information to create new listing.<br />
:*Click Process Shipment.<br />
:*Double check tracking number on sheet 1 with tracking number on barcode.<br />
:*Write the school code under the barcode box.<br />
:*Cut out and attach to item.<br />
:*Place on Mailing Cart.<br />
*If the return doesn't need to be UPSed, find or create a shipping label. Some schools include shipping labels with their loans. If you use one of those, make sure to write or stamp our address as the return address. Another option is the shipping label automatically printed on the back of the green or pink book-band. If you cut out this label to use, double check the shipping address with the information in the lending library's paperwork in case the person who checked the book in selected the incorrect lending library. <br />
**If, for some reason, all of the paperwork has been lost, and you've had to look up the address of the lending library, you can write the address on one of the blank mailing label stickers that already has our library's address on it. There should be a stack of those labels in the wooden organizer at the returns station. Put the mailing label into the book so that the lender code sticks out. That way, books being shipped to the same library can be grouped together and combined into one package.<br />
* Place the book-band that you have removed into yellow "Box 1" at the returns station to be processed.<br />
*Place the book with its shipping label on the packing cart.<br />
<br />
'''Checking In Returns in ILLiad''' AKA Box 1<br />
All of the book-bands that are in yellow "Box 1" at the returns station need to be checked in in ILLiad. Click on the upper borrowing tab in ILLiad and click on the "Check In" icon toward the upper right corner of the screen. Make sure that "Auto Process" is selected, and then scan either the transaction number or the ILL number in the field in the upper left corner. The request status should now be "Awaiting Return Label Printing". When you have scanned the book-band, place it in yellow "Box 2" to be checked in via Sierra. Once you have scanned all of the book-bands, click "Clear Processed" and all of the requests should disappear from the screen. If they do not, click "Process Queue," then "Clear Processed."<br />
<br />
'''Note:''' Sometimes people try to renew their books and then return them anyway. If you scan a book-band, and a message pops up saying '''"Status is currently awaiting renewal request processing''' . . ." tell ILLiad that you would not like the check the book in at this time, and try to find the book on the mail cart. You may have to open a package to find it. If it's really gone, you can check it in as a return in ILLiad. If you find the book, put the book and the band on Rachel's desk with a note explaining that it needs to be renewed.<br />
<br />
'''Checking In Returns in Sierra''' AKA Box 2<br />
The bands in yellow "Box 2" must be checked in in Sierra. In theory, circ has already done this job. We are simply making sure that people don't get mean emails and bills for books that they have already returned. Open up Sierra and, in the FUNCTION dropdown, select "Check-In (No Patron)." Scan the white "Middlebury College" barcode at the top of the book-band. Sierra will prompt you to ask whether you want to check the item in. Either click "Yes," or hit the space bar. Most of the books will likely say "not checked out". If any of the books say someone's name instead of "not checked out," you have officially saved the day. <br />
<br />
Box 3<br />
After you scan the bands in Sierra, recycle them.<br />
<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html]<br />
<br />
=== ILLiad Borrowing Additional Queues - Maintenance ===<br />
<br />
* '''Cancelled by Customer''': Check for an OCLC request. Is it active?<br />
'''If OCLC 'In Process':'''<br />
:* Look up e-mail address for current code in Lending String.<br />
:* Delete the OCLC request.<br />
:* Open 'form' e-mail: 'ILL Request Cancelled - To Lender.'<br />
:* Paste in e-mail address.<br />
:* In '''Note''' field, remove part of sentence that does not apply: "Patron cancelled request/<s>Request provided by previous lender</s>, no need to send....thanks."<br />
:* Send Email.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC 'Pending' or 'Unfilled':'''<br />
:* Delete the OCLC request.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC record does not exist:'''<br />
:* Cancel RapidILL request on Rapid web page, send e-mails for Webform or e-mail requested items. If never ordered just..<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
<br />
* '''Awaiting Customer Contact''': Click on queue to open. Click on "Start Automatic E-mail" to notify patrons their books have arrived. If requests remain AFTER automatic notification, close and right click to 'view requests.' Edit patron records to add e-mails, or to switch students to e-mail notification. Save. Close. Back in 'Awaiting..' call any remaining patrons ''(Clicking on an item in this list will mark it contacted by phone NOT open the request window.)''<br />
<br />
* '''Customer Notified via E-Mail''': (Sort by delivery location.) Check shelf against list to ensure all items going to Armstrong (or Davison) are on the proper shelf/bin. Select all records in queue(Ctrl-A) and right click/route to "Checked out to Customer."<br />
<br />
* '''Customer Notified via Phone''': Usually happens when someone clicks on the request in the 'Awaiting Customer Contact' without intending to. Route back to 'Awaiting Customer Contact' for regular e-mail notification.<br />
<br />
* '''Awaiting RAPID Request Sending''': ''If requests remain in this queue for more than 10 minutes'' (check history tab to confirm when a request entered this queue) you may need to help it along.<br />
<br />
If just one request is stuck:<br />
:* Open request, review request information. There are some characters that prevent Rapid from review requests.<br />
:* Delete weird characters, or stings of ????????.<br />
:* Save request. Wait to see if Rapid will process.<br />
<br />
If more than one request is stuck:<br />
Check with Bryan Carson to help with the following:<br />
<br />
:* The Rapid Manager is configured for logging using a log.config XML file (RapidManager.log.config) placed by default in the Rapid Manager folder on the server (c:\illiad\Rapid Manager). Check for errors, and if it is running properly.<br />
<br />
:* You can start and stop the ILLiad Rapid Manager, if needed, by going to the Services application on the ILLiad server and clicking on ILLiad Rapid Manager.<br />
<br />
:* After Rapid Manager restart wait 10 minutes and check to ensure requests have been processed.<br />
<br />
''Stuck requests can always be ordered manually through OCLC instead.''<br />
<br />
=== Patron Maintenance ===<br />
<br />
In Patron's Record, delivery methods default settings are as follows:<br />
'''Delivery Methods'''<br />
Notification: E-mail<br />
Delivery: Mail to address<br />
Loan delivery: Hold for pickup<br />
Electronic delivery: Yes<br />
<br />
== '''Lending''' ==<br />
<br />
=== Processing Lending Requests ===<br />
<br />
Begin by signing in to ILLiad and selecting the Lending tab in the ILLiad Client home screen. Incoming requests are located in <code>Awaiting Lending Request Processing</code>. Double click to open the queue up and access unprocessed requests. Double click on items in the queue to open them. <br />
<br />
<br />
<br />
====Updating Addresses:====<br />
<br />
{{Hidden begin<br />
| expanded = <!--"true", "on", yes", etc, otherwise omit--><br />
| showhide = <!--"left", otherwise omit--><br />
| class = <br />
| style = <br />
| border =<br />
| title = <br />
| titlestyle = <br />
| bg1 = <br />
| ta1 = <br />
| contentstyle = <br />
| bg2 = <br />
| ta2 = <br />
<!--Older, semi-deprecated parameters:--><br />
| header = | extra1 = | extra2 = <br />
}}<br />
<!----[(READ THROUGH BEFORE TAKING ACTION.)<br><br />
<br />
Sometimes, upon opening a Lending Request, a Lender Selection window will pop up asking you to confirm the Borrowing Institution's contact information. In the top left of this window you will find three buttons:<br />
<code>'''Select'''</code><br />
* Tells ILLiad that you want to use the contact information visible in the Address area as the contact info for this request<br />
<code>'''Add'''</code><br />
* Tells ILLiad that you want to add the contact information visible in the Address area as a new contact to the address book<br />
<code>'''Update'''</code><br />
* Tells ILLiad that you want to save changes made to the information you have showing in the Address field.<br />
<br />
<br />
Most of the rest of the window is taken up by two large information fields:<br />
<br />
'''The Request field''' contains contact info provided by the Borrower along with the request you are currently processing. This is the most recently updated address info, and thus the most accurate. You can instantly transfer information from the Ship To line to the Address field by clicking the icon at the far right of the associated box.<br />
Clover items will not fill their information in this location. Instead you will have to find their contact information through Clover. <br />
*# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
*# Click on <code>Staff Dashboard</code><br />
*# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
*# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter follow by a series of numbers, occasionally ending with further letters), and <b>Library Name:</b>, which just searches by library name.<br />
*#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
*# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
*#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
*#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''[[#Adding a New Library to Sierra|Sierra should have a valid email address for each school.]]''' <br />
<br />
'''The Address field''' contains the contact info we have saved for the Borrower you are currently working with. This is the field you want to edit to better match the Request field<br />
<br />
On the right-hand side of the window you will also see three smaller boxes. The topmost box may contain a list of contacts associated with the same Symbol (usually a three letter code like VTU or DRB). You can organize these contacts by any field listed along the top of the box. Clicking on each address will select it, and in doing so, display all of its contact information in the Address field.<br />
<br />
# If all buttons are greyed out except for the <code>'''Add'''</code>, then go ahead and copy the address into the Address field below (feel free to use the auto-copy icon in the far right of the Ship To box). <br />
#* Clean up the address by making sure that the Borrowing Institution's Library Name is in the associated box and the state is in its abbreviated form. Feel free to remove "USA" from domestic requests.<br />
#* Click <code>'''Add'''</code> to both save the address to ILLiad and select it for use in this request<br />
# If all buttons are available for use, check the topmost box on the right side and see how many schools are listed. If more than one, select the address that best matches the info provided in the Request field.<br />
#* Feel free to clean up the address as you do for new additions. Once those changes are done, click <code>'''Update'''</code> to save your changes.<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
# If all buttons work and there are no other addresses associated with this Symbol, check the Address field's information against the Request field's. It is possible that something has been updated. It is also possible that the system just can't recognize the addresses as the same, likely due a difference in formatting.<br />
#* Double check that all the information in the Address field matches that in the Request field. Edit as necessary to update the info in the Address field.<br />
#* Click <code>'''Update'''</code> to save your changes to the contact<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
<br />
Note: If the Odyssey address in their request has "/ILL" after it, we do not need to make this particular change in our records. Odyssey picks that up. If we were to make the change and add "/ILL" it would merely disappear each time anyway. If there is any other code (besides "ILL" after the Odyssey address, then we should update.]----><br />
{{Hidden end}}<br />
<br />
==== Loans: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article.<br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#* If the record you find contains a series of items, check to see which items the patron wants. <br />
#** Glance at the Loan Info field of the Detail tab for clues, especially in the Note field or Loan Info field.<br />
#** If there are no indicators there, click into the uppermost OCLC Request tab, and then click <code>Show</code> to search the original request for more information.<br />
#* Remember that <mark>Middlebury lends no more than 4 items from a series at any one time</mark> unless special arrangements have been made otherwise. If the patron wants more than one item, <code>[[Conditionaling Requests|Conditionalize Request]]</code> with "Multiple Parts" and fill in the details in the box provided to ask the school which items they want.<br />
#** Remember that Clover schools can't see the full detail of their Conditionals, so also email them with the information you would otherwise have communicated via Conditional.<br />
#* For multi-part requests, remember to fill in the number of items sent in the Max Cost/Pieces box in the "Item Information" field<br />
# Save your changes to the request using either Ctrl+S or the floppy disk icon in the top left of the window.<br />
# Check the Availability Field in the Detail tab. If the item is listed as anything other than Available, <code>[[Cancelling Requests|Cancel Request]]</code> using the appropriate condition:<br />
#* Checked Out for anything that lists a Due Date<br />
#* On Hold for anything listed with a hold on it<br />
#* Non-circulating for anything that can't leave the building (see below)<br />
#** Periodicals are an exception to the rule - see People to Contact for Permissions<br />
#* In Process for things listed as In Process<br />
#* On Reserve for anything on reserve at Davis, Armstrong, or any other library associated with MDY ILL<br />
#* Reference Material is for use if you are told a certain reference item cannot leave the building - always check first before sending Ref Materials out -- see People to Contact for Permissions<br />
#* At Bindery for items that are it or are about to be sent down to P&P for repair<br />
#* Other for anything that does not fit the situations above<br />
#** Please note an explanation for the cancellation in the bottom box of the cancel dialogue, so we can keep track of why this item was cancelled. <br />
# If this item is both located at the Davis Family Library, and is a book that likely can leave the building, click <code>Finished Searching</code> to route the item to Awaiting Stacks Searching.<br />
#* If this is a CD or DVD, <code>'''Route'''</code> the request to '''Awaiting CD Printing'''<br />
#* If this item is located at Armstrong, <code>'''Route'''</code> the request to '''Armstrong'''.<br />
<blockquote>There are times when loans are not capable of circulating. The following are always <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* GRE Study Materials from Reference</blockquote><br />
# If you cannot find the item in z39.50, click into the OCLC tab and check to see whether the little check box under Owned is ticked. If it is not, go ahead and <code>[[Cancelling Requests|cancel]]</code> the request as "Title Not Owned". <br />
# If that check box is ticked, however, keep looking. <br />
#* Try searching for the item in MIDCAT by clicking into the MIDCAT tab in ILLiad, or open a separate browser and search [https://middlebury.worldcat.org/ WorldCat]. <br />
#* Be aware of non-standard characters such as accents, dashes, apostrophes, semi-colons, and non-roman orthographies as these sometimes throw ILLiad and MIDCAT for a loop. Whenever possible, search around these items.<br />
#* Quotation marks are your best friend; use them around multi-word phrases in order to search for precisely those words/characters in that order. Again, be aware of those non-standard characters when using the quotes.<br />
# If you cannot find any sign of the item in all your searches, go to the upper Lending Processing tab and <code>Send Notification</code> to "Update MDY Holdings"<br />
#* This will bring you a preformatted email to our head of holdings, Michael Warner. Edit the email as appropriate and click <code>Send</code>. <br />
#* <code>Cancel Request</code> as "Title not owned"<br />
<br />
==== <br>Multiple Volumes/Parts: ====<br />
<br />
Sometimes a loan request consists of several volumes or parts. Watch for items with call numbers ending in v.#, pt.#, or t.# which indicate that the item is part of a series.<br />
<br />
For instance, this call number: <br><br />
PN1992.77 .R24 v. 1 '''pt. 2''' 2001D <br><br />
indicates that this DVD has at least one other part in its series, by means of the part in bold. <br />
<br />
For items with more than one piece associated, be sure to:<br />
* Indicate on the band how many pieces are in the set by writing 1 of 2, 2 of 2, etc on the band of each item. <br />
* Note in the record how many pieces are associated with each request. Do this in the pieces box in the Item Information field. <br />
<!-- Image here eventually --><br />
* If items have hidden parts, such as in music scores with parts in the back, or books that come with CDs, be sure to note this information on the band as well so borrowers return the item with all parts intact.<br />
<br />
==== Articles: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article. <br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#**For journals, the Call Number often includes a range of dates for which the library holds the item. If your item was not published within these dates, then the library (probably) doesn't own it. <br />
#* If the item record lists the Location of your holdings as ejournal, see if the date your article is supposed to take place fits within the ejournal holdings listed. <br />
#** If so, route it to Ejournal Processing. <br />
#** If not, check Google for any links to Academia.edu or ResearchGate or other free access to articles. If you can't find it there, check for physical holdings. <br />
#** In the off chance that the library has both digital and physical holdings, try to capture the digital first. If that doesn't work, then go with scanning of the physical object.<br />
#* If the item record lists the Location of your holdings as Bound Periodicals, Current Periodicals, or any other physical location within the building, then check that either a) the title of the book matches the book sourced in the request or b) the dates listed for the journal holdings encompass article date. If the article falls within the range Midd holds, or the title matches, then <code>Finished Searching</code> or <code>Route</code> to "Awaiting Stacks Searching." If the article falls outside the range Midd holds, <code>Cancel Request</code> as appropriate.<br />
<br />
<br />
<br />
===== Rapid Requests: =====<br />
<br />
Requests have been imported from Rapid can be identified by the negative sign in front of the ILL Number. Also, the Call Number field will list the web address of the electronic journal associated with the request if the article is available online.<br />
<br />
Search for these as you would any other article request (see above).<br />
Rapid requests are always for articles and we deliver them the same way as other article requests, mainly by Odyssey. (All Odyssey requests are saved using the TN #)<br />
<br />
If there is some problem at the receiving end, a Rapid request will show up in the "Rapid Resend" queue. The easiest way to deal with these is with Rapid X. Find the item in 'Online articles' or the backup, check for quality (completeness, correct match and readability), Open Rapid, and rename using the rapid ILL#, then the item can be sent in Rapid.<br />
<br />
===== Requests submitted via our Lending Web Pages =====<br />
<br />
Some libraries do not have access to OCLC, and so submit requests directly through our [http://go.middlebury.edu/Lending Lending Web Pages]. These requests do not have ILL Numbers, only Transaction Numbers, and will have blank OCLC Status fields. <br />
<br />
Process these just as you would any other Lending request, unless you need to Conditional something. <br />
<br />
To 'Conditional' a request placed through the web, jot down the code of the Borrowing Institution and the transaction number of the request. Since the <code>Conditionalize Request</code> button will not be available, conditionals will have to be done via email. If a request from a Vermont school, CC [mailto:April.Shaw@vermont.gov April Shaw] on all Conditionals, and keep track of the correspondence in the Note field of the request.<br />
<br />
====Special Collections Loans====<br />
<br />
Once in a blue moon, Special Collections allows us to loan items. When this happens, the item is ALWAYS lent out as:<br />
* '''Special Collections use only''' <br />
**in the case of a smaller library, this translates to use in building under direct supervision of a librarian.<br />
* '''No Renewals'''<br />
* '''Shipped in a Box by UPS/FedEx.''' <br />
<br />
<pre style="color: red">In order to receive a Special Collections item, the Borrowing Library MUST answer YES to a "Held in Special Collections" Conditional, thus confirming they will follow all of the above rules.<br />
</pre><br />
<br />
Because Special Collections items cannot have items affixed or banded to them, we keep all associated paperwork for Special collections items in the yellow Special Collections Current Loans folder in Lending Office (Kat's Office), in the top drawer beneath the tree. For each item that is leant out, there should be a:<br />
* copy of the band, item's cover, and associated barcode - these may be all on one sheet, if one is careful<br />
* the small card containing the item's barcode, if it does not have one of its own<br />
** if there is no barcode assigned to this item, create a new card for it:<br />
*** Grab one of the card stock scraps in the yellow folder that is not attached to anything (it should be rubber banded together with several others)<br />
*** Open the Cataloguing Function in Sierra:<br />
**** In the Title search, type "ILL Book L"<br />
**** Click <code>Attach New Item</code><br />
**** In the dialogue box that pops up, scan in the barcode and click <code>Next</code>.<br />
**** Next the box will prompt for a Volume. Arrow to the right three times then scan in the TN Number for the item and click <code>Next</code>.<br />
**** Next the box will prompt for a Call Number. Enter the title, call number/information, and any other relevant identifiers here, and click <code>Next</code>.<br />
**** After the dialogue box disappears, click the <code>Save</code> icon at the top of the window.<br />
* any sticky notes or other documentation that came up with the item<br />
<br />
# After prepping items for the file, gently affix the band either to the white envelope the item came up in, or to another envelope you're using to protect the item. <br />
# Using the barcode associated with the item, check the item out in Sierra. <br />
#*You are then clear to paperclip all of the paperwork for this item together and tuck it into the yellow Special Collections folder. Please place the folder back in the top of the wire rack where you found it.<br />
# Open the record in Illiad and make sure that Allow Renewals is unchecked<br />
# Update in <code>Update Stacks Search Results</code> as normal.<br />
# Take the item to the UPS station and stamp it with the UPS stamp, then, around that stamp, note down all of the special conditions necessary for the item in red or similarly striking ink:<br />
#* '''Special Collections use only''' <br />
#* '''No Renewals'''<br />
#* '''Shipped in a Box by UPS/FedEx.''' <br />
# Make sure whichever student processes it, packs it securely in a box.<br />
# Paperclip the copy of the band, barcode, and any other relevant information together and file it in the Special Collections Folder.<br />
<br />
<br />
==== Duplicate Requests: ====<br />
Sometimes you receive two requests for the same thing at the same time. There are several ways to handle this. <br />
<br />
'''If the duplicate requests are from different libraries''', and we do not have duplicate copies of the item available, look at the requests and decide which to fill. Keep in mind that:<br />
* Libraries we have agreements with get priority: UVM and SMC, as well as the Phoenix Cart Schools (BBH, BTS, CBY, MTH, WEL, WCM).<br />
* If not from a library we have an agreement with, next default to the closest in physical proximity). <br />
* If schools are roughly equidistant, fill the request that came in first. <br />
<br />
'''If the duplicate requests are from the same library''', fill the first request that came in, and <code>Conditional</code> the other request as a Duplicate Request. <br />
* Remember to fill the ILL number into the text of the Conditional: "We have another request from you for the same item, IL:########. Please cancel this request." <br><br />
<br />
<br />
==== Routing Requests: ====<br />
<br />
ILLiad is comprised of many different queues that allow us to sort and track items as we process them. <code>Route</code> allows us to move items between those queues. <br />
<br />
The most commonly used queues in Lending are:<br />
<br />
'''Awaiting Lending Request Processing:''' where the new requests reside. These items have not yet been processed at all. See Loans and Articles for information on how to process this queue.<br />
<br />
'''Awaiting Proc. Searched''' where the system puts new requests it was able to find a match for. Much of the time requests that end up in here are perfectly fine to be moved along in the process, but the system is no match for human error. Be especially careful to watch for:<br />
* Requests that look to have more than one volume associated (i.e. call numbers mentioning multiple parts or volumes or tomes)<br />
* Items that cannot be lent, such as Restricted DVDs or certain Music Scores<br />
* Articles that the system has mismatched with books <br />
** Sometimes the system matches Standard Numbers used to identify periodicals with parts of book ISBNs. Be suspicious of articles that make their way into Proc Searched, especially if the title sounds more like a journal title, such as Addiction.<br />
<br />
'''Awaiting Stacks Searching''' where items from the previous two queues are sent once they have been matched to actual items in the stacks, or PDFs saved in Online Articles. Clicking <code>Print Stacks Search Items</code> in the upper Lending tab will print pick-up slips for all items in this queue and automatically route all items that have been printed into the In Stacks Searching queue. <br />
* If an item in this queue will not print, it is likely because it does not yet have an address associated with it. Open the request and follow the directions for Updating Addresses. <br />
* If you need to reprint a slip for an item, simply <code>Route</code> it back to Awaiting Stacks Searching and print again.<br />
<br />
'''Awaiting CD Printing''' where Lending requests that need stickers printed for them (i.e. requests for CDs, DVDs, BluRays, VHSs, or other media in such cases) are collected. When possible, save up to print in batches of six, but do not wait more than two days on any request. See Printing Stickers for more information on how to process this queue.<br />
<br />
'''Armstrong''' where items that need to be processed at the Armstrong Library are sent. Armstrong librarians will handle the processing from there in much the same way as if the items were in the Awaiting Proc Searched queue.<br />
<br />
'''In Stacks Searching''' where items that have had slips printed for them hang out until they are updated to shipped. A good way to make sure that no slips have been lost is to account for items in the In Stacks Searching queue. If you cannot find the item or slip associated with a request in the queue, <code>Route</code> it to Awaiting Stacks Searching and print it again. <br />
<br />
'''Awaiting EJournal Processing''' where all ejournal requests are sent to be processed. Once these items are processed, they are <code>Route</code> back to Awaiting Stacks Searching to be printed and sent. <br />
<br />
'''Request Conditionalized''' where all the Conditionals that have yet to be answered get collected. If an institution answers No to a conditional, it will sit in this queue until it is cleared. <br />
* Clear requests by <code>Route</code>ing anything with the OCLC status Record Not Found to "Cancelled by ILL Staff." <br />
<br />
'''Request In Processing''' where a list of all requests open in Lending are generated. If more than one person is working in Lending at once, this list will keep track of all the requests currently open.<br />
* If Illiad crashes, it will often abandon items in this queue. Be sure to check regularly for lost requests, especially if you notice items in process though you know you are the only one working on the queue.<br />
<br />
For a more detailed breakdown of how items flow through the queues, check out [https://prometheus.atlas-sys.com/display/illiad85/ILLiad+Processing+Flowcharts these official flowcharts.]<br />
<br />
==== Conditionaling Requests ====<br />
Conditionals allow you to send a question to the Borrowing Library in order to gain more information on the request. <br />
<br />
If the library answers yes to your question, the Conditional will reappear in your "Awaiting Conditional Request Processing" queue for further processing, often with added or updated information from the Borrowing library. If the library says no to your question, the request bumps on to the next library.<br />
<br />
<pre style="color: red">Borrowers CANNOT see any updates you make to the Lending Request window. If you want to communicate with them, send an email, or Conditional the request.<br />
</pre><br />
<br />
<pre style="color: red">Clover Borrowers have trouble accessing Conditional messages. If you want to communicate with them, send an email. Conditional only when you need to buy time.<br />
</pre><br />
<br />
Below are the most commonly used Conditional messages. When editing, try to be as clear and succinct as possible: <br />
<br />
'''Held in Special Collections'''<br />
* Used before sending out Special Collections items with special conditions. Do adjust the conditions between the asterisks as necessary.<br />
<br />
'''Fragile or Rare item'''<br />
* Used for items that are NOT Special Collections, but that may need similar use restrictions to Special Collections items. <br />
<br />
'''Duplicate Request'''<br />
* When you get two requests from the same school for the same item, note which one came in first and <code>Conditional</code> the latter with this reason. <br />
** Remember to supply the ILL NUMBER of the duplicate you want cancelled in this message <br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''Not as cited'''<br />
* Use this to inform Borrowers of incorrect citations. Wherever possible, correct their mistakes and provide alternate information to help them in their quest for information.<br />
<br />
'''Multiple parts'''<br />
* When patrons neglect to specify which volumes of a set they want, use this Conditional to elicit more information on which volumes to supply.<br />
<br />
'''Multiple parts - Insure'''<br />
* If the item requires insurance beyond the $100 provided by UPS, use this Conditional to ask for a specific amount (ex $200 or $300) of insurance, as well as ensure that the item will be carefully packed on its return. <br />
<br />
'''Electronic Journal'''<br />
* Use this to inform Borrowers of items not available online in any format, and to urge them to try hardcopies instead.<br />
<br />
'''Electronic Journal w/ holdings'''<br />
* If an E-journal holds only abstracts of articles, use this to alert the borrower and direct them to a different source.<br />
* If the Borrower has requested an "Internet Resource" OCLC record, they may not be aware of the narrow scope of the Internet Resource's holdings. If the holdings do not include their article, open this message and insert the existing range of the Internet Resource, then <code>Conditional Request</code>. <br />
<br />
'''Multi-region player required to view. Is this acceptable?'''<br />
* For Public or other tiny libraries, we try to warn before shipping out region-locked items that won't play on the average American DVD player. <br />
* Don't worry about checking in with Universities, Colleges, or large public libraries. <br />
<br />
'''Winter Break'''<br />
"We do not ship loans between Dec 15th and early Jan. Shall we update now and send in January?"<br />
* As the holiday season closes, shipping anything becomes dicey at best. This is why, though we're actually open after Dec 15th, we refrain from shipping anything out until after the holidays. <br />
* This Conditional allows Borrowers to look elsewhere for their items, or confirm that they want to place a request with one of our items regardless of the wait. <br />
<br />
'''Journal request w/o article or loan info'''<br />
* Use this when a request comes in for an entire journal run--often times the conditional will jump right back with a complete citation for an article or a range of dates for a loan request.<br />
<br />
'''Other'''<br />
* If none of the above apply to your situation, create a Conditional message of your own. <br />
<br /><br />
(If you frequently use Other requests for the same message that's missing from the above list, talk to Rachel about creating another Conditional to cover that message.)<br />
<br />
==== Cancelling Requests ====<br />
Cancelling Requests communicates to Lenders that we, for whatever reason, are unable to provide the material requested. This does not mean that the patron will not receive the material, just that they probably won't receive it from Midd. The request will move on to another school on cancellation, or if no other school is listed after us, will return to the Borrower for more work.<br />
<br />
When cancelling, chose one of the following reasons from the dropdown menu to explain why you are cancelling the item. This lowers the chances you will cancel something by accident, and also allows us to keep better statistics on ILL activity<br />
<br />
'''Checked Out''' <br />
* If an item lists a Due Date in its Availability field, then it is Checked Out to a patron. We do not wait for the item to return, but immediately cancel the request so it can move on to a different school.<br />
<br />
'''On Hold'''<br />
* If an item claims its status is ON HOLD in its Availability field, this means that a patron has placed a hold on the book, so it cannot be lent out via ILL. <br />
<br />
'''Non-circulating'''<br />
* This is used when an item is not allowed to leave the building. This generally includes rare, fragile, or difficult to replace items such as: <br />
** Abernathy ''Library'' items<br />
** M1 or M2 Music Scores<br />
** Restricted DVDs <br />
** Special Collections requests that have returned to ILL marked "No" (with or without smiley face)<br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''In Process'''<br />
* If an item claims its status is IN PROCESS in its Availability field, this means that it is either currently so new that it hasn't finished clearing cataloging yet, or it's down being repaired. Either way, it cannot be lent out via ILL. <br />
<br />
'''On Reserve'''<br />
* If an item claims its status is ON RESERVE in its Availability field, this means that it is on reserve for an ongoing class and therefore cannot be lent out via ILL.<br />
<br />
'''Language Material'''<br />
* During the Summer Language School (roughly May to mid-August), Books, Language Browsing, DVDs, and Audiobooks in the languages taught on campus, as well as learning and teaching materials for those languages, cannot be lent out via ILL. In order to save time, these items are cancelled instead of conditionaled. <br />
** As of Summer 2017, the following languages were taught at Midd: Chinese, French, German, Japanese, Hebrew, Portuguese, Russian, and Spanish. <br />
<br />
'''Reference Material'''<br />
* While Carrie MacFarlane can give permission for some Reference Materials to be lent out, there are times where such materials cannot leave the building. If the item cannot leave, and is marked Reference, use this reason to cancel. <br />
<br />
'''Not as Cited'''<br />
* ''Never use this without having first Conditionaled the request'' to tell the Borrower that the citation is flawed<br />
* If the conditional comes back around with a yes, but no additional or alternate information, <code>Cancel</code> the request to move it along to the next school in the lending queue<br />
* As RAPID requests do not allow Conditionals, for RAPID requests, use this in place of the conditional. <br />
<br />
'''Title Not Owned'''<br />
* This is used for when a borrower requests a physical item that we do not have. If you cannot find the item in Z39.50, MIDCAT, and WorldCat, chances are it is not actually in our collection. <br />
**If it appears we don't own the item requested, click into the OCLC tab and look for the check box in the Owned column. <br />
***If it is ticked, that means that our system shows that we have the item, even though we do not. Notify our system folk by going back to the Detail tab, then, on the ribbon above, clicking into the dropdown menu for <code>Send Notification</code>. Chose either Update MDY Holdings - serials (for any journals or periodicals) or just Update MDY Holdings for everything else. Once the form email pops up, edit it to clearly and succinctly explain the situation, then <code>Send</code>, and <code>Cancel Request</code> under 'Title Not Owned.'<br />
***If it is not ticked, simply <code>Cancel Request</code> under 'Title Not Owned.'<br />
<br />
'''Holdings END BEFORE this volume'''<br />
* If our holdings end before the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Holdings BEGIN AFTER this volume'''<br />
* If our holdings end after the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''At bindery'''<br />
* Use this to cancel any request for any damaged books, periodicals, scores, or other things that are bound and are being or on their way to being repaired.<br />
<br />
'''Lack volume/issue'''<br />
* If our holdings are simply missing the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Issue not yet received'''<br />
* If the request is contained in a physical periodical that we haven't yet recieved for the collection, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Lost'''<br />
* If the status of the item is LOST AND PAID, use this to cancel.<br />
<br />
'''Not on shelf'''<br />
* If the status of the item is MISSING, use this to cancel.<br />
<br />
'''Cancelled via Borrowing Library'''<br />
* If the Borrowing library cancelled their request (generally resulting in an OCLC status of Record Not Found), use this to cancel.<br />
<br />
'''No access online'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''No access online - article'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''Other'''<br />
* If NONE of the other Cancel conditions here suit the situation, please type in your own reason for cancelling and use this to cancel.<br />
<br />
'''Offsite'''<br />
* If the item is located in the Career Center, the Chamberlain’s Office, the Davi'''son'''/Breadloaf Library, Mills, or Spiritual and Religious Life Center (SRLC), or Twilight, use this to cancel. We cannot lend items outside the Davis Family and Armstrong libraries without special permission.<br />
<!--<br />
<br />
:*A Umatic Video: The 3/4” umatic videos are the large format videos shelved with all the audio cassettes. They need a special player to be viewed and most of the ¾” are a part of an expensive collection of video art that cannot be re-circulated by terms of purchase.<br />
<br />
:*Media that are out of print, expensive to replace, rare, needed by language school, etc. <br />
<br />
:*An electronic resource (e-books). Some CD-Roms can circulate, and we can also obtain articles from them.<br />
<br />
:* Chamberlain’s Office (150 non-circulating books, email Ellen McKay for special permission) his is a comment --><br />
<br />
==== <br>Requests that need Special Permission/Additional Clearance to Lend: ====<br />
<br />
Some items need permission to leave the library. Generally speaking, if an item is undamaged and it is retrieved from regular stacks, Faculty Author Collection, VT Collection, or Browsing, it is okay to go out.<br />
<br />
(Terry can be CC’d for any and all requests in the event of an absent librarian)<br />
<br />
<blockquote>Remember that the following are ALWAYS <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* Reference Materials pertaining to the GRE</blockquote><br />
<br />
<br />
# For '''oversized or apparently expensive media,''' check online databases like Abe Books or Amazon to see 1) if an item is replaceable and 2) how replaceable it is. <br />
#* If LESS than 100 dollars to replace, it is okay to send via UPS. <br />
#* If MORE than 100 dollars to replace, check with Rachel and Conditional asking that the Borrowing Library insure the package for an amount of money (in a multiple of 100) that will cover replacement of the item. <br />
# '''Microform''' can go out for up to 6 pieces at a time without any kind of special permission. However, before they can leave the library they must be catalogued and a dummy item must be put in place to account for its absence in the stacks. <br />
#* '''Cataloging Microform Items<br />
#** If there is no barcode on the item, grab one from the Borrowing Check-In station and attach it to the inside flap of the microfilm box or the container for the microfiche<br />
#** Open <code>Cataloging</code> and log in with Initials: circcat and associated password<br />
#** Once sure that Index: is set to "t Title," type in "ILL book L" and hit <code>Search</code><br />
#** Click <code>Attach New Item</code> <br />
#** Scan the barcode in next to b Barcode, then hit <code>Next</code><br />
#** Arrow over three times, then scan or type the TN in next to v Volume, then hit <code>Next</code><br />
#** Type all the Title, Film Number, and Range information from the item being lent out into the c Call No. field, then hit <code>Next</code>. This should close the pop up dialogue and bring you to the New ITEM window. <br />
#** Check over your information, edit as needed, then hit <code>Save</code> button at the top of the window.<br />
#** If you've further items to catalog, click over to the Summary tab and <code>Attach New Item</code> again. <br />
#* Remember to delete the item record on its return by pulling it up in Cataloging and highlighting the record, then hitting <code>Delete</code>, then <code>Yes</code>. <br />
#Most of the time, '''Foreign Language Items''' are fine to go out. However, during the summer, check with Sue Driscoll to make sure the items are not needed by the language schools before letting them out. <br />
# Request slips for '''Special Collections/Abernethy Materials''' should be brought down and handed over to someone in Special Collections for permission to scan/loan. <br />
# '''VT Collection Locked''' - Ask Danielle Rougeau or Andy Wentink<br />
# '''Gov. Docs Locked''' -Ask Ginny Faust<br />
# '''Bound or Current Periodicals/Serials''' -Ask Arabella Holzapfel<br />
# '''Reference Materials''' or '''Atlases''' -Ask Carrie Macfarlane<br />
# Unusual or Rare looking '''Music Library Items''' – Dan Frostman<br />
<br />
==== Archival Items Requested ====<br />
If the request is for a book that is older than 70 years old, it's in the Public Domain and can be shared digitally without copyright restrictions. Stacks and Special Collections hold many of these. We can first check to see if Internet Archives holds the item, and then provide this information (or the pdf) to the requesting library. If we own it and Internet Archives does not have it, we can check with Special Collections regarding using our Book-Eye scanner to scan the item and uploading it to Internet Archives. The best time for us to take on projects like this (for entire books) is summer, or during other slower periods.<br />
<br />
=== <br>Printing Pull Slips: ===<br />
<br />
Any requests you want to print should be waiting in the Awaiting Stacks Searching queue. These are ready to be printed off into book bands and article slips <br />
<br />
#To print, in the upper lending tab click <code>Print Stacks Search Items</code><br />
#A ILLiad Printer Settings prompt will appear where you can select the name of your printer (\\walnut\P0163) <br />
#* At the top of this prompt is an option to "View merged document before printing." If you want to print without further editing the slips, uncheck this box, then hit <code>Print</code>.<br />
#* If you need to edit or view the slips before they print out, check "View merged document before printing," then hit <code>Print</code>.<br />
#** This will open your slips in Microsoft Word. View or edit as necessary, then print as normal by using the CTRL + P shortcut, or going to File-->Print. <br />
#*<pre style="color: red">Be aware that you will get one ILLiad Printer Settings prompt for loans and one for articles. This can mean that you will see two prompts even if you only hit Print Stacks Search Items once. </pre><br />
#Once the slips have been successfully printed, cut them in half on the guillotine using the labeled stickers and arrange on the pick-up table in Kat's office. <br />
#* Sort into three piles separated by floor, laying items in A to Z format with the beginning of the alphabet on top of the pile and the end at the bottom.<br />
#** Highlight any unusual information, such as non-stacks locations (Browsing, Oversized, VT Collection, etc) or volume indicators.<br />
#** Highlight citation info and location on article requests, to aid in looking up the articles when in the stacks<br />
# Close out of all open Word documents without saving<br />
<br />
<blockquote>To reprint requests, click the circular icon at the top left corner of the main ILLiad Client screen and select <code>Print Sessions</code> from the drop down screen. <br />
*Use information in the Process Type and Print Type columns to guesstimate which file in the list is the one you want to reprint, the double click that item.<br />
*The ILLiad Printer Settings prompt will appear. Check "View merged document before printing," then hit <code>Print</code>.<br />
* Click into the Word document that opens and confirm that the slip you want is in the open file. <br />
** If not, return to the Print Sessions screen and try double clicking into another file until you find the one you want<br />
* Once you've confirmed that you have the right file, print as normal by using the CTRL + P shortcut, or going to File-->Print.</blockquote><br />
<br />
=== <br>Printing Sticker-style Pull Slips: ===<br />
# In the Lending queue, select "Awaiting CD Printing"<br />
#* Select in groups of 6 and <code>Route</code> to "Awaiting Stacks Searching"<br />
# First, print the pick-up slips to file:<br />
#* In the Upper Lending Tab, click <code>Print Stacks Search Items</code> (just as you would to print other pick-up slips)<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected<br />
#* Click <code>Print</code><br />
#* Minimize the Word document that pops up with your loan slips<br />
# Open the sticker template and merge it with your pick-up slips<br />
#* Open the "LendingLoanLabels_Barcode" Word doc (saved in the top right of the desktop)<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# Manually edit the labels to fit within the sticker space<br />
#* The stickers import all information, despite their limited space. Make sure that, other than contact info for the Borrowing institution, all other fields have one line or less of information.<br />
#* Make sure you have enough information left for students to be able to locate the item--slightly overlarge prints are not the end of the world<br />
# Print the labels<br />
#* Pull the "Scanned Materials" cart out of the way and open the feed tray on the right side of the printer.<br />
#* Put labels on right tray of P0163 facing down<br />
#* Back at the computer you're printing from, <code>Print</code> the edited sticker labels<br />
# After SUCCESSFULLY printing stickers<br />
#* Close all open Word docs without saving them<br />
#* Highlight call Number and "Please Return by UPS" fields on each sticker<br />
#** For ease of pickup, use different colors to differentiate different media types, (i.e. blue for DVD/BluRay, green for CD, and pink for VHS)<br />
#* Place with other pull slips on the Pick-up table<br />
<br />
=== Picking up Requests for Lending ===<br />
<br />
Once slips have been printed, and are put in order, they are ready to be picked up from the stacks.<br />
<br />
There are several types of pick-up slips:<br />
<br />
# Long skinny slips (ILL loan request)<br />
# Short slips (ILL article request)<br />
# Blue sheet with writing on only left side of page (Document Delivery request)<br />
<br />
<br>Loan Requests:<br />
<br />
*For loan requests, make sure the call numbers on the band exactly match (pay special attention to the year and edition of the item) the item they're banded to. Also be sure to collect all volumes of a series, unless the Borrower specifically requests otherwise.<br />
<br />
*Once a loan is found, stick the slip inside the book (or other loanable material), and bring to Kat's office for banding.<br />
** If the item is smaller than the band, feel free to trim down the band so long as the barcodes remain scannable.<br />
<br />
<br>Article Requests:<br />
<br />
*Most article requests can be found in Bound or Current periodicals, but some may be chapters of books or articles from microfilm or microfiche. <br />
**If a citation for an article request appears to be incorrect, (for instance, the volume and year do not match) investigate both and see if you can find the correct journal the patron desires. Patrons have a tendency to have the incorrect volume number, but the correct year in most cases. <br />
**If you are still unable to find the article, you may want to try entering the article title into Google to see what you can come up with. <br />
* When the journal is found, place the slip inside the item, marking the page the article begins, and bring it back to the ILL department. Leave the item on the table to the left of the big printer/scanner.<br />
<br />
<br>If you are Unable to Locate an Item…<br />
<br />
* If you have trouble locating an item, check on nearby shelves to see if it was shelved incorrectly. <br />
** If you cannot locate it on its usual shelf, check the Re-shelving areas in the stacks and behind the Circulation Desk for the item.<br />
** If you have time, try checking sections that it could have been sent to by mistake. For instance, if it looks like a fiction book, try Browsing or if it's a foreign language browsing item, try the language collection instead. <br />
*** Commonly confused sections:<br />
**** Browsing and Regular Stacks (particularly PS)<br />
**** Art (N) and Oversized<br />
**** Reserves and Regular Stacks<br />
**** Language Collections and Language Browsing <br />
**** Browsing and Browsing Graphic<br />
<br />
* If you have no luck, write “N.O.S” for “Not on Shelf” on the slip, with the date, and your initials. <br />
* If two people have searched and been unable to locate the item, bring it to Todd for a deeper search.<br />
<br><br />
Bring all items to be loaned to Kat’s Office for banding and further processing. Place items to be scanned on the table next to the Printer/Scanner/Copier in the ILL workroom.<br />
<br />
<br><br />
<br />
=== Processing Lending Materials that have been Retrieved from Stacks ===<br />
<br />
==== <br>Checking out in Sierra: ====<br />
<br />
Before the items are packed to be shipped, they must be checked out to their respected Borrowing Institutions in Sierra's <code>Check Out (Circulation Desk</code>) function. To look up a library, make sure Sierra is in the “Circulation Desk” mode, and type “nill(space)(School Code)”<br />
<br />
# Some school codes have multiple addresses - if so, double click the address that matches the one on the band.<br />
# Even if the school code does take you just to the one address, check that the address in Sierra matches the address on the book band.<br />
#* If the address does not match any addresses that pop up in Sierra, see "Adding a New Library to Sierra" below<br />
#Once you've confirmed the address, proceed to scan the item's Middlebury Barcode (not the barcode on the book band) to check the item out to the Borrowing Institution.<br />
<br />
=====<br> Adding a New Library to Sierra=====<br />
<br />
'''To make things faster, pull up the item you want to check out in ILLiad, then pull up the Lender Information window using the <code>...</code> button in the upper right part of the Lending Request window. You will need to know the email, mailing address, and phone number for the school, so if any of those fields are lacking, go ahead and pull that info from the OCLC Policies Directory (use the little globe button at the end of the Symbol field) and copy/paste it into the appropriate fields, then <code>Update</code> the record to save your changes.'''<br />
<br />
'''Keep this information handy so you can copy/paste it into Sierra in the steps below.'''<br />
<br />
# In the Circulation window, navigate to the top of the screen and click <code>New</code>.<br />
# A pop-up window should appear:<br />
#* For "Expiration Date," don't type anything, just click <code>Next</code>.<br />
#* For "Patron Type," type 150, which should autofill to "150 Midd. ILL," then click <code>Next</code>.<br />
#* For "Name" type in "ILL, " followed by the school code you're adding, then click <code>Next</code>.<br />
#** Ex: for a new VSS address, type "ILL, VSS" <br />
#* For "Email," enter the email for the code, then click <code>Next</code>.<br />
#* For "Address," enter the library's entire address, starting with the LIBRARY NAME (not ILL, not the school code, not ATTN: someone important--the Library's name) and ending with the Zip Code, then click <code>Next</code>.<br />
#** Create new lines by holding the Shift key down and hitting Enter at the end of one of the previously existing lines (or Right Click and "Insert Line")<br />
#* For "Barcode," reenter the school's address information, all on one line. Then click <code>Next</code>.<br />
#* For "Unique ID No.," don't edit anything, just click <code>Next</code>.<br />
#* For "Telephone," enter the library's telephone number, targeted to the ILL department if possible, then click <code>Next</code>.<br />
#* For "Note" don't edit anything, just click <code>Next</code>.<br />
#The pop-up should disappear, leaving you with a window displaying all the information you just entered.<br />
#* Erase the "Note: Manually added patron" line from the record.<br />
#* Glance over to make sure all of the information fields are filled in. <br />
#* Click <code>Save/Close</code> or Ctrl + S.<br />
# This should take you to the record you just created. You are all set to check items out to this record now.<br />
<br />
==== Updating in ILLiad: ====<br />
<br />
<br>-Begin by selecting the “Lending” tab on the upper-most level of tabs and the select “Update Stacks Search Items” from the Menu.<br />
<br />
:*To update each item from “In Stacks Searching” to “Shipped” status, simply enter the Transaction Number or ILL Number listed on the book bands.<br />
:::-The Information associated with the request number will import into all fields, and you then select the <code>Mark Found</code> button.<br />
<br />
:*After you mark and item as found, the screen will clear again, and you can proceed to update the rest of your items.<br />
<br />
:*When you have finished marking everything as found, you can close the screen by hitting the “x” on the “Update Stacks Search (Lending)” tab, which will bring you back to the Main Screen.<br />
<br />
:*Back at the Main Screen, you can choose to print Shipping Labels for your books by selecting the “Lending” tab on the upper-most level of tabs, and then selecting <code>Print Shipping Labels</code> from the Menu Options.<br />
<br />
:*After you have selected “Print Shipping Labels” a Printer Settings Box will open, from which you can select the printer you would like the labels to print from. Select a printer and hit “Print.”<br />
:::-The template for your Shipping Labels will automatically open. Print off the labels and close the Word Document without saving.<br />
<br />
:::*In the “a Address” field, enter the address of the Borrowing Institution, located on the bottom of the book band. Use the following format:<br />
<br />
:::::-Name of University Library-ILL Street Address City, State, Zip<br />
<br />
:::::-(type: “ctl +k” to add a line in the address field)<br />
<br />
<br>Then keep hitting the “Next” button to skip the rest of the fields, until you are able to save the new address. After you’ve saved, you can check out the book as usual.<br />
<br />
<br><br />
<br />
=== Ejournal ===<br />
<br />
Ejournal processing- full procedure<br />
<br />
<br />
#From the “main” tab in ILLiad, click over to the “lending” subtab, and double click “awaiting Ejournal processing”.<br />
#Find articles by double clicking their entry and then using Serial Solutions Search, Midd A-Z, Google, or a combination. If you find the article, save it in Online Articles as its TN, and make sure to enter “Online” (there’s a keyboard shortcut) in the “call number” bar on the top-ish right side; if you don’t find it, write either “not found” (if you really couldn’t find it anywhere) or “no access” (if you can see it but not download it), maybe with a brief reason (e.g. “no access- wiley” or “no access- too recent”).<br />
#Once you have found all the articles you can, highlight all the ones that are “Online”, and from the bar at the top of the ILLiad window select <code>Route</code> (the green arrow) and in the drop-down menu select "Awaiting Stacks Searching”.<br />
#Tab over to “Lending” (not the “lending” subtab, but the big tab at the top) and hit <code>Print Stacks Searching</code>. When the printer screen pops up, make sure it’s printing on the big main printer. <br />
#*If a second printer screen pops up, hit print on that one as well - bring any pull slips that print to a supervisor.<br />
#Cut up the printed pages so that you have a stack of half-page pullslips.<br />
#Scan the pullslips into the computer (load them into the top copying slot as the sticker indicates, then select <code>ILL scan</code> and make page size the wider than tall version of “LTR R” by selecting “Page Size Auto”. Start the scan by hitting the big green start button).<br />
#Open the scanned pullslips in Ecopy through the desktop icon “shortcut to Arielscan”. The pullslips should be a tif file at the top of the queue (check the time stamp) with a long string of numbers as the filename.<br />
#Your pull slips will likely be sideways, so “select all”, then rotate them till they’re right-side up. Hit the “view all” button, then manipulate the window until you can see two pullslips per row, to the far left of the larger Ecopy window.<br />
#Use the paper versions of the pullslips to open up each article one by one (hit “open” in the toolbar, then scan the TN into the “Online Articles” folder). Get a given article into “view all” format, then manipulate the window so it’s to the right enough that you can see your pullslip window. Manually pull the correct pullslip into your article as page 1. It’s important to keep your paper pullslips in order so that you don’t have to worry about which pullslip you’re pulling over. You should always double check though!<br />
#Once the pullslip is in the article, hit “save” in the Ecopy toolbar—this will save the article plus pullslip again in “Online Articles”. Then, do “file save as” to save the article in “Ariel Scan”. ***Note: Make sure you’re in the correct “Ariel Scan”—you want the one under the C drive (C:), not the one you got your pullslip file from!<br />
#Repeat this process until all of your articles are re-saved with pullslips in “Ariel Scan”.<br />
#Open up Odyssey Helper (the login is the same as for ILLiad) and check to see how many of your articles are listed. Once you’ve separated out the ones not on the list, try refreshing to see if they pop up. If you think you’ve got all the ones you’re going to get, hit the “process” button. If any say “failed”, try again, and if it still doesn’t work, add to the pile of articles that didn’t appear in Odyssey Helper. Divide these into RAPID and not.<br />
#For the non-RAPID articles, open up ILLiad and scan the TN in the home bar. Once the window opens up, select “OCLC AE”, then hit “browse” and select your article. Select “drop file”, and you should be returned to the “detail” window. Hit “ctrls” to save the new information, then choose “send email article exchange” at the top. Send the email (“send” button), and when you leave that window, make sure you “mark found” (top left). You will be exited out of the window.<br />
#For RAPID articles, go to the RAPID website (it’s bookmarked) and enter the password information on the wall behind the computer. Reenter eCopy and save your article as its ILL number (not the TN, as you were doing before). Return to the RAPID website, and on the left-hand sidebar under “lending actions” select “RapidX”. In the window that opens up, under “RapidX actions”, select “Send Rapid Request”, and then hit “choose file(s)” in the pop-up window. Choose your article file with the new number. And that’s about all you have to do for RAPID! Just make sure you always check if something is RAPID or not, because while you can send RAPID articles by Electronic Delivery Utility, you can’t send them by Article Exchange. So if it doesn’t work in EDU, you’ll have to go this route instead of doing AE.<br />
#Once you’ve sent all of your articles, log (on the sheet by the BookEye) how many you sent by OH, and then individually log any that you sent by AE or RAPID. Note the same on the slips, and then put them in the folder to the right of the BookEye. And you’re done!<br />
<br />
After the Ejournal process:<br />
<br />
Go to Electronic Delivery Utility<br />
# Log in with your ILL credentials<br />
# Note how many articles pop up<br />
#* If number doesn’t match up with how many articles you have, go through and put aside which ones don’t show up!<br />
#Click “Process”<br />
#*If articles show up as failed, try re-processing a few more times—they should go through. If not, combine with the articles that did not show up.<br />
#Write down how many articles went through on the ARO tracking sheet. On the topmost article, write “OH” (stands for Odyssey Helper) followed by “x [number of articles] ” (this way you don’t have to write OH on all the articles. <br />
<br />
For the articles that did not get processed:<br />
<br />
Go to ILLiad Client<br />
#Log in with your ILL credentials<br />
#Go to the Lending tab<br />
#*Click “Update Stacks Search Results”<br />
#*Scan Transaction Number barcode or type it in<br />
#*Double click it to open<br />
#*Once transaction profile pops up, click the OCLC AE tab.<br />
#Browse for the file, drop it, and save/send.<br />
#*Go back to the Detail tab<br />
#“Send notification”<br />
#“Article exchange” and send the email<br />
#“Mark found”<br />
#Go to the ARO tracking sheet and follow the process for OH, but write “AE” (stands for article exchange) on the slips.<br />
<br />
=== Processing ALA Requests ===<br />
<br />
ALA requests are either sent via mail, email, or phone because these libraries do not have OCLC access. We can manually submit requests for ALA libraries in ILLiad, and then instruct them in how to submit a request through our lending web pages electronically in the future.<br />
<br />
:*First, check to see if the address of the ALA library exists in ILLiad. Search for the library by Name or Address in the “Search Addresses” search fields located on the upper right of the ILLiad home page.<br />
<br />
::::-If the ALA library exists in ILLiad, a window will open up with their address/contact information. You can select the “Add Request” button at the top of the screen to manually add the request.<br />
<br />
::::-If the ALA request is from a library without an existing record in our system, you must add the address in ILLiad.<br />
::::*Begin by selecting the “Lending” tab located at the top of the ILLiad Home Page.<br />
<br />
::::*Then, select the “Address” button at the top left of the Lending Page.<br />
<br />
::::*Here, you can add the symbol of your choice, if the symbol is not currently being used by another library. You can search the OCLC Policies Directory for the symbol you have in mind, if there are no results, you are free to use that particular symbol.<br />
<br />
::::*Add the symbol and the address/contact information of the ALA library. When you are finished, click the save button in the upper left corner.<br />
<br />
:*When you have saved the address, you will be able to select the previously grayed-out options. Select “Change Password” to set the ALA Institution’s ILL Lending WebPages password. Set the password to “ill”.<br />
<br />
:*After the password is set, select “Add Request”<br />
<br />
:::-A Request Form will open up with ALA library address info attached. Fill in the Article or Loan Info (Title, Author, Call Number, etc.) and check off “Article” or “Loan”, then save the request. The request will be moved into the “Awaiting Lending Request Processing” queue.<br />
<br />
For their future use, we can email the ALA library the link to our online catalog/request form so they may send their requests to us electronically. This is the link to our lending web pages:<br />
<br />
http://ill.go.middlebury.edy/Lending<br />
<br />
::-You can send a personalized email, or call up the request and select “Lending WebPages Intro, e-mail” in the “Send E-Mail” drop down menu.<br />
<br />
::-From here, any borrowing institution without OCLC access can submit requests to our library electronically which will pull into our “Awaiting Lending Request Processing” queue along with regular OCLC requests.<br />
<br />
<br><br />
<br />
'''If Unable to Lend Requested Item''':<br />
<br />
::-If the item requested via ALA form is a non-circulating item, contact the school by email, phone, or fax and let them know the reason we are unable to fill their request. Do the same if the request must be conditionalized for some reason.<br />
<br />
<br><br />
<br />
=== Granting Renewals ===<br />
<br />
Generally, we will renew an item up to seven times in a row, or until the item is put on hold or recalled for use on campus. For Lending renewals, the Sierra due date should ALWAYS be one month AFTER the ILLiad due date to allow for time in the mail. <br />
<br />
'''Normal Renewals:'''<br />
Most of the time, Lending renewals are very simple. Click into the “Awaiting Renewal Request Processing” queue daily, and/or whenever it appears, for items that need to be renewed. You will want to have a Sierra window open next to your ILLiad window. <br />
<br />
For each request that appears, do the following:<br />
<br />
In Sierra:<br />
* In <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing Library's circ account by entering nill, then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
** If a pop-up appears offering different accounts, scroll through until you find the matching library, then double click that library to enter its account.<br />
* In the Checked-Out Items tab, locate the item and select it.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
* Manually extend the original due date by roughly one month and click <code>OK</code>, then <code>Override</code>, then <code>OK</code><br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* Click <code>Yes to Due Date</code> and the request should automatically route itself back to Item Shipped.<br />
** If you want to see what date ILLiad plans to renew to, hover your cursor above the <code>Yes to Due Date</code>--the date should appear. Make sure that the ILLiad due date is one month BEFORE the Sierra due date. <br />
<br />
<br />
'''Holiday Season Renewals:'''<br />
Because of the holiday shipping ban and the long holiday library closing, Renewals placed in the last month of the year have to be manually updated to avoid due dates landing during our non-operational times.<br />
<br />
In Sierra:<br />
* In the <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing library's Sierra account by entering nill then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
* In the Checked-Out Items tab, Locate the item and select it, without clicking the record details open.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
*Manually extend the original due date by roughly one month UNLESS that date would fall between Dec 15th and Jan 2nd. If it falls during that space of time, either pull the due date back to Dec 15th or extend it beyond the 2nd, as you decide for the season. As before, click <code>OK</code>, then <code>Override</code>, then <code>OK</code> to finish the Sierra Renewal.<br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* In the Due Date field to the right, manually update the due date to be at least one month out from the current due date. If this would put the due date in the middle of the no-go time (Dec 15th-Jan 2nd), extend it as you did for Sierra. <br />
** Remember to keep Sierra and ILLiad dates roughly one month apart, with the ILLiad date coming due first. <br />
* Click <code>Yes</code> and the request should automatically route itself back to Item Shipped, using the due date you provided instead of an automatically generated one.<br />
<br />
<br><br />
<br />
=== Address Maintenance ===<br />
<br />
There are several different ways that our borrowing libraries give us update information. Things to watch for include:<br />
<br />
:*In the Lending queue, Awaiting Requests Processing. If the Library Code has several addresses, or if there's been a change (i.e., the borrowing request library information doesn't exactly match our Illiad address information for them), a window will pop up. Here we verify the address information by selecting the appropriate address, if there are more than one for that code, and by making changes to any part of the address, updating Odyssey, Ariel, email address etc. We hit the 'Update' button, then 'Select'. OR if the address is brand new, we complete the Illiad information using the borrowing request information, and hit the Add' button, and then 'Select'. This will get us back to the actual request.<br />
:*A library may communicate changes via&nbsp;email, or include this updated info with a book.<br />
:*We may be alerted to an email&nbsp;change when our email to them bounces back. Then we can go back to the recent 'borrowing request' to verify the email address, or we can go to their OCLC Policies page. From here we update in 'Illiad addresses'.<br />
:*Any Odyssey address changes made in Illiad will be picked up by Odyssey. Ariel address changes need to ALSO BE CHANGED&nbsp;IN&nbsp;ARIEL. This is done in Ariel-Lending- Address Book.<br />
<br />
Video tutorial:<br />
<br />
[http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv]<br />
<br />
===Microfilm Instructions on Printer===<br />
<br />
[http://mediawiki.middlebury.edu/wikis/LIS/images/d/d5/Microform_Scanning_Guide.pdf Microform Scanning Guide]<br />
So, you've located your reel of microfilm in the movable shelves in the back left of the library. Here are instructions on how to extract the words from its honeycomb:<br />
<br />
'''1.''' Turn on the microfilm machine with the switch located usually on the right side of the body of the machine. Turn on the printer with the switch located at the bottom of the front of the machine.<br />
<br />
'''2.''' Fit the reel of microfilm onto the left-hand spool of the machine, making sure the reel is flush against the wall. The film should feed from the top of the reel, to the right.<br />
<br />
'''3.''' Using your fingers, feed the film over the top of the reel, guiding it underneath the two black rollers. Continue manual feeding until the end of the film is directly under the lens.<br />
<br />
'''4.''' Press the blue button on the right side of the top of the tray to engage the auto-thread, “0000” will appear on the little screen next to the blue button when the film has threaded completely. Watch to ensure that the film has begun to feed onto the empty reel to the right.<br />
<br />
'''5.''' Use the “Navigator” dial to move the film forwards or backwards.<br />
<br />
'''6.''' Once you have found your article, you must make it fit within the white markers on the screen legibly. Adjust the image using the tray slider and the three dials above the lens. You can change the direction of the text using the top dial, the size of the text with the middle dial, and the focus with the bottom dial. You can center the image within the white markers on the screen using the “Tray Slider".<br />
<br />
'''7.''' Push the green button to print.<br />
<br />
'''Contrast''': On the control pad to the right of the microfilm machine there are two arrows that adjust between an image of one white half moon and one black one. This is the contrast. If the page you've printed looks dark and murky or illegibly faint, adjust the contrast a couple clicks and try printing the page again.<br />
<br />
'''8.''' When you have printed your entire article, leave it with the pull slip next to the copier to be scanned.<br />
<br />
<br />
=====MicroFAQs=====<br />
Q - "Help! I found the article I need, but the printer won't work! And the print button is blinking. What should I do?"<br />
<br />
A- "Ah! Common problem. While leaving the film exactly as it is, turn off the microfilm machine and then turn it back on again. The printer will take a few seconds, make a couple humming noises and then the light will probably stop blinking and you will be able to print."<br />
<br />
Q - "Ugh! There is this mysterious black shape covering up some of the text so that a very important part of the article is illegible. Is this bad karma? Or the library ghost that Todd talks about sometimes?"<br />
<br />
A - "No. Well, maybe. We don't know why that happens, but all you have to do is push the gray plastic "tray" forward and back again, and the black shape should be gone, or at least moved to a part of the film that is not as critical."<br />
<br />
Q - "The text is dark and hard to read on the screen, and when I print it, one diagonal half of the page is too dark while one is too light to read. Why is microfilm so terrible?"<br />
<br />
A - "Microfilm is actually an extremely efficient way to store information and make it easily accessible to our patrons. It sounds to me like perhaps the lens of the machine isn't pushed all the way in. Try pushing forward on the black handle/lip of the lens. It should snap into place and everything should look brighter for you."<br />
<br />
Q - "How come every time I print from a microfilm machine, my article comes out like a folded up child's accordion."<br />
<br />
A - "I know. And I'm sorry about that. There's not a quick fix. You can try taking some of the paper out of the printer. You can try using paper that's not recycled. Bottom line is that sometimes those printers do that, and you have to be patient with them.<br />
<br />
Q - "It looks like there's a thread or a hair or something on the article and I can tell that it's not on the actual film and is a problem with the machine. It's really annoying."<br />
<br />
A - "It sounds like the glass plate below the lens has popped out. Try carefully removing the lens and setting it to the side. Fool around with the small glass plate. It should sit flat so that the film can run over it smoothly. Sometimes it's even upside down. Who knows why. When you replace the lens, make sure to (gently!) push it all the way back in until it clicks."<br />
<br />
Q - "No matter how much I adjust the contrast, everything I print looks very faint."<br />
<br />
A - "The toner might be low. If you think that might be the case, check with Todd. He is helpful in these types of situations."<br />
<br />
Q - "The printer won't work, there's enough paper in the tray, there's no paper jam, I tried that thing about the blinky light, and nothing has helped. What should I do now?"<br />
<br />
A - "It's possible that the printer is confused about which paper size is supposed to be in the tray. Open up the paper tray and check the small wheel on the edge of the drawer to make sure that it specifies "LTR" as the paper size."<br />
<br />
Q - "My article looks good, but I had to waste so much paper trying to get the contrast right, and I can't even print on both sides of the page. Aren't we trying to go green here? Why can't I just scan the microfilm image directly to file, like a civilized and conscientious member of the 21st century?"<br />
<br />
A - "Try using one of the newer machines! They're hooked up to computers on the main floor out by the microfilm stacks."<br />
<br />
===Microfilm Instructions on Computer===<br />
<br />
1. Log into the computer. Username: *** and password *****<br />
<br />
2. Turn on the ViewScan machine by pressing the “up” arrow on the power button on the right-hand side of the base.<br />
<br />
3. Thread the machine:<br />
:<br />
:a. Place the reel on the left spool so the microfilm is coming over the top<br />
:b. Guide the film under the first white roller, between the lens and the glass<br />
:c. Pull the film under the second white roller, and tuck it into the slot on the take up reel<br />
<br />
4. Double-click on the ViewScan icon (looks like a small robot) to open. You should see a dusty gray backdrop. If not, make sure the light in the machine is on and that you are in the “browsing” tab of the application.<br />
<br />
5. Find the article you want<br />
:a. To scroll: use the arrow buttons on the machine or the computer. The red ones advance and reverse quickly, and the white do the same more slowly.<br />
:b. Move horizontally by manually shifting the topmost tray<br />
:c. If text is blurry: click “focus in/out” buttons.<br />
:d. Change size: use the buttons next to focus in/out to zoom slowly, or the magnify button to make a more drastic change.<br />
:e. Rotate text: use the round green arrows that say “rotate left/right” or the vertical flip, which rotates the page 180 degrees.<br />
<br />
6. Adjust the image<br />
:a. Zoom in as close as possible until the article or some chunk is as large as possible while still completely visible<br />
:b. Adjust the focus the article looks as clear<br />
:c. To straighten: using the “straighten” tool, draw a blue line (preferably on an existing line) that would be vertical if the film were perfectly straight. The program will automatically adjust the film.<br />
:d. Click on the “adjust image” button and adjust the brightness, contrast, and sharpness as necessary<br />
:e. If one particular area (a picture, for example) still looks fuzzy, this may be adjusted later<br />
<br />
7. Switch to the cropping tab<br />
<br />
8. Select “addition tool” and draw a box around the are you would like to scan, or the “subtraction tool” to remove unwanted areas<br />
<br />
9. Click “scan selection”. The scanned images will appear at the bottom of your screen.<br />
<br />
10. To adjust a single area of an image<br />
:a. single click on the image<br />
:b. select “target area enhancements”<br />
:c. select “add new enhancement area”<br />
:d. draw a box around the area you want to enhance and adjust as necessary<br />
:e. exit the enhancement box (note: your enhancements will not appear on the thumbnail at the bottom or on the preview in the print/save dialog box<br />
<br />
11. To delete an image, single click on it and select “delete captured image”. Saving the article will save all images, so be sure to do this for anything you don’t want.<br />
<br />
12. Save the article<br />
:a. Click the file tab<br />
:b. Select desired file type, fit, and resolution settings<br />
:c. Save as the transaction number (TN) to the desktop<br />
:d. Drag the file to the “Online Articles” folder, making sure before doing so that no extra characters have been added to the file name<br />
:e. Write OF on the coversheet and return it to the ILL office<br />
<br />
13. Close ViewScan, which will delete all remaining images, remove the microfilm from the spools, and turn off the ViewScan machine. Log off the computer, and put the microfilm box in the basket by the maps.<br />
<br />
=== Processing Books for Bread Loaf - New Mexico ===<br />
<br />
General Information:<br />
<br />
::Contact: Karen Browne - Karen_Browne@breadnet.middlebury.edu. In Sierra, check books out to: n ill BREAD LOAF. Books due: Sept. 3 Ship Via: UPS<br />
<br />
::Ship to Karen Browne, Bread Loaf School of English, c/o Saint John’s College Library, 1160 Camino Cruz Blanca, Santa Fe, NM 87505<br />
<br />
<br><br />
Lists are prepared by Kellam.<br />
<br />
:*Pick up items in the stacks. Pay special attention to the desired year and # of copies needed.<br />
<br />
:*Check off on the list, books that are found. Mark or highlight books not found.<br />
<br />
:::-Missing books need to be searched for extensively<br />
<br />
:*If items are checked out, Kellam will recall them. If checked out in ILL, we recall them.<br />
<br />
:*Kellam submits items we do not own or that are lost, as well as items that need updated editions, for ordering.<br />
<br />
:*Mark the spines of each book with a color-coded sticker to indicate which course the book will belong to. Create a “Sticker Key” for Karen to follow. Include a key in each shipped box and include hard copies of the course lists in “Box 1” to serve as packing slips. Write down the number of books on the top of each packing slip and note which ones are missing/on order, etc. (if any).<br />
<br />
:*Check out items to “n ill BREAD LOAF” in Sierra. Set due dates for Sept. 3.<br />
<br />
Books should arrive in New Mexico as early as a week before classes begin. Check with Karen Browne regarding this. The arrival date might be between May 30th and June 6th. Insure boxes for $1,500-$2,000. Alert Mailing Services that the boxes are on their way and how much they have been insured for.<br />
<br />
:*Email Karen to let her know how many boxes were shipped and when, along with the tracking numbers of each box. Also make her aware of which items (if any) are still pending (ex: books still checked out, or on order, etc.).<br />
<br />
:*Send pdf files of course lists to Karen via email.<br />
<br />
=== Processing RETURN Books from Bread Loaf - New Mexico ===<br />
<br />
:*Sierra nill BREAD LOAF<br />
:*Count books<br />
:*Check them into Sierra under BREAD LOAF<br />
:*Remove dots from spine<br />
:*Return to Circ for reshelving<br />
:*After all have been returned- double check: IS anything left in Sierra?<br />
<br />
=== Restrictions on Processing Foreign Language Materials ===<br />
ILL will not lend the following Foreign Language items between May and mid-August of each year, in order that these materials be available for use by Summer Language Schools patrons.<br />
*foreign language learning materials<br />
*foreign language browsing<br />
*foreign language audio books <br />
*foreign language media (i.e. DVD, CD, BluRay, or VHS)<br /><br />
<br />
===Processing Lending Returns===<br />
<br />
Lending return items are items which we have lent to other institutions and which have been returned to us. After being unpacked, lending returns are placed on the purple cart in Kat's office. <br />
<br />
'''Sierra Processing'''<br />
<br />
*First, open Sierra Circulation. Navigate to the <code>Check-In</code> tab along the left side of the screen.<br />
*Scan the Middlebury barcode of each item. If a window pops up saying that the item belongs in Armstrong or Davison, and asks if you want to print a transit slip, click <code>No</code> or type "n." <br />
** Be sure to check that all parts of the item being checked in are present. For example, if a work is in two volumes, check those in together. Or, if a CD or DVD is being checked in, make sure that all parts of the item - the cover insert, all disks, etc. - are together.<br />
** Keep an eye out for damage to the items. If damage is found, give the item to Kat or Rachel for further processing.<br />
** Watch for holds - if an item has been put on hold, it will prompt to print a Hold Notice. Print the notice, slide it into the item, then put the item on the hold shelf at Circ.<br />
<br />
'''ILLiad Processing'''<br />
<br />
* Log into ILLiad, navigate to the "Lending" tab, and click on the button labeled <code>Lending Returns</code>.<br />
* Scan the Transaction Numbers of all incoming items. Make sure that each item calls up the appropriate record on screen, and that its OCLC status is '''not''' SHIPPED, but something else beginning with R such as RECEIVED, RETURNED, RECALLED, or RENEWED.<br />
***If the status is "Shipped," the item was likely never received at the borrowing institution, and so should be brought to Kat. As usual, if you have any questions, or anything strange occurs, ask Kat or Rachel.<br />
**Look for any notes (in the bottom area of the window) or any unusual OCLC statuses (at the bottom right of the "Transaction Information" area) for items being checked in.<br />
**Look for notes saying that the item has been invoiced; if these are present, bring the item to Rachel after processing.<br />
** If the OCLC status is "Recalled," a slip should print, and the item should be put in Reserves. <br />
**If an item comes in multiple parts or volumes, make sure that all parts are present before checking in the item. A window should pop up asking you to check for multiple pieces, but pay attention in case it does not.<br />
**When all items have been scanned, click <code>Process Queue</code>. Check to see that all items have been processed before closing ILLiad.<br />
*Remove the bands from all items that were successfully checked in, both in Sierra and ILLiad, and place on the shelves and carts behind Circulation for reshelving.<br />
<br />
<br/><br />
Reshelving Notes: <br />
* Be sure that all DVD cases are locked before being placed in reshelving.<br />
* Check for any extra labels above the call number, such as Armstrong, Oversize, Vermont Collection, Faculty Authors, CTLR, etc and place those items on their proper shelves. <br />
* Place all other books on the two returns carts with A-M call numbers in the left cart and N-Z call numbers on the right.<br />
* If you see an item in disrepair or that looks like it may have been damaged, bring it to a supervisor so it can be sent down to P&P.<br />
<br />
===Processing Mills Returns===<br />
* Check in through Sierra.<br />
* Pull item up in ILLiad by the TN, then <code>Route</code> to Request Finished.<br />
* Remove stickers and take back to reshelving.<br />
<br />
== '''Invoices and Item Replacement''' ==<br />
'''ILL policy states that once an item leaves its Lending library, the Borrowing school is liable for it.''' <br />
<br />
Therefore, if an item that was lent out is damaged or never returned by a patron, lost in the mail, or badly damaged, the Borrowing School is responsible for replacing or paying to repair/replace the item.<br />
<br />
'''Replacement Policy'''<br />
<br />
Middlebury accepts replacement copies so long as they:<br />
* Are the same edition and format as the original item<br />
* Are NOT discarded from another library, an ARC, or a proof copy<br />
** Gently used items other than these are completely acceptable.<br />
<br />
<br />
'''Invoicing'''<br />
<br />
Some schools may find it easier to simply ask for an Invoice for the item. There's a folder in Kat's office containing all the paperwork necessary to request, and then process Invoices. Rachel does the actual bill generating.<br />
<br />
Generating Invoices:<br />
* In the Invoices folder, in the manilla folder titled Bill Generation Forms, grab a sheet of little yellow slips<br />
** Pull up the Lending Request in ILLiad and note down the School Code and Number, Material, TN, and reason for issuing the invoice.<br />
** Research roughly how expensive a replacement copy would be via [https://www.abebooks.com/ AbeBooks], [https://www.amazon.com/ Amazon], or other provider of your choice<br />
** Round that replacement cost to the nearest $100, not the rounded cost down<br />
** Present the yellow slip to Rachel<br />
* Flag the item as "Awaiting Invoice"<br />
<br />
<br />
Processing Invoices: <br />
* Pull up the ILLiad request<br />
* Flag the item as "Billed"<br />
* Remove any other unnecessary flags<br />
* Add a note with the Invoice number and total charge for the invoice<br />
* Add one copy of the Invoice to the manila Active Invoices folder in the corner of Kat's desk<br />
* Prepare the other copy of the Invoice for sending<br />
** Pull a W-9 form from the manila Tax/Vendor forms folder, add today's date in the date field<br />
** Grab one of the Middlebury College envelopes with a plastic window in the front and write LIBOOK on the top right of the front--right where a stamp would normally go<br />
** Placing the W-9 behind the Invoice, fold the two papers so that the address of the Invoice is visible through the plastic window<br />
** Insert the papers into the envelope and seal it shut<br />
* Place the completed Invoice in the Outgoing Mail basket in the main lobby<br />
<br />
== '''Document Delivery''' ==<br />
To print Doc Del requests: <br />
* Make sure the request is in the "Awaiting DD Stacks Searching" queue. (Route there if needed!) <br />
* In the upper Document Delivery tab click <code>Print Pull Slips</code><br /><br />
<br />
<br />
Scan and save:<br />
* Scan cover sheet and article as a PDF <br />
* Save to \\ILLiad/elecdel by TN number <br /><br />
<br />
<br />
Check file and send:<br />
* Open ILLiad and, in the top Document Delivery Tab, open <code>Update Stacks Search</code><br />
* Enter the TN number of the request you want to deliver and hit Enter (or the Search button)<br />
* Once located, double click on the item to open the request<br />
* Click into the PDF viewer tab and make sure the article is showing up, and also that it is scanned and readable<br />
** If file is not showing up, go back and make sure you’ve saved the file in PDF format on the elecdel drive<br />
** If unreadable or missing pages, please rescan<br />
** If everything is in order, close the request and return to ILLiad’s Document Delivery --> Update Stacks Search window<br />
* Click <code>Notify Electronic Delivery</code> to send the item to the patron<br /><br />
<br />
<br />
Record your work:<br />
* On the ARO Tracking Sheet, record the item’s school code (MDY), TN, and that it was sent by DD<br />
<br />
<pre style="color: red">If the item you are looking to scan is unavailable, Route the item to "Awaiting Request Processing" in Borrowing.<br />
</pre><br />
<br />
== '''Processing EJournals''' ==<br />
<br />
=== Locating and Saving Articles ===<br />
In short: <br />
Open the Ejournal Processing queue to get started. <br />
# Click on a request that is NOT marked "Online."<br />
# Locate the article. Start with the Serial Solutions tab or the Google Search tab and work onward from there.<br />
# Save a PDF copy of the article to I:\ArielScan\'''Online Articles''' <br />
# Mark the Call Number "Online"<br />
# Close the request and start another<br />
<br />
<br />
<br />
In long:<br />
<br />
Click on a request that is NOT marked "Online."<br />
# Always try serial solutions first!<br />
#* If a database comes up but your article cannot be found, try “browse journal”; it may be a problem with title/author/some other citation information that your human brain can much more easily figure out.<br />
#* If you still can’t find it, see if you have any other database options (that are not part of the same umbrella database, e.g. proquest’s various databases that all have the same holdings).<br />
#* If serial solutions can’t do your search (NOT if you get “no results”), check to see if more than one ISSN is listed in the box—if so, try deleting one, and if you get a “no results” then, try the other. Sometimes this is an easy fix.<br />
# If serial solutions doesn’t work:<br />
#*Try Google. Every so often the article is freely available on researchgate or academia.edu.<br />
#*Check Midd A-Z or MIDCAT (or Z39.50, if you’re familiar with how to use it) to see if we actually hold the journal in question, and if the request falls (or should fall) within these holdings.<br />
#If everything you see says we’re supposed to have the article in the request but you just can’t find it, ask for help! Or leave a note in the call number box asking for a second look from someone else. <br />
#*If no one else is around to help you and there’s something you think anyone looking for the article should know that can’t be explained in just a few words, you can also write an actual note (in the notes box) and just say “please see note” in the call number box.<br />
# If you can’t find the article after using the above steps:<br />
#*Update the call number box and leave it in the queue. Common messages include: <br />
#**“no access” (typically used when you can see the article but can’t access it, e.g. the database only allows you to see the abstract but you would have to pay for the whole article; or the database is missing the volume/issue where your article is)<br />
#**“not found” (when you have no idea where it is; this can sometimes be a result of incorrect citation information on the patron’s part)<br />
#**“holdings begin before/end after this request” (if you know more specifically what’s wrong )<br />
#**Any other specific feedback explaining where the item is<br />
<br />
Some advice for various types of requests:<br />
Foreign language databases/journals!<br />
*If you don’t speak the language of an article, journal, or database, rely on numbers—they’re usually a constant. Volume, issue, and page number can all help you!<br />
*[https://translate.google.com/ Google Translate] is your friend. Don't be afraid to copy/paste titles or even whole tables of contents into it<br />
*Chinese databases (CNKI):<br />
**As long as the citation is complete and correct, these are actually fairly simple—just use the year, issue, and page number to find the article, then double-check that the English title is the same once you click on the Chinese name in the table of contents (aka, the TOC).<br />
**If there are no page numbers, or some other information is missing, you can try copy-pasting the TOC into google translate to look for your English title. Keep in mind the translation won’t likely be an exact match (it is google translate after all), so keep an open mind and look for titles that are similar even if they aren’t exactly the same.<br />
**You can sometimes double-check or complete a citation through a simple google search of the title—but keep in mind you’ll almost never be able to actually download the article this way. You have to go back into the database on serial solutions or MIDCAT to get it.<br />
**If after all this you still can’t find it, leave it in the queue for someone else to try!<br />
*Japanese databases:<br />
**Don’t be surprised if we don’t actually have this. Often we can only get the abstract from these databases, so if you can’t access it just leave a message in the call number box and move on.<br />
* Proquest<br />
**“Proquest” here covers all the databases that fall under this umbrella, like the social sciences database, nursing and health alliance (?), etc.<br />
**If we actually have access to the full text of the requested article, it will usually show up in a serial solutions search, but if you get a “no exact matches found” message (in proquest, not in serial solutions), you should still “browse journal” and see if you can figure out what is going on. Proquest can sometimes have patchy coverage, where it’s randomly missing a volume or issue even though our holdings supposedly cover that year.<br />
**If you can see your article but there’s no full-text/PDF option (in these cases you’ll usually see “get it @ MIDD” and/or “see abstract/summary” or something similar), we DO NOT HAVE IT, unless you have a non-Proquest database option in which you can also search. Clicking “get it @ MIDD” will just send you back to serial solutions again.<br />
*Lexis-Nexis<br />
**Lexis-nexis can be difficult to find things in, because there’s no real way to search by volume/issue like there is with other databases. You can narrow down to a specific date range, if you know it, or you can try searching various sets of words from your title if the full title returns “no results” (occasionally the article title in lexis-nexis differs from the title listing elsewhere, for whatever reason).<br />
* Wiley<br />
**There is a list (which may or may not be up to date) of journals held by Wiley that we can actually send via ILL. It’s not long. If you’re not sure if we have access to the article or not, click “get PDF”. If the PDF actually loads, go ahead and save it to Online Articles. If it pops up with a screen that says “you will have access to this article for 24 hours. Confirm/Cancel”, we are not allowed to send it. Hit cancel, and leave a “no access- wiley” note or something similar in the call number box.<br />
* PDFs<br />
**Saving PDFs to Online Articles is usually pretty straightforward, but sometimes you’ll run into issues, so here are a couple ways to get recalcitrant articles into your folder.<br />
**Even if there’s no “download” or “save” option, you’ll sometimes see a “print” button. If you do, press it, and print the article to “PDFCreator”. A window should pop up (it might ask first if you want to update the program, and you can say no) where you can type in the TN in “document name”, then save it into Online Articles. Done!<br />
**If there’s no print button either, but you can see the full text in your window, you may have to copy-paste into a word document and then follow the steps above<br />
Note: printing to PDF is generally better than saving a word document as a PDF, because saving will create an adobe file, whereas printing will create an eCopy document. This is simpler when you’re sending ejournals later.<br />
<br />
<br />
Once you've arrived at the proper journal, search for the article, either with a "Search within this journal" field, or by finding the proper issue from the proper year by browsing or looking through the archives of a journal.<br />
<br />
If you find the article, download it as a PDF. If there is no obvious way to save it as a PDF, you may need to print the article, and select "Adobe PDF" as the printer. Save the PDF as the transaction number of the request in the "Online Articles on 'woodchuck\elecdel\Arielscan'" folder. (\\woodchuck\elecdel\ArielScan\Online Articles)<br />
<br />
If you cannot find the article, try another one of the links from MIDCAT. If you're searching and something seems wrong with the borrowing school's citation, it may be helpful to google the article and see if it is cited differently somewhere else. If nothing works, write the reason that you cannot find the article on the pullslip, and put the slip on Kate's desk.<br />
<br />
For ‘not found’ items, typical reasons might be:<br />
* Our holdings end before<br />
* Our holdings begin after<br />
* We don’t own it, purchase required to access<br />
* Can’t access the online article<br />
Please jot down some abbreviation that makes sense (i.e. ‘starts after’ or ‘no access’ or ‘want $$’) on the pull slip.<br />
<br />
-Chinese Journals are difficult. There is a new link on each of the student workstations to [http://oversea.cnki.net/Kns55/brief/result.aspx?dbPrefix=CJFD Chinese Database] which may work better than the link from MIDCAT or A-Z. Try it if you have trouble with the direct path.<br />
<br />
=== EJournal Processing ===<br />
EJournal processing requests are article requests for which the article or the database in theory has been directly linked to ILLiad.<br />
<br />
- Go to the lower lending tab in ILLiad. At the bottom of the menu, if there are any requests, there will be an "Awaiting EJournal Processing" queue. Click on it to view the requests.<br />
<br />
- It is helpful to be able to see the "Call Number" column header to see which requests you have processed. If it is not visible, scroll right until you see "Call Number". Drag the column header into the space above the columns, scroll left and place it between the "Transaction Number" and "Username" columns (or some other visible space).<br />
<br />
-Open up an article request by double clicking on it. It will open up a new window. Read the journal and the title of the article being requested.<br />
<br />
-Click on the "Collections" tab to the right of the "Article Info" tab. In the "URL" column there will be one or more links. Click the (first) link, and it will open up your browser.<br />
<br />
-If the link has brought you to an article, great. Make sure it is the same article that was requested and then look for the option to download it as a PDF. Save it to the "Online Articles" folder as the transaction number.<br />
<br />
-If the first link brings you to something besides an article, try the rest of the links. If none of the links work, go to either the "MIDCAT" tab in the request window, or open up midcat in your browser and search for the article as if it is a Search Online, consulting the information in the "Article Info" tab of the request window.<br />
<br />
-If you have successfully saved the article, find the "Call Number" field in the right of the request window and change the call number to "Online" either by typing it, or pressing Windows "O" hot key. Press the small save icon in the upper left corner and close the window.<br />
<br />
-If you absolutely cannot find the article, cancel it. In the upper left corner there is a "Cancel Request" icon. If you click on it, a small window will appear. Click on the top bar under "Reason for Cancellation" and select a reason from the drop down menu. If we don't have access to those years because we stopped subscribing to the journal choose "Holdings END BEFORE this volume". If the article is from too early an issue for us to access, choose "Holdings BEGIN AFTER this volume". If you're not quite sure why you can't find the article, rather than canceling it, tell one of the supervisors.<br />
<br />
-Once you have found all of the articles, and you can see that all of their Call Numbers are "Online", open each one and click the "Finished Searching" icon in the upper left corner, or highlight all of the requests and route them to "Awaiting Stacks Searching". Once the requests have all disappeared from the queue, go to the upper lending tab, and click "Print Stacks Search Items". *It is important that you perform all parts of this step at a good clip. If you click "Finished Searching" and then don't print the pullslips, there's a chance they will be printed at Armstrong before you get to them.<br />
<br />
-Print the pullslips on the copier. They will print two to a page. You can then use the paper cutter to neatly separate them, and bring them to Kate's desk.<br />
<br />
== '''Sending Articles''' ==<br />
<br />
<br />
=== Attaching Cover Sheets ===<br />
'''1.''' Collect pullslips marked "OF" or with the call number "Online" and sort them according to the way in which they will be sent. For instance, put all articles to be sent through Odyssey in the front, all to be sent through Ariel in the middle and all to be sent via email at the back.<br />
<br />
'''2.''' Scan the pullslips using the copier. As in scanning an article, send the scan to "ILL Scan", but when selecting the document size, choose the second option "LTR R" rather than the first option "LTR". Put the pullslips in the top of the copier with the top of the sheet on the right side. Press start. When the scan is finished, collect the pullslips, making sure to keep them in the same order.<br />
<br />
'''3.''' Open up the scan you just made from the folder "Arielscan on 'woodchuck\elecdel' (X:)". Click the "view all" icon so that you can see all your cover sheets. Highlight all pages and click "rotate left" so that the pages are right-side-up.<br />
<br />
'''4.''' Click the "Restore Down" icon in the upper right-hand corner of the file (the beige one, not the blue one!) so that you are able to resize the file within eCopy Desktop. Resize the file so that it takes up only a strip of the left side of the screen, perhaps two pages wide.<br />
<br />
'''5.''' Open up the pdf of the article indicated by the pullslip at the top of the pile. Do this by clicking on the "open" icon in eCopy Desktop. The saved article will be in the folder "Online Articles on 'woodchuck\elecdel\Arielscan' (W:)". It will be saved under its transaction number. You can select it from the list by its transaction number, or open it by simply scanning the barcode of the transaction number on the pullslip.<br />
<br />
'''6.''' Once you have the pdf open, check the title to make sure it matches the title on the pullslip. Then click "View All". This allows you to see if the article is in color, and also (eventually) to drag new pages into the document.<br />
<br />
'''7.''' Click on the "restore down" icon (the beige one, not the blue one!) in the upper right-hand corner of the file. Resize the document so that it takes up the part of the screen that the cover sheet file does not (the right side). This way, you can easily navigate between the two files.<br />
<br />
'''8.''' Drag the first page of the cover sheet file into the article file so that it is the new first page. It will copy the coversheet to the article without removing it from the cover sheet file. Double click on the page to make sure that this is the correct cover sheet. Then hit "save" just in case. (If the article will not let you drag a cover sheet into it, read the section on MyMorph below.)<br />
<br />
'''9.''' Now, save the newly cover-sheeted article as a tiff file. Go to File, Save As, and select the proper format from the drop down menu. If the file is in color (as in diagrams or photos or things crucial to the article) choose "TIFF Color (JPEG)". If the article is in black and white (or it's mostly black and white and just hyperlinks and such fluff are in color) choose "TIFF B&W (G4)". You must save it to "C:\Ariel Scan" folder as its transaction number.<br />
<br />
'''10.''' When you've finished attaching the cover sheet, you may close the document. Move on to each subsequent cover sheet, matching each as you go. If you've kept your pullslips in order, the cover sheets will also be in the correct order in the file.<br />
<br />
<br />
==== MyMorph ====<br />
Sometimes files can be aloof. If a file doesn't want you to drag another page, such as a cover sheet, into it we use a program called MyMorph. Close the problem file, and click on the red MyMorph icon on the desktop. In the MyMorph window, click on the "Add File" button". Find the pdf of the problem article in the "Online Articles" folder and click "Open". In the "Convert files to . . ." menu in the My Morph window, make sure that the radial button next to "TIFF" is selected, and then click "Start" in the bottom left corner of the window. MyMorph will convert the pdf of the article into a tiff (may take several seconds) and voila! You may open up this tiff file in eCopy Desktop and manipulate it as you wish!<br />
<br />
=== Odyssey ===<br />
So. The cover sheets are all nestled in their articles, and you think they're ready to be shipped off. If the schools to which these articles are being sent have an Odyssey address, the process is easy-peasy. Here's how:<br />
<br />
:*Take the pullslips you have put aside and remove any sheets that do not have Odyssey addresses. You will send those with Ariel or email at a later time.<br />
<br />
:*Open up Odyssey Helper and log in with your normal ILLiad username and password.<br />
<br />
:*Either count the files in the window, or look at the bottom left corner to see how many files are ready to be processed. Count the pullslips in your Odyssey pile.<br />
<br />
:::-If you have fewer pullslips than files in Odyssey, look around the computer. Chances are someone has B-scanned an article and left the pullslip for you either on the computer or in the folder under the N.O.R.A. Tracking Sheet.<br />
<br />
:::-If you have more pullslips than files in Odyssey Helper, figure out which pullslip(s) you are missing by comparing titles and transaction numbers on the pullslips and in the Odyssey window. Once you have figured out what you are missing, check to see if you have saved the file as the transaction number in the proper Ariel Scan folder (remember, there are two similarly-named folders), and that you have saved it as a TIFF. If everything looks fine there, see if their Odyssey address looks unusual. If that still doesn't seem to explain it, check the history in ILLiad to see if Armstrong could have already sent the file.<br />
<br />
:*If all your Odysseous (get it?) ducks are in a row and you have the same number of files in Odyssey as pullslips in the pile, hit the "Process" button. Usually they will all send. If a file indicates that it has failed, hit process again until it sends. Deliver any total failures to Kate's desk with a note.<br />
<br />
:*Once you've processed the files, write down the number of files you've sent on the top pullslip and indicate that you've sent them using Odyssey Helper. Record the number of files you have sent through Odyssey on the N.O.R.A. Tracking Sheet.<br />
<br />
=== Ariel ===<br />
If your pullslip has no Odyssey address but has an Ariel address, you should send the article through Ariel.<br />
<br />
:*Ariel should already be open. Bring the Ariel Lending window up. Go to the menu bar to Document>Import>Send... and choose your article (saved under the transaction number) from the C:\Ariel Scan folder and click "Open"<br />
<br />
:*In the new window, change the "Document ID" from the transaction number to the ILL number. Then type in the school's three-letter code as the destination in the "To:" text box. Press "OK".<br />
<br />
:*Next, click on the "Send Queue" window within Ariel, and scroll down to the bottom. Your file will be the last one. Watch it to make sure it sends. It should only take a few seconds.<br />
<br />
:*Once it has sent, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
=== Article Exchange ===<br />
If your pullslip doesn't have an Odyssey address or an Ariel address, then you should send the article via email with Article Exchange.<br />
<br />
:*Once the article file is saved with an attached cover sheet in the C:\Ariel Scan folder, bring up ILLiad and search for the request by scanning the transaction number or the ILL number in the "Number" box of the "Home" tab.<br />
<br />
:*Once the request is up, find the tab located toward the top of the page named "OCLC AE". Click on it.<br />
<br />
:*Click the "Browse" button to select a file to drop. Find your article in the C:\Ariel Scan folder and click "Open". Then click the blue "Drop File" button to attach the article.<br />
<br />
:*When the file has dropped, the request will return to the "Detail" view of the window, and the new web address and password for the article will be highlighted in yellow. Click the small "Save" icon at the top left of the window.<br />
<br />
:*Now you must notify the borrowing library. Click on the "Send E-Mail" icon at the top of the window and select "Article Exchange". An email form will pop up. You do not need to change anything in it. Click "Send" in the upper left corner.<br />
<br />
:*Just as when you send an article through Ariel, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
<br />
=== Scanned Articles to be Sent ===<br />
<br />
Articles that have been scanned using the copier also must be sent through Ariel, Odyssey, Email, Drop Box or Article Exchange. Because these articles already have attached cover sheets, there is no need to scan the pullslips.<br />
<br />
-Bring the "Scanned Materials" cart over to the computer. With a little luck, and thorough and cautious ILL student workers, the scanned materials will be in order on the cart.<br />
<br />
-Open up the folder "Arielscan on woodchuck\elecdel" and open up the most recent file in the folder. Find the book or periodical on the cart that corresponds to the scanned article.<br />
<br />
-Check the article to make sure that none of the text has been cut off, and that none of the pages have been skipped. If everything looks as it should, close the article.<br />
<br />
-Next, rename the file. Right-click on the file name (which will still be highlighted) in the "Arielscan on woodchuck\elecdel", select "rename" and change the file name to its transaction number, keeping the ".tif" extension.<br />
<br />
-Open the file anew. Go to File>Save As. . . and save this file in the C:\Ariel Scan folder as a TIFF file, just as you would if you were processing an online article. All articles scanned using the copier will be black and white, so choose "TIFF B&W (G4)" from the "Save as type" drop down menu.<br />
<br />
-Process the rest of the scanned materials in the same manner.<br />
<br />
-When you are finished, send the articles through Odyssey, Ariel or Article Exchange as you would with an online article. Bring periodicals and books to reshelving. If there are any photocopies that were scanned, put them in the manilla folder on top of the file cabinet in front of Rachel's desk.<br />
<br />
=== '''File Clean Up''' ===<br />
After you're done sending files, it's good to clean up a little. There are three folders that can be tidied: Arielscan on woodchuck\elecdel, Online Articles on woodchuck\elecdel\Arielscan, and C:\Ariel Scan.<br />
<br />
-Select the first folder to clean out, for instance, Online Articles. Sort the files in the folder by date modified, then highlight the files that are no longer needed. Use your judgment for this. If you've just processed all of the files, and you know they've been sent, you may highlight all the files. If you are unsure whether the files have been processed, perhaps just highlight the ones from the previous day and earlier.<br />
<br />
-Drag the highlighted files into the "Backup" folder. There is a "backup" folder in each of these three main folders. This way, all of the files are accessible in case any situations crop up where a patron would like an article resent to them.<br />
<br />
-Repeat this process in the other two folders.<br />
<br />
-Once every semester or so, it's good to delete files out of the "backup" folders to free up space. When deleting these files, do not delete any files from the past four(ish) months in case a ghost of ILL past needs its file.<br />
<br />
==== Cleaning Out Ariel ====<br />
<br />
Begin with oldest items. Search in&nbsp;OCLC Staff - Resource Sharing&nbsp;to see if item is received, i.e. 'not found' in OCLC. Then OK to delete in Ariel.&nbsp;<br />
<br />
== '''Shipping''' ==<br />
<br />
<br />
=== Unpacking ILL Materials ===<br />
<br />
:*Open packages with care in order to preserve the packaging. Examine thoroughly for small items, papers, and microfiche, etc.<br />
<br />
:*Please keep the envelopes and boxes that can be reused and recycle anything that can be recycled. Although the envelopes with bubble padding cannot be recycled, the envelopes with fuzzy paper filler as well as cardboard boxes can be recycled.<br />
<br />
:::-Anything you decide to keep should be put away or stacked neatly in its proper place in the closet or cabinets in the shipping area.<br />
<br />
*If you are unable to finish unpacking during your shift, make sure it is clear at what point you left off. Stick a note on the pile which reads “Needs to be unpacked” so that there is no confusion. However, as with all tasks, it is much nicer if you can finish what you’ve started.<br />
<br />
<br>'''Separate Borrowing Materials from Lending Materials:'''<br />
<br />
:*Borrowing materials are all items we’ve received from another institution that have been requested by one of our patrons. They will usually have paperwork inside them, or a band around the cover, and a barcode that indicates what school it was borrowed from.<br />
<br />
:*Lending materials are all the items that Middlebury College owns. You can be sure by looking for out Middlebury College barcode on each item. They may also still have one of our own bands wrapped around the cover that indicate “Return to Middlebury College Library”.<br />
<br />
:*Borrowing materials need to be placed on the borrowing cart next to the Borrowing Workstation for processing, and bring Lending Returns are placed on the cart in Kate’s office.<br />
<br />
<br><br />
<br />
=== Packing Items to be Shipped ===<br />
<br />
Items on the Flat Bed Book Cart with the sign that reads “ILL Mailing” are things that need to be packed up and shipped out.<br />
<br />
Whenever possible, reuse old envelopes and boxes, then black out/remove old writing/labels from the used material.<br />
<br />
'''Most items only need to be placed into a jiffy bag and wrapped tightly enough so that when you shake the bag you don’t hear the book shifting around very much.'''<br />
<br />
:*These items need:<br />
<br />
:::1. A shipping label stuck to the front of the package<br />
:::2. “LIBOOK” written on the upper right corner of the package<br />
:::3. Our return address listed on the package<br />
<br />
:*An Item should be returned in a BOX instead of a jiffy bag if…<br />
<br />
:::-A book is particularly large or heavy<br />
:::-Multiple books are being sent to a single place<br />
:::-There is a note that clearly indicates the item needs to be boxed<br />
:::-Media or microfilm<br />
:::-The item is fragile or old<br />
<br />
'''Items with UPS slips:'''<br />
<br />
:If an item includes a UPS slip instead of a shipping label, the UPS label needs to be lightly taped onto the package (not laminated), so that it can be removed when it reaches mailing services where an official UPS sticker is created and attached.<br />
<br />
'''Items Headed out of the Country:'''<br />
<br />
:*All items headed out of the country need a regular shipping label, as well as a customs slip or a UPS slip, depending on whether or not we wish to track the item. (If an item that is going out of the country has a UPS slip, we are able to track it, but we’re unable to track an item with only a customs slip)<br />
<br />
:*Make sure that the spaces indicated are filled out completely on a customs slip<br />
<br />
:*All items headed out of the country also need to be put into special Priority Mail Envelopes/Boxes. (*The exception to this rule is for items headed to Canada that are less than 2 pounds, these items just need a shipping label and customs slip)<br />
<br />
:*Leave some extra time at the end of your shift to bring what you’ve packed down to the Shipping/Receiving room downstairs and place everything that will fit into the plastic white mail bins for pick up.<br />
<br />
<br />
=== UVM and St. Mike's Courier ===<br />
====Sending====<br />
Books that are being lent or returned to the '''U'''niversity of '''V'''er'''M'''ont (UVM/VTU) or '''S'''t. '''M'''ichael's '''C'''ollege (SMC/SMD) during the year are sent by courier rather than the postal service. This courier stops by Midd on Monday and Wednesday afternoons.<br />
<br />
<blockquote> The courier only delivers to St Mikes during the school year. In the summer, requests for SMD are sent through the mail as regular ILL items. </blockquote> <br />
<br />
* Bring outgoing books to the table next to Lexa's desk and record their data on the clipboard, then place them in the appropriate outgoing pile on the table<br />
<br />
<br /><br />
<div style="text-align: center;">'''UVM (VTU) & SMC (SMD) Courier Tracking Sheet'''</div><br />
<br />
;Date<br />
: Write the date you're writing the item down<br />
<br />
;LOTI<br />
: standing for "Left on Table Initials," this column is for the initials of the person bringing the book to the table<br />
<br />
;Code<br />
: you have five codes to choose from when filling in this column, as seen below. Items being returned to Middlebury do not need to be written on the clipboard.<br /><br />LTUVM - Loan To UVM<br /><br />RTUVM - Return to UVM<br /><br />LTMDY - (on) Loan to MDY<br /><br />LTSMC - Loan to SMC<br /><br />RTSMC - Return to SMC<br />
<br />
<br />
;Title<br />
: Write the title of the item you're writing down.<br />
<br />
; ILL#<br />
: Write the full ILL Number for the item you're writing down<br />
<br />
;Material<br />
: Write what type of material the item is, such as book, CD, or DVD<br />
<br />
;TFTI<br />
: standing for "Taken from Table Initials," this column is for the initials of the person taking the book away from the table. <br />
::* This column will remain blank for outgoing items until the courier comes to pick them up. The courier will write his initials in this space as he takes the books away.<br />
::* Bags of incoming books are recorded with initials in both LOTI and TFTI columns, as someone must leave them on the table while writing them down, then take them away in order to check them in.<br />
<br />
====Receiving====<br />
The courier will leave books from St. Mike's and UVM in a maroon and navy tote bag on the table. Open the bag and remove the books. Write these books on the tracking sheet, indicating that you are taking them from the table. Books being returned to Middlebury can go on the purple returns cart. Books being lent to Middlebury can go on the "Books to be checked in" cart for the ILL worker checking in the morning mail.<br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
===Sending UPS===<br />
<br />
:*Materials that need to be shipped via UPS:<br />
<br />
:::-All media (CD’s, VHS, DVDs, etc)<br />
:::-Microforms<br />
:::-Items being returned to Yale or Harvard<br />
:::-Anything extra large, old, fragile, expensive or rare<br />
:::-Multiple volumes/pieces that would add up to a lot of money if they were all lost and needed to be replaced<br />
:::-Theses and dissertations<br />
:::-Anything that the Lending Institution has specifically requested we return via UPS.<br />
<br />
:*If you are unsure if something ought to be sent via UPS, ask a supervisor<br />
<br />
-To make a UPS label, open up UPS WorldShip. In the "Customer ID" field, type in the destination's three-letter code and press enter. If we have UPSed anything to the school before, their address will pop up. Make sure that it is their address by comparing it to the address on the band or shipping label, because often there are multiple schools with the same code (NAB for instance has been the victim of many mis-shipping accidents). If there are multiple addresses for a three-letter code, you can scroll through them using the up and down arrows.<br />
<br />
-If an address doesn't come up, you must manually type it in. Make sure that in addition to putting the three-letter code in the "Customer ID" field, also put it at the beginning of the "Company or Name" field. For instance, if we were shipping something to ourselves and had to type in our address, the "Company or Name" field should read "MDY - Davis Family Library". Type in the rest of the address as your intuition guides you.<br />
<br />
-If the UPS address book contains other addresses for the three-letter code, but not the address you need, look up the corresponding number in ILLiad. For instance, if you are shipping an item to NAB West Hempstead Public Library, go to the "Home" tab in ILLiad, and type "NAB" into the "Symbol" field in the "Search Address" section. You will find many addresses. Scroll through until you find "West Hempstead Publ. Library", and look at which number it is in the "Address Number" column--in this case 35. When you manually type in the address, type "NAB-35" into the "Customer ID" field instead of just "NAB".<br />
<br />
-If you are shipping something you think might need to be insured, read the insurance section below.<br />
<br />
-Press "Process Shipment" in the bottom right-hand corner of the window, and your label will automatically print at the copier. If you are using the computer next to the returns station, it will print two slips, first the UPS barcode and then a second sheet with information about the destination. It is better to use this computer if you are printing many UPS slips at a time so that you are able to consult these informational sheets. To confirm that you are looking at the correct sheet, check the last few numbers below the barcode and the last few numbers of the tracking number on the informational sheet to see if they match. If you are printing at the computer next to the Bookeye scanner, it will print only the UPS barcode. When you are done printing, collect your labels, and write the destination's three-letter code below the barcode. Once you have labeled the barcodes, put any informational sheets in the scrap paper pile. Either fold or cut the label so that it looks neat, and put it with the item to be packaged on the shipping cart.<br />
<br />
====Insurance====<br />
UPS allows us to insure the items we are sending. In fact, everything we send UPS is automatically insured for $100. If you are shipping items that you think may be very valuable, it's a good idea to insure them for more. Use your judgment for this. If you're sending many volumes of something, perhaps insure the package for $50 per volume. If you are unsure about the value of something, you can always ask Rachel (or look it up on Amazon!).<br />
<br />
To insure a shipment, put the amount you would like to insure it for in the "Declared Value" field in the right side of the UPS window before you process the shipment.<br />
<br />
If you forget to insure it before you print, never fear! You can always write "Please insure for $___" below the barcode of your UPS label, and mailing services can insure it when they create the official UPS label.<br />
<br />
====Backup UPS Slips====<br />
Sometimes UPS Worldship is down. On these sad days, we use backup UPS slips. These are located either in the wooden tray of office supplies and bits of papers in front of the returns station, or with Rachel.<br />
<br />
Fill out the slip like so:<br />
[[File:Small_Bagel.jpg]]<br />
<br />
=== Phoenix Cart ===<br />
<br />
Shipments to the Phoenix schools (Bates, Bowdoin, Colby, Mount Holyoke, Wellesley, and Williams) are collected throughout the day then sent out via UPS at the end of each day. The red Phoenix cart, located near Lexa's desk under the sign labeled "Phoenix Cart," is divided into sections for each of the six Phoenix schools, arranged alphabetically.<br />
<br />
<blockquote>Bates - BTS<br />Bowdoin - BBH<br />Colby - CBY<br />Mount Holyoke - MTH<br /><br />
Wellesley - WEL<br />Williams - WCM</blockquote><br />
<br />
# Print a UPS label for each school to which a shipment is being sent.<br />
#* All outgoing Lending (white banded books from Midd) should be sent out daily. Empty shelves, or shelves with only returns, need not be sent daily.<br />
# Pack all shipments into boxes and attach the appropriate UPS labels (See section 1.6.2 for instructions on proper packing procedure).<br />
#* If possible, pack all items for a particular school in the same box.<br />
#Bring all Phoenix Cart shipments down to the shipping/receiving room at the end of each day, and place in the white bins with the rest of the outgoing mail.<br />
<br />
=== International Shipping ===<br />
<br />
All items to be shipped internationally are shipped in '''flat-rate USPS priority mail boxes or envelopes''', found in the ILL supply closet.<br />
All international shipments require that a '''Customs Slip''' be attached - see section 1.6.6 of this Wiki, ''Customs Slips'', for detailed instructions for creating and printing the document.<br />
<br/><br />
::'''1.''' Pack items securely in the envelope or box, making sure to use plenty of packing filler to ensure safe international shipment, and ''seal securely''. See section 1.6.2 of this Wiki for further details on proper packing procedure.<br />
:::-Though the flat-rate envelopes and boxes are self-sealing, it is best to use additional packing tape around the opening to ensure that that the package is secure.<br />
::'''2.''' Attach the address label to one side of the package, and the Customs Slip to the other. All customs documentation should be attached in a ''clear plastic sleeve'', found in the ILL supply closet. For further details on how to properly attach a Customs Slip, see the instruction sheet that is printed with the customs documentation or section 1.6.6 of this Wiki.<br />
:::-Although the sleeves are self-sealing and self-sticking, secure them well with additional packing tape.<br />
::'''3.''' After packing and attaching all labels and customs information, place the shipment with the rest of the outgoing mail, in the shipping/receiving room.<br />
<br />
=== Customs Slips ===<br />
<br />
'''''<br />
For making a custom slip for packages shipped to foreign countries follow the following steps:'''''<br />
<br />
'''1:''' Look for an Icon on the desktop showing "'''Click-N-Ship for Business'''".<br />
<br />
'''2:''' Run "'''Click-N-Ship for Business'''".<br />
<br />
'''3:''' The program should open with a page title "'''Customs form 2976-A/CP72'''". If it is not then move the cursor to the bottom of the page and click on the icon "'''Create A Shipment\'''". Choose "'''Customs Form 2976-A/CP72'''" and click "'''OK'''" for the message that pops up.<br />
<br />
'''4:''' Now, you have a page with three sections : Address, Details, and Items. To start with the address section, click on the "'''OPEN ADDRESS BOOK'''" to find address or you can type the address into the "'''To'''" sections of the form. Use the '''OCLC''' address code as the first part of the full name and as the short name when creating a new address. Fill in all the required sections and as much address information you are provided. You can also save the address to your address book for future use.<br />
<br />
'''''To add an Item to your Shipment, complete the following steps'':'''<br />
<br />
'''5:''' To fill in the Details section, '''(a)''' Guess the "'''Weight'''" of the item(s)in '''"lb."''' The weight in both the sections of Details and Items should '''MATCH'''. '''(b)''' For the "'''Contents'''" choose "'''Other'''". '''(c)''' In the explanation box, write "'''ILL Book'''" if it is not automatically written. '''(d)''' For the "'''Delivery Type'''", fill for the "'''Airmail/Priority'''".<br />
<br />
'''6:''' To fill in Items sections, '''(a)''' Write "'''library Book'''" in "'''Description'''" box. '''(b)''' Write the quantity of the shipping material in the "'''Quantity'''" box. '''(c)''' Write "5" as the value of the item(s) in the "'''Item Value $'''" box if not written automatically. '''(d)''' in the "'''Item Weight'''" boxes '''MATCH''' the weight of the shipping material. '''(e)''' For the "'''Country of Origin'''" choose "'''United States'''". '''(f)''' For the "'''hS Tariff #'''" box, you don't have to do anything. So to proceed, click on "'''ADD ITEM'''". Now, you can see that The item has moved into the description box on your cart.<br />
<br />
'''7:''' Check the box " '''I agree...'''" to agree to terms and click on " '''Add to Cart'''" button.<br />
<br />
'''8:''' In the upper right cornor of the page click on the "'''Labels'''" button.<br />
<br />
'''9:''' Check the box near the button "'''Edit'''" to '''select''' for the item(s) to be printed.<br />
<br />
'''10:''' Click the "'''Continue without Postage'''".<br />
<br />
'''11:''' Click "'''Next'''" and then check the box "'''Agree to the Hasmat policy...'''".<br />
<br />
'''12:''' click on the "'''Print Labels'''" and choose the Printer to print the five pages for custom slip and one instruction sheet.<br />
<br />
'''13:''' Follow the instruction on the '''printed''' custom slips and instruction sheet for how to stick the slips on the packed shipping package.<br />
<br />
==== Uploading items to Internet Archive ====<br />
<br />
WORKFLOW<br />
<br />
# Determine appropriateness of the item (supervisor task): Is it already on IA (Internet Archive), Is it in public domanin? If published before 1923, we can scan and upload.<br />
See information on links below if there is any question.<br />
<br />
Tools for determining public domain:<br />
http://librarycopyright.net/resources/digitalslider/<br />
<br />
http://www.publicdomainsherpa.com/calculator.html<br />
EU:<br />
http://outofcopyright.eu/calculator.html<br />
<br />
2. Remove pull slip form the document<br />
<br />
Edit pdf doc and remove first page/ scanned pullslip from pdf image using Adobe Acrobat<br />
Double- check completeness and quality of document to be uploaded and 'save'.<br />
Save document that is now "upload-ready" in "Internet Archive Files" that is at this location/ drive: Elecdel\arielscan\internetarchivefile<br />
Use this format: IA.Title.######.pdf The 6# stand for the 6 digits of pdf that item is related to (Also TN#)<br />
<br />
3.Upload to Internet Archive.<br />
<br />
Open Internet Archive in Google or other browser. It will identify you as MDY. Click on button (upload)<br />
Then choose 'Classic Uploader'. Upload the file. Fill in the description from the OCLC record. To do this find item in Illiad by searching TN#<br />
Input publisher, date, location, and other details including OCLC# in the "Add MetaData" field (must all be lowercase- eg. oclc #########)<br />
License will be "dedicate to the public domain"<br />
Share the file.<br />
Then you can view the record.<br />
<br />
4.Drag the file from the Internet Archive Files to another folder in the same location called "Uploaded to IA" once the file has been uploaded.<br />
<br />
5.Go on to the next one that's ready to be uploaded if there are several in the Internet Archive folder<br />
<br />
*NOTE: Items should be scanned on Bookeye scanner so that pages are always 'single' and in general for best appearance.<br />
**If not in Online Articles } check on BScan computer (in bubble near bookeye) - then save in OA as PDF when located<br />
***MDYILL@middlebury.edu is log in<br />
<br />
== '''Mills''' ==<br />
Awaiting Mills Request Processing<br />
<br />
First search in Z39.50<br />
<br />
If we have it in our holding and it is available,<br />
<br />
1.Highlight, copy, save call number and location<br />
<br />
2.Route to Document Delivery- Select Awaiting DD Stacks Searching<br />
<br />
If we don't have it, search OCLC<br />
<br />
1.Find holdings near CA (Mills location) - select holdings specific string for MILLS<br />
<br />
2.Use MILLS constant data form when ordering to ensure it get delivered to MILLS CA campus and not VT<br />
<br />
<br />
'''How to process Mills Paging Requests from Circ'''<br />
<br />
1) Create DD req in Illiad: Site= Mills College Library, Borrower= MDY, Type= Loan, Select request type= Book, DVD, etc<br />
<br />
2) Add Mills Flag<br />
<br />
3) Add to Google Spreadsheet<br />
<br />
4) Route to Awaiting DD Stacks Searching<br />
<br />
5) Print labels: Doc Delivery Upper Tab -> Print Pullslips<br />
<br />
6) Affix labels to items<br />
<br />
7) In DD-> Mark Found<br />
<br />
8) In Mill- scan barcode in Search holds and cancel each hold<br />
<br />
9) In Mill- Check out to NILL MIQ<br />
<br />
10) Generate 2 Day UPS slip to Mills<br />
<br />
== '''Clover''' ==<br />
Vermont's state-wide ILL program, '''C'''ollaborative '''L'''ibraries '''O'''f '''VER'''mont, uses AutoGraphics' SHAREit software to power the network. CLOVER replaces the antiquated VALS system. [mailto:April.Shaw@vermont.gov April Shaw] is our contact for questions/problems with the system. <br />
<br />
<br /><br />
[https://vtlib-agent.auto-graphics.com/MVC/ Log in here]<br />
<br /><br />
<br />
[http://libraries.vermont.gov/services/ill/CLOVER DoL Homepage for Clover]<br />
<br /><br />
<br />
[https://vermontclover.wordpress.com/ DoL Clover Blog]<br />
<br /><br />
<br />
<br />
Middlebury College Clover Code is M58c<br /><br />
<br />
<br />
Most settings are located at '''Staff Dashboard --> ILL Admin --> Maintain Participant Record''' <br />
<br />
Clover operates with Request Numbers (RN). These RNs are imported into the ILL number field of Clover requests in ILLiad. For instance, RN: 11537 is represented in ILLiad by ILL: VTLIB-11537. <br />
<br /><br />
<br />
====Clover Statuses====<br />
<br />
Staff Dashboard --> ILL Admin --> Request Manager<br />
<br />
Clover statuses can be accessed through the <u>Request Manager</u>. Borrowing requests will be located on the left side of the screen and Lending will be located on the right.<br />
<br />
===Lending Statuses ===<br />
<br />
At present, MDY primarily Lends items out through Clover, so most interaction with the program tends toward the right "Manage Lender Requests" side of the screen. <br />
<br />
<big><big>'''Action Items'''</big></big><br />
These are items you can change the status of, or 'act on.' Generally, items are organized in order of progression, so that a request moves down the list as it is processed.<br />
<br />
*'''Pending''' is effectively equivalent to OCLC 'CONSIDERING' and, if the systems are communicating properly, you should be able to find Pending requests in ILLiad's queues. <br />
** Clover has a habit of matching items to completely unrelated OCLC records. You can always double check the original request by coming to the item in Pending queue. The white bars across the top of items in the Pending List are effectively search bars for each column. <br />
<br />
*'''Will Supply/In Process''' is a Clover step that can be used in between Pending and Shipped. If the Lending library needs time to process an item, say to have it repaired before it goes out, they can set an item at this status to let the Borrowing library know that they are working on the request. (It may also be a way to buy time to process - checking with April)<br />
<br />
*'''Conditional''' while this status is similar to OCLC 'CONDITIONAL,' be aware that Clover does not show the information associated with the conditional in an easily accessible way. Libraries unfamiliar with ILL processing will likely not know how to respond to a conditional. IF YOU CONDITIONAL SOMETHING, please also send an email with that same information to the library so they know what you're asking. <br />
**If they have never seen a Conditional before, there is a Conditional cheat sheet [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/CLOVERConditionalStatus.pdf here] that you can send to help. <br />
<br />
*'''Renew/Overdue''' is for items that are currently overdue, but have had a renewal requested. It is effectively the same as the Renewal Pending queue, and is separated purely for the libraries that treat renewals of overdue items differently than other renewals.<br />
<br />
*'''Pending Cancel''' is for requests that the Borrower has cancelled. Rather than going RNF, this queue points out requests that have been cancelled by the requester. <br />
** Items in this queue can be updated to either '''Confirm Cancel''' (which effectively kills the request) or '''Reject Cancel''' which sends the item back to Will Supply/Pending status (thus alerting the Borrower that you have already shipped the item out). <br />
<br />
*'''Renew Pending''' is roughly equivalent to ILLiad's Awaiting Renewal Request Processing queue. Items in this queue need to be looked up in the system and either given a renewal, or sent back renewal denied. <br />
<br />
*'''Returned''' is equivalent to OCLC '''RETURNED''' meaning that an item has made it safely to the Borrowing Library, been used by the patron, and has been shipped back to the Lending institution.<br />
<br />
<big><big>'''Items awaiting trading partner response'''</big></big><br />
These items are waiting for the Borrowers' input. <br />
<br />
*'''Not Received''' means that the Borrowing library has not updated their item to Received. While this could mean the item was lost in the mail, more often it means that the library has forgotten to update their item. If you find items in this queue, email the Borrowing libraries and ask for a status update.<br />
** Be aware that items in this queue DO NOT SHOW UP IN ILLIAD as NOT_RECEIVED. If processing Lending, remember to check this queue from time to time. <br />
<br />
*'''Accepted Renewal''' is a queue of items that have been successfully Renewed. Items will stay in this queue until they either go Overdue or get updated by the Borrowing library as Returned.<br />
**(This includes both things that were Renew/Overdue and Renew Pending?)<br />
<br />
*'''Shipped''' is equivalent to OCLC '''SHIPPED''' in that it indicates items that have been shipped out from the Lending library, but have not been received by the Borrowing library yet.<br />
**Items must be in Shipped status in order to print shipping labels or book bands through Clover.<br />
<br />
*'''Complete''' is equivalent to the Request Finished queues in ILLiad, and indicates that an item has made it safely back to its Lending library and has been checked in and all its records have been cleared.<br />
<br />
*'''Received''' is equivalent to OCLC '''Received''' meaning that the Borrowing library has received the item.<br />
<br />
*'''Overdue''' <br />
<br />
<br /><br />
<br />
====Fixing ILLiad Records for Clover Libraries====<br />
When new libraries are imported into ILLiad, their addresses do not transfer properly into the ILLiad record. This means that you have to go back and edit them before processing any requests from that school.<br />
<br />
You can search for a library's address and contact information in Clover. <br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter followed by a series of numbers, occasionally ending with further numbers), and <b>Library Name:</b>, which just searches by library name.<br />
#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''ILLiad should have a valid email address for each school.''' If you absolutely cannot find a valid email address, contact April Shaw to ask for one.<br />
# Copy all contact info into the ILLiad record, either by typing over or copy/pasting everything.<br />
#* If you can't remember how to get to the ILLiad address area, see the Updating Addresses entry of the Wiki<br />
# Save your changes and close the ILLiad window<br /><br />
<br /><br />
<br />
====Turning off Clover ====<br />
<br />
'''Method One: Turn off Directly'''<br />
This method manually disables Clover. No requests will come in as long as these boxes are unchecked.<br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# In the row '''Days Requests are Processed,''' uncheck every day of the week.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
(To reenable Clover, re-check boxes for every day we're open i.e. all weekdays)<br />
<br />
'''Method Two: Schedule a Holiday'''<br />
This method allows you to schedule the system to close automatically over a holiday. <br /><br />
<br />
'''Be aware that this method will use the 'Days to Respond' (Midd has this set to four) setting to decide when to allow requests back in. If you want the system to be inactive for the ENTIRE holiday, add four days to any End Date.'''<br /><br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# Scroll down until you find the '''Holiday List'''<br />
#* In the first available Start Date space, enter the Start Date of the holiday in MM/DD/YYYY format.<br />
#* In the corresponding End Date space, enter the End Date of the holiday, plus four days, in MM/DD/YYYY format.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
[[Category:ILL, Interlibrary loan, policy]]<br />
[[Category:ILL, Interlibrary loan,]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=ILL_Procedures&diff=37682ILL Procedures2018-06-20T16:48:00Z<p>Bryan Carson: /* Atlas Documentation */ fixed the URLs</p>
<hr />
<div>= '''Interlibrary Loan Procedures''' =<br />
<br />
<br />
== Atlas Documentation ==<br />
<br><br />
<br />
[https://prometheus.atlas-sys.com/display/illiad/ILLiad+User+Guide https://prometheus.atlas-sys.com/display/illiad/ILLiad+User+Guide]<br />
<br />
[https://prometheus.atlas-sys.com/display/illiad/The+ILLiad+Video+Tutorial+Guide https://prometheus.atlas-sys.com/display/illiad/The+ILLiad+Video+Tutorial+Guide]<br />
<br />
== Borrowing ==<br />
<br />
=== Clearing Copyright ===<br />
<br />
*In ILLiad - Main - Borrowing click on&nbsp;'Awaiting Copyright Clearance' or use the 'Process Copyright' button in the Borrowing tab.<br />
*Check that all request have a ISSN or OCLC number: click on individual request to open and search OCLC if the request is missing information. (Rapid needs either the ISSN or OCLC number to match the request against it's database.)<br />
<br />
*Transactions that need to be cleared through copyright are displayed in the top grid.&nbsp; Articles published more than five years ago can be automatically cleared:<br />
<br />
*Select 'Auto Select No Problem'. The system automatically selects transactions that no longer require copyright fees. Then click 'No Problem' to clear.<br />
<br />
*Five articles per journal per year (newer than five years old) are allowed before&nbsp;copyright kicks in. Compare Journal titles for newer articles with the Copyright list. Titles listed in the copyright list,located in the upper right pane, require copytight payment.<br />
<br />
::-Items not listed may be cleared.&nbsp; Highlight record and select 'No problem.'<br />
<br />
*The Copyright Payment Information pane is in the lower right corner. To pay copyright, search the journal using the seach buttons, select the proper journal from your search results, then click the 'Save CCC Information' button to attach the copyright payment information to the request.&nbsp;&nbsp;<br />
<br />
::-If the copyright fee exceeds $30.00,&nbsp;search for the article on-line, and determine if it can be provided through the publisher for less.&nbsp; Click 'Doc Provider' to route the request for puchase by the publisher or another Document Provider such as the British Library (BRI).<br />
<br />
&nbsp;<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Clearing+Copyright ILLiad Documentation: Copyright]<br><br />
<br />
Video Training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html]<br />
<br />
=== Processing/Ordering Borrowing Requests ===<br />
<br />
Begin by going to 'Awaiting Request Processing'<br />
<br />
*Organize/Adjust the list of requests to view important information. Double click to open request. Review for notes.<br />
<br />
*Click the 'OCLC'&nbsp;tab (Alt-2).&nbsp; System will automatically search. Locate matching OCLC&nbsp;record, or try another search.&nbsp;&nbsp;Click on a line record to select a request, double-click to view.<br />
<br />
*Use (Control-h) or the top of the 'Holdings' button&nbsp;to search holdings.&nbsp; If you cannot find a lender, select “All” under bottom of Holdings button.<br />
<br />
*Modify default lending string as needed.&nbsp; Double click on lender codes to create a lender string. Drag codes up or down to change order.<br />
<br />
*Use 'Create Work Form' (alt-w) to&nbsp;populate&nbsp;OCLC&nbsp;request.&nbsp;Add any notes or appy Constant Data as needed.&nbsp;<br />
<br />
*Click 'Send Request' to send the OCLC&nbsp;request.&nbsp;<br />
<br />
*Back in the ILLiad 'Detail' tab click 'Request Sent' to save information and update ILLiad status.<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Searching+and+Sending+Requests ILLiad Documentation: Searching and sending Requests]<br />
<br />
If auto search selects record with few holdings, or only foreign holdings try other searches to locate better OCLC record.<br />
<br />
Remove accents from OCLC searches, they are not understood by the system. Ex. "Si Versailles m'était conté" or "Si Versailles m'e´tait conte´" should be searched as: Si Versailles m'etait conte<br />
<br />
<br><br />
==== Awaiting RAPID Local Request Processing ====<br />
1. Search in z39.50. If we have it AS HARD COPY, copy information and cancel. Select appropriate cancellation reason.<br />
<br />
2. Find as PDF. Save as TN# and send to electronic articles folder. (ELECdel) Check to ensure readability in PDF viewer tab. Send e-mail as Delivered to Web.<br />
<br />
3. Can't find at all? Route to "Awaiting RAPID local sending" (This queue means Rapid will order it even though they think we own it)<br />
<br />
==== Specialized Ordering:&nbsp; ====<br />
<br />
Specialized ordering is done in a variety of ways and requires extra steps to process the request.&nbsp; Materials ordered&nbsp;in any of these&nbsp;ways may take longer to arrive at Middlebury.<br />
<br />
*Audio and Video<br />
*Microfilm<br />
*Thesis/Dissertations<br />
*Generic Request with Special message<br />
*Prepayment requests<br />
<br />
*Loans from Foreign Countries<br />
More Libraries from foreign countries are signing up as suppliers in OCLC. Suppliers codes appear in uppercase in ILLiad's OCLC interface.<br />
<br />
Loans should be carefully searched for alternate OCLC records first. If only foreign locations exist review for OCLC suppliers, and check web for purchase options. If inexpensive and available in US, send POD e-mail to Acq.<br />
IF OCLC suppliers are familiar order via OCLC. If not, send e-mail to patron "Requested Material Held Abroad" warning patron of the time involved(4-6 weeks or more) for requesting/shipping.<br />
If all codes are lowercase/non-supplier, review for familiar codes. Refer to "Alternate Ordering Methods" spreadsheet for information on ordering options. Look at OCLC Policy Directory for Library contact information, or search web for contact e-mail.<br />
<br />
===== Blank Work Forms: =====<br />
If you know a OCLC lender for an item but are unable to find a matching OCLC record you can use a 'Blank Work Form - OCLC Loan/Article' form to place the request.<br />
*Open the request.<br />
*Click on the lower OCLC tab.<br />
*Click on the 'Blank Work Form' button, and then select OCLC Loan or OCLC Article depending on your request. This will pull in the the information from ILLiad to fill in a blank OCLC request form.<br />
*Add the lenderstring manually.<br />
*If you are placing a thesis request, remember to also apply the Constant Data 'Dissert' to the request before sending it.<br />
*Send as you would a normal OCLC request.<br />
<br />
===== To order from non-supplier: =====<br />
*Copy selected code and e-mail address into note field. Indicate in note you are sending e-mail request.<br />
*Copy OCLC number into Bib Number/OCLC number field.<br />
*Add the selected code into Lender String and follow it with a comma, and the method used to place the request. ex: '''mdy,email''' or '''stf,webrequest'''<br />
*Send e-mail "E-mail ILL Request to Lender" (Paste Lender's email into 'TO' address before sending.)<br />
<br />
<br />
===== Non OCLC Requests: =====<br />
<br />
Requesting from Non-Supplying OCLC Lenders:<br />
:* Locate OCLC record, and select lowercase OCLC code.<br />
:* 'Copy Information' from the selected OCLC record into your request, (the OCLC # will be copied into in the Bib Number/ OCLC Number field).<br />
:* Change System ID to Other: "OTH".<br />
:* Add a note containing the OCLC code and e-mail address: esw: ill-ub@unibas.ch (Indicate in note you are sending e-mail request.)<br />
:* Add '*' and the selected OCLC code into the ‘Lending String’ field: *esw<br />
:* Send e-mail "E-mail ILL Request to Lender" (paste Lender's email into 'TO' address before sending).<br />
<br />
Or<br />
<br />
:*Complete web request, transfer information from web page to ILLiad.<br />
::* If the request generates a request number, (ex: nlm, stf) add it to the ‘Record Number’ field.<br />
:*Send request with "Request Sent" button.<br />
<br />
<br />
*Purchase from Document Provider<br><br />
=====POD (Purchase on Demand) request=====<br />
When the following criteria are met, ILL immediately passes a request to Acquisitions for purchase.<br />
:*Send E-Mail -- POD: Request to Acq.for Purchase Consideration. (e-mails sent to libacqreq@middlebury.edu)<br />
POD Criteria:<br />
*ILL Request from Faculty + Staff or students<br />
*Books or DVDs (CDs?)<br />
*Recent publication (within current or preceding year) OR<br />
*Unfillable via ILL as defined by: two request passes, or up to 10 lenders refused request.<br />
*Purchase price less then $100, as found on web, Amazon preferred.<br />
<br />
=====Get it Now=====<br />
‘Get it Now’ is a purchase alternative to Interlibrary loan. It can be used it if we are having trouble getting an article through ILL (Rapid or OCLC), if a patron has requested SUPER expedited service, or is in need of purchase quality (Color PDF). ‘Get it Now’ is not available for all articles; when it is an option the ‘Get it Now’ tab will appear in the Borrowing request for ILL staff.<br />
<br />
To order from ‘Get it Now’:<br />
*Click on the ‘Get it Now’ tab in an open Borrowing request.<br />
*Confirm you are looking at the correct request information.<br />
*Scroll down, accept the ‘terms and conditions’.<br />
*Click on ‘Accept’ to place the order: (Order information will be automatically copied into the ILLiad request form).<br />
*Back at the main request (detail tab), save changes and send the request.<br />
<br />
The article should be delivered via Odyssey within 8 hours.<br />
<br />
<br><br />
<br />
<br />
<br />
=== Cancelled by Customer ===<br />
<br />
Open request from the 'Cancelled by Customer' queue. Check to see if the request has been ordered. If no request was ever placed, cancel the request using the 'Cancelled by Customer' option. If there is an OCLC request, check the status.<br />
<br />
For items with 'Shipped' status:<br />
:* Send E-Mail > No cancellation allowed. (Item has already been shipped to Middlebury.)<br />
<br />
For items with 'In Process' status:<br />
:* Type the code of the lender currently reviewing the request into the Lender field.<br />
:* Use the 'three dot button' (Show Lender) to find the Lending department e-mail.<br />
:* Highlight and copy e-mail address. Close Address window.<br />
:* Remove lender code from Lender field and save.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
For items with 'Pending' status.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Cancel the request using the 'Cancelled by Customer' option.<br />
<br />
For items ordered by E-mail instead of OCLC.<br />
:* Copy e-mail from notes.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
=== Conditionals ===<br />
<br />
Condtional messages in ILLiad are question, restrictions, or information about the request provided by the potential lending library.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Conditional Processing' queue, and selecting the request.&nbsp;Look for the message from the Lender in the note field in the request.&nbsp; To reply to the conditional message you have two basic options, 'Yes' or 'No', with the option of including more information with a 'yes' answer.<br />
*Click the OCLC tab to view the OCLC ribbon. Click the Show Request icon to open the OCLC Request form for viewing before responding Yes or No to the conditional request.&nbsp; (The Yes/No Conditional icons are located on this OCLC ribbon as well as on the OCLC Request Form. You can say No here without opening the OCLC&nbsp;request form, but clicking yes, will open the OCLC form for further processing.<br />
*a 'Yes' answer, indicates you agree to any Lender conditions, you have answered any Lender questions, or you have corrected the request citation.&nbsp; The detailed response should be written into the Borrower note field.&nbsp; make any other&nbsp;changes, such as to the shipping, or IFM fields, before saving and clicking on 'Yes.'<br />
*a 'No' response bumps the request to the next lender in the Lender string.<br />
*or delete the entire OCLC request.<br />
<br />
<br><br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals]<br />
<br />
=== Unfilleds ===<br />
<br />
The Unfilled OCLC status contains requests that have not been able to be filled by any of the potential lenders in the string, these items can be found in ILLiad in the 'Awaiting Unfilled Processing' queue.&nbsp; Unfilled request need to be requested again (in OCLC&nbsp;or an alternate&nbsp;system), or cancelled.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Unfilled Processing' queue, and selecting the request. Review note fields for patron and staff notes. Look at the History tab to to view the Lenders 'Reasons for No' for hints as to why the previous request failed. Search using the Google tab to improve bad citations.<br />
<br />
Depending on the request and your remaining options, you may:<br />
<br />
::•re-request the item from other potential lenders in OCLC from the same OCLC&nbsp;record.&nbsp;<br />
::•re-request the item from other potential lenders in OCLC from a new OCLC&nbsp;record.&nbsp;<br />
::•re-request the item in a different system. (Consider POD if applicable.)<br />
::•cancel the request and inform the customer that you were unable to borrow the requested item.<br />
<br />
=== Processing incoming Borrowing items ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
(For loans and for articles in paper form)&nbsp;<br><br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Check in from Lending Library'&nbsp;<br />
<br />
'''3.''' Enter the TN # or the ILL # in to the Search box in the ribbon and click the 'magnifying glass' or the 'Enter' button to search.&nbsp; Confirm you are looking at the correct record, (you may have to select from a list of options if multiple records match your search).<br />
<br />
'''4.''' Review and fill in the following:<br />
<br />
:*note any restrictions from the request notes, such as “Library use only”.&nbsp; Select restriction check boxes as needed.&nbsp; (Set aside 'In Library Use Only' items to be processed as a group for easy printing onto pink paper.)<br />
:*identify if it’s a Loan or an Article<br />
:*who the Lender is, select the proper return address<br />
:*the Due Date (FOR LOANS ONLY)<br />
:*the type of Material<br />
:*the '''number of pieces''' (One band will print for each)<br />
<br />
'''5.''' Click ‘Check In’&nbsp;&nbsp; Repeat for each Book.&nbsp; When you are finished, close the 'Check in from Lending Libray' tab.<br />
<br />
'''6.''' Print Book-Bands (for Loans only):&nbsp;<br />
<br />
:*Select the upper Borrowing tab above the ribbon. Click on the tob half of the&nbsp;'Print Receives' button.<br />
:*Select the Lib250green printer for regular checkin, Lib250pink for 'In Library Use Only' items<br />
:*Make sure the 'View merged documents before printing' box is checked.<br />
<br />
:Word document should open automatically. Print. Fold slips in half lengthwise.<br />
<br />
==== Adding ILLs into Sierra for Circulation. ====<br />
<br />
'''1.''' Open Sierra and enter the following as requested:<br />
<br />
:::Username:<br />
:::Password:<br />
<br />
<br />
'''2.''' In the dropdown FUNCTION menu, select the Catalog function:<br />
:*Type in: ill book (Hit “enter” or the “Search” Button)<br />
:*Select: Ill Book (borrowed)<br />
<br />
'''3.''' Hit “Attach New Item” button <br />
<br />
'''4.''' Fill in the following information:<br />
:*b&nbsp; Barcode: scan in the white Barcode sticker from ILL book-band.&nbsp; (Watch to make sure entire barcode has been entered.)<br />
:*v&nbsp; Volume: click with mouse beyond the “TN:” (or right-arrow three times) and scan the TN: barcode.<br />
:*c&nbsp; Call No.: type or paste in the title of the ILL book. (The title can be copied from ILLiad record.) :Press “enter” or click on “”Next” to complete field.<br />
<br />
'''5.''' Hit the “Save” Icon to complete the item record.<br />
<br />
'''6.''' Click on the “Summary” Tab to return to the Ill Book (Borrowing) Bib. Record.<br />
<br />
'''7.''' Close ILL Book (Borrowing) record when finished adding items.<br><br />
<br />
Once bookslips have been entered into Sierra they can be wrapped around the ILL.&nbsp; Do NOT tape to the item, use paper strips to band larger items.<br />
<br />
Scan all banded items in Sierra Circ - check-in function to confirm that records exist.<br><br />
<br />
==== Contact Customers ====<br />
<br />
'''1.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Contact Customers'<br />
<br />
'''2.''' In Customer Contact: Click on “Start Automatic E-mail” button.<br />
<br />
'''3.''' Phone any patrons left on list after e-mails have been sent.<br />
::-Double click on line after phone call to mark it “Notified by Phone”<br />
<br />
'''4.''' Close Customer Contact window when all patrons have been notified.<br />
<br />
==== Check-out items to Patrons ====<br />
<br />
'''1.''' Refresh ILLiad by clicking on the blue turning arrows in the top left.<br />
<br />
'''2.''' Click on the lower tab&nbsp; 'Main'<br />
:*Double click on the queue 'Customer Notified via E-Mail'&nbsp; to open.<br />
:*Highlight all requests (Ctrl-A) and&nbsp;click on 'Route' in the Ribbon menu, and select&nbsp;'Checked Out to Customer' from the drop down list.<br />
:*You will be asked to confirm manual status change. Click 'Yes.'<br />
<br />
'''3.''' Repeat for any items in the 'Customer Notified via Phone' queue.<br />
<br />
==== Deliver items to Circulation for the Hold-Shelf ====<br />
<br />
'''1.''' Separate Armstrong pick-up items and band together. Drop on&nbsp;Armstrong courier bin shelf.&nbsp;<br />
::-In Summer, place any&nbsp;items for Davison Library in Bread Loaf&nbsp;courier&nbsp;at Circ.<br />
'''2.''' Deliver remaining ILL&nbsp;items (on ILL Check-in cart) to Circulation Supervisor.&nbsp;<br />
<br />
'''3.''' Stop and let the Circ. Supervisor know you’ve delivered the cart.<br />
<br />
==== Electronic Delivery ====<br />
<br />
'''1.''' Select Receives – Electronic Delivery Processing<br />
<br />
'''2.''' In the “Electronic Delivery” Window:<br />
:*Check for records to be processed, if there are no files to be processed, then the new files must be pulled in from Odyssey.<br />
:::-Click on the “Process Electronic Delivery Files” Button.<br />
:::::Article files are processed from top to bottom, view any article&nbsp;in a&nbsp;list by clicking on it.<br />
:::-In the first box 'No ILL&nbsp;Number Match,' match the Files by TN#s or ILL#s. (Do Not Use the TN: number from Lender forms to match unless located in “Verified” field.)&nbsp;<br />
:::*Locate TN or ILL number from image of article.<br />
:::*Type the identified TN# or the ILL# into the appropriate blank field.<br />
:::*Click the “Match ILL Number” Button, in ribbon at top of the&nbsp;to match the file with its TN#.&nbsp;&nbsp;(If number does not match more research may be needed. Requests will not match unless they are at “Request Sent” status in ILLiad.&nbsp;Articles without identifying #s need to be searched under “Edit Request”)<br />
<br />
:*In the second box 'No Ariel Lender Match', match the files with the lender—(Most will skip this box.)<br />
<br />
:::-Look for the lender’s three letter code, in a lending string it follows the “*”. We for example are MDY (Middlebury College)<br />
:::-Click on the circle of the Lender who sent the Article.<br />
:::-Click on the “Attach Lender Info” button in the upper ribbon.&nbsp; (The file will move&nbsp;to the review box.)<br />
<br />
<br>'''3.''' In the third box 'Review', review the article for completeness and flip pages.<br />
<br />
:*Review article, check to make sure all pages are there, and complete.<br />
:*Flip pages as needed.&nbsp; Pages that are not right side up can be flipped upright using the rotate button.&nbsp;Flip multiple pages by clicking on the drop-down menu and highlighting the type of flip you want.&nbsp;(Do NOT flip sideways pages upright.)<br />
:*When article has been properly checked, click on “Deliver” button to send article to patron.&nbsp;<br />
Articles that go to the Print box can be dragged to the Review box for processing there. Review patron information to ensure Electronic delivery of articles has been selected.<br />
<br />
<br><br />
<br />
'''4.''' If you do not have a good quality complete file, a re-send request must be sent.<br />
<br />
:*Rapid resends are sent via RapidILL&nbsp;web page:&nbsp; [https://rapid2.library.colostate.edu/Ill/Login.aspx https://rapid2.library.colostate.edu/Ill/Login.aspx]&nbsp; In Borrowing dropdown menu select 'Resend.' Paste in the Rapid/ILL number and type in the reason for a resend. Click the green 'Submit' button to place the resend request with the Rapid Lending Library. Note placing the resend request in the ILLiad request. [https://rapid2.library.colostate.edu/Ill/Resend 'Link to Rapid's Resend web form.'] <br />
:*Email resends can be sent via ILLiad custom e-mail form.&nbsp; Search in ILLiad by TN, and send 'E-mail ILL Resend Request to Lender' email.&nbsp; (Lender e-mail address required, and must be manually pasted into email 'To' field.)<br />
<br />
<br />
<br><br />
<br />
Video training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html]&nbsp;<br />
<br />
=== Branch Library Check-in/Notify Customers ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the lower half of the button 'Contact Customers' and select 'In Transit Items Received' from the menu that appears.[[File:In_Transit.JPG]]<br />
<br />
'''3.''' In the 'Batch Process Transit Items' window check for the 'Auto Process' button to be on, indicated by orange highlighting on button. When 'Auto Process' is on, scanned items will automatically be marked in and customers will be notified the book has come in. (If off - click on the 'Process Queue' button after scanning items to process list.)<br />
<br />
'''4.''' Scan TN: barcode for each item received in the 'Input' box. Watch to see item is added to the list for update.<br />
<br />
'''5.''' Click 'Clear Processed' and make sure list clears before closing 'In Transit Items' tab in ILLiad. If items remain in list - click on the 'Process Queue' button after scanning items to process list, then click 'Clear Processed' again.<br />
<br />
=== Processing Renewal Requests ===<br />
1. In ILLIAD, Select Renewal Requested<br />
* Ensure renewals box is checked<br />
* Check note field, previous notes for past renewal. (We depend on lender to deny renewals.)<br />
<br />
2. Select upper '''OCLC tab''' from above ribbon<br />
Click '''Show Request'''button<br />
Change "Renewal Request" date to about a month in advance.<br />
* Be sure to follow proper format * YYYYMMDD<br />
Keep this date in Sierra (see below)<br />
<br />
Determine last name of patron from username or user detail tab.<br />
<br />
3. '''Open Sierra.''' Circulation<br />
In Circulation mode:<br />
* Search for patron by "n"+"last name"<br />
* Select patron record.'''Bold text'''<br />
* Find checked out records, best to organize by title and scan the "Interlibrary Loan Book" entries. (ILL title displays in call number field)<br />
"Watch for other ILL records in Sierra that are not in your ILLiad renewal requested list...(especially for faculty)"<br />
* Find requested entry and click '''Change Due Date'''<br />
* Change date to a week to ten days before date entered in OCLC request tab. Use space bar to get past three pop ups (Override, renewal request OK...)<br />
(It is possible to change Date for multiple requests at once by pre-selecting lines of records in Sierra.)<br />
"If renewal was requested outside of Illiad--->Add Note: "Renewal Request made to ...enter date..."<br />
* Route to Checked Out to Customer.<br />
<br />
''Helps to sort by username when several renewal requests exists from same user.''<br />
<br />
<br />
====Awaiting Renewal OK Processing====<br />
<br />
* Check notes for Renewal date. If unsure of date or date is old check '''Show''' OCLC Request to confirm current renewal date from '''New Due Date''' field.<br />
* Find Patron in Sierra.<br />
* Find checked out records.<br />
* Organize by title (ILL Book)<br />
* Select record, Change Due Date to a few days before date entered in Note Field (unless due date is extremely short then give them ALL of it!).<br />
* Okay to all pop ups (space bar through).<br />
* In Illiad, change the date in Item information box (on right) to match new Sierra date (SAVE).<br />
<br />
'''Send Email''' ----> ''Request Renewed- Approved''<br />
<br />
<br />
-Awaiting Renewal Denied-<br />
<br />
* Uncheck "Allow Renewals"<br />
* Check Sierra due date matches record due date<br />
* Send Renewal Request denied email to patron<br />
<br />
-Manually Renewing Materials-<br />
(staff initialed & patron initialed)<br />
<br />
<br />
<br />
<br />
[https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm]<br />
<br />
=== Overdues/Recalls ===<br />
<br />
Overdue and Recall notices are sent using the custom e-mails within ILLiad.&nbsp; These e-mails are sent in response to messages received by Lending Libraries.<br />
<br />
=== Borrowing Returns ===<br />
When a patron returns a book they have borrowed through interlibrary loan , circ puts it on an "ILL Returns" cart located in the circ area near the reshelving carts. These books can then be brought over to the ILL work area. <br />
<br />
'''Things to look out for:'''<br />
*Items with pink '''"In Library Use Only"''' bands should stay on the carts until their due dates. That way, if the patron intended to return the book to the holdshelf to check out again, and circ thought they were done with the book altogether, the book is still available for their use.<br />
<br />
*If there are an overwhelming number of returns, it is important to look at the '''due dates''' of the books and return any that are overdue first.<br />
<br />
*Books going to '''UVM''' (always) or '''Saint Mike's''' (school year only) should be returned through the courier. Consult the section on the courier for more information on that process.<br />
<br />
*Interlibrary loan books being returned to '''Phoenix Pod libraries''' should not be sent through the mail. Fill out the tracking sheet as if they are being sent through the mail, but in the UPS column indicate that they are being sent with Phoenix Cart (PX in place of the UPS x). Sort the items on the red cart next to Lexa's desk to be UPSed to the school at the end of the day.<br />
<br />
'''Regardless of how books are returned to their lending libraries, the book-bands need to be put into yellow "Box 1" at the returns station to be processed as a borrowing return.'''<br />
<br />
'''To return books through the mail or UPS:'''<br />
* Fill out the book's information on the "ILL Mail and UPS Tracking Sheet" on the clipboard in the returns area. If the book needs to be UPSed, mark the UPS column with an x. If you are unsure which items warrant such special treatment, consult the UPS section of the wiki.<br />
*Remove the book-band and put any enclosed paperwork from the book-band in the book, making sure to remove any extraneous tape so as to not damage the book.<br />
*If you think that the return should be UPSed, create a UPS label and put it with the items to be packed, OR if you don't have time, put the item under the UPS medallion with a mailing label to specify where the item needs to be shipped to.<br />
:'''Creating UPS Labels'''<br />
:*Open "UPS World Ship" Program.<br />
:*Enter School Code in address look-up (if school is not listed, enter information to create new listing.<br />
:*Click Process Shipment.<br />
:*Double check tracking number on sheet 1 with tracking number on barcode.<br />
:*Write the school code under the barcode box.<br />
:*Cut out and attach to item.<br />
:*Place on Mailing Cart.<br />
*If the return doesn't need to be UPSed, find or create a shipping label. Some schools include shipping labels with their loans. If you use one of those, make sure to write or stamp our address as the return address. Another option is the shipping label automatically printed on the back of the green or pink book-band. If you cut out this label to use, double check the shipping address with the information in the lending library's paperwork in case the person who checked the book in selected the incorrect lending library. <br />
**If, for some reason, all of the paperwork has been lost, and you've had to look up the address of the lending library, you can write the address on one of the blank mailing label stickers that already has our library's address on it. There should be a stack of those labels in the wooden organizer at the returns station. Put the mailing label into the book so that the lender code sticks out. That way, books being shipped to the same library can be grouped together and combined into one package.<br />
* Place the book-band that you have removed into yellow "Box 1" at the returns station to be processed.<br />
*Place the book with its shipping label on the packing cart.<br />
<br />
'''Checking In Returns in ILLiad''' AKA Box 1<br />
All of the book-bands that are in yellow "Box 1" at the returns station need to be checked in in ILLiad. Click on the upper borrowing tab in ILLiad and click on the "Check In" icon toward the upper right corner of the screen. Make sure that "Auto Process" is selected, and then scan either the transaction number or the ILL number in the field in the upper left corner. The request status should now be "Awaiting Return Label Printing". When you have scanned the book-band, place it in yellow "Box 2" to be checked in via Sierra. Once you have scanned all of the book-bands, click "Clear Processed" and all of the requests should disappear from the screen. If they do not, click "Process Queue," then "Clear Processed."<br />
<br />
'''Note:''' Sometimes people try to renew their books and then return them anyway. If you scan a book-band, and a message pops up saying '''"Status is currently awaiting renewal request processing''' . . ." tell ILLiad that you would not like the check the book in at this time, and try to find the book on the mail cart. You may have to open a package to find it. If it's really gone, you can check it in as a return in ILLiad. If you find the book, put the book and the band on Rachel's desk with a note explaining that it needs to be renewed.<br />
<br />
'''Checking In Returns in Sierra''' AKA Box 2<br />
The bands in yellow "Box 2" must be checked in in Sierra. In theory, circ has already done this job. We are simply making sure that people don't get mean emails and bills for books that they have already returned. Open up Sierra and, in the FUNCTION dropdown, select "Check-In (No Patron)." Scan the white "Middlebury College" barcode at the top of the book-band. Sierra will prompt you to ask whether you want to check the item in. Either click "Yes," or hit the space bar. Most of the books will likely say "not checked out". If any of the books say someone's name instead of "not checked out," you have officially saved the day. <br />
<br />
Box 3<br />
After you scan the bands in Sierra, recycle them.<br />
<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html]<br />
<br />
=== ILLiad Borrowing Additional Queues - Maintenance ===<br />
<br />
* '''Cancelled by Customer''': Check for an OCLC request. Is it active?<br />
'''If OCLC 'In Process':'''<br />
:* Look up e-mail address for current code in Lending String.<br />
:* Delete the OCLC request.<br />
:* Open 'form' e-mail: 'ILL Request Cancelled - To Lender.'<br />
:* Paste in e-mail address.<br />
:* In '''Note''' field, remove part of sentence that does not apply: "Patron cancelled request/<s>Request provided by previous lender</s>, no need to send....thanks."<br />
:* Send Email.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC 'Pending' or 'Unfilled':'''<br />
:* Delete the OCLC request.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC record does not exist:'''<br />
:* Cancel RapidILL request on Rapid web page, send e-mails for Webform or e-mail requested items. If never ordered just..<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
<br />
* '''Awaiting Customer Contact''': Click on queue to open. Click on "Start Automatic E-mail" to notify patrons their books have arrived. If requests remain AFTER automatic notification, close and right click to 'view requests.' Edit patron records to add e-mails, or to switch students to e-mail notification. Save. Close. Back in 'Awaiting..' call any remaining patrons ''(Clicking on an item in this list will mark it contacted by phone NOT open the request window.)''<br />
<br />
* '''Customer Notified via E-Mail''': (Sort by delivery location.) Check shelf against list to ensure all items going to Armstrong (or Davison) are on the proper shelf/bin. Select all records in queue(Ctrl-A) and right click/route to "Checked out to Customer."<br />
<br />
* '''Customer Notified via Phone''': Usually happens when someone clicks on the request in the 'Awaiting Customer Contact' without intending to. Route back to 'Awaiting Customer Contact' for regular e-mail notification.<br />
<br />
* '''Awaiting RAPID Request Sending''': ''If requests remain in this queue for more than 10 minutes'' (check history tab to confirm when a request entered this queue) you may need to help it along.<br />
<br />
If just one request is stuck:<br />
:* Open request, review request information. There are some characters that prevent Rapid from review requests.<br />
:* Delete weird characters, or stings of ????????.<br />
:* Save request. Wait to see if Rapid will process.<br />
<br />
If more than one request is stuck:<br />
Check with Bryan Carson to help with the following:<br />
<br />
:* The Rapid Manager is configured for logging using a log.config XML file (RapidManager.log.config) placed by default in the Rapid Manager folder on the server (c:\illiad\Rapid Manager). Check for errors, and if it is running properly.<br />
<br />
:* You can start and stop the ILLiad Rapid Manager, if needed, by going to the Services application on the ILLiad server and clicking on ILLiad Rapid Manager.<br />
<br />
:* After Rapid Manager restart wait 10 minutes and check to ensure requests have been processed.<br />
<br />
''Stuck requests can always be ordered manually through OCLC instead.''<br />
<br />
=== Patron Maintenance ===<br />
<br />
In Patron's Record, delivery methods default settings are as follows:<br />
'''Delivery Methods'''<br />
Notification: E-mail<br />
Delivery: Mail to address<br />
Loan delivery: Hold for pickup<br />
Electronic delivery: Yes<br />
<br />
== '''Lending''' ==<br />
<br />
=== Processing Lending Requests ===<br />
<br />
Begin by signing in to ILLiad and selecting the Lending tab in the ILLiad Client home screen. Incoming requests are located in <code>Awaiting Lending Request Processing</code>. Double click to open the queue up and access unprocessed requests. Double click on items in the queue to open them. <br />
<br />
<br />
<br />
====Updating Addresses:====<br />
<br />
{{Hidden begin<br />
| expanded = <!--"true", "on", yes", etc, otherwise omit--><br />
| showhide = <!--"left", otherwise omit--><br />
| class = <br />
| style = <br />
| border =<br />
| title = <br />
| titlestyle = <br />
| bg1 = <br />
| ta1 = <br />
| contentstyle = <br />
| bg2 = <br />
| ta2 = <br />
<!--Older, semi-deprecated parameters:--><br />
| header = | extra1 = | extra2 = <br />
}}<br />
<!----[(READ THROUGH BEFORE TAKING ACTION.)<br><br />
<br />
Sometimes, upon opening a Lending Request, a Lender Selection window will pop up asking you to confirm the Borrowing Institution's contact information. In the top left of this window you will find three buttons:<br />
<code>'''Select'''</code><br />
* Tells ILLiad that you want to use the contact information visible in the Address area as the contact info for this request<br />
<code>'''Add'''</code><br />
* Tells ILLiad that you want to add the contact information visible in the Address area as a new contact to the address book<br />
<code>'''Update'''</code><br />
* Tells ILLiad that you want to save changes made to the information you have showing in the Address field.<br />
<br />
<br />
Most of the rest of the window is taken up by two large information fields:<br />
<br />
'''The Request field''' contains contact info provided by the Borrower along with the request you are currently processing. This is the most recently updated address info, and thus the most accurate. You can instantly transfer information from the Ship To line to the Address field by clicking the icon at the far right of the associated box.<br />
Clover items will not fill their information in this location. Instead you will have to find their contact information through Clover. <br />
*# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
*# Click on <code>Staff Dashboard</code><br />
*# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
*# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter follow by a series of numbers, occasionally ending with further letters), and <b>Library Name:</b>, which just searches by library name.<br />
*#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
*# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
*#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
*#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''[[#Adding a New Library to Sierra|Sierra should have a valid email address for each school.]]''' <br />
<br />
'''The Address field''' contains the contact info we have saved for the Borrower you are currently working with. This is the field you want to edit to better match the Request field<br />
<br />
On the right-hand side of the window you will also see three smaller boxes. The topmost box may contain a list of contacts associated with the same Symbol (usually a three letter code like VTU or DRB). You can organize these contacts by any field listed along the top of the box. Clicking on each address will select it, and in doing so, display all of its contact information in the Address field.<br />
<br />
# If all buttons are greyed out except for the <code>'''Add'''</code>, then go ahead and copy the address into the Address field below (feel free to use the auto-copy icon in the far right of the Ship To box). <br />
#* Clean up the address by making sure that the Borrowing Institution's Library Name is in the associated box and the state is in its abbreviated form. Feel free to remove "USA" from domestic requests.<br />
#* Click <code>'''Add'''</code> to both save the address to ILLiad and select it for use in this request<br />
# If all buttons are available for use, check the topmost box on the right side and see how many schools are listed. If more than one, select the address that best matches the info provided in the Request field.<br />
#* Feel free to clean up the address as you do for new additions. Once those changes are done, click <code>'''Update'''</code> to save your changes.<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
# If all buttons work and there are no other addresses associated with this Symbol, check the Address field's information against the Request field's. It is possible that something has been updated. It is also possible that the system just can't recognize the addresses as the same, likely due a difference in formatting.<br />
#* Double check that all the information in the Address field matches that in the Request field. Edit as necessary to update the info in the Address field.<br />
#* Click <code>'''Update'''</code> to save your changes to the contact<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
<br />
Note: If the Odyssey address in their request has "/ILL" after it, we do not need to make this particular change in our records. Odyssey picks that up. If we were to make the change and add "/ILL" it would merely disappear each time anyway. If there is any other code (besides "ILL" after the Odyssey address, then we should update.]----><br />
{{Hidden end}}<br />
<br />
==== Loans: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article.<br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#* If the record you find contains a series of items, check to see which items the patron wants. <br />
#** Glance at the Loan Info field of the Detail tab for clues, especially in the Note field or Loan Info field.<br />
#** If there are no indicators there, click into the uppermost OCLC Request tab, and then click <code>Show</code> to search the original request for more information.<br />
#* Remember that <mark>Middlebury lends no more than 4 items from a series at any one time</mark> unless special arrangements have been made otherwise. If the patron wants more than one item, <code>[[Conditionaling Requests|Conditionalize Request]]</code> with "Multiple Parts" and fill in the details in the box provided to ask the school which items they want.<br />
#** Remember that Clover schools can't see the full detail of their Conditionals, so also email them with the information you would otherwise have communicated via Conditional.<br />
#* For multi-part requests, remember to fill in the number of items sent in the Max Cost/Pieces box in the "Item Information" field<br />
# Save your changes to the request using either Ctrl+S or the floppy disk icon in the top left of the window.<br />
# Check the Availability Field in the Detail tab. If the item is listed as anything other than Available, <code>[[Cancelling Requests|Cancel Request]]</code> using the appropriate condition:<br />
#* Checked Out for anything that lists a Due Date<br />
#* On Hold for anything listed with a hold on it<br />
#* Non-circulating for anything that can't leave the building (see below)<br />
#** Periodicals are an exception to the rule - see People to Contact for Permissions<br />
#* In Process for things listed as In Process<br />
#* On Reserve for anything on reserve at Davis, Armstrong, or any other library associated with MDY ILL<br />
#* Reference Material is for use if you are told a certain reference item cannot leave the building - always check first before sending Ref Materials out -- see People to Contact for Permissions<br />
#* At Bindery for items that are it or are about to be sent down to P&P for repair<br />
#* Other for anything that does not fit the situations above<br />
#** Please note an explanation for the cancellation in the bottom box of the cancel dialogue, so we can keep track of why this item was cancelled. <br />
# If this item is both located at the Davis Family Library, and is a book that likely can leave the building, click <code>Finished Searching</code> to route the item to Awaiting Stacks Searching.<br />
#* If this is a CD or DVD, <code>'''Route'''</code> the request to '''Awaiting CD Printing'''<br />
#* If this item is located at Armstrong, <code>'''Route'''</code> the request to '''Armstrong'''.<br />
<blockquote>There are times when loans are not capable of circulating. The following are always <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* GRE Study Materials from Reference</blockquote><br />
# If you cannot find the item in z39.50, click into the OCLC tab and check to see whether the little check box under Owned is ticked. If it is not, go ahead and <code>[[Cancelling Requests|cancel]]</code> the request as "Title Not Owned". <br />
# If that check box is ticked, however, keep looking. <br />
#* Try searching for the item in MIDCAT by clicking into the MIDCAT tab in ILLiad, or open a separate browser and search [https://middlebury.worldcat.org/ WorldCat]. <br />
#* Be aware of non-standard characters such as accents, dashes, apostrophes, semi-colons, and non-roman orthographies as these sometimes throw ILLiad and MIDCAT for a loop. Whenever possible, search around these items.<br />
#* Quotation marks are your best friend; use them around multi-word phrases in order to search for precisely those words/characters in that order. Again, be aware of those non-standard characters when using the quotes.<br />
# If you cannot find any sign of the item in all your searches, go to the upper Lending Processing tab and <code>Send Notification</code> to "Update MDY Holdings"<br />
#* This will bring you a preformatted email to our head of holdings, Michael Warner. Edit the email as appropriate and click <code>Send</code>. <br />
#* <code>Cancel Request</code> as "Title not owned"<br />
<br />
==== <br>Multiple Volumes/Parts: ====<br />
<br />
Sometimes a loan request consists of several volumes or parts. Watch for items with call numbers ending in v.#, pt.#, or t.# which indicate that the item is part of a series.<br />
<br />
For instance, this call number: <br><br />
PN1992.77 .R24 v. 1 '''pt. 2''' 2001D <br><br />
indicates that this DVD has at least one other part in its series, by means of the part in bold. <br />
<br />
For items with more than one piece associated, be sure to:<br />
* Indicate on the band how many pieces are in the set by writing 1 of 2, 2 of 2, etc on the band of each item. <br />
* Note in the record how many pieces are associated with each request. Do this in the pieces box in the Item Information field. <br />
<!-- Image here eventually --><br />
* If items have hidden parts, such as in music scores with parts in the back, or books that come with CDs, be sure to note this information on the band as well so borrowers return the item with all parts intact.<br />
<br />
==== Articles: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article. <br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#**For journals, the Call Number often includes a range of dates for which the library holds the item. If your item was not published within these dates, then the library (probably) doesn't own it. <br />
#* If the item record lists the Location of your holdings as ejournal, see if the date your article is supposed to take place fits within the ejournal holdings listed. <br />
#** If so, route it to Ejournal Processing. <br />
#** If not, check Google for any links to Academia.edu or ResearchGate or other free access to articles. If you can't find it there, check for physical holdings. <br />
#** In the off chance that the library has both digital and physical holdings, try to capture the digital first. If that doesn't work, then go with scanning of the physical object.<br />
#* If the item record lists the Location of your holdings as Bound Periodicals, Current Periodicals, or any other physical location within the building, then check that either a) the title of the book matches the book sourced in the request or b) the dates listed for the journal holdings encompass article date. If the article falls within the range Midd holds, or the title matches, then <code>Finished Searching</code> or <code>Route</code> to "Awaiting Stacks Searching." If the article falls outside the range Midd holds, <code>Cancel Request</code> as appropriate.<br />
<br />
<br />
<br />
===== Rapid Requests: =====<br />
<br />
Requests have been imported from Rapid can be identified by the negative sign in front of the ILL Number. Also, the Call Number field will list the web address of the electronic journal associated with the request if the article is available online.<br />
<br />
Search for these as you would any other article request (see above).<br />
Rapid requests are always for articles and we deliver them the same way as other article requests, mainly by Odyssey. (All Odyssey requests are saved using the TN #)<br />
<br />
If there is some problem at the receiving end, a Rapid request will show up in the "Rapid Resend" queue. The easiest way to deal with these is with Rapid X. Find the item in 'Online articles' or the backup, check for quality (completeness, correct match and readability), Open Rapid, and rename using the rapid ILL#, then the item can be sent in Rapid.<br />
<br />
===== Requests submitted via our Lending Web Pages =====<br />
<br />
Some libraries do not have access to OCLC, and so submit requests directly through our [http://go.middlebury.edu/Lending Lending Web Pages]. These requests do not have ILL Numbers, only Transaction Numbers, and will have blank OCLC Status fields. <br />
<br />
Process these just as you would any other Lending request, unless you need to Conditional something. <br />
<br />
To 'Conditional' a request placed through the web, jot down the code of the Borrowing Institution and the transaction number of the request. Since the <code>Conditionalize Request</code> button will not be available, conditionals will have to be done via email. If a request from a Vermont school, CC [mailto:April.Shaw@vermont.gov April Shaw] on all Conditionals, and keep track of the correspondence in the Note field of the request.<br />
<br />
====Special Collections Loans====<br />
<br />
Once in a blue moon, Special Collections allows us to loan items. When this happens, the item is ALWAYS lent out as:<br />
* '''Special Collections use only''' <br />
**in the case of a smaller library, this translates to use in building under direct supervision of a librarian.<br />
* '''No Renewals'''<br />
* '''Shipped in a Box by UPS/FedEx.''' <br />
<br />
<pre style="color: red">In order to receive a Special Collections item, the Borrowing Library MUST answer YES to a "Held in Special Collections" Conditional, thus confirming they will follow all of the above rules.<br />
</pre><br />
<br />
Because Special Collections items cannot have items affixed or banded to them, we keep all associated paperwork for Special collections items in the yellow Special Collections Current Loans folder in Lending Office (Kat's Office), in the top drawer beneath the tree. For each item that is leant out, there should be a:<br />
* copy of the band, item's cover, and associated barcode - these may be all on one sheet, if one is careful<br />
* the small card containing the item's barcode, if it does not have one of its own<br />
** if there is no barcode assigned to this item, create a new card for it:<br />
*** Grab one of the card stock scraps in the yellow folder that is not attached to anything (it should be rubber banded together with several others)<br />
*** Open the Cataloguing Function in Sierra:<br />
**** In the Title search, type "ILL Book L"<br />
**** Click <code>Attach New Item</code><br />
**** In the dialogue box that pops up, scan in the barcode and click <code>Next</code>.<br />
**** Next the box will prompt for a Volume. Arrow to the right three times then scan in the TN Number for the item and click <code>Next</code>.<br />
**** Next the box will prompt for a Call Number. Enter the title, call number/information, and any other relevant identifiers here, and click <code>Next</code>.<br />
**** After the dialogue box disappears, click the <code>Save</code> icon at the top of the window.<br />
* any sticky notes or other documentation that came up with the item<br />
<br />
# After prepping items for the file, gently affix the band either to the white envelope the item came up in, or to another envelope you're using to protect the item. <br />
# Using the barcode associated with the item, check the item out in Sierra. <br />
#*You are then clear to paperclip all of the paperwork for this item together and tuck it into the yellow Special Collections folder. Please place the folder back in the top of the wire rack where you found it.<br />
# Open the record in Illiad and make sure that Allow Renewals is unchecked<br />
# Update in <code>Update Stacks Search Results</code> as normal.<br />
# Take the item to the UPS station and stamp it with the UPS stamp, then, around that stamp, note down all of the special conditions necessary for the item in red or similarly striking ink:<br />
#* '''Special Collections use only''' <br />
#* '''No Renewals'''<br />
#* '''Shipped in a Box by UPS/FedEx.''' <br />
# Make sure whichever student processes it, packs it securely in a box.<br />
# Paperclip the copy of the band, barcode, and any other relevant information together and file it in the Special Collections Folder.<br />
<br />
<br />
==== Duplicate Requests: ====<br />
Sometimes you receive two requests for the same thing at the same time. There are several ways to handle this. <br />
<br />
'''If the duplicate requests are from different libraries''', and we do not have duplicate copies of the item available, look at the requests and decide which to fill. Keep in mind that:<br />
* Libraries we have agreements with get priority: UVM and SMC, as well as the Phoenix Cart Schools (BBH, BTS, CBY, MTH, WEL, WCM).<br />
* If not from a library we have an agreement with, next default to the closest in physical proximity). <br />
* If schools are roughly equidistant, fill the request that came in first. <br />
<br />
'''If the duplicate requests are from the same library''', fill the first request that came in, and <code>Conditional</code> the other request as a Duplicate Request. <br />
* Remember to fill the ILL number into the text of the Conditional: "We have another request from you for the same item, IL:########. Please cancel this request." <br><br />
<br />
<br />
==== Routing Requests: ====<br />
<br />
ILLiad is comprised of many different queues that allow us to sort and track items as we process them. <code>Route</code> allows us to move items between those queues. <br />
<br />
The most commonly used queues in Lending are:<br />
<br />
'''Awaiting Lending Request Processing:''' where the new requests reside. These items have not yet been processed at all. See Loans and Articles for information on how to process this queue.<br />
<br />
'''Awaiting Proc. Searched''' where the system puts new requests it was able to find a match for. Much of the time requests that end up in here are perfectly fine to be moved along in the process, but the system is no match for human error. Be especially careful to watch for:<br />
* Requests that look to have more than one volume associated (i.e. call numbers mentioning multiple parts or volumes or tomes)<br />
* Items that cannot be lent, such as Restricted DVDs or certain Music Scores<br />
* Articles that the system has mismatched with books <br />
** Sometimes the system matches Standard Numbers used to identify periodicals with parts of book ISBNs. Be suspicious of articles that make their way into Proc Searched, especially if the title sounds more like a journal title, such as Addiction.<br />
<br />
'''Awaiting Stacks Searching''' where items from the previous two queues are sent once they have been matched to actual items in the stacks, or PDFs saved in Online Articles. Clicking <code>Print Stacks Search Items</code> in the upper Lending tab will print pick-up slips for all items in this queue and automatically route all items that have been printed into the In Stacks Searching queue. <br />
* If an item in this queue will not print, it is likely because it does not yet have an address associated with it. Open the request and follow the directions for Updating Addresses. <br />
* If you need to reprint a slip for an item, simply <code>Route</code> it back to Awaiting Stacks Searching and print again.<br />
<br />
'''Awaiting CD Printing''' where Lending requests that need stickers printed for them (i.e. requests for CDs, DVDs, BluRays, VHSs, or other media in such cases) are collected. When possible, save up to print in batches of six, but do not wait more than two days on any request. See Printing Stickers for more information on how to process this queue.<br />
<br />
'''Armstrong''' where items that need to be processed at the Armstrong Library are sent. Armstrong librarians will handle the processing from there in much the same way as if the items were in the Awaiting Proc Searched queue.<br />
<br />
'''In Stacks Searching''' where items that have had slips printed for them hang out until they are updated to shipped. A good way to make sure that no slips have been lost is to account for items in the In Stacks Searching queue. If you cannot find the item or slip associated with a request in the queue, <code>Route</code> it to Awaiting Stacks Searching and print it again. <br />
<br />
'''Awaiting EJournal Processing''' where all ejournal requests are sent to be processed. Once these items are processed, they are <code>Route</code> back to Awaiting Stacks Searching to be printed and sent. <br />
<br />
'''Request Conditionalized''' where all the Conditionals that have yet to be answered get collected. If an institution answers No to a conditional, it will sit in this queue until it is cleared. <br />
* Clear requests by <code>Route</code>ing anything with the OCLC status Record Not Found to "Cancelled by ILL Staff." <br />
<br />
'''Request In Processing''' where a list of all requests open in Lending are generated. If more than one person is working in Lending at once, this list will keep track of all the requests currently open.<br />
* If Illiad crashes, it will often abandon items in this queue. Be sure to check regularly for lost requests, especially if you notice items in process though you know you are the only one working on the queue.<br />
<br />
For a more detailed breakdown of how items flow through the queues, check out [https://prometheus.atlas-sys.com/display/illiad85/ILLiad+Processing+Flowcharts these official flowcharts.]<br />
<br />
==== Conditionaling Requests ====<br />
Conditionals allow you to send a question to the Borrowing Library in order to gain more information on the request. <br />
<br />
If the library answers yes to your question, the Conditional will reappear in your "Awaiting Conditional Request Processing" queue for further processing, often with added or updated information from the Borrowing library. If the library says no to your question, the request bumps on to the next library.<br />
<br />
<pre style="color: red">Borrowers CANNOT see any updates you make to the Lending Request window. If you want to communicate with them, send an email, or Conditional the request.<br />
</pre><br />
<br />
<pre style="color: red">Clover Borrowers have trouble accessing Conditional messages. If you want to communicate with them, send an email. Conditional only when you need to buy time.<br />
</pre><br />
<br />
Below are the most commonly used Conditional messages. When editing, try to be as clear and succinct as possible: <br />
<br />
'''Held in Special Collections'''<br />
* Used before sending out Special Collections items with special conditions. Do adjust the conditions between the asterisks as necessary.<br />
<br />
'''Fragile or Rare item'''<br />
* Used for items that are NOT Special Collections, but that may need similar use restrictions to Special Collections items. <br />
<br />
'''Duplicate Request'''<br />
* When you get two requests from the same school for the same item, note which one came in first and <code>Conditional</code> the latter with this reason. <br />
** Remember to supply the ILL NUMBER of the duplicate you want cancelled in this message <br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''Not as cited'''<br />
* Use this to inform Borrowers of incorrect citations. Wherever possible, correct their mistakes and provide alternate information to help them in their quest for information.<br />
<br />
'''Multiple parts'''<br />
* When patrons neglect to specify which volumes of a set they want, use this Conditional to elicit more information on which volumes to supply.<br />
<br />
'''Multiple parts - Insure'''<br />
* If the item requires insurance beyond the $100 provided by UPS, use this Conditional to ask for a specific amount (ex $200 or $300) of insurance, as well as ensure that the item will be carefully packed on its return. <br />
<br />
'''Electronic Journal'''<br />
* Use this to inform Borrowers of items not available online in any format, and to urge them to try hardcopies instead.<br />
<br />
'''Electronic Journal w/ holdings'''<br />
* If an E-journal holds only abstracts of articles, use this to alert the borrower and direct them to a different source.<br />
* If the Borrower has requested an "Internet Resource" OCLC record, they may not be aware of the narrow scope of the Internet Resource's holdings. If the holdings do not include their article, open this message and insert the existing range of the Internet Resource, then <code>Conditional Request</code>. <br />
<br />
'''Multi-region player required to view. Is this acceptable?'''<br />
* For Public or other tiny libraries, we try to warn before shipping out region-locked items that won't play on the average American DVD player. <br />
* Don't worry about checking in with Universities, Colleges, or large public libraries. <br />
<br />
'''Winter Break'''<br />
"We do not ship loans between Dec 15th and early Jan. Shall we update now and send in January?"<br />
* As the holiday season closes, shipping anything becomes dicey at best. This is why, though we're actually open after Dec 15th, we refrain from shipping anything out until after the holidays. <br />
* This Conditional allows Borrowers to look elsewhere for their items, or confirm that they want to place a request with one of our items regardless of the wait. <br />
<br />
'''Journal request w/o article or loan info'''<br />
* Use this when a request comes in for an entire journal run--often times the conditional will jump right back with a complete citation for an article or a range of dates for a loan request.<br />
<br />
'''Other'''<br />
* If none of the above apply to your situation, create a Conditional message of your own. <br />
<br /><br />
(If you frequently use Other requests for the same message that's missing from the above list, talk to Rachel about creating another Conditional to cover that message.)<br />
<br />
==== Cancelling Requests ====<br />
Cancelling Requests communicates to Lenders that we, for whatever reason, are unable to provide the material requested. This does not mean that the patron will not receive the material, just that they probably won't receive it from Midd. The request will move on to another school on cancellation, or if no other school is listed after us, will return to the Borrower for more work.<br />
<br />
When cancelling, chose one of the following reasons from the dropdown menu to explain why you are cancelling the item. This lowers the chances you will cancel something by accident, and also allows us to keep better statistics on ILL activity<br />
<br />
'''Checked Out''' <br />
* If an item lists a Due Date in its Availability field, then it is Checked Out to a patron. We do not wait for the item to return, but immediately cancel the request so it can move on to a different school.<br />
<br />
'''On Hold'''<br />
* If an item claims its status is ON HOLD in its Availability field, this means that a patron has placed a hold on the book, so it cannot be lent out via ILL. <br />
<br />
'''Non-circulating'''<br />
* This is used when an item is not allowed to leave the building. This generally includes rare, fragile, or difficult to replace items such as: <br />
** Abernathy ''Library'' items<br />
** M1 or M2 Music Scores<br />
** Restricted DVDs <br />
** Special Collections requests that have returned to ILL marked "No" (with or without smiley face)<br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''In Process'''<br />
* If an item claims its status is IN PROCESS in its Availability field, this means that it is either currently so new that it hasn't finished clearing cataloging yet, or it's down being repaired. Either way, it cannot be lent out via ILL. <br />
<br />
'''On Reserve'''<br />
* If an item claims its status is ON RESERVE in its Availability field, this means that it is on reserve for an ongoing class and therefore cannot be lent out via ILL.<br />
<br />
'''Language Material'''<br />
* During the Summer Language School (roughly May to mid-August), Books, Language Browsing, DVDs, and Audiobooks in the languages taught on campus, as well as learning and teaching materials for those languages, cannot be lent out via ILL. In order to save time, these items are cancelled instead of conditionaled. <br />
** As of Summer 2017, the following languages were taught at Midd: Chinese, French, German, Japanese, Hebrew, Portuguese, Russian, and Spanish. <br />
<br />
'''Reference Material'''<br />
* While Carrie MacFarlane can give permission for some Reference Materials to be lent out, there are times where such materials cannot leave the building. If the item cannot leave, and is marked Reference, use this reason to cancel. <br />
<br />
'''Not as Cited'''<br />
* ''Never use this without having first Conditionaled the request'' to tell the Borrower that the citation is flawed<br />
* If the conditional comes back around with a yes, but no additional or alternate information, <code>Cancel</code> the request to move it along to the next school in the lending queue<br />
* As RAPID requests do not allow Conditionals, for RAPID requests, use this in place of the conditional. <br />
<br />
'''Title Not Owned'''<br />
* This is used for when a borrower requests a physical item that we do not have. If you cannot find the item in Z39.50, MIDCAT, and WorldCat, chances are it is not actually in our collection. <br />
**If it appears we don't own the item requested, click into the OCLC tab and look for the check box in the Owned column. <br />
***If it is ticked, that means that our system shows that we have the item, even though we do not. Notify our system folk by going back to the Detail tab, then, on the ribbon above, clicking into the dropdown menu for <code>Send Notification</code>. Chose either Update MDY Holdings - serials (for any journals or periodicals) or just Update MDY Holdings for everything else. Once the form email pops up, edit it to clearly and succinctly explain the situation, then <code>Send</code>, and <code>Cancel Request</code> under 'Title Not Owned.'<br />
***If it is not ticked, simply <code>Cancel Request</code> under 'Title Not Owned.'<br />
<br />
'''Holdings END BEFORE this volume'''<br />
* If our holdings end before the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Holdings BEGIN AFTER this volume'''<br />
* If our holdings end after the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''At bindery'''<br />
* Use this to cancel any request for any damaged books, periodicals, scores, or other things that are bound and are being or on their way to being repaired.<br />
<br />
'''Lack volume/issue'''<br />
* If our holdings are simply missing the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Issue not yet received'''<br />
* If the request is contained in a physical periodical that we haven't yet recieved for the collection, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Lost'''<br />
* If the status of the item is LOST AND PAID, use this to cancel.<br />
<br />
'''Not on shelf'''<br />
* If the status of the item is MISSING, use this to cancel.<br />
<br />
'''Cancelled via Borrowing Library'''<br />
* If the Borrowing library cancelled their request (generally resulting in an OCLC status of Record Not Found), use this to cancel.<br />
<br />
'''No access online'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''No access online - article'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''Other'''<br />
* If NONE of the other Cancel conditions here suit the situation, please type in your own reason for cancelling and use this to cancel.<br />
<br />
'''Offsite'''<br />
* If the item is located in the Career Center, the Chamberlain’s Office, the Davi'''son'''/Breadloaf Library, Mills, or Spiritual and Religious Life Center (SRLC), or Twilight, use this to cancel. We cannot lend items outside the Davis Family and Armstrong libraries without special permission.<br />
<!--<br />
<br />
:*A Umatic Video: The 3/4” umatic videos are the large format videos shelved with all the audio cassettes. They need a special player to be viewed and most of the ¾” are a part of an expensive collection of video art that cannot be re-circulated by terms of purchase.<br />
<br />
:*Media that are out of print, expensive to replace, rare, needed by language school, etc. <br />
<br />
:*An electronic resource (e-books). Some CD-Roms can circulate, and we can also obtain articles from them.<br />
<br />
:* Chamberlain’s Office (150 non-circulating books, email Ellen McKay for special permission) his is a comment --><br />
<br />
==== <br>Requests that need Special Permission/Additional Clearance to Lend: ====<br />
<br />
Some items need permission to leave the library. Generally speaking, if an item is undamaged and it is retrieved from regular stacks, Faculty Author Collection, VT Collection, or Browsing, it is okay to go out.<br />
<br />
(Terry can be CC’d for any and all requests in the event of an absent librarian)<br />
<br />
<blockquote>Remember that the following are ALWAYS <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* Reference Materials pertaining to the GRE</blockquote><br />
<br />
<br />
# For '''oversized or apparently expensive media,''' check online databases like Abe Books or Amazon to see 1) if an item is replaceable and 2) how replaceable it is. <br />
#* If LESS than 100 dollars to replace, it is okay to send via UPS. <br />
#* If MORE than 100 dollars to replace, check with Rachel and Conditional asking that the Borrowing Library insure the package for an amount of money (in a multiple of 100) that will cover replacement of the item. <br />
# '''Microform''' can go out for up to 6 pieces at a time without any kind of special permission. However, before they can leave the library they must be catalogued and a dummy item must be put in place to account for its absence in the stacks. <br />
#* '''Cataloging Microform Items<br />
#** If there is no barcode on the item, grab one from the Borrowing Check-In station and attach it to the inside flap of the microfilm box or the container for the microfiche<br />
#** Open <code>Cataloging</code> and log in with Initials: circcat and associated password<br />
#** Once sure that Index: is set to "t Title," type in "ILL book L" and hit <code>Search</code><br />
#** Click <code>Attach New Item</code> <br />
#** Scan the barcode in next to b Barcode, then hit <code>Next</code><br />
#** Arrow over three times, then scan or type the TN in next to v Volume, then hit <code>Next</code><br />
#** Type all the Title, Film Number, and Range information from the item being lent out into the c Call No. field, then hit <code>Next</code>. This should close the pop up dialogue and bring you to the New ITEM window. <br />
#** Check over your information, edit as needed, then hit <code>Save</code> button at the top of the window.<br />
#** If you've further items to catalog, click over to the Summary tab and <code>Attach New Item</code> again. <br />
#* Remember to delete the item record on its return by pulling it up in Cataloging and highlighting the record, then hitting <code>Delete</code>, then <code>Yes</code>. <br />
#Most of the time, '''Foreign Language Items''' are fine to go out. However, during the summer, check with Sue Driscoll to make sure the items are not needed by the language schools before letting them out. <br />
# Request slips for '''Special Collections/Abernethy Materials''' should be brought down and handed over to someone in Special Collections for permission to scan/loan. <br />
# '''VT Collection Locked''' - Ask Danielle Rougeau or Andy Wentink<br />
# '''Gov. Docs Locked''' -Ask Ginny Faust<br />
# '''Bound or Current Periodicals/Serials''' -Ask Arabella Holzapfel<br />
# '''Reference Materials''' or '''Atlases''' -Ask Carrie Macfarlane<br />
# Unusual or Rare looking '''Music Library Items''' – Dan Frostman<br />
<br />
==== Archival Items Requested ====<br />
If the request is for a book that is older than 70 years old, it's in the Public Domain and can be shared digitally without copyright restrictions. Stacks and Special Collections hold many of these. We can first check to see if Internet Archives holds the item, and then provide this information (or the pdf) to the requesting library. If we own it and Internet Archives does not have it, we can check with Special Collections regarding using our Book-Eye scanner to scan the item and uploading it to Internet Archives. The best time for us to take on projects like this (for entire books) is summer, or during other slower periods.<br />
<br />
=== <br>Printing Pull Slips: ===<br />
<br />
Any requests you want to print should be waiting in the Awaiting Stacks Searching queue. These are ready to be printed off into book bands and article slips <br />
<br />
#To print, in the upper lending tab click <code>Print Stacks Search Items</code><br />
#A ILLiad Printer Settings prompt will appear where you can select the name of your printer (\\walnut\P0163) <br />
#* At the top of this prompt is an option to "View merged document before printing." If you want to print without further editing the slips, uncheck this box, then hit <code>Print</code>.<br />
#* If you need to edit or view the slips before they print out, check "View merged document before printing," then hit <code>Print</code>.<br />
#** This will open your slips in Microsoft Word. View or edit as necessary, then print as normal by using the CTRL + P shortcut, or going to File-->Print. <br />
#*<pre style="color: red">Be aware that you will get one ILLiad Printer Settings prompt for loans and one for articles. This can mean that you will see two prompts even if you only hit Print Stacks Search Items once. </pre><br />
#Once the slips have been successfully printed, cut them in half on the guillotine using the labeled stickers and arrange on the pick-up table in Kat's office. <br />
#* Sort into three piles separated by floor, laying items in A to Z format with the beginning of the alphabet on top of the pile and the end at the bottom.<br />
#** Highlight any unusual information, such as non-stacks locations (Browsing, Oversized, VT Collection, etc) or volume indicators.<br />
#** Highlight citation info and location on article requests, to aid in looking up the articles when in the stacks<br />
# Close out of all open Word documents without saving<br />
<br />
<blockquote>To reprint requests, click the circular icon at the top left corner of the main ILLiad Client screen and select <code>Print Sessions</code> from the drop down screen. <br />
*Use information in the Process Type and Print Type columns to guesstimate which file in the list is the one you want to reprint, the double click that item.<br />
*The ILLiad Printer Settings prompt will appear. Check "View merged document before printing," then hit <code>Print</code>.<br />
* Click into the Word document that opens and confirm that the slip you want is in the open file. <br />
** If not, return to the Print Sessions screen and try double clicking into another file until you find the one you want<br />
* Once you've confirmed that you have the right file, print as normal by using the CTRL + P shortcut, or going to File-->Print.</blockquote><br />
<br />
=== <br>Printing Sticker-style Pull Slips: ===<br />
# In the Lending queue, select "Awaiting CD Printing"<br />
#* Select in groups of 6 and <code>Route</code> to "Awaiting Stacks Searching"<br />
# First, print the pick-up slips to file:<br />
#* In the Upper Lending Tab, click <code>Print Stacks Search Items</code> (just as you would to print other pick-up slips)<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected<br />
#* Click <code>Print</code><br />
#* Minimize the Word document that pops up with your loan slips<br />
# Open the sticker template and merge it with your pick-up slips<br />
#* Open the "LendingLoanLabels_Barcode" Word doc (saved in the top right of the desktop)<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# Manually edit the labels to fit within the sticker space<br />
#* The stickers import all information, despite their limited space. Make sure that, other than contact info for the Borrowing institution, all other fields have one line or less of information.<br />
#* Make sure you have enough information left for students to be able to locate the item--slightly overlarge prints are not the end of the world<br />
# Print the labels<br />
#* Pull the "Scanned Materials" cart out of the way and open the feed tray on the right side of the printer.<br />
#* Put labels on right tray of P0163 facing down<br />
#* Back at the computer you're printing from, <code>Print</code> the edited sticker labels<br />
# After SUCCESSFULLY printing stickers<br />
#* Close all open Word docs without saving them<br />
#* Highlight call Number and "Please Return by UPS" fields on each sticker<br />
#** For ease of pickup, use different colors to differentiate different media types, (i.e. blue for DVD/BluRay, green for CD, and pink for VHS)<br />
#* Place with other pull slips on the Pick-up table<br />
<br />
=== Picking up Requests for Lending ===<br />
<br />
Once slips have been printed, and are put in order, they are ready to be picked up from the stacks.<br />
<br />
There are several types of pick-up slips:<br />
<br />
# Long skinny slips (ILL loan request)<br />
# Short slips (ILL article request)<br />
# Blue sheet with writing on only left side of page (Document Delivery request)<br />
<br />
<br>Loan Requests:<br />
<br />
*For loan requests, make sure the call numbers on the band exactly match (pay special attention to the year and edition of the item) the item they're banded to. Also be sure to collect all volumes of a series, unless the Borrower specifically requests otherwise.<br />
<br />
*Once a loan is found, stick the slip inside the book (or other loanable material), and bring to Kat's office for banding.<br />
** If the item is smaller than the band, feel free to trim down the band so long as the barcodes remain scannable.<br />
<br />
<br>Article Requests:<br />
<br />
*Most article requests can be found in Bound or Current periodicals, but some may be chapters of books or articles from microfilm or microfiche. <br />
**If a citation for an article request appears to be incorrect, (for instance, the volume and year do not match) investigate both and see if you can find the correct journal the patron desires. Patrons have a tendency to have the incorrect volume number, but the correct year in most cases. <br />
**If you are still unable to find the article, you may want to try entering the article title into Google to see what you can come up with. <br />
* When the journal is found, place the slip inside the item, marking the page the article begins, and bring it back to the ILL department. Leave the item on the table to the left of the big printer/scanner.<br />
<br />
<br>If you are Unable to Locate an Item…<br />
<br />
* If you have trouble locating an item, check on nearby shelves to see if it was shelved incorrectly. <br />
** If you cannot locate it on its usual shelf, check the Re-shelving areas in the stacks and behind the Circulation Desk for the item.<br />
** If you have time, try checking sections that it could have been sent to by mistake. For instance, if it looks like a fiction book, try Browsing or if it's a foreign language browsing item, try the language collection instead. <br />
*** Commonly confused sections:<br />
**** Browsing and Regular Stacks (particularly PS)<br />
**** Art (N) and Oversized<br />
**** Reserves and Regular Stacks<br />
**** Language Collections and Language Browsing <br />
**** Browsing and Browsing Graphic<br />
<br />
* If you have no luck, write “N.O.S” for “Not on Shelf” on the slip, with the date, and your initials. <br />
* If two people have searched and been unable to locate the item, bring it to Todd for a deeper search.<br />
<br><br />
Bring all items to be loaned to Kat’s Office for banding and further processing. Place items to be scanned on the table next to the Printer/Scanner/Copier in the ILL workroom.<br />
<br />
<br><br />
<br />
=== Processing Lending Materials that have been Retrieved from Stacks ===<br />
<br />
==== <br>Checking out in Sierra: ====<br />
<br />
Before the items are packed to be shipped, they must be checked out to their respected Borrowing Institutions in Sierra's <code>Check Out (Circulation Desk</code>) function. To look up a library, make sure Sierra is in the “Circulation Desk” mode, and type “nill(space)(School Code)”<br />
<br />
# Some school codes have multiple addresses - if so, double click the address that matches the one on the band.<br />
# Even if the school code does take you just to the one address, check that the address in Sierra matches the address on the book band.<br />
#* If the address does not match any addresses that pop up in Sierra, see "Adding a New Library to Sierra" below<br />
#Once you've confirmed the address, proceed to scan the item's Middlebury Barcode (not the barcode on the book band) to check the item out to the Borrowing Institution.<br />
<br />
=====<br> Adding a New Library to Sierra=====<br />
<br />
'''To make things faster, pull up the item you want to check out in ILLiad, then pull up the Lender Information window using the <code>...</code> button in the upper right part of the Lending Request window. You will need to know the email, mailing address, and phone number for the school, so if any of those fields are lacking, go ahead and pull that info from the OCLC Policies Directory (use the little globe button at the end of the Symbol field) and copy/paste it into the appropriate fields, then <code>Update</code> the record to save your changes.'''<br />
<br />
'''Keep this information handy so you can copy/paste it into Sierra in the steps below.'''<br />
<br />
# In the Circulation window, navigate to the top of the screen and click <code>New</code>.<br />
# A pop-up window should appear:<br />
#* For "Expiration Date," don't type anything, just click <code>Next</code>.<br />
#* For "Patron Type," type 150, which should autofill to "150 Midd. ILL," then click <code>Next</code>.<br />
#* For "Name" type in "ILL, " followed by the school code you're adding, then click <code>Next</code>.<br />
#** Ex: for a new VSS address, type "ILL, VSS" <br />
#* For "Email," enter the email for the code, then click <code>Next</code>.<br />
#* For "Address," enter the library's entire address, starting with the LIBRARY NAME (not ILL, not the school code, not ATTN: someone important--the Library's name) and ending with the Zip Code, then click <code>Next</code>.<br />
#** Create new lines by holding the Shift key down and hitting Enter at the end of one of the previously existing lines (or Right Click and "Insert Line")<br />
#* For "Barcode," reenter the school's address information, all on one line. Then click <code>Next</code>.<br />
#* For "Unique ID No.," don't edit anything, just click <code>Next</code>.<br />
#* For "Telephone," enter the library's telephone number, targeted to the ILL department if possible, then click <code>Next</code>.<br />
#* For "Note" don't edit anything, just click <code>Next</code>.<br />
#The pop-up should disappear, leaving you with a window displaying all the information you just entered.<br />
#* Erase the "Note: Manually added patron" line from the record.<br />
#* Glance over to make sure all of the information fields are filled in. <br />
#* Click <code>Save/Close</code> or Ctrl + S.<br />
# This should take you to the record you just created. You are all set to check items out to this record now.<br />
<br />
==== Updating in ILLiad: ====<br />
<br />
<br>-Begin by selecting the “Lending” tab on the upper-most level of tabs and the select “Update Stacks Search Items” from the Menu.<br />
<br />
:*To update each item from “In Stacks Searching” to “Shipped” status, simply enter the Transaction Number or ILL Number listed on the book bands.<br />
:::-The Information associated with the request number will import into all fields, and you then select the <code>Mark Found</code> button.<br />
<br />
:*After you mark and item as found, the screen will clear again, and you can proceed to update the rest of your items.<br />
<br />
:*When you have finished marking everything as found, you can close the screen by hitting the “x” on the “Update Stacks Search (Lending)” tab, which will bring you back to the Main Screen.<br />
<br />
:*Back at the Main Screen, you can choose to print Shipping Labels for your books by selecting the “Lending” tab on the upper-most level of tabs, and then selecting <code>Print Shipping Labels</code> from the Menu Options.<br />
<br />
:*After you have selected “Print Shipping Labels” a Printer Settings Box will open, from which you can select the printer you would like the labels to print from. Select a printer and hit “Print.”<br />
:::-The template for your Shipping Labels will automatically open. Print off the labels and close the Word Document without saving.<br />
<br />
:::*In the “a Address” field, enter the address of the Borrowing Institution, located on the bottom of the book band. Use the following format:<br />
<br />
:::::-Name of University Library-ILL Street Address City, State, Zip<br />
<br />
:::::-(type: “ctl +k” to add a line in the address field)<br />
<br />
<br>Then keep hitting the “Next” button to skip the rest of the fields, until you are able to save the new address. After you’ve saved, you can check out the book as usual.<br />
<br />
<br><br />
<br />
=== Ejournal ===<br />
<br />
Ejournal processing- full procedure<br />
<br />
<br />
#From the “main” tab in ILLiad, click over to the “lending” subtab, and double click “awaiting Ejournal processing”.<br />
#Find articles by double clicking their entry and then using Serial Solutions Search, Midd A-Z, Google, or a combination. If you find the article, save it in Online Articles as its TN, and make sure to enter “Online” (there’s a keyboard shortcut) in the “call number” bar on the top-ish right side; if you don’t find it, write either “not found” (if you really couldn’t find it anywhere) or “no access” (if you can see it but not download it), maybe with a brief reason (e.g. “no access- wiley” or “no access- too recent”).<br />
#Once you have found all the articles you can, highlight all the ones that are “Online”, and from the bar at the top of the ILLiad window select <code>Route</code> (the green arrow) and in the drop-down menu select "Awaiting Stacks Searching”.<br />
#Tab over to “Lending” (not the “lending” subtab, but the big tab at the top) and hit <code>Print Stacks Searching</code>. When the printer screen pops up, make sure it’s printing on the big main printer. <br />
#*If a second printer screen pops up, hit print on that one as well - bring any pull slips that print to a supervisor.<br />
#Cut up the printed pages so that you have a stack of half-page pullslips.<br />
#Scan the pullslips into the computer (load them into the top copying slot as the sticker indicates, then select <code>ILL scan</code> and make page size the wider than tall version of “LTR R” by selecting “Page Size Auto”. Start the scan by hitting the big green start button).<br />
#Open the scanned pullslips in Ecopy through the desktop icon “shortcut to Arielscan”. The pullslips should be a tif file at the top of the queue (check the time stamp) with a long string of numbers as the filename.<br />
#Your pull slips will likely be sideways, so “select all”, then rotate them till they’re right-side up. Hit the “view all” button, then manipulate the window until you can see two pullslips per row, to the far left of the larger Ecopy window.<br />
#Use the paper versions of the pullslips to open up each article one by one (hit “open” in the toolbar, then scan the TN into the “Online Articles” folder). Get a given article into “view all” format, then manipulate the window so it’s to the right enough that you can see your pullslip window. Manually pull the correct pullslip into your article as page 1. It’s important to keep your paper pullslips in order so that you don’t have to worry about which pullslip you’re pulling over. You should always double check though!<br />
#Once the pullslip is in the article, hit “save” in the Ecopy toolbar—this will save the article plus pullslip again in “Online Articles”. Then, do “file save as” to save the article in “Ariel Scan”. ***Note: Make sure you’re in the correct “Ariel Scan”—you want the one under the C drive (C:), not the one you got your pullslip file from!<br />
#Repeat this process until all of your articles are re-saved with pullslips in “Ariel Scan”.<br />
#Open up Odyssey Helper (the login is the same as for ILLiad) and check to see how many of your articles are listed. Once you’ve separated out the ones not on the list, try refreshing to see if they pop up. If you think you’ve got all the ones you’re going to get, hit the “process” button. If any say “failed”, try again, and if it still doesn’t work, add to the pile of articles that didn’t appear in Odyssey Helper. Divide these into RAPID and not.<br />
#For the non-RAPID articles, open up ILLiad and scan the TN in the home bar. Once the window opens up, select “OCLC AE”, then hit “browse” and select your article. Select “drop file”, and you should be returned to the “detail” window. Hit “ctrls” to save the new information, then choose “send email article exchange” at the top. Send the email (“send” button), and when you leave that window, make sure you “mark found” (top left). You will be exited out of the window.<br />
#For RAPID articles, go to the RAPID website (it’s bookmarked) and enter the password information on the wall behind the computer. Reenter eCopy and save your article as its ILL number (not the TN, as you were doing before). Return to the RAPID website, and on the left-hand sidebar under “lending actions” select “RapidX”. In the window that opens up, under “RapidX actions”, select “Send Rapid Request”, and then hit “choose file(s)” in the pop-up window. Choose your article file with the new number. And that’s about all you have to do for RAPID! Just make sure you always check if something is RAPID or not, because while you can send RAPID articles by Electronic Delivery Utility, you can’t send them by Article Exchange. So if it doesn’t work in EDU, you’ll have to go this route instead of doing AE.<br />
#Once you’ve sent all of your articles, log (on the sheet by the BookEye) how many you sent by OH, and then individually log any that you sent by AE or RAPID. Note the same on the slips, and then put them in the folder to the right of the BookEye. And you’re done!<br />
<br />
After the Ejournal process:<br />
<br />
Go to Electronic Delivery Utility<br />
# Log in with your ILL credentials<br />
# Note how many articles pop up<br />
#* If number doesn’t match up with how many articles you have, go through and put aside which ones don’t show up!<br />
#Click “Process”<br />
#*If articles show up as failed, try re-processing a few more times—they should go through. If not, combine with the articles that did not show up.<br />
#Write down how many articles went through on the ARO tracking sheet. On the topmost article, write “OH” (stands for Odyssey Helper) followed by “x [number of articles] ” (this way you don’t have to write OH on all the articles. <br />
<br />
For the articles that did not get processed:<br />
<br />
Go to ILLiad Client<br />
#Log in with your ILL credentials<br />
#Go to the Lending tab<br />
#*Click “Update Stacks Search Results”<br />
#*Scan Transaction Number barcode or type it in<br />
#*Double click it to open<br />
#*Once transaction profile pops up, click the OCLC AE tab.<br />
#Browse for the file, drop it, and save/send.<br />
#*Go back to the Detail tab<br />
#“Send notification”<br />
#“Article exchange” and send the email<br />
#“Mark found”<br />
#Go to the ARO tracking sheet and follow the process for OH, but write “AE” (stands for article exchange) on the slips.<br />
<br />
=== Processing ALA Requests ===<br />
<br />
ALA requests are either sent via mail, email, or phone because these libraries do not have OCLC access. We can manually submit requests for ALA libraries in ILLiad, and then instruct them in how to submit a request through our lending web pages electronically in the future.<br />
<br />
:*First, check to see if the address of the ALA library exists in ILLiad. Search for the library by Name or Address in the “Search Addresses” search fields located on the upper right of the ILLiad home page.<br />
<br />
::::-If the ALA library exists in ILLiad, a window will open up with their address/contact information. You can select the “Add Request” button at the top of the screen to manually add the request.<br />
<br />
::::-If the ALA request is from a library without an existing record in our system, you must add the address in ILLiad.<br />
::::*Begin by selecting the “Lending” tab located at the top of the ILLiad Home Page.<br />
<br />
::::*Then, select the “Address” button at the top left of the Lending Page.<br />
<br />
::::*Here, you can add the symbol of your choice, if the symbol is not currently being used by another library. You can search the OCLC Policies Directory for the symbol you have in mind, if there are no results, you are free to use that particular symbol.<br />
<br />
::::*Add the symbol and the address/contact information of the ALA library. When you are finished, click the save button in the upper left corner.<br />
<br />
:*When you have saved the address, you will be able to select the previously grayed-out options. Select “Change Password” to set the ALA Institution’s ILL Lending WebPages password. Set the password to “ill”.<br />
<br />
:*After the password is set, select “Add Request”<br />
<br />
:::-A Request Form will open up with ALA library address info attached. Fill in the Article or Loan Info (Title, Author, Call Number, etc.) and check off “Article” or “Loan”, then save the request. The request will be moved into the “Awaiting Lending Request Processing” queue.<br />
<br />
For their future use, we can email the ALA library the link to our online catalog/request form so they may send their requests to us electronically. This is the link to our lending web pages:<br />
<br />
http://ill.go.middlebury.edy/Lending<br />
<br />
::-You can send a personalized email, or call up the request and select “Lending WebPages Intro, e-mail” in the “Send E-Mail” drop down menu.<br />
<br />
::-From here, any borrowing institution without OCLC access can submit requests to our library electronically which will pull into our “Awaiting Lending Request Processing” queue along with regular OCLC requests.<br />
<br />
<br><br />
<br />
'''If Unable to Lend Requested Item''':<br />
<br />
::-If the item requested via ALA form is a non-circulating item, contact the school by email, phone, or fax and let them know the reason we are unable to fill their request. Do the same if the request must be conditionalized for some reason.<br />
<br />
<br><br />
<br />
=== Granting Renewals ===<br />
<br />
Generally, we will renew an item up to seven times in a row, or until the item is put on hold or recalled for use on campus. For Lending renewals, the Sierra due date should ALWAYS be one month AFTER the ILLiad due date to allow for time in the mail. <br />
<br />
'''Normal Renewals:'''<br />
Most of the time, Lending renewals are very simple. Click into the “Awaiting Renewal Request Processing” queue daily, and/or whenever it appears, for items that need to be renewed. You will want to have a Sierra window open next to your ILLiad window. <br />
<br />
For each request that appears, do the following:<br />
<br />
In Sierra:<br />
* In <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing Library's circ account by entering nill, then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
** If a pop-up appears offering different accounts, scroll through until you find the matching library, then double click that library to enter its account.<br />
* In the Checked-Out Items tab, locate the item and select it.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
* Manually extend the original due date by roughly one month and click <code>OK</code>, then <code>Override</code>, then <code>OK</code><br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* Click <code>Yes to Due Date</code> and the request should automatically route itself back to Item Shipped.<br />
** If you want to see what date ILLiad plans to renew to, hover your cursor above the <code>Yes to Due Date</code>--the date should appear. Make sure that the ILLiad due date is one month BEFORE the Sierra due date. <br />
<br />
<br />
'''Holiday Season Renewals:'''<br />
Because of the holiday shipping ban and the long holiday library closing, Renewals placed in the last month of the year have to be manually updated to avoid due dates landing during our non-operational times.<br />
<br />
In Sierra:<br />
* In the <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing library's Sierra account by entering nill then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
* In the Checked-Out Items tab, Locate the item and select it, without clicking the record details open.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
*Manually extend the original due date by roughly one month UNLESS that date would fall between Dec 15th and Jan 2nd. If it falls during that space of time, either pull the due date back to Dec 15th or extend it beyond the 2nd, as you decide for the season. As before, click <code>OK</code>, then <code>Override</code>, then <code>OK</code> to finish the Sierra Renewal.<br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* In the Due Date field to the right, manually update the due date to be at least one month out from the current due date. If this would put the due date in the middle of the no-go time (Dec 15th-Jan 2nd), extend it as you did for Sierra. <br />
** Remember to keep Sierra and ILLiad dates roughly one month apart, with the ILLiad date coming due first. <br />
* Click <code>Yes</code> and the request should automatically route itself back to Item Shipped, using the due date you provided instead of an automatically generated one.<br />
<br />
<br><br />
<br />
=== Address Maintenance ===<br />
<br />
There are several different ways that our borrowing libraries give us update information. Things to watch for include:<br />
<br />
:*In the Lending queue, Awaiting Requests Processing. If the Library Code has several addresses, or if there's been a change (i.e., the borrowing request library information doesn't exactly match our Illiad address information for them), a window will pop up. Here we verify the address information by selecting the appropriate address, if there are more than one for that code, and by making changes to any part of the address, updating Odyssey, Ariel, email address etc. We hit the 'Update' button, then 'Select'. OR if the address is brand new, we complete the Illiad information using the borrowing request information, and hit the Add' button, and then 'Select'. This will get us back to the actual request.<br />
:*A library may communicate changes via&nbsp;email, or include this updated info with a book.<br />
:*We may be alerted to an email&nbsp;change when our email to them bounces back. Then we can go back to the recent 'borrowing request' to verify the email address, or we can go to their OCLC Policies page. From here we update in 'Illiad addresses'.<br />
:*Any Odyssey address changes made in Illiad will be picked up by Odyssey. Ariel address changes need to ALSO BE CHANGED&nbsp;IN&nbsp;ARIEL. This is done in Ariel-Lending- Address Book.<br />
<br />
Video tutorial:<br />
<br />
[http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv]<br />
<br />
===Microfilm Instructions on Printer===<br />
<br />
[http://mediawiki.middlebury.edu/wikis/LIS/images/d/d5/Microform_Scanning_Guide.pdf Microform Scanning Guide]<br />
So, you've located your reel of microfilm in the movable shelves in the back left of the library. Here are instructions on how to extract the words from its honeycomb:<br />
<br />
'''1.''' Turn on the microfilm machine with the switch located usually on the right side of the body of the machine. Turn on the printer with the switch located at the bottom of the front of the machine.<br />
<br />
'''2.''' Fit the reel of microfilm onto the left-hand spool of the machine, making sure the reel is flush against the wall. The film should feed from the top of the reel, to the right.<br />
<br />
'''3.''' Using your fingers, feed the film over the top of the reel, guiding it underneath the two black rollers. Continue manual feeding until the end of the film is directly under the lens.<br />
<br />
'''4.''' Press the blue button on the right side of the top of the tray to engage the auto-thread, “0000” will appear on the little screen next to the blue button when the film has threaded completely. Watch to ensure that the film has begun to feed onto the empty reel to the right.<br />
<br />
'''5.''' Use the “Navigator” dial to move the film forwards or backwards.<br />
<br />
'''6.''' Once you have found your article, you must make it fit within the white markers on the screen legibly. Adjust the image using the tray slider and the three dials above the lens. You can change the direction of the text using the top dial, the size of the text with the middle dial, and the focus with the bottom dial. You can center the image within the white markers on the screen using the “Tray Slider".<br />
<br />
'''7.''' Push the green button to print.<br />
<br />
'''Contrast''': On the control pad to the right of the microfilm machine there are two arrows that adjust between an image of one white half moon and one black one. This is the contrast. If the page you've printed looks dark and murky or illegibly faint, adjust the contrast a couple clicks and try printing the page again.<br />
<br />
'''8.''' When you have printed your entire article, leave it with the pull slip next to the copier to be scanned.<br />
<br />
<br />
=====MicroFAQs=====<br />
Q - "Help! I found the article I need, but the printer won't work! And the print button is blinking. What should I do?"<br />
<br />
A- "Ah! Common problem. While leaving the film exactly as it is, turn off the microfilm machine and then turn it back on again. The printer will take a few seconds, make a couple humming noises and then the light will probably stop blinking and you will be able to print."<br />
<br />
Q - "Ugh! There is this mysterious black shape covering up some of the text so that a very important part of the article is illegible. Is this bad karma? Or the library ghost that Todd talks about sometimes?"<br />
<br />
A - "No. Well, maybe. We don't know why that happens, but all you have to do is push the gray plastic "tray" forward and back again, and the black shape should be gone, or at least moved to a part of the film that is not as critical."<br />
<br />
Q - "The text is dark and hard to read on the screen, and when I print it, one diagonal half of the page is too dark while one is too light to read. Why is microfilm so terrible?"<br />
<br />
A - "Microfilm is actually an extremely efficient way to store information and make it easily accessible to our patrons. It sounds to me like perhaps the lens of the machine isn't pushed all the way in. Try pushing forward on the black handle/lip of the lens. It should snap into place and everything should look brighter for you."<br />
<br />
Q - "How come every time I print from a microfilm machine, my article comes out like a folded up child's accordion."<br />
<br />
A - "I know. And I'm sorry about that. There's not a quick fix. You can try taking some of the paper out of the printer. You can try using paper that's not recycled. Bottom line is that sometimes those printers do that, and you have to be patient with them.<br />
<br />
Q - "It looks like there's a thread or a hair or something on the article and I can tell that it's not on the actual film and is a problem with the machine. It's really annoying."<br />
<br />
A - "It sounds like the glass plate below the lens has popped out. Try carefully removing the lens and setting it to the side. Fool around with the small glass plate. It should sit flat so that the film can run over it smoothly. Sometimes it's even upside down. Who knows why. When you replace the lens, make sure to (gently!) push it all the way back in until it clicks."<br />
<br />
Q - "No matter how much I adjust the contrast, everything I print looks very faint."<br />
<br />
A - "The toner might be low. If you think that might be the case, check with Todd. He is helpful in these types of situations."<br />
<br />
Q - "The printer won't work, there's enough paper in the tray, there's no paper jam, I tried that thing about the blinky light, and nothing has helped. What should I do now?"<br />
<br />
A - "It's possible that the printer is confused about which paper size is supposed to be in the tray. Open up the paper tray and check the small wheel on the edge of the drawer to make sure that it specifies "LTR" as the paper size."<br />
<br />
Q - "My article looks good, but I had to waste so much paper trying to get the contrast right, and I can't even print on both sides of the page. Aren't we trying to go green here? Why can't I just scan the microfilm image directly to file, like a civilized and conscientious member of the 21st century?"<br />
<br />
A - "Try using one of the newer machines! They're hooked up to computers on the main floor out by the microfilm stacks."<br />
<br />
===Microfilm Instructions on Computer===<br />
<br />
1. Log into the computer. Username: *** and password *****<br />
<br />
2. Turn on the ViewScan machine by pressing the “up” arrow on the power button on the right-hand side of the base.<br />
<br />
3. Thread the machine:<br />
:<br />
:a. Place the reel on the left spool so the microfilm is coming over the top<br />
:b. Guide the film under the first white roller, between the lens and the glass<br />
:c. Pull the film under the second white roller, and tuck it into the slot on the take up reel<br />
<br />
4. Double-click on the ViewScan icon (looks like a small robot) to open. You should see a dusty gray backdrop. If not, make sure the light in the machine is on and that you are in the “browsing” tab of the application.<br />
<br />
5. Find the article you want<br />
:a. To scroll: use the arrow buttons on the machine or the computer. The red ones advance and reverse quickly, and the white do the same more slowly.<br />
:b. Move horizontally by manually shifting the topmost tray<br />
:c. If text is blurry: click “focus in/out” buttons.<br />
:d. Change size: use the buttons next to focus in/out to zoom slowly, or the magnify button to make a more drastic change.<br />
:e. Rotate text: use the round green arrows that say “rotate left/right” or the vertical flip, which rotates the page 180 degrees.<br />
<br />
6. Adjust the image<br />
:a. Zoom in as close as possible until the article or some chunk is as large as possible while still completely visible<br />
:b. Adjust the focus the article looks as clear<br />
:c. To straighten: using the “straighten” tool, draw a blue line (preferably on an existing line) that would be vertical if the film were perfectly straight. The program will automatically adjust the film.<br />
:d. Click on the “adjust image” button and adjust the brightness, contrast, and sharpness as necessary<br />
:e. If one particular area (a picture, for example) still looks fuzzy, this may be adjusted later<br />
<br />
7. Switch to the cropping tab<br />
<br />
8. Select “addition tool” and draw a box around the are you would like to scan, or the “subtraction tool” to remove unwanted areas<br />
<br />
9. Click “scan selection”. The scanned images will appear at the bottom of your screen.<br />
<br />
10. To adjust a single area of an image<br />
:a. single click on the image<br />
:b. select “target area enhancements”<br />
:c. select “add new enhancement area”<br />
:d. draw a box around the area you want to enhance and adjust as necessary<br />
:e. exit the enhancement box (note: your enhancements will not appear on the thumbnail at the bottom or on the preview in the print/save dialog box<br />
<br />
11. To delete an image, single click on it and select “delete captured image”. Saving the article will save all images, so be sure to do this for anything you don’t want.<br />
<br />
12. Save the article<br />
:a. Click the file tab<br />
:b. Select desired file type, fit, and resolution settings<br />
:c. Save as the transaction number (TN) to the desktop<br />
:d. Drag the file to the “Online Articles” folder, making sure before doing so that no extra characters have been added to the file name<br />
:e. Write OF on the coversheet and return it to the ILL office<br />
<br />
13. Close ViewScan, which will delete all remaining images, remove the microfilm from the spools, and turn off the ViewScan machine. Log off the computer, and put the microfilm box in the basket by the maps.<br />
<br />
=== Processing Books for Bread Loaf - New Mexico ===<br />
<br />
General Information:<br />
<br />
::Contact: Karen Browne - Karen_Browne@breadnet.middlebury.edu. In Sierra, check books out to: n ill BREAD LOAF. Books due: Sept. 3 Ship Via: UPS<br />
<br />
::Ship to Karen Browne, Bread Loaf School of English, c/o Saint John’s College Library, 1160 Camino Cruz Blanca, Santa Fe, NM 87505<br />
<br />
<br><br />
Lists are prepared by Kellam.<br />
<br />
:*Pick up items in the stacks. Pay special attention to the desired year and # of copies needed.<br />
<br />
:*Check off on the list, books that are found. Mark or highlight books not found.<br />
<br />
:::-Missing books need to be searched for extensively<br />
<br />
:*If items are checked out, Kellam will recall them. If checked out in ILL, we recall them.<br />
<br />
:*Kellam submits items we do not own or that are lost, as well as items that need updated editions, for ordering.<br />
<br />
:*Mark the spines of each book with a color-coded sticker to indicate which course the book will belong to. Create a “Sticker Key” for Karen to follow. Include a key in each shipped box and include hard copies of the course lists in “Box 1” to serve as packing slips. Write down the number of books on the top of each packing slip and note which ones are missing/on order, etc. (if any).<br />
<br />
:*Check out items to “n ill BREAD LOAF” in Sierra. Set due dates for Sept. 3.<br />
<br />
Books should arrive in New Mexico as early as a week before classes begin. Check with Karen Browne regarding this. The arrival date might be between May 30th and June 6th. Insure boxes for $1,500-$2,000. Alert Mailing Services that the boxes are on their way and how much they have been insured for.<br />
<br />
:*Email Karen to let her know how many boxes were shipped and when, along with the tracking numbers of each box. Also make her aware of which items (if any) are still pending (ex: books still checked out, or on order, etc.).<br />
<br />
:*Send pdf files of course lists to Karen via email.<br />
<br />
=== Processing RETURN Books from Bread Loaf - New Mexico ===<br />
<br />
:*Sierra nill BREAD LOAF<br />
:*Count books<br />
:*Check them into Sierra under BREAD LOAF<br />
:*Remove dots from spine<br />
:*Return to Circ for reshelving<br />
:*After all have been returned- double check: IS anything left in Sierra?<br />
<br />
=== Restrictions on Processing Foreign Language Materials ===<br />
ILL will not lend the following Foreign Language items between May and mid-August of each year, in order that these materials be available for use by Summer Language Schools patrons.<br />
*foreign language learning materials<br />
*foreign language browsing<br />
*foreign language audio books <br />
*foreign language media (i.e. DVD, CD, BluRay, or VHS)<br /><br />
<br />
===Processing Lending Returns===<br />
<br />
Lending return items are items which we have lent to other institutions and which have been returned to us. After being unpacked, lending returns are placed on the purple cart in Kat's office. <br />
<br />
'''Sierra Processing'''<br />
<br />
*First, open Sierra Circulation. Navigate to the <code>Check-In</code> tab along the left side of the screen.<br />
*Scan the Middlebury barcode of each item. If a window pops up saying that the item belongs in Armstrong or Davison, and asks if you want to print a transit slip, click <code>No</code> or type "n." <br />
** Be sure to check that all parts of the item being checked in are present. For example, if a work is in two volumes, check those in together. Or, if a CD or DVD is being checked in, make sure that all parts of the item - the cover insert, all disks, etc. - are together.<br />
** Keep an eye out for damage to the items. If damage is found, give the item to Kat or Rachel for further processing.<br />
** Watch for holds - if an item has been put on hold, it will prompt to print a Hold Notice. Print the notice, slide it into the item, then put the item on the hold shelf at Circ.<br />
<br />
'''ILLiad Processing'''<br />
<br />
* Log into ILLiad, navigate to the "Lending" tab, and click on the button labeled <code>Lending Returns</code>.<br />
* Scan the Transaction Numbers of all incoming items. Make sure that each item calls up the appropriate record on screen, and that its OCLC status is '''not''' SHIPPED, but something else beginning with R such as RECEIVED, RETURNED, RECALLED, or RENEWED.<br />
***If the status is "Shipped," the item was likely never received at the borrowing institution, and so should be brought to Kat. As usual, if you have any questions, or anything strange occurs, ask Kat or Rachel.<br />
**Look for any notes (in the bottom area of the window) or any unusual OCLC statuses (at the bottom right of the "Transaction Information" area) for items being checked in.<br />
**Look for notes saying that the item has been invoiced; if these are present, bring the item to Rachel after processing.<br />
** If the OCLC status is "Recalled," a slip should print, and the item should be put in Reserves. <br />
**If an item comes in multiple parts or volumes, make sure that all parts are present before checking in the item. A window should pop up asking you to check for multiple pieces, but pay attention in case it does not.<br />
**When all items have been scanned, click <code>Process Queue</code>. Check to see that all items have been processed before closing ILLiad.<br />
*Remove the bands from all items that were successfully checked in, both in Sierra and ILLiad, and place on the shelves and carts behind Circulation for reshelving.<br />
<br />
<br/><br />
Reshelving Notes: <br />
* Be sure that all DVD cases are locked before being placed in reshelving.<br />
* Check for any extra labels above the call number, such as Armstrong, Oversize, Vermont Collection, Faculty Authors, CTLR, etc and place those items on their proper shelves. <br />
* Place all other books on the two returns carts with A-M call numbers in the left cart and N-Z call numbers on the right.<br />
* If you see an item in disrepair or that looks like it may have been damaged, bring it to a supervisor so it can be sent down to P&P.<br />
<br />
===Processing Mills Returns===<br />
* Check in through Sierra.<br />
* Pull item up in ILLiad by the TN, then <code>Route</code> to Request Finished.<br />
* Remove stickers and take back to reshelving.<br />
<br />
== '''Invoices and Item Replacement''' ==<br />
'''ILL policy states that once an item leaves its Lending library, the Borrowing school is liable for it.''' <br />
<br />
Therefore, if an item that was lent out is damaged or never returned by a patron, lost in the mail, or badly damaged, the Borrowing School is responsible for replacing or paying to repair/replace the item.<br />
<br />
'''Replacement Policy'''<br />
<br />
Middlebury accepts replacement copies so long as they:<br />
* Are the same edition and format as the original item<br />
* Are NOT discarded from another library, an ARC, or a proof copy<br />
** Gently used items other than these are completely acceptable.<br />
<br />
<br />
'''Invoicing'''<br />
<br />
Some schools may find it easier to simply ask for an Invoice for the item. There's a folder in Kat's office containing all the paperwork necessary to request, and then process Invoices. Rachel does the actual bill generating.<br />
<br />
Generating Invoices:<br />
* In the Invoices folder, in the manilla folder titled Bill Generation Forms, grab a sheet of little yellow slips<br />
** Pull up the Lending Request in ILLiad and note down the School Code and Number, Material, TN, and reason for issuing the invoice.<br />
** Research roughly how expensive a replacement copy would be via [https://www.abebooks.com/ AbeBooks], [https://www.amazon.com/ Amazon], or other provider of your choice<br />
** Round that replacement cost to the nearest $100, not the rounded cost down<br />
** Present the yellow slip to Rachel<br />
* Flag the item as "Awaiting Invoice"<br />
<br />
<br />
Processing Invoices: <br />
* Pull up the ILLiad request<br />
* Flag the item as "Billed"<br />
* Remove any other unnecessary flags<br />
* Add a note with the Invoice number and total charge for the invoice<br />
* Add one copy of the Invoice to the manila Active Invoices folder in the corner of Kat's desk<br />
* Prepare the other copy of the Invoice for sending<br />
** Pull a W-9 form from the manila Tax/Vendor forms folder, add today's date in the date field<br />
** Grab one of the Middlebury College envelopes with a plastic window in the front and write LIBOOK on the top right of the front--right where a stamp would normally go<br />
** Placing the W-9 behind the Invoice, fold the two papers so that the address of the Invoice is visible through the plastic window<br />
** Insert the papers into the envelope and seal it shut<br />
* Place the completed Invoice in the Outgoing Mail basket in the main lobby<br />
<br />
== '''Document Delivery''' ==<br />
To print Doc Del requests: <br />
* Make sure the request is in the "Awaiting DD Stacks Searching" queue. (Route there if needed!) <br />
* In the upper Document Delivery tab click <code>Print Pull Slips</code><br /><br />
<br />
<br />
Scan and save:<br />
* Scan cover sheet and article as a PDF <br />
* Save to \\ILLiad/elecdel by TN number <br /><br />
<br />
<br />
Check file and send:<br />
* Open ILLiad and, in the top Document Delivery Tab, open <code>Update Stacks Search</code><br />
* Enter the TN number of the request you want to deliver and hit Enter (or the Search button)<br />
* Once located, double click on the item to open the request<br />
* Click into the PDF viewer tab and make sure the article is showing up, and also that it is scanned and readable<br />
** If file is not showing up, go back and make sure you’ve saved the file in PDF format on the elecdel drive<br />
** If unreadable or missing pages, please rescan<br />
** If everything is in order, close the request and return to ILLiad’s Document Delivery --> Update Stacks Search window<br />
* Click <code>Notify Electronic Delivery</code> to send the item to the patron<br /><br />
<br />
<br />
Record your work:<br />
* On the ARO Tracking Sheet, record the item’s school code (MDY), TN, and that it was sent by DD<br />
<br />
<pre style="color: red">If the item you are looking to scan is unavailable, Route the item to "Awaiting Request Processing" in Borrowing.<br />
</pre><br />
<br />
== '''Processing EJournals''' ==<br />
<br />
=== Locating and Saving Articles ===<br />
In short: <br />
Open the Ejournal Processing queue to get started. <br />
# Click on a request that is NOT marked "Online."<br />
# Locate the article. Start with the Serial Solutions tab or the Google Search tab and work onward from there.<br />
# Save a PDF copy of the article to I:\ArielScan\'''Online Articles''' <br />
# Mark the Call Number "Online"<br />
# Close the request and start another<br />
<br />
<br />
<br />
In long:<br />
<br />
Click on a request that is NOT marked "Online."<br />
# Always try serial solutions first!<br />
#* If a database comes up but your article cannot be found, try “browse journal”; it may be a problem with title/author/some other citation information that your human brain can much more easily figure out.<br />
#* If you still can’t find it, see if you have any other database options (that are not part of the same umbrella database, e.g. proquest’s various databases that all have the same holdings).<br />
#* If serial solutions can’t do your search (NOT if you get “no results”), check to see if more than one ISSN is listed in the box—if so, try deleting one, and if you get a “no results” then, try the other. Sometimes this is an easy fix.<br />
# If serial solutions doesn’t work:<br />
#*Try Google. Every so often the article is freely available on researchgate or academia.edu.<br />
#*Check Midd A-Z or MIDCAT (or Z39.50, if you’re familiar with how to use it) to see if we actually hold the journal in question, and if the request falls (or should fall) within these holdings.<br />
#If everything you see says we’re supposed to have the article in the request but you just can’t find it, ask for help! Or leave a note in the call number box asking for a second look from someone else. <br />
#*If no one else is around to help you and there’s something you think anyone looking for the article should know that can’t be explained in just a few words, you can also write an actual note (in the notes box) and just say “please see note” in the call number box.<br />
# If you can’t find the article after using the above steps:<br />
#*Update the call number box and leave it in the queue. Common messages include: <br />
#**“no access” (typically used when you can see the article but can’t access it, e.g. the database only allows you to see the abstract but you would have to pay for the whole article; or the database is missing the volume/issue where your article is)<br />
#**“not found” (when you have no idea where it is; this can sometimes be a result of incorrect citation information on the patron’s part)<br />
#**“holdings begin before/end after this request” (if you know more specifically what’s wrong )<br />
#**Any other specific feedback explaining where the item is<br />
<br />
Some advice for various types of requests:<br />
Foreign language databases/journals!<br />
*If you don’t speak the language of an article, journal, or database, rely on numbers—they’re usually a constant. Volume, issue, and page number can all help you!<br />
*[https://translate.google.com/ Google Translate] is your friend. Don't be afraid to copy/paste titles or even whole tables of contents into it<br />
*Chinese databases (CNKI):<br />
**As long as the citation is complete and correct, these are actually fairly simple—just use the year, issue, and page number to find the article, then double-check that the English title is the same once you click on the Chinese name in the table of contents (aka, the TOC).<br />
**If there are no page numbers, or some other information is missing, you can try copy-pasting the TOC into google translate to look for your English title. Keep in mind the translation won’t likely be an exact match (it is google translate after all), so keep an open mind and look for titles that are similar even if they aren’t exactly the same.<br />
**You can sometimes double-check or complete a citation through a simple google search of the title—but keep in mind you’ll almost never be able to actually download the article this way. You have to go back into the database on serial solutions or MIDCAT to get it.<br />
**If after all this you still can’t find it, leave it in the queue for someone else to try!<br />
*Japanese databases:<br />
**Don’t be surprised if we don’t actually have this. Often we can only get the abstract from these databases, so if you can’t access it just leave a message in the call number box and move on.<br />
* Proquest<br />
**“Proquest” here covers all the databases that fall under this umbrella, like the social sciences database, nursing and health alliance (?), etc.<br />
**If we actually have access to the full text of the requested article, it will usually show up in a serial solutions search, but if you get a “no exact matches found” message (in proquest, not in serial solutions), you should still “browse journal” and see if you can figure out what is going on. Proquest can sometimes have patchy coverage, where it’s randomly missing a volume or issue even though our holdings supposedly cover that year.<br />
**If you can see your article but there’s no full-text/PDF option (in these cases you’ll usually see “get it @ MIDD” and/or “see abstract/summary” or something similar), we DO NOT HAVE IT, unless you have a non-Proquest database option in which you can also search. Clicking “get it @ MIDD” will just send you back to serial solutions again.<br />
*Lexis-Nexis<br />
**Lexis-nexis can be difficult to find things in, because there’s no real way to search by volume/issue like there is with other databases. You can narrow down to a specific date range, if you know it, or you can try searching various sets of words from your title if the full title returns “no results” (occasionally the article title in lexis-nexis differs from the title listing elsewhere, for whatever reason).<br />
* Wiley<br />
**There is a list (which may or may not be up to date) of journals held by Wiley that we can actually send via ILL. It’s not long. If you’re not sure if we have access to the article or not, click “get PDF”. If the PDF actually loads, go ahead and save it to Online Articles. If it pops up with a screen that says “you will have access to this article for 24 hours. Confirm/Cancel”, we are not allowed to send it. Hit cancel, and leave a “no access- wiley” note or something similar in the call number box.<br />
* PDFs<br />
**Saving PDFs to Online Articles is usually pretty straightforward, but sometimes you’ll run into issues, so here are a couple ways to get recalcitrant articles into your folder.<br />
**Even if there’s no “download” or “save” option, you’ll sometimes see a “print” button. If you do, press it, and print the article to “PDFCreator”. A window should pop up (it might ask first if you want to update the program, and you can say no) where you can type in the TN in “document name”, then save it into Online Articles. Done!<br />
**If there’s no print button either, but you can see the full text in your window, you may have to copy-paste into a word document and then follow the steps above<br />
Note: printing to PDF is generally better than saving a word document as a PDF, because saving will create an adobe file, whereas printing will create an eCopy document. This is simpler when you’re sending ejournals later.<br />
<br />
<br />
Once you've arrived at the proper journal, search for the article, either with a "Search within this journal" field, or by finding the proper issue from the proper year by browsing or looking through the archives of a journal.<br />
<br />
If you find the article, download it as a PDF. If there is no obvious way to save it as a PDF, you may need to print the article, and select "Adobe PDF" as the printer. Save the PDF as the transaction number of the request in the "Online Articles on 'woodchuck\elecdel\Arielscan'" folder. (\\woodchuck\elecdel\ArielScan\Online Articles)<br />
<br />
If you cannot find the article, try another one of the links from MIDCAT. If you're searching and something seems wrong with the borrowing school's citation, it may be helpful to google the article and see if it is cited differently somewhere else. If nothing works, write the reason that you cannot find the article on the pullslip, and put the slip on Kate's desk.<br />
<br />
For ‘not found’ items, typical reasons might be:<br />
* Our holdings end before<br />
* Our holdings begin after<br />
* We don’t own it, purchase required to access<br />
* Can’t access the online article<br />
Please jot down some abbreviation that makes sense (i.e. ‘starts after’ or ‘no access’ or ‘want $$’) on the pull slip.<br />
<br />
-Chinese Journals are difficult. There is a new link on each of the student workstations to [http://oversea.cnki.net/Kns55/brief/result.aspx?dbPrefix=CJFD Chinese Database] which may work better than the link from MIDCAT or A-Z. Try it if you have trouble with the direct path.<br />
<br />
=== EJournal Processing ===<br />
EJournal processing requests are article requests for which the article or the database in theory has been directly linked to ILLiad.<br />
<br />
- Go to the lower lending tab in ILLiad. At the bottom of the menu, if there are any requests, there will be an "Awaiting EJournal Processing" queue. Click on it to view the requests.<br />
<br />
- It is helpful to be able to see the "Call Number" column header to see which requests you have processed. If it is not visible, scroll right until you see "Call Number". Drag the column header into the space above the columns, scroll left and place it between the "Transaction Number" and "Username" columns (or some other visible space).<br />
<br />
-Open up an article request by double clicking on it. It will open up a new window. Read the journal and the title of the article being requested.<br />
<br />
-Click on the "Collections" tab to the right of the "Article Info" tab. In the "URL" column there will be one or more links. Click the (first) link, and it will open up your browser.<br />
<br />
-If the link has brought you to an article, great. Make sure it is the same article that was requested and then look for the option to download it as a PDF. Save it to the "Online Articles" folder as the transaction number.<br />
<br />
-If the first link brings you to something besides an article, try the rest of the links. If none of the links work, go to either the "MIDCAT" tab in the request window, or open up midcat in your browser and search for the article as if it is a Search Online, consulting the information in the "Article Info" tab of the request window.<br />
<br />
-If you have successfully saved the article, find the "Call Number" field in the right of the request window and change the call number to "Online" either by typing it, or pressing Windows "O" hot key. Press the small save icon in the upper left corner and close the window.<br />
<br />
-If you absolutely cannot find the article, cancel it. In the upper left corner there is a "Cancel Request" icon. If you click on it, a small window will appear. Click on the top bar under "Reason for Cancellation" and select a reason from the drop down menu. If we don't have access to those years because we stopped subscribing to the journal choose "Holdings END BEFORE this volume". If the article is from too early an issue for us to access, choose "Holdings BEGIN AFTER this volume". If you're not quite sure why you can't find the article, rather than canceling it, tell one of the supervisors.<br />
<br />
-Once you have found all of the articles, and you can see that all of their Call Numbers are "Online", open each one and click the "Finished Searching" icon in the upper left corner, or highlight all of the requests and route them to "Awaiting Stacks Searching". Once the requests have all disappeared from the queue, go to the upper lending tab, and click "Print Stacks Search Items". *It is important that you perform all parts of this step at a good clip. If you click "Finished Searching" and then don't print the pullslips, there's a chance they will be printed at Armstrong before you get to them.<br />
<br />
-Print the pullslips on the copier. They will print two to a page. You can then use the paper cutter to neatly separate them, and bring them to Kate's desk.<br />
<br />
== '''Sending Articles''' ==<br />
<br />
<br />
=== Attaching Cover Sheets ===<br />
'''1.''' Collect pullslips marked "OF" or with the call number "Online" and sort them according to the way in which they will be sent. For instance, put all articles to be sent through Odyssey in the front, all to be sent through Ariel in the middle and all to be sent via email at the back.<br />
<br />
'''2.''' Scan the pullslips using the copier. As in scanning an article, send the scan to "ILL Scan", but when selecting the document size, choose the second option "LTR R" rather than the first option "LTR". Put the pullslips in the top of the copier with the top of the sheet on the right side. Press start. When the scan is finished, collect the pullslips, making sure to keep them in the same order.<br />
<br />
'''3.''' Open up the scan you just made from the folder "Arielscan on 'woodchuck\elecdel' (X:)". Click the "view all" icon so that you can see all your cover sheets. Highlight all pages and click "rotate left" so that the pages are right-side-up.<br />
<br />
'''4.''' Click the "Restore Down" icon in the upper right-hand corner of the file (the beige one, not the blue one!) so that you are able to resize the file within eCopy Desktop. Resize the file so that it takes up only a strip of the left side of the screen, perhaps two pages wide.<br />
<br />
'''5.''' Open up the pdf of the article indicated by the pullslip at the top of the pile. Do this by clicking on the "open" icon in eCopy Desktop. The saved article will be in the folder "Online Articles on 'woodchuck\elecdel\Arielscan' (W:)". It will be saved under its transaction number. You can select it from the list by its transaction number, or open it by simply scanning the barcode of the transaction number on the pullslip.<br />
<br />
'''6.''' Once you have the pdf open, check the title to make sure it matches the title on the pullslip. Then click "View All". This allows you to see if the article is in color, and also (eventually) to drag new pages into the document.<br />
<br />
'''7.''' Click on the "restore down" icon (the beige one, not the blue one!) in the upper right-hand corner of the file. Resize the document so that it takes up the part of the screen that the cover sheet file does not (the right side). This way, you can easily navigate between the two files.<br />
<br />
'''8.''' Drag the first page of the cover sheet file into the article file so that it is the new first page. It will copy the coversheet to the article without removing it from the cover sheet file. Double click on the page to make sure that this is the correct cover sheet. Then hit "save" just in case. (If the article will not let you drag a cover sheet into it, read the section on MyMorph below.)<br />
<br />
'''9.''' Now, save the newly cover-sheeted article as a tiff file. Go to File, Save As, and select the proper format from the drop down menu. If the file is in color (as in diagrams or photos or things crucial to the article) choose "TIFF Color (JPEG)". If the article is in black and white (or it's mostly black and white and just hyperlinks and such fluff are in color) choose "TIFF B&W (G4)". You must save it to "C:\Ariel Scan" folder as its transaction number.<br />
<br />
'''10.''' When you've finished attaching the cover sheet, you may close the document. Move on to each subsequent cover sheet, matching each as you go. If you've kept your pullslips in order, the cover sheets will also be in the correct order in the file.<br />
<br />
<br />
==== MyMorph ====<br />
Sometimes files can be aloof. If a file doesn't want you to drag another page, such as a cover sheet, into it we use a program called MyMorph. Close the problem file, and click on the red MyMorph icon on the desktop. In the MyMorph window, click on the "Add File" button". Find the pdf of the problem article in the "Online Articles" folder and click "Open". In the "Convert files to . . ." menu in the My Morph window, make sure that the radial button next to "TIFF" is selected, and then click "Start" in the bottom left corner of the window. MyMorph will convert the pdf of the article into a tiff (may take several seconds) and voila! You may open up this tiff file in eCopy Desktop and manipulate it as you wish!<br />
<br />
=== Odyssey ===<br />
So. The cover sheets are all nestled in their articles, and you think they're ready to be shipped off. If the schools to which these articles are being sent have an Odyssey address, the process is easy-peasy. Here's how:<br />
<br />
:*Take the pullslips you have put aside and remove any sheets that do not have Odyssey addresses. You will send those with Ariel or email at a later time.<br />
<br />
:*Open up Odyssey Helper and log in with your normal ILLiad username and password.<br />
<br />
:*Either count the files in the window, or look at the bottom left corner to see how many files are ready to be processed. Count the pullslips in your Odyssey pile.<br />
<br />
:::-If you have fewer pullslips than files in Odyssey, look around the computer. Chances are someone has B-scanned an article and left the pullslip for you either on the computer or in the folder under the N.O.R.A. Tracking Sheet.<br />
<br />
:::-If you have more pullslips than files in Odyssey Helper, figure out which pullslip(s) you are missing by comparing titles and transaction numbers on the pullslips and in the Odyssey window. Once you have figured out what you are missing, check to see if you have saved the file as the transaction number in the proper Ariel Scan folder (remember, there are two similarly-named folders), and that you have saved it as a TIFF. If everything looks fine there, see if their Odyssey address looks unusual. If that still doesn't seem to explain it, check the history in ILLiad to see if Armstrong could have already sent the file.<br />
<br />
:*If all your Odysseous (get it?) ducks are in a row and you have the same number of files in Odyssey as pullslips in the pile, hit the "Process" button. Usually they will all send. If a file indicates that it has failed, hit process again until it sends. Deliver any total failures to Kate's desk with a note.<br />
<br />
:*Once you've processed the files, write down the number of files you've sent on the top pullslip and indicate that you've sent them using Odyssey Helper. Record the number of files you have sent through Odyssey on the N.O.R.A. Tracking Sheet.<br />
<br />
=== Ariel ===<br />
If your pullslip has no Odyssey address but has an Ariel address, you should send the article through Ariel.<br />
<br />
:*Ariel should already be open. Bring the Ariel Lending window up. Go to the menu bar to Document>Import>Send... and choose your article (saved under the transaction number) from the C:\Ariel Scan folder and click "Open"<br />
<br />
:*In the new window, change the "Document ID" from the transaction number to the ILL number. Then type in the school's three-letter code as the destination in the "To:" text box. Press "OK".<br />
<br />
:*Next, click on the "Send Queue" window within Ariel, and scroll down to the bottom. Your file will be the last one. Watch it to make sure it sends. It should only take a few seconds.<br />
<br />
:*Once it has sent, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
=== Article Exchange ===<br />
If your pullslip doesn't have an Odyssey address or an Ariel address, then you should send the article via email with Article Exchange.<br />
<br />
:*Once the article file is saved with an attached cover sheet in the C:\Ariel Scan folder, bring up ILLiad and search for the request by scanning the transaction number or the ILL number in the "Number" box of the "Home" tab.<br />
<br />
:*Once the request is up, find the tab located toward the top of the page named "OCLC AE". Click on it.<br />
<br />
:*Click the "Browse" button to select a file to drop. Find your article in the C:\Ariel Scan folder and click "Open". Then click the blue "Drop File" button to attach the article.<br />
<br />
:*When the file has dropped, the request will return to the "Detail" view of the window, and the new web address and password for the article will be highlighted in yellow. Click the small "Save" icon at the top left of the window.<br />
<br />
:*Now you must notify the borrowing library. Click on the "Send E-Mail" icon at the top of the window and select "Article Exchange". An email form will pop up. You do not need to change anything in it. Click "Send" in the upper left corner.<br />
<br />
:*Just as when you send an article through Ariel, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
<br />
=== Scanned Articles to be Sent ===<br />
<br />
Articles that have been scanned using the copier also must be sent through Ariel, Odyssey, Email, Drop Box or Article Exchange. Because these articles already have attached cover sheets, there is no need to scan the pullslips.<br />
<br />
-Bring the "Scanned Materials" cart over to the computer. With a little luck, and thorough and cautious ILL student workers, the scanned materials will be in order on the cart.<br />
<br />
-Open up the folder "Arielscan on woodchuck\elecdel" and open up the most recent file in the folder. Find the book or periodical on the cart that corresponds to the scanned article.<br />
<br />
-Check the article to make sure that none of the text has been cut off, and that none of the pages have been skipped. If everything looks as it should, close the article.<br />
<br />
-Next, rename the file. Right-click on the file name (which will still be highlighted) in the "Arielscan on woodchuck\elecdel", select "rename" and change the file name to its transaction number, keeping the ".tif" extension.<br />
<br />
-Open the file anew. Go to File>Save As. . . and save this file in the C:\Ariel Scan folder as a TIFF file, just as you would if you were processing an online article. All articles scanned using the copier will be black and white, so choose "TIFF B&W (G4)" from the "Save as type" drop down menu.<br />
<br />
-Process the rest of the scanned materials in the same manner.<br />
<br />
-When you are finished, send the articles through Odyssey, Ariel or Article Exchange as you would with an online article. Bring periodicals and books to reshelving. If there are any photocopies that were scanned, put them in the manilla folder on top of the file cabinet in front of Rachel's desk.<br />
<br />
=== '''File Clean Up''' ===<br />
After you're done sending files, it's good to clean up a little. There are three folders that can be tidied: Arielscan on woodchuck\elecdel, Online Articles on woodchuck\elecdel\Arielscan, and C:\Ariel Scan.<br />
<br />
-Select the first folder to clean out, for instance, Online Articles. Sort the files in the folder by date modified, then highlight the files that are no longer needed. Use your judgment for this. If you've just processed all of the files, and you know they've been sent, you may highlight all the files. If you are unsure whether the files have been processed, perhaps just highlight the ones from the previous day and earlier.<br />
<br />
-Drag the highlighted files into the "Backup" folder. There is a "backup" folder in each of these three main folders. This way, all of the files are accessible in case any situations crop up where a patron would like an article resent to them.<br />
<br />
-Repeat this process in the other two folders.<br />
<br />
-Once every semester or so, it's good to delete files out of the "backup" folders to free up space. When deleting these files, do not delete any files from the past four(ish) months in case a ghost of ILL past needs its file.<br />
<br />
==== Cleaning Out Ariel ====<br />
<br />
Begin with oldest items. Search in&nbsp;OCLC Staff - Resource Sharing&nbsp;to see if item is received, i.e. 'not found' in OCLC. Then OK to delete in Ariel.&nbsp;<br />
<br />
== '''Shipping''' ==<br />
<br />
<br />
=== Unpacking ILL Materials ===<br />
<br />
:*Open packages with care in order to preserve the packaging. Examine thoroughly for small items, papers, and microfiche, etc.<br />
<br />
:*Please keep the envelopes and boxes that can be reused and recycle anything that can be recycled. Although the envelopes with bubble padding cannot be recycled, the envelopes with fuzzy paper filler as well as cardboard boxes can be recycled.<br />
<br />
:::-Anything you decide to keep should be put away or stacked neatly in its proper place in the closet or cabinets in the shipping area.<br />
<br />
*If you are unable to finish unpacking during your shift, make sure it is clear at what point you left off. Stick a note on the pile which reads “Needs to be unpacked” so that there is no confusion. However, as with all tasks, it is much nicer if you can finish what you’ve started.<br />
<br />
<br>'''Separate Borrowing Materials from Lending Materials:'''<br />
<br />
:*Borrowing materials are all items we’ve received from another institution that have been requested by one of our patrons. They will usually have paperwork inside them, or a band around the cover, and a barcode that indicates what school it was borrowed from.<br />
<br />
:*Lending materials are all the items that Middlebury College owns. You can be sure by looking for out Middlebury College barcode on each item. They may also still have one of our own bands wrapped around the cover that indicate “Return to Middlebury College Library”.<br />
<br />
:*Borrowing materials need to be placed on the borrowing cart next to the Borrowing Workstation for processing, and bring Lending Returns are placed on the cart in Kate’s office.<br />
<br />
<br><br />
<br />
=== Packing Items to be Shipped ===<br />
<br />
Items on the Flat Bed Book Cart with the sign that reads “ILL Mailing” are things that need to be packed up and shipped out.<br />
<br />
Whenever possible, reuse old envelopes and boxes, then black out/remove old writing/labels from the used material.<br />
<br />
'''Most items only need to be placed into a jiffy bag and wrapped tightly enough so that when you shake the bag you don’t hear the book shifting around very much.'''<br />
<br />
:*These items need:<br />
<br />
:::1. A shipping label stuck to the front of the package<br />
:::2. “LIBOOK” written on the upper right corner of the package<br />
:::3. Our return address listed on the package<br />
<br />
:*An Item should be returned in a BOX instead of a jiffy bag if…<br />
<br />
:::-A book is particularly large or heavy<br />
:::-Multiple books are being sent to a single place<br />
:::-There is a note that clearly indicates the item needs to be boxed<br />
:::-Media or microfilm<br />
:::-The item is fragile or old<br />
<br />
'''Items with UPS slips:'''<br />
<br />
:If an item includes a UPS slip instead of a shipping label, the UPS label needs to be lightly taped onto the package (not laminated), so that it can be removed when it reaches mailing services where an official UPS sticker is created and attached.<br />
<br />
'''Items Headed out of the Country:'''<br />
<br />
:*All items headed out of the country need a regular shipping label, as well as a customs slip or a UPS slip, depending on whether or not we wish to track the item. (If an item that is going out of the country has a UPS slip, we are able to track it, but we’re unable to track an item with only a customs slip)<br />
<br />
:*Make sure that the spaces indicated are filled out completely on a customs slip<br />
<br />
:*All items headed out of the country also need to be put into special Priority Mail Envelopes/Boxes. (*The exception to this rule is for items headed to Canada that are less than 2 pounds, these items just need a shipping label and customs slip)<br />
<br />
:*Leave some extra time at the end of your shift to bring what you’ve packed down to the Shipping/Receiving room downstairs and place everything that will fit into the plastic white mail bins for pick up.<br />
<br />
<br />
=== UVM and St. Mike's Courier ===<br />
====Sending====<br />
Books that are being lent or returned to the '''U'''niversity of '''V'''er'''M'''ont (UVM/VTU) or '''S'''t. '''M'''ichael's '''C'''ollege (SMC/SMD) during the year are sent by courier rather than the postal service. This courier stops by Midd on Monday and Wednesday afternoons.<br />
<br />
<blockquote> The courier only delivers to St Mikes during the school year. In the summer, requests for SMD are sent through the mail as regular ILL items. </blockquote> <br />
<br />
* Bring outgoing books to the table next to Lexa's desk and record their data on the clipboard, then place them in the appropriate outgoing pile on the table<br />
<br />
<br /><br />
<div style="text-align: center;">'''UVM (VTU) & SMC (SMD) Courier Tracking Sheet'''</div><br />
<br />
;Date<br />
: Write the date you're writing the item down<br />
<br />
;LOTI<br />
: standing for "Left on Table Initials," this column is for the initials of the person bringing the book to the table<br />
<br />
;Code<br />
: you have five codes to choose from when filling in this column, as seen below. Items being returned to Middlebury do not need to be written on the clipboard.<br /><br />LTUVM - Loan To UVM<br /><br />RTUVM - Return to UVM<br /><br />LTMDY - (on) Loan to MDY<br /><br />LTSMC - Loan to SMC<br /><br />RTSMC - Return to SMC<br />
<br />
<br />
;Title<br />
: Write the title of the item you're writing down.<br />
<br />
; ILL#<br />
: Write the full ILL Number for the item you're writing down<br />
<br />
;Material<br />
: Write what type of material the item is, such as book, CD, or DVD<br />
<br />
;TFTI<br />
: standing for "Taken from Table Initials," this column is for the initials of the person taking the book away from the table. <br />
::* This column will remain blank for outgoing items until the courier comes to pick them up. The courier will write his initials in this space as he takes the books away.<br />
::* Bags of incoming books are recorded with initials in both LOTI and TFTI columns, as someone must leave them on the table while writing them down, then take them away in order to check them in.<br />
<br />
====Receiving====<br />
The courier will leave books from St. Mike's and UVM in a maroon and navy tote bag on the table. Open the bag and remove the books. Write these books on the tracking sheet, indicating that you are taking them from the table. Books being returned to Middlebury can go on the purple returns cart. Books being lent to Middlebury can go on the "Books to be checked in" cart for the ILL worker checking in the morning mail.<br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
===Sending UPS===<br />
<br />
:*Materials that need to be shipped via UPS:<br />
<br />
:::-All media (CD’s, VHS, DVDs, etc)<br />
:::-Microforms<br />
:::-Items being returned to Yale or Harvard<br />
:::-Anything extra large, old, fragile, expensive or rare<br />
:::-Multiple volumes/pieces that would add up to a lot of money if they were all lost and needed to be replaced<br />
:::-Theses and dissertations<br />
:::-Anything that the Lending Institution has specifically requested we return via UPS.<br />
<br />
:*If you are unsure if something ought to be sent via UPS, ask a supervisor<br />
<br />
-To make a UPS label, open up UPS WorldShip. In the "Customer ID" field, type in the destination's three-letter code and press enter. If we have UPSed anything to the school before, their address will pop up. Make sure that it is their address by comparing it to the address on the band or shipping label, because often there are multiple schools with the same code (NAB for instance has been the victim of many mis-shipping accidents). If there are multiple addresses for a three-letter code, you can scroll through them using the up and down arrows.<br />
<br />
-If an address doesn't come up, you must manually type it in. Make sure that in addition to putting the three-letter code in the "Customer ID" field, also put it at the beginning of the "Company or Name" field. For instance, if we were shipping something to ourselves and had to type in our address, the "Company or Name" field should read "MDY - Davis Family Library". Type in the rest of the address as your intuition guides you.<br />
<br />
-If the UPS address book contains other addresses for the three-letter code, but not the address you need, look up the corresponding number in ILLiad. For instance, if you are shipping an item to NAB West Hempstead Public Library, go to the "Home" tab in ILLiad, and type "NAB" into the "Symbol" field in the "Search Address" section. You will find many addresses. Scroll through until you find "West Hempstead Publ. Library", and look at which number it is in the "Address Number" column--in this case 35. When you manually type in the address, type "NAB-35" into the "Customer ID" field instead of just "NAB".<br />
<br />
-If you are shipping something you think might need to be insured, read the insurance section below.<br />
<br />
-Press "Process Shipment" in the bottom right-hand corner of the window, and your label will automatically print at the copier. If you are using the computer next to the returns station, it will print two slips, first the UPS barcode and then a second sheet with information about the destination. It is better to use this computer if you are printing many UPS slips at a time so that you are able to consult these informational sheets. To confirm that you are looking at the correct sheet, check the last few numbers below the barcode and the last few numbers of the tracking number on the informational sheet to see if they match. If you are printing at the computer next to the Bookeye scanner, it will print only the UPS barcode. When you are done printing, collect your labels, and write the destination's three-letter code below the barcode. Once you have labeled the barcodes, put any informational sheets in the scrap paper pile. Either fold or cut the label so that it looks neat, and put it with the item to be packaged on the shipping cart.<br />
<br />
====Insurance====<br />
UPS allows us to insure the items we are sending. In fact, everything we send UPS is automatically insured for $100. If you are shipping items that you think may be very valuable, it's a good idea to insure them for more. Use your judgment for this. If you're sending many volumes of something, perhaps insure the package for $50 per volume. If you are unsure about the value of something, you can always ask Rachel (or look it up on Amazon!).<br />
<br />
To insure a shipment, put the amount you would like to insure it for in the "Declared Value" field in the right side of the UPS window before you process the shipment.<br />
<br />
If you forget to insure it before you print, never fear! You can always write "Please insure for $___" below the barcode of your UPS label, and mailing services can insure it when they create the official UPS label.<br />
<br />
====Backup UPS Slips====<br />
Sometimes UPS Worldship is down. On these sad days, we use backup UPS slips. These are located either in the wooden tray of office supplies and bits of papers in front of the returns station, or with Rachel.<br />
<br />
Fill out the slip like so:<br />
[[File:Small_Bagel.jpg]]<br />
<br />
=== Phoenix Cart ===<br />
<br />
Shipments to the Phoenix schools (Bates, Bowdoin, Colby, Mount Holyoke, Wellesley, and Williams) are collected throughout the day then sent out via UPS at the end of each day. The red Phoenix cart, located near Lexa's desk under the sign labeled "Phoenix Cart," is divided into sections for each of the six Phoenix schools, arranged alphabetically.<br />
<br />
<blockquote>Bates - BTS<br />Bowdoin - BBH<br />Colby - CBY<br />Mount Holyoke - MTH<br /><br />
Wellesley - WEL<br />Williams - WCM</blockquote><br />
<br />
# Print a UPS label for each school to which a shipment is being sent.<br />
#* All outgoing Lending (white banded books from Midd) should be sent out daily. Empty shelves, or shelves with only returns, need not be sent daily.<br />
# Pack all shipments into boxes and attach the appropriate UPS labels (See section 1.6.2 for instructions on proper packing procedure).<br />
#* If possible, pack all items for a particular school in the same box.<br />
#Bring all Phoenix Cart shipments down to the shipping/receiving room at the end of each day, and place in the white bins with the rest of the outgoing mail.<br />
<br />
=== International Shipping ===<br />
<br />
All items to be shipped internationally are shipped in '''flat-rate USPS priority mail boxes or envelopes''', found in the ILL supply closet.<br />
All international shipments require that a '''Customs Slip''' be attached - see section 1.6.6 of this Wiki, ''Customs Slips'', for detailed instructions for creating and printing the document.<br />
<br/><br />
::'''1.''' Pack items securely in the envelope or box, making sure to use plenty of packing filler to ensure safe international shipment, and ''seal securely''. See section 1.6.2 of this Wiki for further details on proper packing procedure.<br />
:::-Though the flat-rate envelopes and boxes are self-sealing, it is best to use additional packing tape around the opening to ensure that that the package is secure.<br />
::'''2.''' Attach the address label to one side of the package, and the Customs Slip to the other. All customs documentation should be attached in a ''clear plastic sleeve'', found in the ILL supply closet. For further details on how to properly attach a Customs Slip, see the instruction sheet that is printed with the customs documentation or section 1.6.6 of this Wiki.<br />
:::-Although the sleeves are self-sealing and self-sticking, secure them well with additional packing tape.<br />
::'''3.''' After packing and attaching all labels and customs information, place the shipment with the rest of the outgoing mail, in the shipping/receiving room.<br />
<br />
=== Customs Slips ===<br />
<br />
'''''<br />
For making a custom slip for packages shipped to foreign countries follow the following steps:'''''<br />
<br />
'''1:''' Look for an Icon on the desktop showing "'''Click-N-Ship for Business'''".<br />
<br />
'''2:''' Run "'''Click-N-Ship for Business'''".<br />
<br />
'''3:''' The program should open with a page title "'''Customs form 2976-A/CP72'''". If it is not then move the cursor to the bottom of the page and click on the icon "'''Create A Shipment\'''". Choose "'''Customs Form 2976-A/CP72'''" and click "'''OK'''" for the message that pops up.<br />
<br />
'''4:''' Now, you have a page with three sections : Address, Details, and Items. To start with the address section, click on the "'''OPEN ADDRESS BOOK'''" to find address or you can type the address into the "'''To'''" sections of the form. Use the '''OCLC''' address code as the first part of the full name and as the short name when creating a new address. Fill in all the required sections and as much address information you are provided. You can also save the address to your address book for future use.<br />
<br />
'''''To add an Item to your Shipment, complete the following steps'':'''<br />
<br />
'''5:''' To fill in the Details section, '''(a)''' Guess the "'''Weight'''" of the item(s)in '''"lb."''' The weight in both the sections of Details and Items should '''MATCH'''. '''(b)''' For the "'''Contents'''" choose "'''Other'''". '''(c)''' In the explanation box, write "'''ILL Book'''" if it is not automatically written. '''(d)''' For the "'''Delivery Type'''", fill for the "'''Airmail/Priority'''".<br />
<br />
'''6:''' To fill in Items sections, '''(a)''' Write "'''library Book'''" in "'''Description'''" box. '''(b)''' Write the quantity of the shipping material in the "'''Quantity'''" box. '''(c)''' Write "5" as the value of the item(s) in the "'''Item Value $'''" box if not written automatically. '''(d)''' in the "'''Item Weight'''" boxes '''MATCH''' the weight of the shipping material. '''(e)''' For the "'''Country of Origin'''" choose "'''United States'''". '''(f)''' For the "'''hS Tariff #'''" box, you don't have to do anything. So to proceed, click on "'''ADD ITEM'''". Now, you can see that The item has moved into the description box on your cart.<br />
<br />
'''7:''' Check the box " '''I agree...'''" to agree to terms and click on " '''Add to Cart'''" button.<br />
<br />
'''8:''' In the upper right cornor of the page click on the "'''Labels'''" button.<br />
<br />
'''9:''' Check the box near the button "'''Edit'''" to '''select''' for the item(s) to be printed.<br />
<br />
'''10:''' Click the "'''Continue without Postage'''".<br />
<br />
'''11:''' Click "'''Next'''" and then check the box "'''Agree to the Hasmat policy...'''".<br />
<br />
'''12:''' click on the "'''Print Labels'''" and choose the Printer to print the five pages for custom slip and one instruction sheet.<br />
<br />
'''13:''' Follow the instruction on the '''printed''' custom slips and instruction sheet for how to stick the slips on the packed shipping package.<br />
<br />
==== Uploading items to Internet Archive ====<br />
<br />
WORKFLOW<br />
<br />
# Determine appropriateness of the item (supervisor task): Is it already on IA (Internet Archive), Is it in public domanin? If published before 1923, we can scan and upload.<br />
See information on links below if there is any question.<br />
<br />
Tools for determining public domain:<br />
http://librarycopyright.net/resources/digitalslider/<br />
<br />
http://www.publicdomainsherpa.com/calculator.html<br />
EU:<br />
http://outofcopyright.eu/calculator.html<br />
<br />
2. Remove pull slip form the document<br />
<br />
Edit pdf doc and remove first page/ scanned pullslip from pdf image using Adobe Acrobat<br />
Double- check completeness and quality of document to be uploaded and 'save'.<br />
Save document that is now "upload-ready" in "Internet Archive Files" that is at this location/ drive: Elecdel\arielscan\internetarchivefile<br />
Use this format: IA.Title.######.pdf The 6# stand for the 6 digits of pdf that item is related to (Also TN#)<br />
<br />
3.Upload to Internet Archive.<br />
<br />
Open Internet Archive in Google or other browser. It will identify you as MDY. Click on button (upload)<br />
Then choose 'Classic Uploader'. Upload the file. Fill in the description from the OCLC record. To do this find item in Illiad by searching TN#<br />
Input publisher, date, location, and other details including OCLC# in the "Add MetaData" field (must all be lowercase- eg. oclc #########)<br />
License will be "dedicate to the public domain"<br />
Share the file.<br />
Then you can view the record.<br />
<br />
4.Drag the file from the Internet Archive Files to another folder in the same location called "Uploaded to IA" once the file has been uploaded.<br />
<br />
5.Go on to the next one that's ready to be uploaded if there are several in the Internet Archive folder<br />
<br />
*NOTE: Items should be scanned on Bookeye scanner so that pages are always 'single' and in general for best appearance.<br />
**If not in Online Articles } check on BScan computer (in bubble near bookeye) - then save in OA as PDF when located<br />
***MDYILL@middlebury.edu is log in<br />
<br />
== '''Mills''' ==<br />
Awaiting Mills Request Processing<br />
<br />
First search in Z39.50<br />
<br />
If we have it in our holding and it is available,<br />
<br />
1.Highlight, copy, save call number and location<br />
<br />
2.Route to Document Delivery- Select Awaiting DD Stacks Searching<br />
<br />
If we don't have it, search OCLC<br />
<br />
1.Find holdings near CA (Mills location) - select holdings specific string for MILLS<br />
<br />
2.Use MILLS constant data form when ordering to ensure it get delivered to MILLS CA campus and not VT<br />
<br />
<br />
'''How to process Mills Paging Requests from Circ'''<br />
<br />
1) Create DD req in Illiad: Site= Mills College Library, Borrower= MDY, Type= Loan, Select request type= Book, DVD, etc<br />
<br />
2) Add Mills Flag<br />
<br />
3) Add to Google Spreadsheet<br />
<br />
4) Route to Awaiting DD Stacks Searching<br />
<br />
5) Print labels: Doc Delivery Upper Tab -> Print Pullslips<br />
<br />
6) Affix labels to items<br />
<br />
7) In DD-> Mark Found<br />
<br />
8) In Mill- scan barcode in Search holds and cancel each hold<br />
<br />
9) In Mill- Check out to NILL MIQ<br />
<br />
10) Generate 2 Day UPS slip to Mills<br />
<br />
== '''Clover''' ==<br />
Vermont's state-wide ILL program, '''C'''ollaborative '''L'''ibraries '''O'''f '''VER'''mont, uses AutoGraphics' SHAREit software to power the network. CLOVER replaces the antiquated VALS system. [mailto:April.Shaw@vermont.gov April Shaw] is our contact for questions/problems with the system. <br />
<br />
<br /><br />
[https://vtlib-agent.auto-graphics.com/MVC/ Log in here]<br />
<br /><br />
<br />
[http://libraries.vermont.gov/services/ill/CLOVER DoL Homepage for Clover]<br />
<br /><br />
<br />
[https://vermontclover.wordpress.com/ DoL Clover Blog]<br />
<br /><br />
<br />
<br />
Middlebury College Clover Code is M58c<br /><br />
<br />
<br />
Most settings are located at '''Staff Dashboard --> ILL Admin --> Maintain Participant Record''' <br />
<br />
Clover operates with Request Numbers (RN). These RNs are imported into the ILL number field of Clover requests in ILLiad. For instance, RN: 11537 is represented in ILLiad by ILL: VTLIB-11537. <br />
<br /><br />
<br />
====Clover Statuses====<br />
<br />
Staff Dashboard --> ILL Admin --> Request Manager<br />
<br />
Clover statuses can be accessed through the <u>Request Manager</u>. Borrowing requests will be located on the left side of the screen and Lending will be located on the right.<br />
<br />
===Lending Statuses ===<br />
<br />
At present, MDY primarily Lends items out through Clover, so most interaction with the program tends toward the right "Manage Lender Requests" side of the screen. <br />
<br />
<big><big>'''Action Items'''</big></big><br />
These are items you can change the status of, or 'act on.' Generally, items are organized in order of progression, so that a request moves down the list as it is processed.<br />
<br />
*'''Pending''' is effectively equivalent to OCLC 'CONSIDERING' and, if the systems are communicating properly, you should be able to find Pending requests in ILLiad's queues. <br />
** Clover has a habit of matching items to completely unrelated OCLC records. You can always double check the original request by coming to the item in Pending queue. The white bars across the top of items in the Pending List are effectively search bars for each column. <br />
<br />
*'''Will Supply/In Process''' is a Clover step that can be used in between Pending and Shipped. If the Lending library needs time to process an item, say to have it repaired before it goes out, they can set an item at this status to let the Borrowing library know that they are working on the request. (It may also be a way to buy time to process - checking with April)<br />
<br />
*'''Conditional''' while this status is similar to OCLC 'CONDITIONAL,' be aware that Clover does not show the information associated with the conditional in an easily accessible way. Libraries unfamiliar with ILL processing will likely not know how to respond to a conditional. IF YOU CONDITIONAL SOMETHING, please also send an email with that same information to the library so they know what you're asking. <br />
**If they have never seen a Conditional before, there is a Conditional cheat sheet [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/CLOVERConditionalStatus.pdf here] that you can send to help. <br />
<br />
*'''Renew/Overdue''' is for items that are currently overdue, but have had a renewal requested. It is effectively the same as the Renewal Pending queue, and is separated purely for the libraries that treat renewals of overdue items differently than other renewals.<br />
<br />
*'''Pending Cancel''' is for requests that the Borrower has cancelled. Rather than going RNF, this queue points out requests that have been cancelled by the requester. <br />
** Items in this queue can be updated to either '''Confirm Cancel''' (which effectively kills the request) or '''Reject Cancel''' which sends the item back to Will Supply/Pending status (thus alerting the Borrower that you have already shipped the item out). <br />
<br />
*'''Renew Pending''' is roughly equivalent to ILLiad's Awaiting Renewal Request Processing queue. Items in this queue need to be looked up in the system and either given a renewal, or sent back renewal denied. <br />
<br />
*'''Returned''' is equivalent to OCLC '''RETURNED''' meaning that an item has made it safely to the Borrowing Library, been used by the patron, and has been shipped back to the Lending institution.<br />
<br />
<big><big>'''Items awaiting trading partner response'''</big></big><br />
These items are waiting for the Borrowers' input. <br />
<br />
*'''Not Received''' means that the Borrowing library has not updated their item to Received. While this could mean the item was lost in the mail, more often it means that the library has forgotten to update their item. If you find items in this queue, email the Borrowing libraries and ask for a status update.<br />
** Be aware that items in this queue DO NOT SHOW UP IN ILLIAD as NOT_RECEIVED. If processing Lending, remember to check this queue from time to time. <br />
<br />
*'''Accepted Renewal''' is a queue of items that have been successfully Renewed. Items will stay in this queue until they either go Overdue or get updated by the Borrowing library as Returned.<br />
**(This includes both things that were Renew/Overdue and Renew Pending?)<br />
<br />
*'''Shipped''' is equivalent to OCLC '''SHIPPED''' in that it indicates items that have been shipped out from the Lending library, but have not been received by the Borrowing library yet.<br />
**Items must be in Shipped status in order to print shipping labels or book bands through Clover.<br />
<br />
*'''Complete''' is equivalent to the Request Finished queues in ILLiad, and indicates that an item has made it safely back to its Lending library and has been checked in and all its records have been cleared.<br />
<br />
*'''Received''' is equivalent to OCLC '''Received''' meaning that the Borrowing library has received the item.<br />
<br />
*'''Overdue''' <br />
<br />
<br /><br />
<br />
====Fixing ILLiad Records for Clover Libraries====<br />
When new libraries are imported into ILLiad, their addresses do not transfer properly into the ILLiad record. This means that you have to go back and edit them before processing any requests from that school.<br />
<br />
You can search for a library's address and contact information in Clover. <br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter followed by a series of numbers, occasionally ending with further numbers), and <b>Library Name:</b>, which just searches by library name.<br />
#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''ILLiad should have a valid email address for each school.''' If you absolutely cannot find a valid email address, contact April Shaw to ask for one.<br />
# Copy all contact info into the ILLiad record, either by typing over or copy/pasting everything.<br />
#* If you can't remember how to get to the ILLiad address area, see the Updating Addresses entry of the Wiki<br />
# Save your changes and close the ILLiad window<br /><br />
<br /><br />
<br />
====Turning off Clover ====<br />
<br />
'''Method One: Turn off Directly'''<br />
This method manually disables Clover. No requests will come in as long as these boxes are unchecked.<br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# In the row '''Days Requests are Processed,''' uncheck every day of the week.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
(To reenable Clover, re-check boxes for every day we're open i.e. all weekdays)<br />
<br />
'''Method Two: Schedule a Holiday'''<br />
This method allows you to schedule the system to close automatically over a holiday. <br /><br />
<br />
'''Be aware that this method will use the 'Days to Respond' (Midd has this set to four) setting to decide when to allow requests back in. If you want the system to be inactive for the ENTIRE holiday, add four days to any End Date.'''<br /><br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# Scroll down until you find the '''Holiday List'''<br />
#* In the first available Start Date space, enter the Start Date of the holiday in MM/DD/YYYY format.<br />
#* In the corresponding End Date space, enter the End Date of the holiday, plus four days, in MM/DD/YYYY format.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
[[Category:ILL, Interlibrary loan, policy]]<br />
[[Category:ILL, Interlibrary loan,]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=ILL_Procedures&diff=37681ILL Procedures2018-06-20T16:44:55Z<p>Bryan Carson: /* Atlas Documentation */</p>
<hr />
<div>= '''Interlibrary Loan Procedures''' =<br />
<br />
<br />
== Atlas Documentation ==<br />
<br><br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/ILLiad+User+Guide https://prometheus.atlas-sys.com/display/ILLiad/ILLiad+User+Guide]<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/The+ILLiad+Video+Tutorial+Guide https://prometheus.atlas-sys.com/display/ILLiad/The+ILLiad+Video+Tutorial+Guide]<br />
<br />
== Borrowing ==<br />
<br />
=== Clearing Copyright ===<br />
<br />
*In ILLiad - Main - Borrowing click on&nbsp;'Awaiting Copyright Clearance' or use the 'Process Copyright' button in the Borrowing tab.<br />
*Check that all request have a ISSN or OCLC number: click on individual request to open and search OCLC if the request is missing information. (Rapid needs either the ISSN or OCLC number to match the request against it's database.)<br />
<br />
*Transactions that need to be cleared through copyright are displayed in the top grid.&nbsp; Articles published more than five years ago can be automatically cleared:<br />
<br />
*Select 'Auto Select No Problem'. The system automatically selects transactions that no longer require copyright fees. Then click 'No Problem' to clear.<br />
<br />
*Five articles per journal per year (newer than five years old) are allowed before&nbsp;copyright kicks in. Compare Journal titles for newer articles with the Copyright list. Titles listed in the copyright list,located in the upper right pane, require copytight payment.<br />
<br />
::-Items not listed may be cleared.&nbsp; Highlight record and select 'No problem.'<br />
<br />
*The Copyright Payment Information pane is in the lower right corner. To pay copyright, search the journal using the seach buttons, select the proper journal from your search results, then click the 'Save CCC Information' button to attach the copyright payment information to the request.&nbsp;&nbsp;<br />
<br />
::-If the copyright fee exceeds $30.00,&nbsp;search for the article on-line, and determine if it can be provided through the publisher for less.&nbsp; Click 'Doc Provider' to route the request for puchase by the publisher or another Document Provider such as the British Library (BRI).<br />
<br />
&nbsp;<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Clearing+Copyright ILLiad Documentation: Copyright]<br><br />
<br />
Video Training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html http://www.atlas-sys.com/training/tutorials/borrowing/BorrowCopyright/player.html]<br />
<br />
=== Processing/Ordering Borrowing Requests ===<br />
<br />
Begin by going to 'Awaiting Request Processing'<br />
<br />
*Organize/Adjust the list of requests to view important information. Double click to open request. Review for notes.<br />
<br />
*Click the 'OCLC'&nbsp;tab (Alt-2).&nbsp; System will automatically search. Locate matching OCLC&nbsp;record, or try another search.&nbsp;&nbsp;Click on a line record to select a request, double-click to view.<br />
<br />
*Use (Control-h) or the top of the 'Holdings' button&nbsp;to search holdings.&nbsp; If you cannot find a lender, select “All” under bottom of Holdings button.<br />
<br />
*Modify default lending string as needed.&nbsp; Double click on lender codes to create a lender string. Drag codes up or down to change order.<br />
<br />
*Use 'Create Work Form' (alt-w) to&nbsp;populate&nbsp;OCLC&nbsp;request.&nbsp;Add any notes or appy Constant Data as needed.&nbsp;<br />
<br />
*Click 'Send Request' to send the OCLC&nbsp;request.&nbsp;<br />
<br />
*Back in the ILLiad 'Detail' tab click 'Request Sent' to save information and update ILLiad status.<br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Searching+and+Sending+Requests ILLiad Documentation: Searching and sending Requests]<br />
<br />
If auto search selects record with few holdings, or only foreign holdings try other searches to locate better OCLC record.<br />
<br />
Remove accents from OCLC searches, they are not understood by the system. Ex. "Si Versailles m'était conté" or "Si Versailles m'e´tait conte´" should be searched as: Si Versailles m'etait conte<br />
<br />
<br><br />
==== Awaiting RAPID Local Request Processing ====<br />
1. Search in z39.50. If we have it AS HARD COPY, copy information and cancel. Select appropriate cancellation reason.<br />
<br />
2. Find as PDF. Save as TN# and send to electronic articles folder. (ELECdel) Check to ensure readability in PDF viewer tab. Send e-mail as Delivered to Web.<br />
<br />
3. Can't find at all? Route to "Awaiting RAPID local sending" (This queue means Rapid will order it even though they think we own it)<br />
<br />
==== Specialized Ordering:&nbsp; ====<br />
<br />
Specialized ordering is done in a variety of ways and requires extra steps to process the request.&nbsp; Materials ordered&nbsp;in any of these&nbsp;ways may take longer to arrive at Middlebury.<br />
<br />
*Audio and Video<br />
*Microfilm<br />
*Thesis/Dissertations<br />
*Generic Request with Special message<br />
*Prepayment requests<br />
<br />
*Loans from Foreign Countries<br />
More Libraries from foreign countries are signing up as suppliers in OCLC. Suppliers codes appear in uppercase in ILLiad's OCLC interface.<br />
<br />
Loans should be carefully searched for alternate OCLC records first. If only foreign locations exist review for OCLC suppliers, and check web for purchase options. If inexpensive and available in US, send POD e-mail to Acq.<br />
IF OCLC suppliers are familiar order via OCLC. If not, send e-mail to patron "Requested Material Held Abroad" warning patron of the time involved(4-6 weeks or more) for requesting/shipping.<br />
If all codes are lowercase/non-supplier, review for familiar codes. Refer to "Alternate Ordering Methods" spreadsheet for information on ordering options. Look at OCLC Policy Directory for Library contact information, or search web for contact e-mail.<br />
<br />
===== Blank Work Forms: =====<br />
If you know a OCLC lender for an item but are unable to find a matching OCLC record you can use a 'Blank Work Form - OCLC Loan/Article' form to place the request.<br />
*Open the request.<br />
*Click on the lower OCLC tab.<br />
*Click on the 'Blank Work Form' button, and then select OCLC Loan or OCLC Article depending on your request. This will pull in the the information from ILLiad to fill in a blank OCLC request form.<br />
*Add the lenderstring manually.<br />
*If you are placing a thesis request, remember to also apply the Constant Data 'Dissert' to the request before sending it.<br />
*Send as you would a normal OCLC request.<br />
<br />
===== To order from non-supplier: =====<br />
*Copy selected code and e-mail address into note field. Indicate in note you are sending e-mail request.<br />
*Copy OCLC number into Bib Number/OCLC number field.<br />
*Add the selected code into Lender String and follow it with a comma, and the method used to place the request. ex: '''mdy,email''' or '''stf,webrequest'''<br />
*Send e-mail "E-mail ILL Request to Lender" (Paste Lender's email into 'TO' address before sending.)<br />
<br />
<br />
===== Non OCLC Requests: =====<br />
<br />
Requesting from Non-Supplying OCLC Lenders:<br />
:* Locate OCLC record, and select lowercase OCLC code.<br />
:* 'Copy Information' from the selected OCLC record into your request, (the OCLC # will be copied into in the Bib Number/ OCLC Number field).<br />
:* Change System ID to Other: "OTH".<br />
:* Add a note containing the OCLC code and e-mail address: esw: ill-ub@unibas.ch (Indicate in note you are sending e-mail request.)<br />
:* Add '*' and the selected OCLC code into the ‘Lending String’ field: *esw<br />
:* Send e-mail "E-mail ILL Request to Lender" (paste Lender's email into 'TO' address before sending).<br />
<br />
Or<br />
<br />
:*Complete web request, transfer information from web page to ILLiad.<br />
::* If the request generates a request number, (ex: nlm, stf) add it to the ‘Record Number’ field.<br />
:*Send request with "Request Sent" button.<br />
<br />
<br />
*Purchase from Document Provider<br><br />
=====POD (Purchase on Demand) request=====<br />
When the following criteria are met, ILL immediately passes a request to Acquisitions for purchase.<br />
:*Send E-Mail -- POD: Request to Acq.for Purchase Consideration. (e-mails sent to libacqreq@middlebury.edu)<br />
POD Criteria:<br />
*ILL Request from Faculty + Staff or students<br />
*Books or DVDs (CDs?)<br />
*Recent publication (within current or preceding year) OR<br />
*Unfillable via ILL as defined by: two request passes, or up to 10 lenders refused request.<br />
*Purchase price less then $100, as found on web, Amazon preferred.<br />
<br />
=====Get it Now=====<br />
‘Get it Now’ is a purchase alternative to Interlibrary loan. It can be used it if we are having trouble getting an article through ILL (Rapid or OCLC), if a patron has requested SUPER expedited service, or is in need of purchase quality (Color PDF). ‘Get it Now’ is not available for all articles; when it is an option the ‘Get it Now’ tab will appear in the Borrowing request for ILL staff.<br />
<br />
To order from ‘Get it Now’:<br />
*Click on the ‘Get it Now’ tab in an open Borrowing request.<br />
*Confirm you are looking at the correct request information.<br />
*Scroll down, accept the ‘terms and conditions’.<br />
*Click on ‘Accept’ to place the order: (Order information will be automatically copied into the ILLiad request form).<br />
*Back at the main request (detail tab), save changes and send the request.<br />
<br />
The article should be delivered via Odyssey within 8 hours.<br />
<br />
<br><br />
<br />
<br />
<br />
=== Cancelled by Customer ===<br />
<br />
Open request from the 'Cancelled by Customer' queue. Check to see if the request has been ordered. If no request was ever placed, cancel the request using the 'Cancelled by Customer' option. If there is an OCLC request, check the status.<br />
<br />
For items with 'Shipped' status:<br />
:* Send E-Mail > No cancellation allowed. (Item has already been shipped to Middlebury.)<br />
<br />
For items with 'In Process' status:<br />
:* Type the code of the lender currently reviewing the request into the Lender field.<br />
:* Use the 'three dot button' (Show Lender) to find the Lending department e-mail.<br />
:* Highlight and copy e-mail address. Close Address window.<br />
:* Remove lender code from Lender field and save.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
For items with 'Pending' status.<br />
:* Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.<br />
:* Delete OCLC request.<br />
:* Switch back to the upper 'Borrowing Processing' Tab.<br />
:* Cancel the request using the 'Cancelled by Customer' option.<br />
<br />
For items ordered by E-mail instead of OCLC.<br />
:* Copy e-mail from notes.<br />
:* Send E-Mail > ILL Request Cancelled - to Lender.<br />
:* Paste in Lender's e-mail address.<br />
:* Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.<br />
:* Send e-mail.<br />
<br />
=== Conditionals ===<br />
<br />
Condtional messages in ILLiad are question, restrictions, or information about the request provided by the potential lending library.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Conditional Processing' queue, and selecting the request.&nbsp;Look for the message from the Lender in the note field in the request.&nbsp; To reply to the conditional message you have two basic options, 'Yes' or 'No', with the option of including more information with a 'yes' answer.<br />
*Click the OCLC tab to view the OCLC ribbon. Click the Show Request icon to open the OCLC Request form for viewing before responding Yes or No to the conditional request.&nbsp; (The Yes/No Conditional icons are located on this OCLC ribbon as well as on the OCLC Request Form. You can say No here without opening the OCLC&nbsp;request form, but clicking yes, will open the OCLC form for further processing.<br />
*a 'Yes' answer, indicates you agree to any Lender conditions, you have answered any Lender questions, or you have corrected the request citation.&nbsp; The detailed response should be written into the Borrower note field.&nbsp; make any other&nbsp;changes, such as to the shipping, or IFM fields, before saving and clicking on 'Yes.'<br />
*a 'No' response bumps the request to the next lender in the Lender string.<br />
*or delete the entire OCLC request.<br />
<br />
<br><br />
<br />
[https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals https://prometheus.atlas-sys.com/display/ILLiad/Unfilled+and+Conditionals]<br />
<br />
=== Unfilleds ===<br />
<br />
The Unfilled OCLC status contains requests that have not been able to be filled by any of the potential lenders in the string, these items can be found in ILLiad in the 'Awaiting Unfilled Processing' queue.&nbsp; Unfilled request need to be requested again (in OCLC&nbsp;or an alternate&nbsp;system), or cancelled.<br />
<br />
*Open the request in ILLiad by double-clicking on the 'Awaiting Unfilled Processing' queue, and selecting the request. Review note fields for patron and staff notes. Look at the History tab to to view the Lenders 'Reasons for No' for hints as to why the previous request failed. Search using the Google tab to improve bad citations.<br />
<br />
Depending on the request and your remaining options, you may:<br />
<br />
::•re-request the item from other potential lenders in OCLC from the same OCLC&nbsp;record.&nbsp;<br />
::•re-request the item from other potential lenders in OCLC from a new OCLC&nbsp;record.&nbsp;<br />
::•re-request the item in a different system. (Consider POD if applicable.)<br />
::•cancel the request and inform the customer that you were unable to borrow the requested item.<br />
<br />
=== Processing incoming Borrowing items ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
(For loans and for articles in paper form)&nbsp;<br><br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Check in from Lending Library'&nbsp;<br />
<br />
'''3.''' Enter the TN # or the ILL # in to the Search box in the ribbon and click the 'magnifying glass' or the 'Enter' button to search.&nbsp; Confirm you are looking at the correct record, (you may have to select from a list of options if multiple records match your search).<br />
<br />
'''4.''' Review and fill in the following:<br />
<br />
:*note any restrictions from the request notes, such as “Library use only”.&nbsp; Select restriction check boxes as needed.&nbsp; (Set aside 'In Library Use Only' items to be processed as a group for easy printing onto pink paper.)<br />
:*identify if it’s a Loan or an Article<br />
:*who the Lender is, select the proper return address<br />
:*the Due Date (FOR LOANS ONLY)<br />
:*the type of Material<br />
:*the '''number of pieces''' (One band will print for each)<br />
<br />
'''5.''' Click ‘Check In’&nbsp;&nbsp; Repeat for each Book.&nbsp; When you are finished, close the 'Check in from Lending Libray' tab.<br />
<br />
'''6.''' Print Book-Bands (for Loans only):&nbsp;<br />
<br />
:*Select the upper Borrowing tab above the ribbon. Click on the tob half of the&nbsp;'Print Receives' button.<br />
:*Select the Lib250green printer for regular checkin, Lib250pink for 'In Library Use Only' items<br />
:*Make sure the 'View merged documents before printing' box is checked.<br />
<br />
:Word document should open automatically. Print. Fold slips in half lengthwise.<br />
<br />
==== Adding ILLs into Sierra for Circulation. ====<br />
<br />
'''1.''' Open Sierra and enter the following as requested:<br />
<br />
:::Username:<br />
:::Password:<br />
<br />
<br />
'''2.''' In the dropdown FUNCTION menu, select the Catalog function:<br />
:*Type in: ill book (Hit “enter” or the “Search” Button)<br />
:*Select: Ill Book (borrowed)<br />
<br />
'''3.''' Hit “Attach New Item” button <br />
<br />
'''4.''' Fill in the following information:<br />
:*b&nbsp; Barcode: scan in the white Barcode sticker from ILL book-band.&nbsp; (Watch to make sure entire barcode has been entered.)<br />
:*v&nbsp; Volume: click with mouse beyond the “TN:” (or right-arrow three times) and scan the TN: barcode.<br />
:*c&nbsp; Call No.: type or paste in the title of the ILL book. (The title can be copied from ILLiad record.) :Press “enter” or click on “”Next” to complete field.<br />
<br />
'''5.''' Hit the “Save” Icon to complete the item record.<br />
<br />
'''6.''' Click on the “Summary” Tab to return to the Ill Book (Borrowing) Bib. Record.<br />
<br />
'''7.''' Close ILL Book (Borrowing) record when finished adding items.<br><br />
<br />
Once bookslips have been entered into Sierra they can be wrapped around the ILL.&nbsp; Do NOT tape to the item, use paper strips to band larger items.<br />
<br />
Scan all banded items in Sierra Circ - check-in function to confirm that records exist.<br><br />
<br />
==== Contact Customers ====<br />
<br />
'''1.''' Select the upper Borrowing tab above the ribbon. Click on the button 'Contact Customers'<br />
<br />
'''2.''' In Customer Contact: Click on “Start Automatic E-mail” button.<br />
<br />
'''3.''' Phone any patrons left on list after e-mails have been sent.<br />
::-Double click on line after phone call to mark it “Notified by Phone”<br />
<br />
'''4.''' Close Customer Contact window when all patrons have been notified.<br />
<br />
==== Check-out items to Patrons ====<br />
<br />
'''1.''' Refresh ILLiad by clicking on the blue turning arrows in the top left.<br />
<br />
'''2.''' Click on the lower tab&nbsp; 'Main'<br />
:*Double click on the queue 'Customer Notified via E-Mail'&nbsp; to open.<br />
:*Highlight all requests (Ctrl-A) and&nbsp;click on 'Route' in the Ribbon menu, and select&nbsp;'Checked Out to Customer' from the drop down list.<br />
:*You will be asked to confirm manual status change. Click 'Yes.'<br />
<br />
'''3.''' Repeat for any items in the 'Customer Notified via Phone' queue.<br />
<br />
==== Deliver items to Circulation for the Hold-Shelf ====<br />
<br />
'''1.''' Separate Armstrong pick-up items and band together. Drop on&nbsp;Armstrong courier bin shelf.&nbsp;<br />
::-In Summer, place any&nbsp;items for Davison Library in Bread Loaf&nbsp;courier&nbsp;at Circ.<br />
'''2.''' Deliver remaining ILL&nbsp;items (on ILL Check-in cart) to Circulation Supervisor.&nbsp;<br />
<br />
'''3.''' Stop and let the Circ. Supervisor know you’ve delivered the cart.<br />
<br />
==== Electronic Delivery ====<br />
<br />
'''1.''' Select Receives – Electronic Delivery Processing<br />
<br />
'''2.''' In the “Electronic Delivery” Window:<br />
:*Check for records to be processed, if there are no files to be processed, then the new files must be pulled in from Odyssey.<br />
:::-Click on the “Process Electronic Delivery Files” Button.<br />
:::::Article files are processed from top to bottom, view any article&nbsp;in a&nbsp;list by clicking on it.<br />
:::-In the first box 'No ILL&nbsp;Number Match,' match the Files by TN#s or ILL#s. (Do Not Use the TN: number from Lender forms to match unless located in “Verified” field.)&nbsp;<br />
:::*Locate TN or ILL number from image of article.<br />
:::*Type the identified TN# or the ILL# into the appropriate blank field.<br />
:::*Click the “Match ILL Number” Button, in ribbon at top of the&nbsp;to match the file with its TN#.&nbsp;&nbsp;(If number does not match more research may be needed. Requests will not match unless they are at “Request Sent” status in ILLiad.&nbsp;Articles without identifying #s need to be searched under “Edit Request”)<br />
<br />
:*In the second box 'No Ariel Lender Match', match the files with the lender—(Most will skip this box.)<br />
<br />
:::-Look for the lender’s three letter code, in a lending string it follows the “*”. We for example are MDY (Middlebury College)<br />
:::-Click on the circle of the Lender who sent the Article.<br />
:::-Click on the “Attach Lender Info” button in the upper ribbon.&nbsp; (The file will move&nbsp;to the review box.)<br />
<br />
<br>'''3.''' In the third box 'Review', review the article for completeness and flip pages.<br />
<br />
:*Review article, check to make sure all pages are there, and complete.<br />
:*Flip pages as needed.&nbsp; Pages that are not right side up can be flipped upright using the rotate button.&nbsp;Flip multiple pages by clicking on the drop-down menu and highlighting the type of flip you want.&nbsp;(Do NOT flip sideways pages upright.)<br />
:*When article has been properly checked, click on “Deliver” button to send article to patron.&nbsp;<br />
Articles that go to the Print box can be dragged to the Review box for processing there. Review patron information to ensure Electronic delivery of articles has been selected.<br />
<br />
<br><br />
<br />
'''4.''' If you do not have a good quality complete file, a re-send request must be sent.<br />
<br />
:*Rapid resends are sent via RapidILL&nbsp;web page:&nbsp; [https://rapid2.library.colostate.edu/Ill/Login.aspx https://rapid2.library.colostate.edu/Ill/Login.aspx]&nbsp; In Borrowing dropdown menu select 'Resend.' Paste in the Rapid/ILL number and type in the reason for a resend. Click the green 'Submit' button to place the resend request with the Rapid Lending Library. Note placing the resend request in the ILLiad request. [https://rapid2.library.colostate.edu/Ill/Resend 'Link to Rapid's Resend web form.'] <br />
:*Email resends can be sent via ILLiad custom e-mail form.&nbsp; Search in ILLiad by TN, and send 'E-mail ILL Resend Request to Lender' email.&nbsp; (Lender e-mail address required, and must be manually pasted into email 'To' field.)<br />
<br />
<br />
<br><br />
<br />
Video training:<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivedeliverarticles/player.html]&nbsp;<br />
<br />
=== Branch Library Check-in/Notify Customers ===<br />
<br />
==== ILLiad Check-in ====<br />
<br />
'''1.''' Log on to ILLiad using your personal username.<br />
<br />
'''2.''' Select the upper Borrowing tab above the ribbon. Click on the lower half of the button 'Contact Customers' and select 'In Transit Items Received' from the menu that appears.[[File:In_Transit.JPG]]<br />
<br />
'''3.''' In the 'Batch Process Transit Items' window check for the 'Auto Process' button to be on, indicated by orange highlighting on button. When 'Auto Process' is on, scanned items will automatically be marked in and customers will be notified the book has come in. (If off - click on the 'Process Queue' button after scanning items to process list.)<br />
<br />
'''4.''' Scan TN: barcode for each item received in the 'Input' box. Watch to see item is added to the list for update.<br />
<br />
'''5.''' Click 'Clear Processed' and make sure list clears before closing 'In Transit Items' tab in ILLiad. If items remain in list - click on the 'Process Queue' button after scanning items to process list, then click 'Clear Processed' again.<br />
<br />
=== Processing Renewal Requests ===<br />
1. In ILLIAD, Select Renewal Requested<br />
* Ensure renewals box is checked<br />
* Check note field, previous notes for past renewal. (We depend on lender to deny renewals.)<br />
<br />
2. Select upper '''OCLC tab''' from above ribbon<br />
Click '''Show Request'''button<br />
Change "Renewal Request" date to about a month in advance.<br />
* Be sure to follow proper format * YYYYMMDD<br />
Keep this date in Sierra (see below)<br />
<br />
Determine last name of patron from username or user detail tab.<br />
<br />
3. '''Open Sierra.''' Circulation<br />
In Circulation mode:<br />
* Search for patron by "n"+"last name"<br />
* Select patron record.'''Bold text'''<br />
* Find checked out records, best to organize by title and scan the "Interlibrary Loan Book" entries. (ILL title displays in call number field)<br />
"Watch for other ILL records in Sierra that are not in your ILLiad renewal requested list...(especially for faculty)"<br />
* Find requested entry and click '''Change Due Date'''<br />
* Change date to a week to ten days before date entered in OCLC request tab. Use space bar to get past three pop ups (Override, renewal request OK...)<br />
(It is possible to change Date for multiple requests at once by pre-selecting lines of records in Sierra.)<br />
"If renewal was requested outside of Illiad--->Add Note: "Renewal Request made to ...enter date..."<br />
* Route to Checked Out to Customer.<br />
<br />
''Helps to sort by username when several renewal requests exists from same user.''<br />
<br />
<br />
====Awaiting Renewal OK Processing====<br />
<br />
* Check notes for Renewal date. If unsure of date or date is old check '''Show''' OCLC Request to confirm current renewal date from '''New Due Date''' field.<br />
* Find Patron in Sierra.<br />
* Find checked out records.<br />
* Organize by title (ILL Book)<br />
* Select record, Change Due Date to a few days before date entered in Note Field (unless due date is extremely short then give them ALL of it!).<br />
* Okay to all pop ups (space bar through).<br />
* In Illiad, change the date in Item information box (on right) to match new Sierra date (SAVE).<br />
<br />
'''Send Email''' ----> ''Request Renewed- Approved''<br />
<br />
<br />
-Awaiting Renewal Denied-<br />
<br />
* Uncheck "Allow Renewals"<br />
* Check Sierra due date matches record due date<br />
* Send Renewal Request denied email to patron<br />
<br />
-Manually Renewing Materials-<br />
(staff initialed & patron initialed)<br />
<br />
<br />
<br />
<br />
[https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm https://www.atlas-sys.com/training/tutorials/borrowing/v8customerrenewal.htm]<br />
<br />
=== Overdues/Recalls ===<br />
<br />
Overdue and Recall notices are sent using the custom e-mails within ILLiad.&nbsp; These e-mails are sent in response to messages received by Lending Libraries.<br />
<br />
=== Borrowing Returns ===<br />
When a patron returns a book they have borrowed through interlibrary loan , circ puts it on an "ILL Returns" cart located in the circ area near the reshelving carts. These books can then be brought over to the ILL work area. <br />
<br />
'''Things to look out for:'''<br />
*Items with pink '''"In Library Use Only"''' bands should stay on the carts until their due dates. That way, if the patron intended to return the book to the holdshelf to check out again, and circ thought they were done with the book altogether, the book is still available for their use.<br />
<br />
*If there are an overwhelming number of returns, it is important to look at the '''due dates''' of the books and return any that are overdue first.<br />
<br />
*Books going to '''UVM''' (always) or '''Saint Mike's''' (school year only) should be returned through the courier. Consult the section on the courier for more information on that process.<br />
<br />
*Interlibrary loan books being returned to '''Phoenix Pod libraries''' should not be sent through the mail. Fill out the tracking sheet as if they are being sent through the mail, but in the UPS column indicate that they are being sent with Phoenix Cart (PX in place of the UPS x). Sort the items on the red cart next to Lexa's desk to be UPSed to the school at the end of the day.<br />
<br />
'''Regardless of how books are returned to their lending libraries, the book-bands need to be put into yellow "Box 1" at the returns station to be processed as a borrowing return.'''<br />
<br />
'''To return books through the mail or UPS:'''<br />
* Fill out the book's information on the "ILL Mail and UPS Tracking Sheet" on the clipboard in the returns area. If the book needs to be UPSed, mark the UPS column with an x. If you are unsure which items warrant such special treatment, consult the UPS section of the wiki.<br />
*Remove the book-band and put any enclosed paperwork from the book-band in the book, making sure to remove any extraneous tape so as to not damage the book.<br />
*If you think that the return should be UPSed, create a UPS label and put it with the items to be packed, OR if you don't have time, put the item under the UPS medallion with a mailing label to specify where the item needs to be shipped to.<br />
:'''Creating UPS Labels'''<br />
:*Open "UPS World Ship" Program.<br />
:*Enter School Code in address look-up (if school is not listed, enter information to create new listing.<br />
:*Click Process Shipment.<br />
:*Double check tracking number on sheet 1 with tracking number on barcode.<br />
:*Write the school code under the barcode box.<br />
:*Cut out and attach to item.<br />
:*Place on Mailing Cart.<br />
*If the return doesn't need to be UPSed, find or create a shipping label. Some schools include shipping labels with their loans. If you use one of those, make sure to write or stamp our address as the return address. Another option is the shipping label automatically printed on the back of the green or pink book-band. If you cut out this label to use, double check the shipping address with the information in the lending library's paperwork in case the person who checked the book in selected the incorrect lending library. <br />
**If, for some reason, all of the paperwork has been lost, and you've had to look up the address of the lending library, you can write the address on one of the blank mailing label stickers that already has our library's address on it. There should be a stack of those labels in the wooden organizer at the returns station. Put the mailing label into the book so that the lender code sticks out. That way, books being shipped to the same library can be grouped together and combined into one package.<br />
* Place the book-band that you have removed into yellow "Box 1" at the returns station to be processed.<br />
*Place the book with its shipping label on the packing cart.<br />
<br />
'''Checking In Returns in ILLiad''' AKA Box 1<br />
All of the book-bands that are in yellow "Box 1" at the returns station need to be checked in in ILLiad. Click on the upper borrowing tab in ILLiad and click on the "Check In" icon toward the upper right corner of the screen. Make sure that "Auto Process" is selected, and then scan either the transaction number or the ILL number in the field in the upper left corner. The request status should now be "Awaiting Return Label Printing". When you have scanned the book-band, place it in yellow "Box 2" to be checked in via Sierra. Once you have scanned all of the book-bands, click "Clear Processed" and all of the requests should disappear from the screen. If they do not, click "Process Queue," then "Clear Processed."<br />
<br />
'''Note:''' Sometimes people try to renew their books and then return them anyway. If you scan a book-band, and a message pops up saying '''"Status is currently awaiting renewal request processing''' . . ." tell ILLiad that you would not like the check the book in at this time, and try to find the book on the mail cart. You may have to open a package to find it. If it's really gone, you can check it in as a return in ILLiad. If you find the book, put the book and the band on Rachel's desk with a note explaining that it needs to be renewed.<br />
<br />
'''Checking In Returns in Sierra''' AKA Box 2<br />
The bands in yellow "Box 2" must be checked in in Sierra. In theory, circ has already done this job. We are simply making sure that people don't get mean emails and bills for books that they have already returned. Open up Sierra and, in the FUNCTION dropdown, select "Check-In (No Patron)." Scan the white "Middlebury College" barcode at the top of the book-band. Sierra will prompt you to ask whether you want to check the item in. Either click "Yes," or hit the space bar. Most of the books will likely say "not checked out". If any of the books say someone's name instead of "not checked out," you have officially saved the day. <br />
<br />
Box 3<br />
After you scan the bands in Sierra, recycle them.<br />
<br />
<br />
[http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html http://www.atlas-sys.com/training/tutorials/borrowing/Borrowreceivereturn/player.html]<br />
<br />
=== ILLiad Borrowing Additional Queues - Maintenance ===<br />
<br />
* '''Cancelled by Customer''': Check for an OCLC request. Is it active?<br />
'''If OCLC 'In Process':'''<br />
:* Look up e-mail address for current code in Lending String.<br />
:* Delete the OCLC request.<br />
:* Open 'form' e-mail: 'ILL Request Cancelled - To Lender.'<br />
:* Paste in e-mail address.<br />
:* In '''Note''' field, remove part of sentence that does not apply: "Patron cancelled request/<s>Request provided by previous lender</s>, no need to send....thanks."<br />
:* Send Email.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC 'Pending' or 'Unfilled':'''<br />
:* Delete the OCLC request.<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
'''If OCLC record does not exist:'''<br />
:* Cancel RapidILL request on Rapid web page, send e-mails for Webform or e-mail requested items. If never ordered just..<br />
:* Cancel ILLiad Request for reason "Cancelled by Customer."<br />
<br />
<br />
* '''Awaiting Customer Contact''': Click on queue to open. Click on "Start Automatic E-mail" to notify patrons their books have arrived. If requests remain AFTER automatic notification, close and right click to 'view requests.' Edit patron records to add e-mails, or to switch students to e-mail notification. Save. Close. Back in 'Awaiting..' call any remaining patrons ''(Clicking on an item in this list will mark it contacted by phone NOT open the request window.)''<br />
<br />
* '''Customer Notified via E-Mail''': (Sort by delivery location.) Check shelf against list to ensure all items going to Armstrong (or Davison) are on the proper shelf/bin. Select all records in queue(Ctrl-A) and right click/route to "Checked out to Customer."<br />
<br />
* '''Customer Notified via Phone''': Usually happens when someone clicks on the request in the 'Awaiting Customer Contact' without intending to. Route back to 'Awaiting Customer Contact' for regular e-mail notification.<br />
<br />
* '''Awaiting RAPID Request Sending''': ''If requests remain in this queue for more than 10 minutes'' (check history tab to confirm when a request entered this queue) you may need to help it along.<br />
<br />
If just one request is stuck:<br />
:* Open request, review request information. There are some characters that prevent Rapid from review requests.<br />
:* Delete weird characters, or stings of ????????.<br />
:* Save request. Wait to see if Rapid will process.<br />
<br />
If more than one request is stuck:<br />
Check with Bryan Carson to help with the following:<br />
<br />
:* The Rapid Manager is configured for logging using a log.config XML file (RapidManager.log.config) placed by default in the Rapid Manager folder on the server (c:\illiad\Rapid Manager). Check for errors, and if it is running properly.<br />
<br />
:* You can start and stop the ILLiad Rapid Manager, if needed, by going to the Services application on the ILLiad server and clicking on ILLiad Rapid Manager.<br />
<br />
:* After Rapid Manager restart wait 10 minutes and check to ensure requests have been processed.<br />
<br />
''Stuck requests can always be ordered manually through OCLC instead.''<br />
<br />
=== Patron Maintenance ===<br />
<br />
In Patron's Record, delivery methods default settings are as follows:<br />
'''Delivery Methods'''<br />
Notification: E-mail<br />
Delivery: Mail to address<br />
Loan delivery: Hold for pickup<br />
Electronic delivery: Yes<br />
<br />
== '''Lending''' ==<br />
<br />
=== Processing Lending Requests ===<br />
<br />
Begin by signing in to ILLiad and selecting the Lending tab in the ILLiad Client home screen. Incoming requests are located in <code>Awaiting Lending Request Processing</code>. Double click to open the queue up and access unprocessed requests. Double click on items in the queue to open them. <br />
<br />
<br />
<br />
====Updating Addresses:====<br />
<br />
{{Hidden begin<br />
| expanded = <!--"true", "on", yes", etc, otherwise omit--><br />
| showhide = <!--"left", otherwise omit--><br />
| class = <br />
| style = <br />
| border =<br />
| title = <br />
| titlestyle = <br />
| bg1 = <br />
| ta1 = <br />
| contentstyle = <br />
| bg2 = <br />
| ta2 = <br />
<!--Older, semi-deprecated parameters:--><br />
| header = | extra1 = | extra2 = <br />
}}<br />
<!----[(READ THROUGH BEFORE TAKING ACTION.)<br><br />
<br />
Sometimes, upon opening a Lending Request, a Lender Selection window will pop up asking you to confirm the Borrowing Institution's contact information. In the top left of this window you will find three buttons:<br />
<code>'''Select'''</code><br />
* Tells ILLiad that you want to use the contact information visible in the Address area as the contact info for this request<br />
<code>'''Add'''</code><br />
* Tells ILLiad that you want to add the contact information visible in the Address area as a new contact to the address book<br />
<code>'''Update'''</code><br />
* Tells ILLiad that you want to save changes made to the information you have showing in the Address field.<br />
<br />
<br />
Most of the rest of the window is taken up by two large information fields:<br />
<br />
'''The Request field''' contains contact info provided by the Borrower along with the request you are currently processing. This is the most recently updated address info, and thus the most accurate. You can instantly transfer information from the Ship To line to the Address field by clicking the icon at the far right of the associated box.<br />
Clover items will not fill their information in this location. Instead you will have to find their contact information through Clover. <br />
*# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
*# Click on <code>Staff Dashboard</code><br />
*# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
*# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter follow by a series of numbers, occasionally ending with further letters), and <b>Library Name:</b>, which just searches by library name.<br />
*#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
*# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
*#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
*#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''[[#Adding a New Library to Sierra|Sierra should have a valid email address for each school.]]''' <br />
<br />
'''The Address field''' contains the contact info we have saved for the Borrower you are currently working with. This is the field you want to edit to better match the Request field<br />
<br />
On the right-hand side of the window you will also see three smaller boxes. The topmost box may contain a list of contacts associated with the same Symbol (usually a three letter code like VTU or DRB). You can organize these contacts by any field listed along the top of the box. Clicking on each address will select it, and in doing so, display all of its contact information in the Address field.<br />
<br />
# If all buttons are greyed out except for the <code>'''Add'''</code>, then go ahead and copy the address into the Address field below (feel free to use the auto-copy icon in the far right of the Ship To box). <br />
#* Clean up the address by making sure that the Borrowing Institution's Library Name is in the associated box and the state is in its abbreviated form. Feel free to remove "USA" from domestic requests.<br />
#* Click <code>'''Add'''</code> to both save the address to ILLiad and select it for use in this request<br />
# If all buttons are available for use, check the topmost box on the right side and see how many schools are listed. If more than one, select the address that best matches the info provided in the Request field.<br />
#* Feel free to clean up the address as you do for new additions. Once those changes are done, click <code>'''Update'''</code> to save your changes.<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
# If all buttons work and there are no other addresses associated with this Symbol, check the Address field's information against the Request field's. It is possible that something has been updated. It is also possible that the system just can't recognize the addresses as the same, likely due a difference in formatting.<br />
#* Double check that all the information in the Address field matches that in the Request field. Edit as necessary to update the info in the Address field.<br />
#* Click <code>'''Update'''</code> to save your changes to the contact<br />
#* Click <code>'''Select'''</code> to associate the info in the Address field with the request<br />
<br />
Note: If the Odyssey address in their request has "/ILL" after it, we do not need to make this particular change in our records. Odyssey picks that up. If we were to make the change and add "/ILL" it would merely disappear each time anyway. If there is any other code (besides "ILL" after the Odyssey address, then we should update.]----><br />
{{Hidden end}}<br />
<br />
==== Loans: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article.<br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#* If the record you find contains a series of items, check to see which items the patron wants. <br />
#** Glance at the Loan Info field of the Detail tab for clues, especially in the Note field or Loan Info field.<br />
#** If there are no indicators there, click into the uppermost OCLC Request tab, and then click <code>Show</code> to search the original request for more information.<br />
#* Remember that <mark>Middlebury lends no more than 4 items from a series at any one time</mark> unless special arrangements have been made otherwise. If the patron wants more than one item, <code>[[Conditionaling Requests|Conditionalize Request]]</code> with "Multiple Parts" and fill in the details in the box provided to ask the school which items they want.<br />
#** Remember that Clover schools can't see the full detail of their Conditionals, so also email them with the information you would otherwise have communicated via Conditional.<br />
#* For multi-part requests, remember to fill in the number of items sent in the Max Cost/Pieces box in the "Item Information" field<br />
# Save your changes to the request using either Ctrl+S or the floppy disk icon in the top left of the window.<br />
# Check the Availability Field in the Detail tab. If the item is listed as anything other than Available, <code>[[Cancelling Requests|Cancel Request]]</code> using the appropriate condition:<br />
#* Checked Out for anything that lists a Due Date<br />
#* On Hold for anything listed with a hold on it<br />
#* Non-circulating for anything that can't leave the building (see below)<br />
#** Periodicals are an exception to the rule - see People to Contact for Permissions<br />
#* In Process for things listed as In Process<br />
#* On Reserve for anything on reserve at Davis, Armstrong, or any other library associated with MDY ILL<br />
#* Reference Material is for use if you are told a certain reference item cannot leave the building - always check first before sending Ref Materials out -- see People to Contact for Permissions<br />
#* At Bindery for items that are it or are about to be sent down to P&P for repair<br />
#* Other for anything that does not fit the situations above<br />
#** Please note an explanation for the cancellation in the bottom box of the cancel dialogue, so we can keep track of why this item was cancelled. <br />
# If this item is both located at the Davis Family Library, and is a book that likely can leave the building, click <code>Finished Searching</code> to route the item to Awaiting Stacks Searching.<br />
#* If this is a CD or DVD, <code>'''Route'''</code> the request to '''Awaiting CD Printing'''<br />
#* If this item is located at Armstrong, <code>'''Route'''</code> the request to '''Armstrong'''.<br />
<blockquote>There are times when loans are not capable of circulating. The following are always <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* GRE Study Materials from Reference</blockquote><br />
# If you cannot find the item in z39.50, click into the OCLC tab and check to see whether the little check box under Owned is ticked. If it is not, go ahead and <code>[[Cancelling Requests|cancel]]</code> the request as "Title Not Owned". <br />
# If that check box is ticked, however, keep looking. <br />
#* Try searching for the item in MIDCAT by clicking into the MIDCAT tab in ILLiad, or open a separate browser and search [https://middlebury.worldcat.org/ WorldCat]. <br />
#* Be aware of non-standard characters such as accents, dashes, apostrophes, semi-colons, and non-roman orthographies as these sometimes throw ILLiad and MIDCAT for a loop. Whenever possible, search around these items.<br />
#* Quotation marks are your best friend; use them around multi-word phrases in order to search for precisely those words/characters in that order. Again, be aware of those non-standard characters when using the quotes.<br />
# If you cannot find any sign of the item in all your searches, go to the upper Lending Processing tab and <code>Send Notification</code> to "Update MDY Holdings"<br />
#* This will bring you a preformatted email to our head of holdings, Michael Warner. Edit the email as appropriate and click <code>Send</code>. <br />
#* <code>Cancel Request</code> as "Title not owned"<br />
<br />
==== <br>Multiple Volumes/Parts: ====<br />
<br />
Sometimes a loan request consists of several volumes or parts. Watch for items with call numbers ending in v.#, pt.#, or t.# which indicate that the item is part of a series.<br />
<br />
For instance, this call number: <br><br />
PN1992.77 .R24 v. 1 '''pt. 2''' 2001D <br><br />
indicates that this DVD has at least one other part in its series, by means of the part in bold. <br />
<br />
For items with more than one piece associated, be sure to:<br />
* Indicate on the band how many pieces are in the set by writing 1 of 2, 2 of 2, etc on the band of each item. <br />
* Note in the record how many pieces are associated with each request. Do this in the pieces box in the Item Information field. <br />
<!-- Image here eventually --><br />
* If items have hidden parts, such as in music scores with parts in the back, or books that come with CDs, be sure to note this information on the band as well so borrowers return the item with all parts intact.<br />
<br />
==== Articles: ====<br />
You can tell whether a request is for a Loan or an Article by looking at the top center of the Lending Request where toggles offer either Article or Loan. If the circle next to Article is darkened, then the request is for an Article. <br />
<br />
Be aware that sometimes the system mistakenly marks Articles as Loans. If the information in the request looks odd, try selecting the circle next to Article (say no to to Overwriting information in the article fields) and see if the information fits that form better. If so, save and continue working. If not, go ahead and re-select Loan, then go back to processing it that way.<br />
<br />
# Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.<br />
#* At the top of z39.50 you should see fields for Title, Author, System Number and Standard Number. Use the magnifying glass icon at the end of each field to search our Middlebury holdings by that field.<br />
#* In the top right of the window, there is an icon with a small computer on it marked either MidCat (physical holdings) or MiddLibCat866 (digital holdings). Toggle between the two settings to make sure you've searched all physical and digital holdings for the item.<br />
#* Once you locate the item, double click on the holdings to import the Call Number and location into the request form. <br />
#**For journals, the Call Number often includes a range of dates for which the library holds the item. If your item was not published within these dates, then the library (probably) doesn't own it. <br />
#* If the item record lists the Location of your holdings as ejournal, see if the date your article is supposed to take place fits within the ejournal holdings listed. <br />
#** If so, route it to Ejournal Processing. <br />
#** If not, check Google for any links to Academia.edu or ResearchGate or other free access to articles. If you can't find it there, check for physical holdings. <br />
#** In the off chance that the library has both digital and physical holdings, try to capture the digital first. If that doesn't work, then go with scanning of the physical object.<br />
#* If the item record lists the Location of your holdings as Bound Periodicals, Current Periodicals, or any other physical location within the building, then check that either a) the title of the book matches the book sourced in the request or b) the dates listed for the journal holdings encompass article date. If the article falls within the range Midd holds, or the title matches, then <code>Finished Searching</code> or <code>Route</code> to "Awaiting Stacks Searching." If the article falls outside the range Midd holds, <code>Cancel Request</code> as appropriate.<br />
<br />
<br />
<br />
===== Rapid Requests: =====<br />
<br />
Requests have been imported from Rapid can be identified by the negative sign in front of the ILL Number. Also, the Call Number field will list the web address of the electronic journal associated with the request if the article is available online.<br />
<br />
Search for these as you would any other article request (see above).<br />
Rapid requests are always for articles and we deliver them the same way as other article requests, mainly by Odyssey. (All Odyssey requests are saved using the TN #)<br />
<br />
If there is some problem at the receiving end, a Rapid request will show up in the "Rapid Resend" queue. The easiest way to deal with these is with Rapid X. Find the item in 'Online articles' or the backup, check for quality (completeness, correct match and readability), Open Rapid, and rename using the rapid ILL#, then the item can be sent in Rapid.<br />
<br />
===== Requests submitted via our Lending Web Pages =====<br />
<br />
Some libraries do not have access to OCLC, and so submit requests directly through our [http://go.middlebury.edu/Lending Lending Web Pages]. These requests do not have ILL Numbers, only Transaction Numbers, and will have blank OCLC Status fields. <br />
<br />
Process these just as you would any other Lending request, unless you need to Conditional something. <br />
<br />
To 'Conditional' a request placed through the web, jot down the code of the Borrowing Institution and the transaction number of the request. Since the <code>Conditionalize Request</code> button will not be available, conditionals will have to be done via email. If a request from a Vermont school, CC [mailto:April.Shaw@vermont.gov April Shaw] on all Conditionals, and keep track of the correspondence in the Note field of the request.<br />
<br />
====Special Collections Loans====<br />
<br />
Once in a blue moon, Special Collections allows us to loan items. When this happens, the item is ALWAYS lent out as:<br />
* '''Special Collections use only''' <br />
**in the case of a smaller library, this translates to use in building under direct supervision of a librarian.<br />
* '''No Renewals'''<br />
* '''Shipped in a Box by UPS/FedEx.''' <br />
<br />
<pre style="color: red">In order to receive a Special Collections item, the Borrowing Library MUST answer YES to a "Held in Special Collections" Conditional, thus confirming they will follow all of the above rules.<br />
</pre><br />
<br />
Because Special Collections items cannot have items affixed or banded to them, we keep all associated paperwork for Special collections items in the yellow Special Collections Current Loans folder in Lending Office (Kat's Office), in the top drawer beneath the tree. For each item that is leant out, there should be a:<br />
* copy of the band, item's cover, and associated barcode - these may be all on one sheet, if one is careful<br />
* the small card containing the item's barcode, if it does not have one of its own<br />
** if there is no barcode assigned to this item, create a new card for it:<br />
*** Grab one of the card stock scraps in the yellow folder that is not attached to anything (it should be rubber banded together with several others)<br />
*** Open the Cataloguing Function in Sierra:<br />
**** In the Title search, type "ILL Book L"<br />
**** Click <code>Attach New Item</code><br />
**** In the dialogue box that pops up, scan in the barcode and click <code>Next</code>.<br />
**** Next the box will prompt for a Volume. Arrow to the right three times then scan in the TN Number for the item and click <code>Next</code>.<br />
**** Next the box will prompt for a Call Number. Enter the title, call number/information, and any other relevant identifiers here, and click <code>Next</code>.<br />
**** After the dialogue box disappears, click the <code>Save</code> icon at the top of the window.<br />
* any sticky notes or other documentation that came up with the item<br />
<br />
# After prepping items for the file, gently affix the band either to the white envelope the item came up in, or to another envelope you're using to protect the item. <br />
# Using the barcode associated with the item, check the item out in Sierra. <br />
#*You are then clear to paperclip all of the paperwork for this item together and tuck it into the yellow Special Collections folder. Please place the folder back in the top of the wire rack where you found it.<br />
# Open the record in Illiad and make sure that Allow Renewals is unchecked<br />
# Update in <code>Update Stacks Search Results</code> as normal.<br />
# Take the item to the UPS station and stamp it with the UPS stamp, then, around that stamp, note down all of the special conditions necessary for the item in red or similarly striking ink:<br />
#* '''Special Collections use only''' <br />
#* '''No Renewals'''<br />
#* '''Shipped in a Box by UPS/FedEx.''' <br />
# Make sure whichever student processes it, packs it securely in a box.<br />
# Paperclip the copy of the band, barcode, and any other relevant information together and file it in the Special Collections Folder.<br />
<br />
<br />
==== Duplicate Requests: ====<br />
Sometimes you receive two requests for the same thing at the same time. There are several ways to handle this. <br />
<br />
'''If the duplicate requests are from different libraries''', and we do not have duplicate copies of the item available, look at the requests and decide which to fill. Keep in mind that:<br />
* Libraries we have agreements with get priority: UVM and SMC, as well as the Phoenix Cart Schools (BBH, BTS, CBY, MTH, WEL, WCM).<br />
* If not from a library we have an agreement with, next default to the closest in physical proximity). <br />
* If schools are roughly equidistant, fill the request that came in first. <br />
<br />
'''If the duplicate requests are from the same library''', fill the first request that came in, and <code>Conditional</code> the other request as a Duplicate Request. <br />
* Remember to fill the ILL number into the text of the Conditional: "We have another request from you for the same item, IL:########. Please cancel this request." <br><br />
<br />
<br />
==== Routing Requests: ====<br />
<br />
ILLiad is comprised of many different queues that allow us to sort and track items as we process them. <code>Route</code> allows us to move items between those queues. <br />
<br />
The most commonly used queues in Lending are:<br />
<br />
'''Awaiting Lending Request Processing:''' where the new requests reside. These items have not yet been processed at all. See Loans and Articles for information on how to process this queue.<br />
<br />
'''Awaiting Proc. Searched''' where the system puts new requests it was able to find a match for. Much of the time requests that end up in here are perfectly fine to be moved along in the process, but the system is no match for human error. Be especially careful to watch for:<br />
* Requests that look to have more than one volume associated (i.e. call numbers mentioning multiple parts or volumes or tomes)<br />
* Items that cannot be lent, such as Restricted DVDs or certain Music Scores<br />
* Articles that the system has mismatched with books <br />
** Sometimes the system matches Standard Numbers used to identify periodicals with parts of book ISBNs. Be suspicious of articles that make their way into Proc Searched, especially if the title sounds more like a journal title, such as Addiction.<br />
<br />
'''Awaiting Stacks Searching''' where items from the previous two queues are sent once they have been matched to actual items in the stacks, or PDFs saved in Online Articles. Clicking <code>Print Stacks Search Items</code> in the upper Lending tab will print pick-up slips for all items in this queue and automatically route all items that have been printed into the In Stacks Searching queue. <br />
* If an item in this queue will not print, it is likely because it does not yet have an address associated with it. Open the request and follow the directions for Updating Addresses. <br />
* If you need to reprint a slip for an item, simply <code>Route</code> it back to Awaiting Stacks Searching and print again.<br />
<br />
'''Awaiting CD Printing''' where Lending requests that need stickers printed for them (i.e. requests for CDs, DVDs, BluRays, VHSs, or other media in such cases) are collected. When possible, save up to print in batches of six, but do not wait more than two days on any request. See Printing Stickers for more information on how to process this queue.<br />
<br />
'''Armstrong''' where items that need to be processed at the Armstrong Library are sent. Armstrong librarians will handle the processing from there in much the same way as if the items were in the Awaiting Proc Searched queue.<br />
<br />
'''In Stacks Searching''' where items that have had slips printed for them hang out until they are updated to shipped. A good way to make sure that no slips have been lost is to account for items in the In Stacks Searching queue. If you cannot find the item or slip associated with a request in the queue, <code>Route</code> it to Awaiting Stacks Searching and print it again. <br />
<br />
'''Awaiting EJournal Processing''' where all ejournal requests are sent to be processed. Once these items are processed, they are <code>Route</code> back to Awaiting Stacks Searching to be printed and sent. <br />
<br />
'''Request Conditionalized''' where all the Conditionals that have yet to be answered get collected. If an institution answers No to a conditional, it will sit in this queue until it is cleared. <br />
* Clear requests by <code>Route</code>ing anything with the OCLC status Record Not Found to "Cancelled by ILL Staff." <br />
<br />
'''Request In Processing''' where a list of all requests open in Lending are generated. If more than one person is working in Lending at once, this list will keep track of all the requests currently open.<br />
* If Illiad crashes, it will often abandon items in this queue. Be sure to check regularly for lost requests, especially if you notice items in process though you know you are the only one working on the queue.<br />
<br />
For a more detailed breakdown of how items flow through the queues, check out [https://prometheus.atlas-sys.com/display/illiad85/ILLiad+Processing+Flowcharts these official flowcharts.]<br />
<br />
==== Conditionaling Requests ====<br />
Conditionals allow you to send a question to the Borrowing Library in order to gain more information on the request. <br />
<br />
If the library answers yes to your question, the Conditional will reappear in your "Awaiting Conditional Request Processing" queue for further processing, often with added or updated information from the Borrowing library. If the library says no to your question, the request bumps on to the next library.<br />
<br />
<pre style="color: red">Borrowers CANNOT see any updates you make to the Lending Request window. If you want to communicate with them, send an email, or Conditional the request.<br />
</pre><br />
<br />
<pre style="color: red">Clover Borrowers have trouble accessing Conditional messages. If you want to communicate with them, send an email. Conditional only when you need to buy time.<br />
</pre><br />
<br />
Below are the most commonly used Conditional messages. When editing, try to be as clear and succinct as possible: <br />
<br />
'''Held in Special Collections'''<br />
* Used before sending out Special Collections items with special conditions. Do adjust the conditions between the asterisks as necessary.<br />
<br />
'''Fragile or Rare item'''<br />
* Used for items that are NOT Special Collections, but that may need similar use restrictions to Special Collections items. <br />
<br />
'''Duplicate Request'''<br />
* When you get two requests from the same school for the same item, note which one came in first and <code>Conditional</code> the latter with this reason. <br />
** Remember to supply the ILL NUMBER of the duplicate you want cancelled in this message <br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''Not as cited'''<br />
* Use this to inform Borrowers of incorrect citations. Wherever possible, correct their mistakes and provide alternate information to help them in their quest for information.<br />
<br />
'''Multiple parts'''<br />
* When patrons neglect to specify which volumes of a set they want, use this Conditional to elicit more information on which volumes to supply.<br />
<br />
'''Multiple parts - Insure'''<br />
* If the item requires insurance beyond the $100 provided by UPS, use this Conditional to ask for a specific amount (ex $200 or $300) of insurance, as well as ensure that the item will be carefully packed on its return. <br />
<br />
'''Electronic Journal'''<br />
* Use this to inform Borrowers of items not available online in any format, and to urge them to try hardcopies instead.<br />
<br />
'''Electronic Journal w/ holdings'''<br />
* If an E-journal holds only abstracts of articles, use this to alert the borrower and direct them to a different source.<br />
* If the Borrower has requested an "Internet Resource" OCLC record, they may not be aware of the narrow scope of the Internet Resource's holdings. If the holdings do not include their article, open this message and insert the existing range of the Internet Resource, then <code>Conditional Request</code>. <br />
<br />
'''Multi-region player required to view. Is this acceptable?'''<br />
* For Public or other tiny libraries, we try to warn before shipping out region-locked items that won't play on the average American DVD player. <br />
* Don't worry about checking in with Universities, Colleges, or large public libraries. <br />
<br />
'''Winter Break'''<br />
"We do not ship loans between Dec 15th and early Jan. Shall we update now and send in January?"<br />
* As the holiday season closes, shipping anything becomes dicey at best. This is why, though we're actually open after Dec 15th, we refrain from shipping anything out until after the holidays. <br />
* This Conditional allows Borrowers to look elsewhere for their items, or confirm that they want to place a request with one of our items regardless of the wait. <br />
<br />
'''Journal request w/o article or loan info'''<br />
* Use this when a request comes in for an entire journal run--often times the conditional will jump right back with a complete citation for an article or a range of dates for a loan request.<br />
<br />
'''Other'''<br />
* If none of the above apply to your situation, create a Conditional message of your own. <br />
<br /><br />
(If you frequently use Other requests for the same message that's missing from the above list, talk to Rachel about creating another Conditional to cover that message.)<br />
<br />
==== Cancelling Requests ====<br />
Cancelling Requests communicates to Lenders that we, for whatever reason, are unable to provide the material requested. This does not mean that the patron will not receive the material, just that they probably won't receive it from Midd. The request will move on to another school on cancellation, or if no other school is listed after us, will return to the Borrower for more work.<br />
<br />
When cancelling, chose one of the following reasons from the dropdown menu to explain why you are cancelling the item. This lowers the chances you will cancel something by accident, and also allows us to keep better statistics on ILL activity<br />
<br />
'''Checked Out''' <br />
* If an item lists a Due Date in its Availability field, then it is Checked Out to a patron. We do not wait for the item to return, but immediately cancel the request so it can move on to a different school.<br />
<br />
'''On Hold'''<br />
* If an item claims its status is ON HOLD in its Availability field, this means that a patron has placed a hold on the book, so it cannot be lent out via ILL. <br />
<br />
'''Non-circulating'''<br />
* This is used when an item is not allowed to leave the building. This generally includes rare, fragile, or difficult to replace items such as: <br />
** Abernathy ''Library'' items<br />
** M1 or M2 Music Scores<br />
** Restricted DVDs <br />
** Special Collections requests that have returned to ILL marked "No" (with or without smiley face)<br />
<br />
'''On Order'''<br />
* When an item shows the status "ON ORDER," use this to cancel.<br />
<br />
'''In Process'''<br />
* If an item claims its status is IN PROCESS in its Availability field, this means that it is either currently so new that it hasn't finished clearing cataloging yet, or it's down being repaired. Either way, it cannot be lent out via ILL. <br />
<br />
'''On Reserve'''<br />
* If an item claims its status is ON RESERVE in its Availability field, this means that it is on reserve for an ongoing class and therefore cannot be lent out via ILL.<br />
<br />
'''Language Material'''<br />
* During the Summer Language School (roughly May to mid-August), Books, Language Browsing, DVDs, and Audiobooks in the languages taught on campus, as well as learning and teaching materials for those languages, cannot be lent out via ILL. In order to save time, these items are cancelled instead of conditionaled. <br />
** As of Summer 2017, the following languages were taught at Midd: Chinese, French, German, Japanese, Hebrew, Portuguese, Russian, and Spanish. <br />
<br />
'''Reference Material'''<br />
* While Carrie MacFarlane can give permission for some Reference Materials to be lent out, there are times where such materials cannot leave the building. If the item cannot leave, and is marked Reference, use this reason to cancel. <br />
<br />
'''Not as Cited'''<br />
* ''Never use this without having first Conditionaled the request'' to tell the Borrower that the citation is flawed<br />
* If the conditional comes back around with a yes, but no additional or alternate information, <code>Cancel</code> the request to move it along to the next school in the lending queue<br />
* As RAPID requests do not allow Conditionals, for RAPID requests, use this in place of the conditional. <br />
<br />
'''Title Not Owned'''<br />
* This is used for when a borrower requests a physical item that we do not have. If you cannot find the item in Z39.50, MIDCAT, and WorldCat, chances are it is not actually in our collection. <br />
**If it appears we don't own the item requested, click into the OCLC tab and look for the check box in the Owned column. <br />
***If it is ticked, that means that our system shows that we have the item, even though we do not. Notify our system folk by going back to the Detail tab, then, on the ribbon above, clicking into the dropdown menu for <code>Send Notification</code>. Chose either Update MDY Holdings - serials (for any journals or periodicals) or just Update MDY Holdings for everything else. Once the form email pops up, edit it to clearly and succinctly explain the situation, then <code>Send</code>, and <code>Cancel Request</code> under 'Title Not Owned.'<br />
***If it is not ticked, simply <code>Cancel Request</code> under 'Title Not Owned.'<br />
<br />
'''Holdings END BEFORE this volume'''<br />
* If our holdings end before the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Holdings BEGIN AFTER this volume'''<br />
* If our holdings end after the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''At bindery'''<br />
* Use this to cancel any request for any damaged books, periodicals, scores, or other things that are bound and are being or on their way to being repaired.<br />
<br />
'''Lack volume/issue'''<br />
* If our holdings are simply missing the volume that contains the information requested, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Issue not yet received'''<br />
* If the request is contained in a physical periodical that we haven't yet recieved for the collection, AND the OCLC used to place the order lists the format as 'Serial,' use this to cancel.<br />
<br />
(For more info, see Conditional - Electronic Journal w/ Holdings)<br />
<br />
'''Lost'''<br />
* If the status of the item is LOST AND PAID, use this to cancel.<br />
<br />
'''Not on shelf'''<br />
* If the status of the item is MISSING, use this to cancel.<br />
<br />
'''Cancelled via Borrowing Library'''<br />
* If the Borrowing library cancelled their request (generally resulting in an OCLC status of Record Not Found), use this to cancel.<br />
<br />
'''No access online'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''No access online - article'''<br />
* RAPID requests do not allow Conditionals. Use this in place of the conditional. <br />
<br />
'''Other'''<br />
* If NONE of the other Cancel conditions here suit the situation, please type in your own reason for cancelling and use this to cancel.<br />
<br />
'''Offsite'''<br />
* If the item is located in the Career Center, the Chamberlain’s Office, the Davi'''son'''/Breadloaf Library, Mills, or Spiritual and Religious Life Center (SRLC), or Twilight, use this to cancel. We cannot lend items outside the Davis Family and Armstrong libraries without special permission.<br />
<!--<br />
<br />
:*A Umatic Video: The 3/4” umatic videos are the large format videos shelved with all the audio cassettes. They need a special player to be viewed and most of the ¾” are a part of an expensive collection of video art that cannot be re-circulated by terms of purchase.<br />
<br />
:*Media that are out of print, expensive to replace, rare, needed by language school, etc. <br />
<br />
:*An electronic resource (e-books). Some CD-Roms can circulate, and we can also obtain articles from them.<br />
<br />
:* Chamberlain’s Office (150 non-circulating books, email Ellen McKay for special permission) his is a comment --><br />
<br />
==== <br>Requests that need Special Permission/Additional Clearance to Lend: ====<br />
<br />
Some items need permission to leave the library. Generally speaking, if an item is undamaged and it is retrieved from regular stacks, Faculty Author Collection, VT Collection, or Browsing, it is okay to go out.<br />
<br />
(Terry can be CC’d for any and all requests in the event of an absent librarian)<br />
<br />
<blockquote>Remember that the following are ALWAYS <code>Cancel Request</code> as "Non-circulating" when they first come into our system:<br />
* Restricted DVDs (marked <kbd>Davis Family Lib Media DVDs-Circ Desk</kbd> in Z39.50)<br />
* M1 or M2 Scores<br />
* Abernathy '''Library''' items<br />
* Reference Materials pertaining to the GRE</blockquote><br />
<br />
<br />
# For '''oversized or apparently expensive media,''' check online databases like Abe Books or Amazon to see 1) if an item is replaceable and 2) how replaceable it is. <br />
#* If LESS than 100 dollars to replace, it is okay to send via UPS. <br />
#* If MORE than 100 dollars to replace, check with Rachel and Conditional asking that the Borrowing Library insure the package for an amount of money (in a multiple of 100) that will cover replacement of the item. <br />
# '''Microform''' can go out for up to 6 pieces at a time without any kind of special permission. However, before they can leave the library they must be catalogued and a dummy item must be put in place to account for its absence in the stacks. <br />
#* '''Cataloging Microform Items<br />
#** If there is no barcode on the item, grab one from the Borrowing Check-In station and attach it to the inside flap of the microfilm box or the container for the microfiche<br />
#** Open <code>Cataloging</code> and log in with Initials: circcat and associated password<br />
#** Once sure that Index: is set to "t Title," type in "ILL book L" and hit <code>Search</code><br />
#** Click <code>Attach New Item</code> <br />
#** Scan the barcode in next to b Barcode, then hit <code>Next</code><br />
#** Arrow over three times, then scan or type the TN in next to v Volume, then hit <code>Next</code><br />
#** Type all the Title, Film Number, and Range information from the item being lent out into the c Call No. field, then hit <code>Next</code>. This should close the pop up dialogue and bring you to the New ITEM window. <br />
#** Check over your information, edit as needed, then hit <code>Save</code> button at the top of the window.<br />
#** If you've further items to catalog, click over to the Summary tab and <code>Attach New Item</code> again. <br />
#* Remember to delete the item record on its return by pulling it up in Cataloging and highlighting the record, then hitting <code>Delete</code>, then <code>Yes</code>. <br />
#Most of the time, '''Foreign Language Items''' are fine to go out. However, during the summer, check with Sue Driscoll to make sure the items are not needed by the language schools before letting them out. <br />
# Request slips for '''Special Collections/Abernethy Materials''' should be brought down and handed over to someone in Special Collections for permission to scan/loan. <br />
# '''VT Collection Locked''' - Ask Danielle Rougeau or Andy Wentink<br />
# '''Gov. Docs Locked''' -Ask Ginny Faust<br />
# '''Bound or Current Periodicals/Serials''' -Ask Arabella Holzapfel<br />
# '''Reference Materials''' or '''Atlases''' -Ask Carrie Macfarlane<br />
# Unusual or Rare looking '''Music Library Items''' – Dan Frostman<br />
<br />
==== Archival Items Requested ====<br />
If the request is for a book that is older than 70 years old, it's in the Public Domain and can be shared digitally without copyright restrictions. Stacks and Special Collections hold many of these. We can first check to see if Internet Archives holds the item, and then provide this information (or the pdf) to the requesting library. If we own it and Internet Archives does not have it, we can check with Special Collections regarding using our Book-Eye scanner to scan the item and uploading it to Internet Archives. The best time for us to take on projects like this (for entire books) is summer, or during other slower periods.<br />
<br />
=== <br>Printing Pull Slips: ===<br />
<br />
Any requests you want to print should be waiting in the Awaiting Stacks Searching queue. These are ready to be printed off into book bands and article slips <br />
<br />
#To print, in the upper lending tab click <code>Print Stacks Search Items</code><br />
#A ILLiad Printer Settings prompt will appear where you can select the name of your printer (\\walnut\P0163) <br />
#* At the top of this prompt is an option to "View merged document before printing." If you want to print without further editing the slips, uncheck this box, then hit <code>Print</code>.<br />
#* If you need to edit or view the slips before they print out, check "View merged document before printing," then hit <code>Print</code>.<br />
#** This will open your slips in Microsoft Word. View or edit as necessary, then print as normal by using the CTRL + P shortcut, or going to File-->Print. <br />
#*<pre style="color: red">Be aware that you will get one ILLiad Printer Settings prompt for loans and one for articles. This can mean that you will see two prompts even if you only hit Print Stacks Search Items once. </pre><br />
#Once the slips have been successfully printed, cut them in half on the guillotine using the labeled stickers and arrange on the pick-up table in Kat's office. <br />
#* Sort into three piles separated by floor, laying items in A to Z format with the beginning of the alphabet on top of the pile and the end at the bottom.<br />
#** Highlight any unusual information, such as non-stacks locations (Browsing, Oversized, VT Collection, etc) or volume indicators.<br />
#** Highlight citation info and location on article requests, to aid in looking up the articles when in the stacks<br />
# Close out of all open Word documents without saving<br />
<br />
<blockquote>To reprint requests, click the circular icon at the top left corner of the main ILLiad Client screen and select <code>Print Sessions</code> from the drop down screen. <br />
*Use information in the Process Type and Print Type columns to guesstimate which file in the list is the one you want to reprint, the double click that item.<br />
*The ILLiad Printer Settings prompt will appear. Check "View merged document before printing," then hit <code>Print</code>.<br />
* Click into the Word document that opens and confirm that the slip you want is in the open file. <br />
** If not, return to the Print Sessions screen and try double clicking into another file until you find the one you want<br />
* Once you've confirmed that you have the right file, print as normal by using the CTRL + P shortcut, or going to File-->Print.</blockquote><br />
<br />
=== <br>Printing Sticker-style Pull Slips: ===<br />
# In the Lending queue, select "Awaiting CD Printing"<br />
#* Select in groups of 6 and <code>Route</code> to "Awaiting Stacks Searching"<br />
# First, print the pick-up slips to file:<br />
#* In the Upper Lending Tab, click <code>Print Stacks Search Items</code> (just as you would to print other pick-up slips)<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected<br />
#* Click <code>Print</code><br />
#* Minimize the Word document that pops up with your loan slips<br />
# Open the sticker template and merge it with your pick-up slips<br />
#* Open the "LendingLoanLabels_Barcode" Word doc (saved in the top right of the desktop)<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# Manually edit the labels to fit within the sticker space<br />
#* The stickers import all information, despite their limited space. Make sure that, other than contact info for the Borrowing institution, all other fields have one line or less of information.<br />
#* Make sure you have enough information left for students to be able to locate the item--slightly overlarge prints are not the end of the world<br />
# Print the labels<br />
#* Pull the "Scanned Materials" cart out of the way and open the feed tray on the right side of the printer.<br />
#* Put labels on right tray of P0163 facing down<br />
#* Back at the computer you're printing from, <code>Print</code> the edited sticker labels<br />
# After SUCCESSFULLY printing stickers<br />
#* Close all open Word docs without saving them<br />
#* Highlight call Number and "Please Return by UPS" fields on each sticker<br />
#** For ease of pickup, use different colors to differentiate different media types, (i.e. blue for DVD/BluRay, green for CD, and pink for VHS)<br />
#* Place with other pull slips on the Pick-up table<br />
<br />
=== Picking up Requests for Lending ===<br />
<br />
Once slips have been printed, and are put in order, they are ready to be picked up from the stacks.<br />
<br />
There are several types of pick-up slips:<br />
<br />
# Long skinny slips (ILL loan request)<br />
# Short slips (ILL article request)<br />
# Blue sheet with writing on only left side of page (Document Delivery request)<br />
<br />
<br>Loan Requests:<br />
<br />
*For loan requests, make sure the call numbers on the band exactly match (pay special attention to the year and edition of the item) the item they're banded to. Also be sure to collect all volumes of a series, unless the Borrower specifically requests otherwise.<br />
<br />
*Once a loan is found, stick the slip inside the book (or other loanable material), and bring to Kat's office for banding.<br />
** If the item is smaller than the band, feel free to trim down the band so long as the barcodes remain scannable.<br />
<br />
<br>Article Requests:<br />
<br />
*Most article requests can be found in Bound or Current periodicals, but some may be chapters of books or articles from microfilm or microfiche. <br />
**If a citation for an article request appears to be incorrect, (for instance, the volume and year do not match) investigate both and see if you can find the correct journal the patron desires. Patrons have a tendency to have the incorrect volume number, but the correct year in most cases. <br />
**If you are still unable to find the article, you may want to try entering the article title into Google to see what you can come up with. <br />
* When the journal is found, place the slip inside the item, marking the page the article begins, and bring it back to the ILL department. Leave the item on the table to the left of the big printer/scanner.<br />
<br />
<br>If you are Unable to Locate an Item…<br />
<br />
* If you have trouble locating an item, check on nearby shelves to see if it was shelved incorrectly. <br />
** If you cannot locate it on its usual shelf, check the Re-shelving areas in the stacks and behind the Circulation Desk for the item.<br />
** If you have time, try checking sections that it could have been sent to by mistake. For instance, if it looks like a fiction book, try Browsing or if it's a foreign language browsing item, try the language collection instead. <br />
*** Commonly confused sections:<br />
**** Browsing and Regular Stacks (particularly PS)<br />
**** Art (N) and Oversized<br />
**** Reserves and Regular Stacks<br />
**** Language Collections and Language Browsing <br />
**** Browsing and Browsing Graphic<br />
<br />
* If you have no luck, write “N.O.S” for “Not on Shelf” on the slip, with the date, and your initials. <br />
* If two people have searched and been unable to locate the item, bring it to Todd for a deeper search.<br />
<br><br />
Bring all items to be loaned to Kat’s Office for banding and further processing. Place items to be scanned on the table next to the Printer/Scanner/Copier in the ILL workroom.<br />
<br />
<br><br />
<br />
=== Processing Lending Materials that have been Retrieved from Stacks ===<br />
<br />
==== <br>Checking out in Sierra: ====<br />
<br />
Before the items are packed to be shipped, they must be checked out to their respected Borrowing Institutions in Sierra's <code>Check Out (Circulation Desk</code>) function. To look up a library, make sure Sierra is in the “Circulation Desk” mode, and type “nill(space)(School Code)”<br />
<br />
# Some school codes have multiple addresses - if so, double click the address that matches the one on the band.<br />
# Even if the school code does take you just to the one address, check that the address in Sierra matches the address on the book band.<br />
#* If the address does not match any addresses that pop up in Sierra, see "Adding a New Library to Sierra" below<br />
#Once you've confirmed the address, proceed to scan the item's Middlebury Barcode (not the barcode on the book band) to check the item out to the Borrowing Institution.<br />
<br />
=====<br> Adding a New Library to Sierra=====<br />
<br />
'''To make things faster, pull up the item you want to check out in ILLiad, then pull up the Lender Information window using the <code>...</code> button in the upper right part of the Lending Request window. You will need to know the email, mailing address, and phone number for the school, so if any of those fields are lacking, go ahead and pull that info from the OCLC Policies Directory (use the little globe button at the end of the Symbol field) and copy/paste it into the appropriate fields, then <code>Update</code> the record to save your changes.'''<br />
<br />
'''Keep this information handy so you can copy/paste it into Sierra in the steps below.'''<br />
<br />
# In the Circulation window, navigate to the top of the screen and click <code>New</code>.<br />
# A pop-up window should appear:<br />
#* For "Expiration Date," don't type anything, just click <code>Next</code>.<br />
#* For "Patron Type," type 150, which should autofill to "150 Midd. ILL," then click <code>Next</code>.<br />
#* For "Name" type in "ILL, " followed by the school code you're adding, then click <code>Next</code>.<br />
#** Ex: for a new VSS address, type "ILL, VSS" <br />
#* For "Email," enter the email for the code, then click <code>Next</code>.<br />
#* For "Address," enter the library's entire address, starting with the LIBRARY NAME (not ILL, not the school code, not ATTN: someone important--the Library's name) and ending with the Zip Code, then click <code>Next</code>.<br />
#** Create new lines by holding the Shift key down and hitting Enter at the end of one of the previously existing lines (or Right Click and "Insert Line")<br />
#* For "Barcode," reenter the school's address information, all on one line. Then click <code>Next</code>.<br />
#* For "Unique ID No.," don't edit anything, just click <code>Next</code>.<br />
#* For "Telephone," enter the library's telephone number, targeted to the ILL department if possible, then click <code>Next</code>.<br />
#* For "Note" don't edit anything, just click <code>Next</code>.<br />
#The pop-up should disappear, leaving you with a window displaying all the information you just entered.<br />
#* Erase the "Note: Manually added patron" line from the record.<br />
#* Glance over to make sure all of the information fields are filled in. <br />
#* Click <code>Save/Close</code> or Ctrl + S.<br />
# This should take you to the record you just created. You are all set to check items out to this record now.<br />
<br />
==== Updating in ILLiad: ====<br />
<br />
<br>-Begin by selecting the “Lending” tab on the upper-most level of tabs and the select “Update Stacks Search Items” from the Menu.<br />
<br />
:*To update each item from “In Stacks Searching” to “Shipped” status, simply enter the Transaction Number or ILL Number listed on the book bands.<br />
:::-The Information associated with the request number will import into all fields, and you then select the <code>Mark Found</code> button.<br />
<br />
:*After you mark and item as found, the screen will clear again, and you can proceed to update the rest of your items.<br />
<br />
:*When you have finished marking everything as found, you can close the screen by hitting the “x” on the “Update Stacks Search (Lending)” tab, which will bring you back to the Main Screen.<br />
<br />
:*Back at the Main Screen, you can choose to print Shipping Labels for your books by selecting the “Lending” tab on the upper-most level of tabs, and then selecting <code>Print Shipping Labels</code> from the Menu Options.<br />
<br />
:*After you have selected “Print Shipping Labels” a Printer Settings Box will open, from which you can select the printer you would like the labels to print from. Select a printer and hit “Print.”<br />
:::-The template for your Shipping Labels will automatically open. Print off the labels and close the Word Document without saving.<br />
<br />
:::*In the “a Address” field, enter the address of the Borrowing Institution, located on the bottom of the book band. Use the following format:<br />
<br />
:::::-Name of University Library-ILL Street Address City, State, Zip<br />
<br />
:::::-(type: “ctl +k” to add a line in the address field)<br />
<br />
<br>Then keep hitting the “Next” button to skip the rest of the fields, until you are able to save the new address. After you’ve saved, you can check out the book as usual.<br />
<br />
<br><br />
<br />
=== Ejournal ===<br />
<br />
Ejournal processing- full procedure<br />
<br />
<br />
#From the “main” tab in ILLiad, click over to the “lending” subtab, and double click “awaiting Ejournal processing”.<br />
#Find articles by double clicking their entry and then using Serial Solutions Search, Midd A-Z, Google, or a combination. If you find the article, save it in Online Articles as its TN, and make sure to enter “Online” (there’s a keyboard shortcut) in the “call number” bar on the top-ish right side; if you don’t find it, write either “not found” (if you really couldn’t find it anywhere) or “no access” (if you can see it but not download it), maybe with a brief reason (e.g. “no access- wiley” or “no access- too recent”).<br />
#Once you have found all the articles you can, highlight all the ones that are “Online”, and from the bar at the top of the ILLiad window select <code>Route</code> (the green arrow) and in the drop-down menu select "Awaiting Stacks Searching”.<br />
#Tab over to “Lending” (not the “lending” subtab, but the big tab at the top) and hit <code>Print Stacks Searching</code>. When the printer screen pops up, make sure it’s printing on the big main printer. <br />
#*If a second printer screen pops up, hit print on that one as well - bring any pull slips that print to a supervisor.<br />
#Cut up the printed pages so that you have a stack of half-page pullslips.<br />
#Scan the pullslips into the computer (load them into the top copying slot as the sticker indicates, then select <code>ILL scan</code> and make page size the wider than tall version of “LTR R” by selecting “Page Size Auto”. Start the scan by hitting the big green start button).<br />
#Open the scanned pullslips in Ecopy through the desktop icon “shortcut to Arielscan”. The pullslips should be a tif file at the top of the queue (check the time stamp) with a long string of numbers as the filename.<br />
#Your pull slips will likely be sideways, so “select all”, then rotate them till they’re right-side up. Hit the “view all” button, then manipulate the window until you can see two pullslips per row, to the far left of the larger Ecopy window.<br />
#Use the paper versions of the pullslips to open up each article one by one (hit “open” in the toolbar, then scan the TN into the “Online Articles” folder). Get a given article into “view all” format, then manipulate the window so it’s to the right enough that you can see your pullslip window. Manually pull the correct pullslip into your article as page 1. It’s important to keep your paper pullslips in order so that you don’t have to worry about which pullslip you’re pulling over. You should always double check though!<br />
#Once the pullslip is in the article, hit “save” in the Ecopy toolbar—this will save the article plus pullslip again in “Online Articles”. Then, do “file save as” to save the article in “Ariel Scan”. ***Note: Make sure you’re in the correct “Ariel Scan”—you want the one under the C drive (C:), not the one you got your pullslip file from!<br />
#Repeat this process until all of your articles are re-saved with pullslips in “Ariel Scan”.<br />
#Open up Odyssey Helper (the login is the same as for ILLiad) and check to see how many of your articles are listed. Once you’ve separated out the ones not on the list, try refreshing to see if they pop up. If you think you’ve got all the ones you’re going to get, hit the “process” button. If any say “failed”, try again, and if it still doesn’t work, add to the pile of articles that didn’t appear in Odyssey Helper. Divide these into RAPID and not.<br />
#For the non-RAPID articles, open up ILLiad and scan the TN in the home bar. Once the window opens up, select “OCLC AE”, then hit “browse” and select your article. Select “drop file”, and you should be returned to the “detail” window. Hit “ctrls” to save the new information, then choose “send email article exchange” at the top. Send the email (“send” button), and when you leave that window, make sure you “mark found” (top left). You will be exited out of the window.<br />
#For RAPID articles, go to the RAPID website (it’s bookmarked) and enter the password information on the wall behind the computer. Reenter eCopy and save your article as its ILL number (not the TN, as you were doing before). Return to the RAPID website, and on the left-hand sidebar under “lending actions” select “RapidX”. In the window that opens up, under “RapidX actions”, select “Send Rapid Request”, and then hit “choose file(s)” in the pop-up window. Choose your article file with the new number. And that’s about all you have to do for RAPID! Just make sure you always check if something is RAPID or not, because while you can send RAPID articles by Electronic Delivery Utility, you can’t send them by Article Exchange. So if it doesn’t work in EDU, you’ll have to go this route instead of doing AE.<br />
#Once you’ve sent all of your articles, log (on the sheet by the BookEye) how many you sent by OH, and then individually log any that you sent by AE or RAPID. Note the same on the slips, and then put them in the folder to the right of the BookEye. And you’re done!<br />
<br />
After the Ejournal process:<br />
<br />
Go to Electronic Delivery Utility<br />
# Log in with your ILL credentials<br />
# Note how many articles pop up<br />
#* If number doesn’t match up with how many articles you have, go through and put aside which ones don’t show up!<br />
#Click “Process”<br />
#*If articles show up as failed, try re-processing a few more times—they should go through. If not, combine with the articles that did not show up.<br />
#Write down how many articles went through on the ARO tracking sheet. On the topmost article, write “OH” (stands for Odyssey Helper) followed by “x [number of articles] ” (this way you don’t have to write OH on all the articles. <br />
<br />
For the articles that did not get processed:<br />
<br />
Go to ILLiad Client<br />
#Log in with your ILL credentials<br />
#Go to the Lending tab<br />
#*Click “Update Stacks Search Results”<br />
#*Scan Transaction Number barcode or type it in<br />
#*Double click it to open<br />
#*Once transaction profile pops up, click the OCLC AE tab.<br />
#Browse for the file, drop it, and save/send.<br />
#*Go back to the Detail tab<br />
#“Send notification”<br />
#“Article exchange” and send the email<br />
#“Mark found”<br />
#Go to the ARO tracking sheet and follow the process for OH, but write “AE” (stands for article exchange) on the slips.<br />
<br />
=== Processing ALA Requests ===<br />
<br />
ALA requests are either sent via mail, email, or phone because these libraries do not have OCLC access. We can manually submit requests for ALA libraries in ILLiad, and then instruct them in how to submit a request through our lending web pages electronically in the future.<br />
<br />
:*First, check to see if the address of the ALA library exists in ILLiad. Search for the library by Name or Address in the “Search Addresses” search fields located on the upper right of the ILLiad home page.<br />
<br />
::::-If the ALA library exists in ILLiad, a window will open up with their address/contact information. You can select the “Add Request” button at the top of the screen to manually add the request.<br />
<br />
::::-If the ALA request is from a library without an existing record in our system, you must add the address in ILLiad.<br />
::::*Begin by selecting the “Lending” tab located at the top of the ILLiad Home Page.<br />
<br />
::::*Then, select the “Address” button at the top left of the Lending Page.<br />
<br />
::::*Here, you can add the symbol of your choice, if the symbol is not currently being used by another library. You can search the OCLC Policies Directory for the symbol you have in mind, if there are no results, you are free to use that particular symbol.<br />
<br />
::::*Add the symbol and the address/contact information of the ALA library. When you are finished, click the save button in the upper left corner.<br />
<br />
:*When you have saved the address, you will be able to select the previously grayed-out options. Select “Change Password” to set the ALA Institution’s ILL Lending WebPages password. Set the password to “ill”.<br />
<br />
:*After the password is set, select “Add Request”<br />
<br />
:::-A Request Form will open up with ALA library address info attached. Fill in the Article or Loan Info (Title, Author, Call Number, etc.) and check off “Article” or “Loan”, then save the request. The request will be moved into the “Awaiting Lending Request Processing” queue.<br />
<br />
For their future use, we can email the ALA library the link to our online catalog/request form so they may send their requests to us electronically. This is the link to our lending web pages:<br />
<br />
http://ill.go.middlebury.edy/Lending<br />
<br />
::-You can send a personalized email, or call up the request and select “Lending WebPages Intro, e-mail” in the “Send E-Mail” drop down menu.<br />
<br />
::-From here, any borrowing institution without OCLC access can submit requests to our library electronically which will pull into our “Awaiting Lending Request Processing” queue along with regular OCLC requests.<br />
<br />
<br><br />
<br />
'''If Unable to Lend Requested Item''':<br />
<br />
::-If the item requested via ALA form is a non-circulating item, contact the school by email, phone, or fax and let them know the reason we are unable to fill their request. Do the same if the request must be conditionalized for some reason.<br />
<br />
<br><br />
<br />
=== Granting Renewals ===<br />
<br />
Generally, we will renew an item up to seven times in a row, or until the item is put on hold or recalled for use on campus. For Lending renewals, the Sierra due date should ALWAYS be one month AFTER the ILLiad due date to allow for time in the mail. <br />
<br />
'''Normal Renewals:'''<br />
Most of the time, Lending renewals are very simple. Click into the “Awaiting Renewal Request Processing” queue daily, and/or whenever it appears, for items that need to be renewed. You will want to have a Sierra window open next to your ILLiad window. <br />
<br />
For each request that appears, do the following:<br />
<br />
In Sierra:<br />
* In <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing Library's circ account by entering nill, then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
** If a pop-up appears offering different accounts, scroll through until you find the matching library, then double click that library to enter its account.<br />
* In the Checked-Out Items tab, locate the item and select it.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
* Manually extend the original due date by roughly one month and click <code>OK</code>, then <code>Override</code>, then <code>OK</code><br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* Click <code>Yes to Due Date</code> and the request should automatically route itself back to Item Shipped.<br />
** If you want to see what date ILLiad plans to renew to, hover your cursor above the <code>Yes to Due Date</code>--the date should appear. Make sure that the ILLiad due date is one month BEFORE the Sierra due date. <br />
<br />
<br />
'''Holiday Season Renewals:'''<br />
Because of the holiday shipping ban and the long holiday library closing, Renewals placed in the last month of the year have to be manually updated to avoid due dates landing during our non-operational times.<br />
<br />
In Sierra:<br />
* In the <code>Check Out (Circulation Desk)</code> function, pull up the Borrowing library's Sierra account by entering nill then the library's code, then clicking <code>Search</code> or hitting Enter.<br />
* In the Checked-Out Items tab, Locate the item and select it, without clicking the record details open.<br />
** Be aware that some requests are for more than one item, so will correspond to more than one entry in Sierra. You can select them by holding the ctrl key and clicking each separate item.<br />
*Manually extend the original due date by roughly one month UNLESS that date would fall between Dec 15th and Jan 2nd. If it falls during that space of time, either pull the due date back to Dec 15th or extend it beyond the 2nd, as you decide for the season. As before, click <code>OK</code>, then <code>Override</code>, then <code>OK</code> to finish the Sierra Renewal.<br />
** Space bar will allow you to speed through all the prompts that pop up.<br />
<br />
<br />
In ILLiad:<br />
* Add a note in the record's Note Field, “Granted first/second/etc request for renewal” so that it’s easy to track renewals.<br />
* In the Due Date field to the right, manually update the due date to be at least one month out from the current due date. If this would put the due date in the middle of the no-go time (Dec 15th-Jan 2nd), extend it as you did for Sierra. <br />
** Remember to keep Sierra and ILLiad dates roughly one month apart, with the ILLiad date coming due first. <br />
* Click <code>Yes</code> and the request should automatically route itself back to Item Shipped, using the due date you provided instead of an automatically generated one.<br />
<br />
<br><br />
<br />
=== Address Maintenance ===<br />
<br />
There are several different ways that our borrowing libraries give us update information. Things to watch for include:<br />
<br />
:*In the Lending queue, Awaiting Requests Processing. If the Library Code has several addresses, or if there's been a change (i.e., the borrowing request library information doesn't exactly match our Illiad address information for them), a window will pop up. Here we verify the address information by selecting the appropriate address, if there are more than one for that code, and by making changes to any part of the address, updating Odyssey, Ariel, email address etc. We hit the 'Update' button, then 'Select'. OR if the address is brand new, we complete the Illiad information using the borrowing request information, and hit the Add' button, and then 'Select'. This will get us back to the actual request.<br />
:*A library may communicate changes via&nbsp;email, or include this updated info with a book.<br />
:*We may be alerted to an email&nbsp;change when our email to them bounces back. Then we can go back to the recent 'borrowing request' to verify the email address, or we can go to their OCLC Policies page. From here we update in 'Illiad addresses'.<br />
:*Any Odyssey address changes made in Illiad will be picked up by Odyssey. Ariel address changes need to ALSO BE CHANGED&nbsp;IN&nbsp;ARIEL. This is done in Ariel-Lending- Address Book.<br />
<br />
Video tutorial:<br />
<br />
[http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv http://www.atlas-sys.com/training/videos/lenderaddresstutorial.wmv]<br />
<br />
===Microfilm Instructions on Printer===<br />
<br />
[http://mediawiki.middlebury.edu/wikis/LIS/images/d/d5/Microform_Scanning_Guide.pdf Microform Scanning Guide]<br />
So, you've located your reel of microfilm in the movable shelves in the back left of the library. Here are instructions on how to extract the words from its honeycomb:<br />
<br />
'''1.''' Turn on the microfilm machine with the switch located usually on the right side of the body of the machine. Turn on the printer with the switch located at the bottom of the front of the machine.<br />
<br />
'''2.''' Fit the reel of microfilm onto the left-hand spool of the machine, making sure the reel is flush against the wall. The film should feed from the top of the reel, to the right.<br />
<br />
'''3.''' Using your fingers, feed the film over the top of the reel, guiding it underneath the two black rollers. Continue manual feeding until the end of the film is directly under the lens.<br />
<br />
'''4.''' Press the blue button on the right side of the top of the tray to engage the auto-thread, “0000” will appear on the little screen next to the blue button when the film has threaded completely. Watch to ensure that the film has begun to feed onto the empty reel to the right.<br />
<br />
'''5.''' Use the “Navigator” dial to move the film forwards or backwards.<br />
<br />
'''6.''' Once you have found your article, you must make it fit within the white markers on the screen legibly. Adjust the image using the tray slider and the three dials above the lens. You can change the direction of the text using the top dial, the size of the text with the middle dial, and the focus with the bottom dial. You can center the image within the white markers on the screen using the “Tray Slider".<br />
<br />
'''7.''' Push the green button to print.<br />
<br />
'''Contrast''': On the control pad to the right of the microfilm machine there are two arrows that adjust between an image of one white half moon and one black one. This is the contrast. If the page you've printed looks dark and murky or illegibly faint, adjust the contrast a couple clicks and try printing the page again.<br />
<br />
'''8.''' When you have printed your entire article, leave it with the pull slip next to the copier to be scanned.<br />
<br />
<br />
=====MicroFAQs=====<br />
Q - "Help! I found the article I need, but the printer won't work! And the print button is blinking. What should I do?"<br />
<br />
A- "Ah! Common problem. While leaving the film exactly as it is, turn off the microfilm machine and then turn it back on again. The printer will take a few seconds, make a couple humming noises and then the light will probably stop blinking and you will be able to print."<br />
<br />
Q - "Ugh! There is this mysterious black shape covering up some of the text so that a very important part of the article is illegible. Is this bad karma? Or the library ghost that Todd talks about sometimes?"<br />
<br />
A - "No. Well, maybe. We don't know why that happens, but all you have to do is push the gray plastic "tray" forward and back again, and the black shape should be gone, or at least moved to a part of the film that is not as critical."<br />
<br />
Q - "The text is dark and hard to read on the screen, and when I print it, one diagonal half of the page is too dark while one is too light to read. Why is microfilm so terrible?"<br />
<br />
A - "Microfilm is actually an extremely efficient way to store information and make it easily accessible to our patrons. It sounds to me like perhaps the lens of the machine isn't pushed all the way in. Try pushing forward on the black handle/lip of the lens. It should snap into place and everything should look brighter for you."<br />
<br />
Q - "How come every time I print from a microfilm machine, my article comes out like a folded up child's accordion."<br />
<br />
A - "I know. And I'm sorry about that. There's not a quick fix. You can try taking some of the paper out of the printer. You can try using paper that's not recycled. Bottom line is that sometimes those printers do that, and you have to be patient with them.<br />
<br />
Q - "It looks like there's a thread or a hair or something on the article and I can tell that it's not on the actual film and is a problem with the machine. It's really annoying."<br />
<br />
A - "It sounds like the glass plate below the lens has popped out. Try carefully removing the lens and setting it to the side. Fool around with the small glass plate. It should sit flat so that the film can run over it smoothly. Sometimes it's even upside down. Who knows why. When you replace the lens, make sure to (gently!) push it all the way back in until it clicks."<br />
<br />
Q - "No matter how much I adjust the contrast, everything I print looks very faint."<br />
<br />
A - "The toner might be low. If you think that might be the case, check with Todd. He is helpful in these types of situations."<br />
<br />
Q - "The printer won't work, there's enough paper in the tray, there's no paper jam, I tried that thing about the blinky light, and nothing has helped. What should I do now?"<br />
<br />
A - "It's possible that the printer is confused about which paper size is supposed to be in the tray. Open up the paper tray and check the small wheel on the edge of the drawer to make sure that it specifies "LTR" as the paper size."<br />
<br />
Q - "My article looks good, but I had to waste so much paper trying to get the contrast right, and I can't even print on both sides of the page. Aren't we trying to go green here? Why can't I just scan the microfilm image directly to file, like a civilized and conscientious member of the 21st century?"<br />
<br />
A - "Try using one of the newer machines! They're hooked up to computers on the main floor out by the microfilm stacks."<br />
<br />
===Microfilm Instructions on Computer===<br />
<br />
1. Log into the computer. Username: *** and password *****<br />
<br />
2. Turn on the ViewScan machine by pressing the “up” arrow on the power button on the right-hand side of the base.<br />
<br />
3. Thread the machine:<br />
:<br />
:a. Place the reel on the left spool so the microfilm is coming over the top<br />
:b. Guide the film under the first white roller, between the lens and the glass<br />
:c. Pull the film under the second white roller, and tuck it into the slot on the take up reel<br />
<br />
4. Double-click on the ViewScan icon (looks like a small robot) to open. You should see a dusty gray backdrop. If not, make sure the light in the machine is on and that you are in the “browsing” tab of the application.<br />
<br />
5. Find the article you want<br />
:a. To scroll: use the arrow buttons on the machine or the computer. The red ones advance and reverse quickly, and the white do the same more slowly.<br />
:b. Move horizontally by manually shifting the topmost tray<br />
:c. If text is blurry: click “focus in/out” buttons.<br />
:d. Change size: use the buttons next to focus in/out to zoom slowly, or the magnify button to make a more drastic change.<br />
:e. Rotate text: use the round green arrows that say “rotate left/right” or the vertical flip, which rotates the page 180 degrees.<br />
<br />
6. Adjust the image<br />
:a. Zoom in as close as possible until the article or some chunk is as large as possible while still completely visible<br />
:b. Adjust the focus the article looks as clear<br />
:c. To straighten: using the “straighten” tool, draw a blue line (preferably on an existing line) that would be vertical if the film were perfectly straight. The program will automatically adjust the film.<br />
:d. Click on the “adjust image” button and adjust the brightness, contrast, and sharpness as necessary<br />
:e. If one particular area (a picture, for example) still looks fuzzy, this may be adjusted later<br />
<br />
7. Switch to the cropping tab<br />
<br />
8. Select “addition tool” and draw a box around the are you would like to scan, or the “subtraction tool” to remove unwanted areas<br />
<br />
9. Click “scan selection”. The scanned images will appear at the bottom of your screen.<br />
<br />
10. To adjust a single area of an image<br />
:a. single click on the image<br />
:b. select “target area enhancements”<br />
:c. select “add new enhancement area”<br />
:d. draw a box around the area you want to enhance and adjust as necessary<br />
:e. exit the enhancement box (note: your enhancements will not appear on the thumbnail at the bottom or on the preview in the print/save dialog box<br />
<br />
11. To delete an image, single click on it and select “delete captured image”. Saving the article will save all images, so be sure to do this for anything you don’t want.<br />
<br />
12. Save the article<br />
:a. Click the file tab<br />
:b. Select desired file type, fit, and resolution settings<br />
:c. Save as the transaction number (TN) to the desktop<br />
:d. Drag the file to the “Online Articles” folder, making sure before doing so that no extra characters have been added to the file name<br />
:e. Write OF on the coversheet and return it to the ILL office<br />
<br />
13. Close ViewScan, which will delete all remaining images, remove the microfilm from the spools, and turn off the ViewScan machine. Log off the computer, and put the microfilm box in the basket by the maps.<br />
<br />
=== Processing Books for Bread Loaf - New Mexico ===<br />
<br />
General Information:<br />
<br />
::Contact: Karen Browne - Karen_Browne@breadnet.middlebury.edu. In Sierra, check books out to: n ill BREAD LOAF. Books due: Sept. 3 Ship Via: UPS<br />
<br />
::Ship to Karen Browne, Bread Loaf School of English, c/o Saint John’s College Library, 1160 Camino Cruz Blanca, Santa Fe, NM 87505<br />
<br />
<br><br />
Lists are prepared by Kellam.<br />
<br />
:*Pick up items in the stacks. Pay special attention to the desired year and # of copies needed.<br />
<br />
:*Check off on the list, books that are found. Mark or highlight books not found.<br />
<br />
:::-Missing books need to be searched for extensively<br />
<br />
:*If items are checked out, Kellam will recall them. If checked out in ILL, we recall them.<br />
<br />
:*Kellam submits items we do not own or that are lost, as well as items that need updated editions, for ordering.<br />
<br />
:*Mark the spines of each book with a color-coded sticker to indicate which course the book will belong to. Create a “Sticker Key” for Karen to follow. Include a key in each shipped box and include hard copies of the course lists in “Box 1” to serve as packing slips. Write down the number of books on the top of each packing slip and note which ones are missing/on order, etc. (if any).<br />
<br />
:*Check out items to “n ill BREAD LOAF” in Sierra. Set due dates for Sept. 3.<br />
<br />
Books should arrive in New Mexico as early as a week before classes begin. Check with Karen Browne regarding this. The arrival date might be between May 30th and June 6th. Insure boxes for $1,500-$2,000. Alert Mailing Services that the boxes are on their way and how much they have been insured for.<br />
<br />
:*Email Karen to let her know how many boxes were shipped and when, along with the tracking numbers of each box. Also make her aware of which items (if any) are still pending (ex: books still checked out, or on order, etc.).<br />
<br />
:*Send pdf files of course lists to Karen via email.<br />
<br />
=== Processing RETURN Books from Bread Loaf - New Mexico ===<br />
<br />
:*Sierra nill BREAD LOAF<br />
:*Count books<br />
:*Check them into Sierra under BREAD LOAF<br />
:*Remove dots from spine<br />
:*Return to Circ for reshelving<br />
:*After all have been returned- double check: IS anything left in Sierra?<br />
<br />
=== Restrictions on Processing Foreign Language Materials ===<br />
ILL will not lend the following Foreign Language items between May and mid-August of each year, in order that these materials be available for use by Summer Language Schools patrons.<br />
*foreign language learning materials<br />
*foreign language browsing<br />
*foreign language audio books <br />
*foreign language media (i.e. DVD, CD, BluRay, or VHS)<br /><br />
<br />
===Processing Lending Returns===<br />
<br />
Lending return items are items which we have lent to other institutions and which have been returned to us. After being unpacked, lending returns are placed on the purple cart in Kat's office. <br />
<br />
'''Sierra Processing'''<br />
<br />
*First, open Sierra Circulation. Navigate to the <code>Check-In</code> tab along the left side of the screen.<br />
*Scan the Middlebury barcode of each item. If a window pops up saying that the item belongs in Armstrong or Davison, and asks if you want to print a transit slip, click <code>No</code> or type "n." <br />
** Be sure to check that all parts of the item being checked in are present. For example, if a work is in two volumes, check those in together. Or, if a CD or DVD is being checked in, make sure that all parts of the item - the cover insert, all disks, etc. - are together.<br />
** Keep an eye out for damage to the items. If damage is found, give the item to Kat or Rachel for further processing.<br />
** Watch for holds - if an item has been put on hold, it will prompt to print a Hold Notice. Print the notice, slide it into the item, then put the item on the hold shelf at Circ.<br />
<br />
'''ILLiad Processing'''<br />
<br />
* Log into ILLiad, navigate to the "Lending" tab, and click on the button labeled <code>Lending Returns</code>.<br />
* Scan the Transaction Numbers of all incoming items. Make sure that each item calls up the appropriate record on screen, and that its OCLC status is '''not''' SHIPPED, but something else beginning with R such as RECEIVED, RETURNED, RECALLED, or RENEWED.<br />
***If the status is "Shipped," the item was likely never received at the borrowing institution, and so should be brought to Kat. As usual, if you have any questions, or anything strange occurs, ask Kat or Rachel.<br />
**Look for any notes (in the bottom area of the window) or any unusual OCLC statuses (at the bottom right of the "Transaction Information" area) for items being checked in.<br />
**Look for notes saying that the item has been invoiced; if these are present, bring the item to Rachel after processing.<br />
** If the OCLC status is "Recalled," a slip should print, and the item should be put in Reserves. <br />
**If an item comes in multiple parts or volumes, make sure that all parts are present before checking in the item. A window should pop up asking you to check for multiple pieces, but pay attention in case it does not.<br />
**When all items have been scanned, click <code>Process Queue</code>. Check to see that all items have been processed before closing ILLiad.<br />
*Remove the bands from all items that were successfully checked in, both in Sierra and ILLiad, and place on the shelves and carts behind Circulation for reshelving.<br />
<br />
<br/><br />
Reshelving Notes: <br />
* Be sure that all DVD cases are locked before being placed in reshelving.<br />
* Check for any extra labels above the call number, such as Armstrong, Oversize, Vermont Collection, Faculty Authors, CTLR, etc and place those items on their proper shelves. <br />
* Place all other books on the two returns carts with A-M call numbers in the left cart and N-Z call numbers on the right.<br />
* If you see an item in disrepair or that looks like it may have been damaged, bring it to a supervisor so it can be sent down to P&P.<br />
<br />
===Processing Mills Returns===<br />
* Check in through Sierra.<br />
* Pull item up in ILLiad by the TN, then <code>Route</code> to Request Finished.<br />
* Remove stickers and take back to reshelving.<br />
<br />
== '''Invoices and Item Replacement''' ==<br />
'''ILL policy states that once an item leaves its Lending library, the Borrowing school is liable for it.''' <br />
<br />
Therefore, if an item that was lent out is damaged or never returned by a patron, lost in the mail, or badly damaged, the Borrowing School is responsible for replacing or paying to repair/replace the item.<br />
<br />
'''Replacement Policy'''<br />
<br />
Middlebury accepts replacement copies so long as they:<br />
* Are the same edition and format as the original item<br />
* Are NOT discarded from another library, an ARC, or a proof copy<br />
** Gently used items other than these are completely acceptable.<br />
<br />
<br />
'''Invoicing'''<br />
<br />
Some schools may find it easier to simply ask for an Invoice for the item. There's a folder in Kat's office containing all the paperwork necessary to request, and then process Invoices. Rachel does the actual bill generating.<br />
<br />
Generating Invoices:<br />
* In the Invoices folder, in the manilla folder titled Bill Generation Forms, grab a sheet of little yellow slips<br />
** Pull up the Lending Request in ILLiad and note down the School Code and Number, Material, TN, and reason for issuing the invoice.<br />
** Research roughly how expensive a replacement copy would be via [https://www.abebooks.com/ AbeBooks], [https://www.amazon.com/ Amazon], or other provider of your choice<br />
** Round that replacement cost to the nearest $100, not the rounded cost down<br />
** Present the yellow slip to Rachel<br />
* Flag the item as "Awaiting Invoice"<br />
<br />
<br />
Processing Invoices: <br />
* Pull up the ILLiad request<br />
* Flag the item as "Billed"<br />
* Remove any other unnecessary flags<br />
* Add a note with the Invoice number and total charge for the invoice<br />
* Add one copy of the Invoice to the manila Active Invoices folder in the corner of Kat's desk<br />
* Prepare the other copy of the Invoice for sending<br />
** Pull a W-9 form from the manila Tax/Vendor forms folder, add today's date in the date field<br />
** Grab one of the Middlebury College envelopes with a plastic window in the front and write LIBOOK on the top right of the front--right where a stamp would normally go<br />
** Placing the W-9 behind the Invoice, fold the two papers so that the address of the Invoice is visible through the plastic window<br />
** Insert the papers into the envelope and seal it shut<br />
* Place the completed Invoice in the Outgoing Mail basket in the main lobby<br />
<br />
== '''Document Delivery''' ==<br />
To print Doc Del requests: <br />
* Make sure the request is in the "Awaiting DD Stacks Searching" queue. (Route there if needed!) <br />
* In the upper Document Delivery tab click <code>Print Pull Slips</code><br /><br />
<br />
<br />
Scan and save:<br />
* Scan cover sheet and article as a PDF <br />
* Save to \\ILLiad/elecdel by TN number <br /><br />
<br />
<br />
Check file and send:<br />
* Open ILLiad and, in the top Document Delivery Tab, open <code>Update Stacks Search</code><br />
* Enter the TN number of the request you want to deliver and hit Enter (or the Search button)<br />
* Once located, double click on the item to open the request<br />
* Click into the PDF viewer tab and make sure the article is showing up, and also that it is scanned and readable<br />
** If file is not showing up, go back and make sure you’ve saved the file in PDF format on the elecdel drive<br />
** If unreadable or missing pages, please rescan<br />
** If everything is in order, close the request and return to ILLiad’s Document Delivery --> Update Stacks Search window<br />
* Click <code>Notify Electronic Delivery</code> to send the item to the patron<br /><br />
<br />
<br />
Record your work:<br />
* On the ARO Tracking Sheet, record the item’s school code (MDY), TN, and that it was sent by DD<br />
<br />
<pre style="color: red">If the item you are looking to scan is unavailable, Route the item to "Awaiting Request Processing" in Borrowing.<br />
</pre><br />
<br />
== '''Processing EJournals''' ==<br />
<br />
=== Locating and Saving Articles ===<br />
In short: <br />
Open the Ejournal Processing queue to get started. <br />
# Click on a request that is NOT marked "Online."<br />
# Locate the article. Start with the Serial Solutions tab or the Google Search tab and work onward from there.<br />
# Save a PDF copy of the article to I:\ArielScan\'''Online Articles''' <br />
# Mark the Call Number "Online"<br />
# Close the request and start another<br />
<br />
<br />
<br />
In long:<br />
<br />
Click on a request that is NOT marked "Online."<br />
# Always try serial solutions first!<br />
#* If a database comes up but your article cannot be found, try “browse journal”; it may be a problem with title/author/some other citation information that your human brain can much more easily figure out.<br />
#* If you still can’t find it, see if you have any other database options (that are not part of the same umbrella database, e.g. proquest’s various databases that all have the same holdings).<br />
#* If serial solutions can’t do your search (NOT if you get “no results”), check to see if more than one ISSN is listed in the box—if so, try deleting one, and if you get a “no results” then, try the other. Sometimes this is an easy fix.<br />
# If serial solutions doesn’t work:<br />
#*Try Google. Every so often the article is freely available on researchgate or academia.edu.<br />
#*Check Midd A-Z or MIDCAT (or Z39.50, if you’re familiar with how to use it) to see if we actually hold the journal in question, and if the request falls (or should fall) within these holdings.<br />
#If everything you see says we’re supposed to have the article in the request but you just can’t find it, ask for help! Or leave a note in the call number box asking for a second look from someone else. <br />
#*If no one else is around to help you and there’s something you think anyone looking for the article should know that can’t be explained in just a few words, you can also write an actual note (in the notes box) and just say “please see note” in the call number box.<br />
# If you can’t find the article after using the above steps:<br />
#*Update the call number box and leave it in the queue. Common messages include: <br />
#**“no access” (typically used when you can see the article but can’t access it, e.g. the database only allows you to see the abstract but you would have to pay for the whole article; or the database is missing the volume/issue where your article is)<br />
#**“not found” (when you have no idea where it is; this can sometimes be a result of incorrect citation information on the patron’s part)<br />
#**“holdings begin before/end after this request” (if you know more specifically what’s wrong )<br />
#**Any other specific feedback explaining where the item is<br />
<br />
Some advice for various types of requests:<br />
Foreign language databases/journals!<br />
*If you don’t speak the language of an article, journal, or database, rely on numbers—they’re usually a constant. Volume, issue, and page number can all help you!<br />
*[https://translate.google.com/ Google Translate] is your friend. Don't be afraid to copy/paste titles or even whole tables of contents into it<br />
*Chinese databases (CNKI):<br />
**As long as the citation is complete and correct, these are actually fairly simple—just use the year, issue, and page number to find the article, then double-check that the English title is the same once you click on the Chinese name in the table of contents (aka, the TOC).<br />
**If there are no page numbers, or some other information is missing, you can try copy-pasting the TOC into google translate to look for your English title. Keep in mind the translation won’t likely be an exact match (it is google translate after all), so keep an open mind and look for titles that are similar even if they aren’t exactly the same.<br />
**You can sometimes double-check or complete a citation through a simple google search of the title—but keep in mind you’ll almost never be able to actually download the article this way. You have to go back into the database on serial solutions or MIDCAT to get it.<br />
**If after all this you still can’t find it, leave it in the queue for someone else to try!<br />
*Japanese databases:<br />
**Don’t be surprised if we don’t actually have this. Often we can only get the abstract from these databases, so if you can’t access it just leave a message in the call number box and move on.<br />
* Proquest<br />
**“Proquest” here covers all the databases that fall under this umbrella, like the social sciences database, nursing and health alliance (?), etc.<br />
**If we actually have access to the full text of the requested article, it will usually show up in a serial solutions search, but if you get a “no exact matches found” message (in proquest, not in serial solutions), you should still “browse journal” and see if you can figure out what is going on. Proquest can sometimes have patchy coverage, where it’s randomly missing a volume or issue even though our holdings supposedly cover that year.<br />
**If you can see your article but there’s no full-text/PDF option (in these cases you’ll usually see “get it @ MIDD” and/or “see abstract/summary” or something similar), we DO NOT HAVE IT, unless you have a non-Proquest database option in which you can also search. Clicking “get it @ MIDD” will just send you back to serial solutions again.<br />
*Lexis-Nexis<br />
**Lexis-nexis can be difficult to find things in, because there’s no real way to search by volume/issue like there is with other databases. You can narrow down to a specific date range, if you know it, or you can try searching various sets of words from your title if the full title returns “no results” (occasionally the article title in lexis-nexis differs from the title listing elsewhere, for whatever reason).<br />
* Wiley<br />
**There is a list (which may or may not be up to date) of journals held by Wiley that we can actually send via ILL. It’s not long. If you’re not sure if we have access to the article or not, click “get PDF”. If the PDF actually loads, go ahead and save it to Online Articles. If it pops up with a screen that says “you will have access to this article for 24 hours. Confirm/Cancel”, we are not allowed to send it. Hit cancel, and leave a “no access- wiley” note or something similar in the call number box.<br />
* PDFs<br />
**Saving PDFs to Online Articles is usually pretty straightforward, but sometimes you’ll run into issues, so here are a couple ways to get recalcitrant articles into your folder.<br />
**Even if there’s no “download” or “save” option, you’ll sometimes see a “print” button. If you do, press it, and print the article to “PDFCreator”. A window should pop up (it might ask first if you want to update the program, and you can say no) where you can type in the TN in “document name”, then save it into Online Articles. Done!<br />
**If there’s no print button either, but you can see the full text in your window, you may have to copy-paste into a word document and then follow the steps above<br />
Note: printing to PDF is generally better than saving a word document as a PDF, because saving will create an adobe file, whereas printing will create an eCopy document. This is simpler when you’re sending ejournals later.<br />
<br />
<br />
Once you've arrived at the proper journal, search for the article, either with a "Search within this journal" field, or by finding the proper issue from the proper year by browsing or looking through the archives of a journal.<br />
<br />
If you find the article, download it as a PDF. If there is no obvious way to save it as a PDF, you may need to print the article, and select "Adobe PDF" as the printer. Save the PDF as the transaction number of the request in the "Online Articles on 'woodchuck\elecdel\Arielscan'" folder. (\\woodchuck\elecdel\ArielScan\Online Articles)<br />
<br />
If you cannot find the article, try another one of the links from MIDCAT. If you're searching and something seems wrong with the borrowing school's citation, it may be helpful to google the article and see if it is cited differently somewhere else. If nothing works, write the reason that you cannot find the article on the pullslip, and put the slip on Kate's desk.<br />
<br />
For ‘not found’ items, typical reasons might be:<br />
* Our holdings end before<br />
* Our holdings begin after<br />
* We don’t own it, purchase required to access<br />
* Can’t access the online article<br />
Please jot down some abbreviation that makes sense (i.e. ‘starts after’ or ‘no access’ or ‘want $$’) on the pull slip.<br />
<br />
-Chinese Journals are difficult. There is a new link on each of the student workstations to [http://oversea.cnki.net/Kns55/brief/result.aspx?dbPrefix=CJFD Chinese Database] which may work better than the link from MIDCAT or A-Z. Try it if you have trouble with the direct path.<br />
<br />
=== EJournal Processing ===<br />
EJournal processing requests are article requests for which the article or the database in theory has been directly linked to ILLiad.<br />
<br />
- Go to the lower lending tab in ILLiad. At the bottom of the menu, if there are any requests, there will be an "Awaiting EJournal Processing" queue. Click on it to view the requests.<br />
<br />
- It is helpful to be able to see the "Call Number" column header to see which requests you have processed. If it is not visible, scroll right until you see "Call Number". Drag the column header into the space above the columns, scroll left and place it between the "Transaction Number" and "Username" columns (or some other visible space).<br />
<br />
-Open up an article request by double clicking on it. It will open up a new window. Read the journal and the title of the article being requested.<br />
<br />
-Click on the "Collections" tab to the right of the "Article Info" tab. In the "URL" column there will be one or more links. Click the (first) link, and it will open up your browser.<br />
<br />
-If the link has brought you to an article, great. Make sure it is the same article that was requested and then look for the option to download it as a PDF. Save it to the "Online Articles" folder as the transaction number.<br />
<br />
-If the first link brings you to something besides an article, try the rest of the links. If none of the links work, go to either the "MIDCAT" tab in the request window, or open up midcat in your browser and search for the article as if it is a Search Online, consulting the information in the "Article Info" tab of the request window.<br />
<br />
-If you have successfully saved the article, find the "Call Number" field in the right of the request window and change the call number to "Online" either by typing it, or pressing Windows "O" hot key. Press the small save icon in the upper left corner and close the window.<br />
<br />
-If you absolutely cannot find the article, cancel it. In the upper left corner there is a "Cancel Request" icon. If you click on it, a small window will appear. Click on the top bar under "Reason for Cancellation" and select a reason from the drop down menu. If we don't have access to those years because we stopped subscribing to the journal choose "Holdings END BEFORE this volume". If the article is from too early an issue for us to access, choose "Holdings BEGIN AFTER this volume". If you're not quite sure why you can't find the article, rather than canceling it, tell one of the supervisors.<br />
<br />
-Once you have found all of the articles, and you can see that all of their Call Numbers are "Online", open each one and click the "Finished Searching" icon in the upper left corner, or highlight all of the requests and route them to "Awaiting Stacks Searching". Once the requests have all disappeared from the queue, go to the upper lending tab, and click "Print Stacks Search Items". *It is important that you perform all parts of this step at a good clip. If you click "Finished Searching" and then don't print the pullslips, there's a chance they will be printed at Armstrong before you get to them.<br />
<br />
-Print the pullslips on the copier. They will print two to a page. You can then use the paper cutter to neatly separate them, and bring them to Kate's desk.<br />
<br />
== '''Sending Articles''' ==<br />
<br />
<br />
=== Attaching Cover Sheets ===<br />
'''1.''' Collect pullslips marked "OF" or with the call number "Online" and sort them according to the way in which they will be sent. For instance, put all articles to be sent through Odyssey in the front, all to be sent through Ariel in the middle and all to be sent via email at the back.<br />
<br />
'''2.''' Scan the pullslips using the copier. As in scanning an article, send the scan to "ILL Scan", but when selecting the document size, choose the second option "LTR R" rather than the first option "LTR". Put the pullslips in the top of the copier with the top of the sheet on the right side. Press start. When the scan is finished, collect the pullslips, making sure to keep them in the same order.<br />
<br />
'''3.''' Open up the scan you just made from the folder "Arielscan on 'woodchuck\elecdel' (X:)". Click the "view all" icon so that you can see all your cover sheets. Highlight all pages and click "rotate left" so that the pages are right-side-up.<br />
<br />
'''4.''' Click the "Restore Down" icon in the upper right-hand corner of the file (the beige one, not the blue one!) so that you are able to resize the file within eCopy Desktop. Resize the file so that it takes up only a strip of the left side of the screen, perhaps two pages wide.<br />
<br />
'''5.''' Open up the pdf of the article indicated by the pullslip at the top of the pile. Do this by clicking on the "open" icon in eCopy Desktop. The saved article will be in the folder "Online Articles on 'woodchuck\elecdel\Arielscan' (W:)". It will be saved under its transaction number. You can select it from the list by its transaction number, or open it by simply scanning the barcode of the transaction number on the pullslip.<br />
<br />
'''6.''' Once you have the pdf open, check the title to make sure it matches the title on the pullslip. Then click "View All". This allows you to see if the article is in color, and also (eventually) to drag new pages into the document.<br />
<br />
'''7.''' Click on the "restore down" icon (the beige one, not the blue one!) in the upper right-hand corner of the file. Resize the document so that it takes up the part of the screen that the cover sheet file does not (the right side). This way, you can easily navigate between the two files.<br />
<br />
'''8.''' Drag the first page of the cover sheet file into the article file so that it is the new first page. It will copy the coversheet to the article without removing it from the cover sheet file. Double click on the page to make sure that this is the correct cover sheet. Then hit "save" just in case. (If the article will not let you drag a cover sheet into it, read the section on MyMorph below.)<br />
<br />
'''9.''' Now, save the newly cover-sheeted article as a tiff file. Go to File, Save As, and select the proper format from the drop down menu. If the file is in color (as in diagrams or photos or things crucial to the article) choose "TIFF Color (JPEG)". If the article is in black and white (or it's mostly black and white and just hyperlinks and such fluff are in color) choose "TIFF B&W (G4)". You must save it to "C:\Ariel Scan" folder as its transaction number.<br />
<br />
'''10.''' When you've finished attaching the cover sheet, you may close the document. Move on to each subsequent cover sheet, matching each as you go. If you've kept your pullslips in order, the cover sheets will also be in the correct order in the file.<br />
<br />
<br />
==== MyMorph ====<br />
Sometimes files can be aloof. If a file doesn't want you to drag another page, such as a cover sheet, into it we use a program called MyMorph. Close the problem file, and click on the red MyMorph icon on the desktop. In the MyMorph window, click on the "Add File" button". Find the pdf of the problem article in the "Online Articles" folder and click "Open". In the "Convert files to . . ." menu in the My Morph window, make sure that the radial button next to "TIFF" is selected, and then click "Start" in the bottom left corner of the window. MyMorph will convert the pdf of the article into a tiff (may take several seconds) and voila! You may open up this tiff file in eCopy Desktop and manipulate it as you wish!<br />
<br />
=== Odyssey ===<br />
So. The cover sheets are all nestled in their articles, and you think they're ready to be shipped off. If the schools to which these articles are being sent have an Odyssey address, the process is easy-peasy. Here's how:<br />
<br />
:*Take the pullslips you have put aside and remove any sheets that do not have Odyssey addresses. You will send those with Ariel or email at a later time.<br />
<br />
:*Open up Odyssey Helper and log in with your normal ILLiad username and password.<br />
<br />
:*Either count the files in the window, or look at the bottom left corner to see how many files are ready to be processed. Count the pullslips in your Odyssey pile.<br />
<br />
:::-If you have fewer pullslips than files in Odyssey, look around the computer. Chances are someone has B-scanned an article and left the pullslip for you either on the computer or in the folder under the N.O.R.A. Tracking Sheet.<br />
<br />
:::-If you have more pullslips than files in Odyssey Helper, figure out which pullslip(s) you are missing by comparing titles and transaction numbers on the pullslips and in the Odyssey window. Once you have figured out what you are missing, check to see if you have saved the file as the transaction number in the proper Ariel Scan folder (remember, there are two similarly-named folders), and that you have saved it as a TIFF. If everything looks fine there, see if their Odyssey address looks unusual. If that still doesn't seem to explain it, check the history in ILLiad to see if Armstrong could have already sent the file.<br />
<br />
:*If all your Odysseous (get it?) ducks are in a row and you have the same number of files in Odyssey as pullslips in the pile, hit the "Process" button. Usually they will all send. If a file indicates that it has failed, hit process again until it sends. Deliver any total failures to Kate's desk with a note.<br />
<br />
:*Once you've processed the files, write down the number of files you've sent on the top pullslip and indicate that you've sent them using Odyssey Helper. Record the number of files you have sent through Odyssey on the N.O.R.A. Tracking Sheet.<br />
<br />
=== Ariel ===<br />
If your pullslip has no Odyssey address but has an Ariel address, you should send the article through Ariel.<br />
<br />
:*Ariel should already be open. Bring the Ariel Lending window up. Go to the menu bar to Document>Import>Send... and choose your article (saved under the transaction number) from the C:\Ariel Scan folder and click "Open"<br />
<br />
:*In the new window, change the "Document ID" from the transaction number to the ILL number. Then type in the school's three-letter code as the destination in the "To:" text box. Press "OK".<br />
<br />
:*Next, click on the "Send Queue" window within Ariel, and scroll down to the bottom. Your file will be the last one. Watch it to make sure it sends. It should only take a few seconds.<br />
<br />
:*Once it has sent, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
=== Article Exchange ===<br />
If your pullslip doesn't have an Odyssey address or an Ariel address, then you should send the article via email with Article Exchange.<br />
<br />
:*Once the article file is saved with an attached cover sheet in the C:\Ariel Scan folder, bring up ILLiad and search for the request by scanning the transaction number or the ILL number in the "Number" box of the "Home" tab.<br />
<br />
:*Once the request is up, find the tab located toward the top of the page named "OCLC AE". Click on it.<br />
<br />
:*Click the "Browse" button to select a file to drop. Find your article in the C:\Ariel Scan folder and click "Open". Then click the blue "Drop File" button to attach the article.<br />
<br />
:*When the file has dropped, the request will return to the "Detail" view of the window, and the new web address and password for the article will be highlighted in yellow. Click the small "Save" icon at the top left of the window.<br />
<br />
:*Now you must notify the borrowing library. Click on the "Send E-Mail" icon at the top of the window and select "Article Exchange". An email form will pop up. You do not need to change anything in it. Click "Send" in the upper left corner.<br />
<br />
:*Just as when you send an article through Ariel, you have to update the request in ILLiad. Go to the upper "Lending" tab in the main ILLiad window and click on "Update Stack Search Results". Scan the transaction number. When the request appears in the window below, click "Mark Found".<br />
<br />
<br />
=== Scanned Articles to be Sent ===<br />
<br />
Articles that have been scanned using the copier also must be sent through Ariel, Odyssey, Email, Drop Box or Article Exchange. Because these articles already have attached cover sheets, there is no need to scan the pullslips.<br />
<br />
-Bring the "Scanned Materials" cart over to the computer. With a little luck, and thorough and cautious ILL student workers, the scanned materials will be in order on the cart.<br />
<br />
-Open up the folder "Arielscan on woodchuck\elecdel" and open up the most recent file in the folder. Find the book or periodical on the cart that corresponds to the scanned article.<br />
<br />
-Check the article to make sure that none of the text has been cut off, and that none of the pages have been skipped. If everything looks as it should, close the article.<br />
<br />
-Next, rename the file. Right-click on the file name (which will still be highlighted) in the "Arielscan on woodchuck\elecdel", select "rename" and change the file name to its transaction number, keeping the ".tif" extension.<br />
<br />
-Open the file anew. Go to File>Save As. . . and save this file in the C:\Ariel Scan folder as a TIFF file, just as you would if you were processing an online article. All articles scanned using the copier will be black and white, so choose "TIFF B&W (G4)" from the "Save as type" drop down menu.<br />
<br />
-Process the rest of the scanned materials in the same manner.<br />
<br />
-When you are finished, send the articles through Odyssey, Ariel or Article Exchange as you would with an online article. Bring periodicals and books to reshelving. If there are any photocopies that were scanned, put them in the manilla folder on top of the file cabinet in front of Rachel's desk.<br />
<br />
=== '''File Clean Up''' ===<br />
After you're done sending files, it's good to clean up a little. There are three folders that can be tidied: Arielscan on woodchuck\elecdel, Online Articles on woodchuck\elecdel\Arielscan, and C:\Ariel Scan.<br />
<br />
-Select the first folder to clean out, for instance, Online Articles. Sort the files in the folder by date modified, then highlight the files that are no longer needed. Use your judgment for this. If you've just processed all of the files, and you know they've been sent, you may highlight all the files. If you are unsure whether the files have been processed, perhaps just highlight the ones from the previous day and earlier.<br />
<br />
-Drag the highlighted files into the "Backup" folder. There is a "backup" folder in each of these three main folders. This way, all of the files are accessible in case any situations crop up where a patron would like an article resent to them.<br />
<br />
-Repeat this process in the other two folders.<br />
<br />
-Once every semester or so, it's good to delete files out of the "backup" folders to free up space. When deleting these files, do not delete any files from the past four(ish) months in case a ghost of ILL past needs its file.<br />
<br />
==== Cleaning Out Ariel ====<br />
<br />
Begin with oldest items. Search in&nbsp;OCLC Staff - Resource Sharing&nbsp;to see if item is received, i.e. 'not found' in OCLC. Then OK to delete in Ariel.&nbsp;<br />
<br />
== '''Shipping''' ==<br />
<br />
<br />
=== Unpacking ILL Materials ===<br />
<br />
:*Open packages with care in order to preserve the packaging. Examine thoroughly for small items, papers, and microfiche, etc.<br />
<br />
:*Please keep the envelopes and boxes that can be reused and recycle anything that can be recycled. Although the envelopes with bubble padding cannot be recycled, the envelopes with fuzzy paper filler as well as cardboard boxes can be recycled.<br />
<br />
:::-Anything you decide to keep should be put away or stacked neatly in its proper place in the closet or cabinets in the shipping area.<br />
<br />
*If you are unable to finish unpacking during your shift, make sure it is clear at what point you left off. Stick a note on the pile which reads “Needs to be unpacked” so that there is no confusion. However, as with all tasks, it is much nicer if you can finish what you’ve started.<br />
<br />
<br>'''Separate Borrowing Materials from Lending Materials:'''<br />
<br />
:*Borrowing materials are all items we’ve received from another institution that have been requested by one of our patrons. They will usually have paperwork inside them, or a band around the cover, and a barcode that indicates what school it was borrowed from.<br />
<br />
:*Lending materials are all the items that Middlebury College owns. You can be sure by looking for out Middlebury College barcode on each item. They may also still have one of our own bands wrapped around the cover that indicate “Return to Middlebury College Library”.<br />
<br />
:*Borrowing materials need to be placed on the borrowing cart next to the Borrowing Workstation for processing, and bring Lending Returns are placed on the cart in Kate’s office.<br />
<br />
<br><br />
<br />
=== Packing Items to be Shipped ===<br />
<br />
Items on the Flat Bed Book Cart with the sign that reads “ILL Mailing” are things that need to be packed up and shipped out.<br />
<br />
Whenever possible, reuse old envelopes and boxes, then black out/remove old writing/labels from the used material.<br />
<br />
'''Most items only need to be placed into a jiffy bag and wrapped tightly enough so that when you shake the bag you don’t hear the book shifting around very much.'''<br />
<br />
:*These items need:<br />
<br />
:::1. A shipping label stuck to the front of the package<br />
:::2. “LIBOOK” written on the upper right corner of the package<br />
:::3. Our return address listed on the package<br />
<br />
:*An Item should be returned in a BOX instead of a jiffy bag if…<br />
<br />
:::-A book is particularly large or heavy<br />
:::-Multiple books are being sent to a single place<br />
:::-There is a note that clearly indicates the item needs to be boxed<br />
:::-Media or microfilm<br />
:::-The item is fragile or old<br />
<br />
'''Items with UPS slips:'''<br />
<br />
:If an item includes a UPS slip instead of a shipping label, the UPS label needs to be lightly taped onto the package (not laminated), so that it can be removed when it reaches mailing services where an official UPS sticker is created and attached.<br />
<br />
'''Items Headed out of the Country:'''<br />
<br />
:*All items headed out of the country need a regular shipping label, as well as a customs slip or a UPS slip, depending on whether or not we wish to track the item. (If an item that is going out of the country has a UPS slip, we are able to track it, but we’re unable to track an item with only a customs slip)<br />
<br />
:*Make sure that the spaces indicated are filled out completely on a customs slip<br />
<br />
:*All items headed out of the country also need to be put into special Priority Mail Envelopes/Boxes. (*The exception to this rule is for items headed to Canada that are less than 2 pounds, these items just need a shipping label and customs slip)<br />
<br />
:*Leave some extra time at the end of your shift to bring what you’ve packed down to the Shipping/Receiving room downstairs and place everything that will fit into the plastic white mail bins for pick up.<br />
<br />
<br />
=== UVM and St. Mike's Courier ===<br />
====Sending====<br />
Books that are being lent or returned to the '''U'''niversity of '''V'''er'''M'''ont (UVM/VTU) or '''S'''t. '''M'''ichael's '''C'''ollege (SMC/SMD) during the year are sent by courier rather than the postal service. This courier stops by Midd on Monday and Wednesday afternoons.<br />
<br />
<blockquote> The courier only delivers to St Mikes during the school year. In the summer, requests for SMD are sent through the mail as regular ILL items. </blockquote> <br />
<br />
* Bring outgoing books to the table next to Lexa's desk and record their data on the clipboard, then place them in the appropriate outgoing pile on the table<br />
<br />
<br /><br />
<div style="text-align: center;">'''UVM (VTU) & SMC (SMD) Courier Tracking Sheet'''</div><br />
<br />
;Date<br />
: Write the date you're writing the item down<br />
<br />
;LOTI<br />
: standing for "Left on Table Initials," this column is for the initials of the person bringing the book to the table<br />
<br />
;Code<br />
: you have five codes to choose from when filling in this column, as seen below. Items being returned to Middlebury do not need to be written on the clipboard.<br /><br />LTUVM - Loan To UVM<br /><br />RTUVM - Return to UVM<br /><br />LTMDY - (on) Loan to MDY<br /><br />LTSMC - Loan to SMC<br /><br />RTSMC - Return to SMC<br />
<br />
<br />
;Title<br />
: Write the title of the item you're writing down.<br />
<br />
; ILL#<br />
: Write the full ILL Number for the item you're writing down<br />
<br />
;Material<br />
: Write what type of material the item is, such as book, CD, or DVD<br />
<br />
;TFTI<br />
: standing for "Taken from Table Initials," this column is for the initials of the person taking the book away from the table. <br />
::* This column will remain blank for outgoing items until the courier comes to pick them up. The courier will write his initials in this space as he takes the books away.<br />
::* Bags of incoming books are recorded with initials in both LOTI and TFTI columns, as someone must leave them on the table while writing them down, then take them away in order to check them in.<br />
<br />
====Receiving====<br />
The courier will leave books from St. Mike's and UVM in a maroon and navy tote bag on the table. Open the bag and remove the books. Write these books on the tracking sheet, indicating that you are taking them from the table. Books being returned to Middlebury can go on the purple returns cart. Books being lent to Middlebury can go on the "Books to be checked in" cart for the ILL worker checking in the morning mail.<br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
===Sending UPS===<br />
<br />
:*Materials that need to be shipped via UPS:<br />
<br />
:::-All media (CD’s, VHS, DVDs, etc)<br />
:::-Microforms<br />
:::-Items being returned to Yale or Harvard<br />
:::-Anything extra large, old, fragile, expensive or rare<br />
:::-Multiple volumes/pieces that would add up to a lot of money if they were all lost and needed to be replaced<br />
:::-Theses and dissertations<br />
:::-Anything that the Lending Institution has specifically requested we return via UPS.<br />
<br />
:*If you are unsure if something ought to be sent via UPS, ask a supervisor<br />
<br />
-To make a UPS label, open up UPS WorldShip. In the "Customer ID" field, type in the destination's three-letter code and press enter. If we have UPSed anything to the school before, their address will pop up. Make sure that it is their address by comparing it to the address on the band or shipping label, because often there are multiple schools with the same code (NAB for instance has been the victim of many mis-shipping accidents). If there are multiple addresses for a three-letter code, you can scroll through them using the up and down arrows.<br />
<br />
-If an address doesn't come up, you must manually type it in. Make sure that in addition to putting the three-letter code in the "Customer ID" field, also put it at the beginning of the "Company or Name" field. For instance, if we were shipping something to ourselves and had to type in our address, the "Company or Name" field should read "MDY - Davis Family Library". Type in the rest of the address as your intuition guides you.<br />
<br />
-If the UPS address book contains other addresses for the three-letter code, but not the address you need, look up the corresponding number in ILLiad. For instance, if you are shipping an item to NAB West Hempstead Public Library, go to the "Home" tab in ILLiad, and type "NAB" into the "Symbol" field in the "Search Address" section. You will find many addresses. Scroll through until you find "West Hempstead Publ. Library", and look at which number it is in the "Address Number" column--in this case 35. When you manually type in the address, type "NAB-35" into the "Customer ID" field instead of just "NAB".<br />
<br />
-If you are shipping something you think might need to be insured, read the insurance section below.<br />
<br />
-Press "Process Shipment" in the bottom right-hand corner of the window, and your label will automatically print at the copier. If you are using the computer next to the returns station, it will print two slips, first the UPS barcode and then a second sheet with information about the destination. It is better to use this computer if you are printing many UPS slips at a time so that you are able to consult these informational sheets. To confirm that you are looking at the correct sheet, check the last few numbers below the barcode and the last few numbers of the tracking number on the informational sheet to see if they match. If you are printing at the computer next to the Bookeye scanner, it will print only the UPS barcode. When you are done printing, collect your labels, and write the destination's three-letter code below the barcode. Once you have labeled the barcodes, put any informational sheets in the scrap paper pile. Either fold or cut the label so that it looks neat, and put it with the item to be packaged on the shipping cart.<br />
<br />
====Insurance====<br />
UPS allows us to insure the items we are sending. In fact, everything we send UPS is automatically insured for $100. If you are shipping items that you think may be very valuable, it's a good idea to insure them for more. Use your judgment for this. If you're sending many volumes of something, perhaps insure the package for $50 per volume. If you are unsure about the value of something, you can always ask Rachel (or look it up on Amazon!).<br />
<br />
To insure a shipment, put the amount you would like to insure it for in the "Declared Value" field in the right side of the UPS window before you process the shipment.<br />
<br />
If you forget to insure it before you print, never fear! You can always write "Please insure for $___" below the barcode of your UPS label, and mailing services can insure it when they create the official UPS label.<br />
<br />
====Backup UPS Slips====<br />
Sometimes UPS Worldship is down. On these sad days, we use backup UPS slips. These are located either in the wooden tray of office supplies and bits of papers in front of the returns station, or with Rachel.<br />
<br />
Fill out the slip like so:<br />
[[File:Small_Bagel.jpg]]<br />
<br />
=== Phoenix Cart ===<br />
<br />
Shipments to the Phoenix schools (Bates, Bowdoin, Colby, Mount Holyoke, Wellesley, and Williams) are collected throughout the day then sent out via UPS at the end of each day. The red Phoenix cart, located near Lexa's desk under the sign labeled "Phoenix Cart," is divided into sections for each of the six Phoenix schools, arranged alphabetically.<br />
<br />
<blockquote>Bates - BTS<br />Bowdoin - BBH<br />Colby - CBY<br />Mount Holyoke - MTH<br /><br />
Wellesley - WEL<br />Williams - WCM</blockquote><br />
<br />
# Print a UPS label for each school to which a shipment is being sent.<br />
#* All outgoing Lending (white banded books from Midd) should be sent out daily. Empty shelves, or shelves with only returns, need not be sent daily.<br />
# Pack all shipments into boxes and attach the appropriate UPS labels (See section 1.6.2 for instructions on proper packing procedure).<br />
#* If possible, pack all items for a particular school in the same box.<br />
#Bring all Phoenix Cart shipments down to the shipping/receiving room at the end of each day, and place in the white bins with the rest of the outgoing mail.<br />
<br />
=== International Shipping ===<br />
<br />
All items to be shipped internationally are shipped in '''flat-rate USPS priority mail boxes or envelopes''', found in the ILL supply closet.<br />
All international shipments require that a '''Customs Slip''' be attached - see section 1.6.6 of this Wiki, ''Customs Slips'', for detailed instructions for creating and printing the document.<br />
<br/><br />
::'''1.''' Pack items securely in the envelope or box, making sure to use plenty of packing filler to ensure safe international shipment, and ''seal securely''. See section 1.6.2 of this Wiki for further details on proper packing procedure.<br />
:::-Though the flat-rate envelopes and boxes are self-sealing, it is best to use additional packing tape around the opening to ensure that that the package is secure.<br />
::'''2.''' Attach the address label to one side of the package, and the Customs Slip to the other. All customs documentation should be attached in a ''clear plastic sleeve'', found in the ILL supply closet. For further details on how to properly attach a Customs Slip, see the instruction sheet that is printed with the customs documentation or section 1.6.6 of this Wiki.<br />
:::-Although the sleeves are self-sealing and self-sticking, secure them well with additional packing tape.<br />
::'''3.''' After packing and attaching all labels and customs information, place the shipment with the rest of the outgoing mail, in the shipping/receiving room.<br />
<br />
=== Customs Slips ===<br />
<br />
'''''<br />
For making a custom slip for packages shipped to foreign countries follow the following steps:'''''<br />
<br />
'''1:''' Look for an Icon on the desktop showing "'''Click-N-Ship for Business'''".<br />
<br />
'''2:''' Run "'''Click-N-Ship for Business'''".<br />
<br />
'''3:''' The program should open with a page title "'''Customs form 2976-A/CP72'''". If it is not then move the cursor to the bottom of the page and click on the icon "'''Create A Shipment\'''". Choose "'''Customs Form 2976-A/CP72'''" and click "'''OK'''" for the message that pops up.<br />
<br />
'''4:''' Now, you have a page with three sections : Address, Details, and Items. To start with the address section, click on the "'''OPEN ADDRESS BOOK'''" to find address or you can type the address into the "'''To'''" sections of the form. Use the '''OCLC''' address code as the first part of the full name and as the short name when creating a new address. Fill in all the required sections and as much address information you are provided. You can also save the address to your address book for future use.<br />
<br />
'''''To add an Item to your Shipment, complete the following steps'':'''<br />
<br />
'''5:''' To fill in the Details section, '''(a)''' Guess the "'''Weight'''" of the item(s)in '''"lb."''' The weight in both the sections of Details and Items should '''MATCH'''. '''(b)''' For the "'''Contents'''" choose "'''Other'''". '''(c)''' In the explanation box, write "'''ILL Book'''" if it is not automatically written. '''(d)''' For the "'''Delivery Type'''", fill for the "'''Airmail/Priority'''".<br />
<br />
'''6:''' To fill in Items sections, '''(a)''' Write "'''library Book'''" in "'''Description'''" box. '''(b)''' Write the quantity of the shipping material in the "'''Quantity'''" box. '''(c)''' Write "5" as the value of the item(s) in the "'''Item Value $'''" box if not written automatically. '''(d)''' in the "'''Item Weight'''" boxes '''MATCH''' the weight of the shipping material. '''(e)''' For the "'''Country of Origin'''" choose "'''United States'''". '''(f)''' For the "'''hS Tariff #'''" box, you don't have to do anything. So to proceed, click on "'''ADD ITEM'''". Now, you can see that The item has moved into the description box on your cart.<br />
<br />
'''7:''' Check the box " '''I agree...'''" to agree to terms and click on " '''Add to Cart'''" button.<br />
<br />
'''8:''' In the upper right cornor of the page click on the "'''Labels'''" button.<br />
<br />
'''9:''' Check the box near the button "'''Edit'''" to '''select''' for the item(s) to be printed.<br />
<br />
'''10:''' Click the "'''Continue without Postage'''".<br />
<br />
'''11:''' Click "'''Next'''" and then check the box "'''Agree to the Hasmat policy...'''".<br />
<br />
'''12:''' click on the "'''Print Labels'''" and choose the Printer to print the five pages for custom slip and one instruction sheet.<br />
<br />
'''13:''' Follow the instruction on the '''printed''' custom slips and instruction sheet for how to stick the slips on the packed shipping package.<br />
<br />
==== Uploading items to Internet Archive ====<br />
<br />
WORKFLOW<br />
<br />
# Determine appropriateness of the item (supervisor task): Is it already on IA (Internet Archive), Is it in public domanin? If published before 1923, we can scan and upload.<br />
See information on links below if there is any question.<br />
<br />
Tools for determining public domain:<br />
http://librarycopyright.net/resources/digitalslider/<br />
<br />
http://www.publicdomainsherpa.com/calculator.html<br />
EU:<br />
http://outofcopyright.eu/calculator.html<br />
<br />
2. Remove pull slip form the document<br />
<br />
Edit pdf doc and remove first page/ scanned pullslip from pdf image using Adobe Acrobat<br />
Double- check completeness and quality of document to be uploaded and 'save'.<br />
Save document that is now "upload-ready" in "Internet Archive Files" that is at this location/ drive: Elecdel\arielscan\internetarchivefile<br />
Use this format: IA.Title.######.pdf The 6# stand for the 6 digits of pdf that item is related to (Also TN#)<br />
<br />
3.Upload to Internet Archive.<br />
<br />
Open Internet Archive in Google or other browser. It will identify you as MDY. Click on button (upload)<br />
Then choose 'Classic Uploader'. Upload the file. Fill in the description from the OCLC record. To do this find item in Illiad by searching TN#<br />
Input publisher, date, location, and other details including OCLC# in the "Add MetaData" field (must all be lowercase- eg. oclc #########)<br />
License will be "dedicate to the public domain"<br />
Share the file.<br />
Then you can view the record.<br />
<br />
4.Drag the file from the Internet Archive Files to another folder in the same location called "Uploaded to IA" once the file has been uploaded.<br />
<br />
5.Go on to the next one that's ready to be uploaded if there are several in the Internet Archive folder<br />
<br />
*NOTE: Items should be scanned on Bookeye scanner so that pages are always 'single' and in general for best appearance.<br />
**If not in Online Articles } check on BScan computer (in bubble near bookeye) - then save in OA as PDF when located<br />
***MDYILL@middlebury.edu is log in<br />
<br />
== '''Mills''' ==<br />
Awaiting Mills Request Processing<br />
<br />
First search in Z39.50<br />
<br />
If we have it in our holding and it is available,<br />
<br />
1.Highlight, copy, save call number and location<br />
<br />
2.Route to Document Delivery- Select Awaiting DD Stacks Searching<br />
<br />
If we don't have it, search OCLC<br />
<br />
1.Find holdings near CA (Mills location) - select holdings specific string for MILLS<br />
<br />
2.Use MILLS constant data form when ordering to ensure it get delivered to MILLS CA campus and not VT<br />
<br />
<br />
'''How to process Mills Paging Requests from Circ'''<br />
<br />
1) Create DD req in Illiad: Site= Mills College Library, Borrower= MDY, Type= Loan, Select request type= Book, DVD, etc<br />
<br />
2) Add Mills Flag<br />
<br />
3) Add to Google Spreadsheet<br />
<br />
4) Route to Awaiting DD Stacks Searching<br />
<br />
5) Print labels: Doc Delivery Upper Tab -> Print Pullslips<br />
<br />
6) Affix labels to items<br />
<br />
7) In DD-> Mark Found<br />
<br />
8) In Mill- scan barcode in Search holds and cancel each hold<br />
<br />
9) In Mill- Check out to NILL MIQ<br />
<br />
10) Generate 2 Day UPS slip to Mills<br />
<br />
== '''Clover''' ==<br />
Vermont's state-wide ILL program, '''C'''ollaborative '''L'''ibraries '''O'''f '''VER'''mont, uses AutoGraphics' SHAREit software to power the network. CLOVER replaces the antiquated VALS system. [mailto:April.Shaw@vermont.gov April Shaw] is our contact for questions/problems with the system. <br />
<br />
<br /><br />
[https://vtlib-agent.auto-graphics.com/MVC/ Log in here]<br />
<br /><br />
<br />
[http://libraries.vermont.gov/services/ill/CLOVER DoL Homepage for Clover]<br />
<br /><br />
<br />
[https://vermontclover.wordpress.com/ DoL Clover Blog]<br />
<br /><br />
<br />
<br />
Middlebury College Clover Code is M58c<br /><br />
<br />
<br />
Most settings are located at '''Staff Dashboard --> ILL Admin --> Maintain Participant Record''' <br />
<br />
Clover operates with Request Numbers (RN). These RNs are imported into the ILL number field of Clover requests in ILLiad. For instance, RN: 11537 is represented in ILLiad by ILL: VTLIB-11537. <br />
<br /><br />
<br />
====Clover Statuses====<br />
<br />
Staff Dashboard --> ILL Admin --> Request Manager<br />
<br />
Clover statuses can be accessed through the <u>Request Manager</u>. Borrowing requests will be located on the left side of the screen and Lending will be located on the right.<br />
<br />
===Lending Statuses ===<br />
<br />
At present, MDY primarily Lends items out through Clover, so most interaction with the program tends toward the right "Manage Lender Requests" side of the screen. <br />
<br />
<big><big>'''Action Items'''</big></big><br />
These are items you can change the status of, or 'act on.' Generally, items are organized in order of progression, so that a request moves down the list as it is processed.<br />
<br />
*'''Pending''' is effectively equivalent to OCLC 'CONSIDERING' and, if the systems are communicating properly, you should be able to find Pending requests in ILLiad's queues. <br />
** Clover has a habit of matching items to completely unrelated OCLC records. You can always double check the original request by coming to the item in Pending queue. The white bars across the top of items in the Pending List are effectively search bars for each column. <br />
<br />
*'''Will Supply/In Process''' is a Clover step that can be used in between Pending and Shipped. If the Lending library needs time to process an item, say to have it repaired before it goes out, they can set an item at this status to let the Borrowing library know that they are working on the request. (It may also be a way to buy time to process - checking with April)<br />
<br />
*'''Conditional''' while this status is similar to OCLC 'CONDITIONAL,' be aware that Clover does not show the information associated with the conditional in an easily accessible way. Libraries unfamiliar with ILL processing will likely not know how to respond to a conditional. IF YOU CONDITIONAL SOMETHING, please also send an email with that same information to the library so they know what you're asking. <br />
**If they have never seen a Conditional before, there is a Conditional cheat sheet [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/CLOVERConditionalStatus.pdf here] that you can send to help. <br />
<br />
*'''Renew/Overdue''' is for items that are currently overdue, but have had a renewal requested. It is effectively the same as the Renewal Pending queue, and is separated purely for the libraries that treat renewals of overdue items differently than other renewals.<br />
<br />
*'''Pending Cancel''' is for requests that the Borrower has cancelled. Rather than going RNF, this queue points out requests that have been cancelled by the requester. <br />
** Items in this queue can be updated to either '''Confirm Cancel''' (which effectively kills the request) or '''Reject Cancel''' which sends the item back to Will Supply/Pending status (thus alerting the Borrower that you have already shipped the item out). <br />
<br />
*'''Renew Pending''' is roughly equivalent to ILLiad's Awaiting Renewal Request Processing queue. Items in this queue need to be looked up in the system and either given a renewal, or sent back renewal denied. <br />
<br />
*'''Returned''' is equivalent to OCLC '''RETURNED''' meaning that an item has made it safely to the Borrowing Library, been used by the patron, and has been shipped back to the Lending institution.<br />
<br />
<big><big>'''Items awaiting trading partner response'''</big></big><br />
These items are waiting for the Borrowers' input. <br />
<br />
*'''Not Received''' means that the Borrowing library has not updated their item to Received. While this could mean the item was lost in the mail, more often it means that the library has forgotten to update their item. If you find items in this queue, email the Borrowing libraries and ask for a status update.<br />
** Be aware that items in this queue DO NOT SHOW UP IN ILLIAD as NOT_RECEIVED. If processing Lending, remember to check this queue from time to time. <br />
<br />
*'''Accepted Renewal''' is a queue of items that have been successfully Renewed. Items will stay in this queue until they either go Overdue or get updated by the Borrowing library as Returned.<br />
**(This includes both things that were Renew/Overdue and Renew Pending?)<br />
<br />
*'''Shipped''' is equivalent to OCLC '''SHIPPED''' in that it indicates items that have been shipped out from the Lending library, but have not been received by the Borrowing library yet.<br />
**Items must be in Shipped status in order to print shipping labels or book bands through Clover.<br />
<br />
*'''Complete''' is equivalent to the Request Finished queues in ILLiad, and indicates that an item has made it safely back to its Lending library and has been checked in and all its records have been cleared.<br />
<br />
*'''Received''' is equivalent to OCLC '''Received''' meaning that the Borrowing library has received the item.<br />
<br />
*'''Overdue''' <br />
<br />
<br /><br />
<br />
====Fixing ILLiad Records for Clover Libraries====<br />
When new libraries are imported into ILLiad, their addresses do not transfer properly into the ILLiad record. This means that you have to go back and edit them before processing any requests from that school.<br />
<br />
You can search for a library's address and contact information in Clover. <br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Search Library Information</u><br />
# Your easiest options to search by are <b>For Library Code:</b>, which should correspond with the code each library uses in Sierra (usually a letter followed by a series of numbers, occasionally ending with further numbers), and <b>Library Name:</b>, which just searches by library name.<br />
#* Hitting <code>Enter</code> will NOT search. You MUST manually click on the <code>Submit</code> button at the top right of the screen to search.<br />
# This should take you to the Library Information screen for your library. If you scroll beyond the list of school codes in the '''Secondary Default Lender''' field you will find at least the full address. With luck, you will also find a phone number and email to copy into the ILLiad record. <br />
#* If you do not find contact info for the library, google their name and pull up their home page. Copy the contact information you find there.<br />
#* If the library does not list their email, as is frustratingly common, reach out via phone or the "Contact Us" portion of their website to get the rest of that information. '''ILLiad should have a valid email address for each school.''' If you absolutely cannot find a valid email address, contact April Shaw to ask for one.<br />
# Copy all contact info into the ILLiad record, either by typing over or copy/pasting everything.<br />
#* If you can't remember how to get to the ILLiad address area, see the Updating Addresses entry of the Wiki<br />
# Save your changes and close the ILLiad window<br /><br />
<br /><br />
<br />
====Turning off Clover ====<br />
<br />
'''Method One: Turn off Directly'''<br />
This method manually disables Clover. No requests will come in as long as these boxes are unchecked.<br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# In the row '''Days Requests are Processed,''' uncheck every day of the week.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
(To reenable Clover, re-check boxes for every day we're open i.e. all weekdays)<br />
<br />
'''Method Two: Schedule a Holiday'''<br />
This method allows you to schedule the system to close automatically over a holiday. <br /><br />
<br />
'''Be aware that this method will use the 'Days to Respond' (Midd has this set to four) setting to decide when to allow requests back in. If you want the system to be inactive for the ENTIRE holiday, add four days to any End Date.'''<br /><br />
<br />
# [https://vtlib-agent.auto-graphics.com/MVC/ Log in to Clover]<br />
# Click on <code>Staff Dashboard</code><br />
# Click on <code>ILL Admin</code> and, in the dropdown menu below, click on <u>Maintain Participant Record</u><br />
# Scroll down until you find the '''Holiday List'''<br />
#* In the first available Start Date space, enter the Start Date of the holiday in MM/DD/YYYY format.<br />
#* In the corresponding End Date space, enter the End Date of the holiday, plus four days, in MM/DD/YYYY format.<br />
# At the top right of the screen, click <code>Submit</code><br />
<br />
=== Clover Courier ===<br />
This courier is ONLY for [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating] Vermont Clover libraries. This list is posted directly above the courier cart and also [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf here:]. The courier cart and all its associated materials can be found in the empty space between Todd and Kellam's offices.<br />
<br />
'''Each outgoing item must be:'''<br />
* '''Placed into a delivery bag'''<br />
** Media should be put in protective boxes before being placed into bags<br />
** Multiple items can be placed in a single bag, AS LONG AS they are headed to the same school.<br />
** Whenever possible, try to group items into as few bags as possible. Bags are often in short supply, and we send out more than we receive. <br />
*** If we are short on purple, green, or even red bags, [mailto:April.Shaw@vermont.gov email April Shaw] to ask for more.<br />
* '''Have an address/destination label in the little plastic window of the bag''', along with a return label tucked out of sight behind that destination label (return labels are housed on the partition above the green crate)<br />
** BE AWARE THAT NOT ALL LIBRARIES HAVE DIRECT DELIVERY - libraries highlighted in gray on the [http://libraries.vermont.gov/sites/libraries/files/StateLib/ILL/Courier/CourierDeliverySchedule04.5.2018.pdf participating libraries list] should be given address labels that match the name in the "Send to Library" field. <br />
*** Labels for these schools ''should'' print with the proper label, but double check to be safe. <br />
*** If needed, standard labels for all of these schools are pre-printed and kept next to the courier cart<br />
* '''Be placed in one of the green courier boxes'''<br />
** Never place more than 50 lbs (estimated) of items in a single green box. In cases of more than 50 lbs of items, spill over into the second green bin. We can send both out at once, if needed.<br />
<br />
Armstrong does send items to us for transfer via courier. These will be bound with a blue bands marking them for the Clover Courier, and should have shipping labels tucked into the items. Simply remove the blue band and treat the item like you would any other processed lending - put it in a bag, tuck the address label and return label into the window, and place the bag into the bin. <br />
<br />
'''Printing Clover Address Labels:''' there are three ways to get address labels for Clover schools<br />
<br />
All lending bands for books that are meant for Clover schools ''should'' print an address label at the bottom of their band. Before setting these items out for pick-up, clip off that address label and set it aside until you've processed the item. <br />
* If taking over a set of pick-up Kat placed out, you can find these labels on the left-hand wing of her desk.<br />
<br />
If, for some reason, the band's label does not print properly, or if you need labels for CD/DVDs, you can also print formatted labels separately from their bands. This process is very similar to printing stickers. <br />
<br />
# First, print the shipping labels to file:<br />
#* In the Upper Lending Tab, click <code>Print Shipping Labels</code> (just as you would to print other packing labels).<br />
#* Check that you are set to print to P0163, and that the "View merged document before printing." box is selected.<br />
#* Click <code>Print</code>.<br />
#* Minimize the normal shipping label Word document that pops up.<br />
# Open the Clover Shipping Labels doc and merge it with your address labels.<br />
#* Open the "LendingLoanShippingLabels-Clover" Word doc (saved in the top right of the desktop).<br />
#* Click <code>Yes</code> to the pop-up and wait for document to open.<br />
#* Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK<br />
# <code>Print</code> the address labels.<br />
# After SUCCESSFULLY printing labels.<br />
#* Close all open Word docs without saving them.<br />
<br />
If you can get neither of these methods to work, you may hand-write labels in the format of the printed ones, with the library name across the top and the town/city name across the bottom. These labels must be clear and easily readable, so they can be sorted quickly and efficiently by the courier.<br />
<br />
Remember that not all Clover libraries participate in the courier. Double check each item before sending out to avoid lost and heavily delayed delivery.<br />
<br />
'''The courier comes twice a week, on Tuesday and Friday around lunchtime.''' <br />
* When it comes, if Kat is not in, please feel free to unzip the bags and set all Middlebury returns on the purple return cart in Kat's office.<br />
** Be on the lookout for items marked (Russell Memorial) in parentheses - those should go on Kat's desk for transfer to Monkton's Russell Memorial Library.<br />
** Also watch out for mistaken deliveries - be sure to [mailto:April.Shaw@vermont.gov alert April Shaw] to any items sent to us by mistake.<br />
<br />
[[Category:ILL, Interlibrary loan, policy]]<br />
[[Category:ILL, Interlibrary loan,]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=LIS_Website_Content_Managers&diff=37097LIS Website Content Managers2017-11-06T15:10:37Z<p>Bryan Carson: /* Contacts for LIS Sites */</p>
<hr />
<div>__TOC__<br />
<br />
== Content Manager Role ==<br />
<br />
These are the primary content managers for the LIS site listed. Note that this is ''not'' an exhaustive list of LIS Staff who edit or contribute to website content. This is a list of point people for major areas of the Drupal site (and/or other major platforms). The content manager role is akin to the liaison/content provider role described in the College Handbook's LIS section on Web Policies entitled [http://www.middlebury.edu/about/handbook/lis/web "Guidelines for Departmental/Institutional Sub-Sites"]. Content manager responsibilities include:<br><br />
<br />
*Serve as main contact person for questions about their sections of the site<br />
*Ensure their section of the site is current and accurate (which may involve delegating tasks to others). See [[#tools|Tools]] below<br><br />
*Be aware of formatting, style, and other conventions used on the LIS/College web site and follow them when making changes. See [[#tools|Tools]] below<br><br />
*Keep current with the necessary skills and tools do this (or receive training)<br />
*Consult with stakeholders before implementing major refresh &amp; enhancements. Consult with your area director if you are unsure if a change is “major.” <br><br />
<br />
== Contacts for LIS Sites <br> ==<br />
<br />
{| cellpadding="5" border="1" width="100%"<br />
|-<br />
! Part of Site<br />
! Details<br />
! width="10%" | Content Manager<br><br />
|-<br />
| bgcolor="#ffffcc" | '''LIBRARY '''<br><br />
| bgcolor="#ffffcc" | <br><br />
| bgcolor="#ffffcc" | <br><br />
|-<br />
|<br />
*'''Overall Library site'''<br><br />
<br />
| [http://go.middlebury.edu/lib go/lib], Research, [http://go.middlebury.edu/liaisons Liaisons], &amp; all library-related wiki content<br><br />
| Bryan Carson<br><br />
|-<br />
|<br />
*'''MIDCAT (Library Catalog)'''<br><br />
<br />
| [http://go.middlebury.edu/midcat go/midcat]<br />
| Bryan Carson<br />
|-<br />
|<br />
*'''Circulation (Drupal &amp; wiki)'''<br><br />
<br />
| [http://go.middlebury.edu/borrow go/borrow], &amp; all circ-related wiki content<br><br />
| Dan Frostman'''<br>'''<br />
|-<br />
|<br />
*'''Special Collections'''<br><br />
<br />
| [http://go.middlebury.edu/special go/special], [http://go.middlebury.edu/archives go/archives], all SC &amp; archives wiki content<br><br />
| Rebekah Irwin<br><br />
|-<br />
|<br />
*'''Armstrong Library'''<br><br />
<br />
| [http://go.middlebury.edu/armstrong go/armstrong]<br><br />
| Wendy Shook <br><br />
|-<br />
|<br />
*'''Research &amp; Collection Services (RCS) '''''[formerly Collection Management &amp; ACS]''<br><br />
<br />
| [http://www.middlebury.edu/academics/lib/depts/main/collection_management CM Drupal] &amp; all [https://mediawiki.middlebury.edu/wiki/LIS/Collection_Management CM-related wiki content]&nbsp; <br><br />
| Terry Simpkins<br><br />
|-<br />
|<br />
*'''Interlibrary Loan (ILL)'''<br><br />
<br />
| [http://www.middlebury.edu/academics/lib/depts/main/interlibrary_loan Interlibrary loan] in Drupal &amp; all ILL-related wiki content <br><br />
| Rachel Manning<br><br />
|-<br />
|<br />
*'''Digital collections'''<br><br />
<br />
| [http://go.middlebury.edu/digital go/digital]<br><br />
| Patrick Wallace<br><br />
|-<br />
| bgcolor="#ffffcc" | '''TECHNOLOGY'''<br />
| bgcolor="#ffffcc" | <br><br />
| bgcolor="#ffffcc" | <br><br />
|-<br />
|<br />
*'''Overall Technology landing page'''<br />
<br />
| [http://go.middlebury.edu/technology go/technology]<br><br />
| Dan Frostman<br />
|-<br />
|<br />
*'''Helpdesk (Drupal &amp; Wiki)'''<br><br />
<br />
| [http://go.middlebury.edu/helpdesk go/helpdesk] &amp; all related wiki content<br><br />
| Dan Frostman<br />
|-<br />
|<br />
*'''Telephone Services<br>'''<br />
<br />
| [http://go.middlebury.edu/telephone go/telephone] &amp; all telephone-related wiki content<br><br />
| Ginnie Bukowski<br><br />
|-<br />
|<br />
*'''Banner, etc. Documentation<br>'''<br />
<br />
| [http://go.middlebury.edu/banner go/banner]<br><br />
| David Ludwig<br><br />
|-<br />
|<br />
*'''Media Services &amp; Public Computing'''<br><br />
<br />
| [http://www.middlebury.edu/offices/technology/help/mediaserv Media Services] in Drupal &amp; all [https://mediawiki.middlebury.edu/wiki/LIS/Media_Services media services] wiki content &amp; any public computing wiki pages<br><br />
| Petar Mitrevski<br><br />
|-<br />
|<br />
*'''Teaching/Learning, web application development, digital media tutors'''<br><br />
<br />
| [http://go.middlebury.edu/ct go/ct ]any CT content on wiki, and [http://www.middlebury.edu/offices/technology/web/ http://www.middlebury.edu/offices/technology/web/] (and any other pages down from "/technlogy/web/")<br><br />
| Joe Antonioli<br><br />
|-<br />
|<br />
*'''Reporting &amp; BI'''<br><br />
<br />
| [http://www.middlebury.edu/offices/technology/reporting http://www.middlebury.edu/offices/technology/reporting]<br><br />
| David Ludwig<br><br />
|-<br />
|<br />
*'''Security'''<br><br />
<br />
| [http://www.middlebury.edu/offices/technology/security http://www.middlebury.edu/offices/technology/security] and other pages down from 'security'<br><br />
| Chris Norris<br><br />
|-<br />
| bgcolor="#ffffcc" | '''OTHER'''<br />
| bgcolor="#ffffcc" | <br><br />
| bgcolor="#ffffcc" | <br><br />
|-<br />
|<br />
*'''LIS &amp; subpages'''<br />
<br />
| [http://go.middlebury.edu/lis/ go/lis] <br><br />
| Doreen Bernier<br />
|-<br />
|<br />
*'''LIS Blog'''<br />
<br />
| [http://go.middlebury.edu/lisblog go/lisblog]<br><br />
| Mike Roy<br><br />
|-<br />
|<br />
*'''LIS Emergency'''<br><br />
<br />
| [https://mediawiki.middlebury.edu/wiki/LIS/Emergency_Manuals emergency manuals] &amp; other wiki content<br><br />
| Joseph Watson <br><br />
|}<br />
<br />
<br><br />
<br />
== <span id="tools">Tools </span> for Content Managers<br> ==<br />
<br />
*Drupal formatting and College-wide style guidelines:<br />
**[https://mediawiki.middlebury.edu/wiki/LIS/Drupal_Style_Guide Drupal Style Guide] Quick reference for Drupal conventions<br />
**[https://mediawiki.middlebury.edu/wiki/LIS/Editing_in_Drupal Drupal editing] Detailed steps for editing in Drupal<br />
**[http://blogs.middlebury.edu/webredo/files/2009/11/content_guide.pdf Content guide (PDF)] Content philosophy from designers of the Middlebury website<br />
**[http://www.middlebury.edu/offices/news/communications/styleguide Middlebury Style Guide] Style guide by Middlebury Communications Department (Ever wondered how to display a phone number or use abbreviations on your site? It's all answered here.)<br />
Content Refresh Checklist:<br />
#Systems change<br />
##e.g. a new system is implemented and another taken offline: remove old system information, update documentation in the wiki and in Drupal<br />
#Staffing changes<br />
##e.g. a new staff member joins: update staff profiles pages, update go/groups permissions for the Drupal site<br />
#Recurring events and dates<br />
##e.g. Update Google Calendar information about your department, recurring events at go/hours<br />
*[[Facebook Integration for Drupal]]<br />
*Managing permissions in Drupal: [http://go.middlebury.edu/groups Web data groups] Use this to manage permissions on Drupal pages. Click the All Groups button to see existing groups.<br />
*SiteImprove reports: sent to any Content Managers with spelling errors or broken links on their pages ([http://mediawiki.middlebury.edu/wikis/LIS/images/8/8f/SiteImproveScreenshot.PNG screenshot example of report])<br><br />
*"Report a problem with this Page" errors: as they occur; sent to Barbara Merz (currently), who forwards to appropriate Content Manager<br />
*Google analytics: training workshops are in development, see more information here [[Google Analytics Basics]]<br />
*Edits to the College Handbook:<br />
**As of January 2011, [mailto:mcdurfee@middlebury.edu Donna McDurfee] is the contact person responsible for edits to the College Handbook.<br />
*[[Wiki Purpose and Content]]<br />
<br />
== FAQs ==<br />
<br />
'''Q. I've looked at this list and I'm still not sure who to get in touch with about a question or problem with a specific LIS web page. What can I do? '''<br />
<blockquote>'''A.''' All of the LIS pages in www.middlebury.edu have a link you can click ( '''''Problems with this page?''' ) ''to report issues with a specific page. Click the link and report the problem. ''<br> '' </blockquote><br />
'''Q. Who can I get in touch with for problems with content on this wiki?'''<br />
<blockquote>'''A'''. Some LIS Wiki pages have contact info. included at the top or bottom of the page. If no contact is listed on the page, click the History tab at the top of the page and you will see the name of the person who last edited that page. Try getting in touch with this person. </blockquote><br />
'''Q [from a Content Manager]. What if I feel I can no longer meet the expectations for filling the role of Content Manager?'''<br />
<blockquote>'''A.''' It is normal to expect that with changing workloads and job responsibilities, and time, these roles will require adjustment. Speak with your direct supervisor. You and your supervisor are responsible for ensuring this role does not go unfilled. </blockquote><br />
'''Q. [from a Site Editor]. I noticed a section of my site that is outdated or that needs to be changed, but I am not a content manager. Do I need to ask my content manager before making changes to any Drupal pages where I have editing privileges? '''<br />
<blockquote>'''A.''' No, you do not need to pass most routine edits or additions by your content manager. It is always a good idea to consider whether or not the changes you are making affect other parts of the site (is this shared to other pages?, and if so, will this change I am making have an impact on those pages?). If you think the change might fall into this category, a quick check-in is probably wise. ''<br> '' </blockquote><br />
'''Q. I need to edit X Drupal page, but I'm not sure who can give me permission to do so, or who to ask to make the change. How can I figure this out?'''<br />
<blockquote>'''A.''' Check with the HelpDesk or Web Applications Development--both groups have access to see who manages edits to a page. </blockquote><br />
<br />
[[Category:LIS Website]]<br />
[[Category:Content managers]]<br />
[[Category:Google Analytics]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=LIS_Website_Content_Managers&diff=37096LIS Website Content Managers2017-11-06T15:08:18Z<p>Bryan Carson: /* Contacts for LIS Sites */</p>
<hr />
<div>__TOC__<br />
<br />
== Content Manager Role ==<br />
<br />
These are the primary content managers for the LIS site listed. Note that this is ''not'' an exhaustive list of LIS Staff who edit or contribute to website content. This is a list of point people for major areas of the Drupal site (and/or other major platforms). The content manager role is akin to the liaison/content provider role described in the College Handbook's LIS section on Web Policies entitled [http://www.middlebury.edu/about/handbook/lis/web "Guidelines for Departmental/Institutional Sub-Sites"]. Content manager responsibilities include:<br><br />
<br />
*Serve as main contact person for questions about their sections of the site<br />
*Ensure their section of the site is current and accurate (which may involve delegating tasks to others). See [[#tools|Tools]] below<br><br />
*Be aware of formatting, style, and other conventions used on the LIS/College web site and follow them when making changes. See [[#tools|Tools]] below<br><br />
*Keep current with the necessary skills and tools do this (or receive training)<br />
*Consult with stakeholders before implementing major refresh &amp; enhancements. Consult with your area director if you are unsure if a change is “major.” <br><br />
<br />
== Contacts for LIS Sites <br> ==<br />
<br />
{| cellpadding="5" border="1" width="100%"<br />
|-<br />
! Part of Site<br />
! Details<br />
! width="10%" | Content Manager<br><br />
|-<br />
| bgcolor="#ffffcc" | '''LIBRARY '''<br><br />
| bgcolor="#ffffcc" | <br><br />
| bgcolor="#ffffcc" | <br><br />
|-<br />
|<br />
*'''Overall Library site'''<br><br />
<br />
| [http://go.middlebury.edu/lib go/lib], Research, [http://go.middlebury.edu/liaisons Liaisons], &amp; all library-related wiki content<br><br />
| Bryan Carson<br><br />
|-<br />
|<br />
*'''MIDCAT (Library Catalog)'''<br><br />
<br />
| [http://go.middlebury.edu/midcat go/midcat]<br />
| Bryan Carson<br />
|-<br />
|<br />
*'''Circulation (Drupal &amp; wiki)'''<br><br />
<br />
| [http://go.middlebury.edu/borrow go/borrow], &amp; all circ-related wiki content<br><br />
| Dan Frostman'''<br>'''<br />
|-<br />
|<br />
*'''Special Collections'''<br><br />
<br />
| [http://go.middlebury.edu/special go/special], [http://go.middlebury.edu/archives go/archives], all SC &amp; archives wiki content<br><br />
| Rebekah Irwin<br><br />
|-<br />
|<br />
*'''Armstrong Library'''<br><br />
<br />
| [http://go.middlebury.edu/armstrong go/armstrong]<br><br />
| Wendy Shook <br><br />
|-<br />
|<br />
*'''Research &amp; Collection Services (RCS) '''''[formerly Collection Management &amp; ACS]''<br><br />
<br />
| [http://www.middlebury.edu/academics/lib/depts/main/collection_management CM Drupal] &amp; all [https://mediawiki.middlebury.edu/wiki/LIS/Collection_Management CM-related wiki content]&nbsp; <br><br />
| Terry Simpkins<br><br />
|-<br />
|<br />
*'''Interlibrary Loan (ILL)'''<br><br />
<br />
| [http://www.middlebury.edu/academics/lib/depts/main/interlibrary_loan Interlibrary loan] in Drupal &amp; all ILL-related wiki content <br><br />
| Rachel Manning<br><br />
|-<br />
|<br />
*'''Digital collections'''<br><br />
<br />
| [http://go.middlebury.edu/digital go/digital]<br><br />
| Patrick Wallace<br><br />
|-<br />
| bgcolor="#ffffcc" | '''TECHNOLOGY'''<br />
| bgcolor="#ffffcc" | <br><br />
| bgcolor="#ffffcc" | <br><br />
|-<br />
|<br />
*'''Overall Technology landing page'''<br />
<br />
| [http://go.middlebury.edu/technology go/technology]<br><br />
| Dan Frostman<br />
|-<br />
|<br />
*'''Helpdesk (Drupal &amp; Wiki)'''<br><br />
<br />
| [http://go.middlebury.edu/helpdesk go/helpdesk] &amp; all related wiki content<br><br />
| Dan Frostman<br />
|-<br />
|<br />
*'''Telephone Services<br>'''<br />
<br />
| [http://go.middlebury.edu/telephone go/telephone] &amp; all telephone-related wiki content<br><br />
| Ginnie Bukowski<br><br />
|-<br />
|<br />
*'''Banner, etc. Documentation<br>'''<br />
<br />
| [http://go.middlebury.edu/banner go/banner]<br><br />
| David Ludwig<br><br />
|-<br />
|<br />
*'''Media Services &amp; Public Computing'''<br><br />
<br />
| [http://www.middlebury.edu/offices/technology/help/mediaserv Media Services] in Drupal &amp; all [https://mediawiki.middlebury.edu/wiki/LIS/Media_Services media services] wiki content &amp; any public computing wiki pages<br><br />
| Petar Mitrevski<br><br />
|-<br />
|<br />
*'''Teaching/Learning, web application development, digital media tutors'''<br><br />
<br />
| [http://go.middlebury.edu/ct go/ct ]any CT content on wiki, and [http://www.middlebury.edu/offices/technology/web/ http://www.middlebury.edu/offices/technology/web/] (and any other pages down from "/technlogy/web/")<br><br />
| Joe Antonioli<br><br />
|-<br />
|<br />
*'''Reporting &amp; BI'''<br><br />
<br />
| [http://www.middlebury.edu/offices/technology/reporting http://www.middlebury.edu/offices/technology/reporting]<br><br />
| David Ludwig<br><br />
|-<br />
|<br />
*'''Security'''<br><br />
<br />
| [http://www.middlebury.edu/offices/technology/security http://www.middlebury.edu/offices/technology/security] and other pages down from 'security'<br><br />
| Ian Burke<br><br />
|-<br />
| bgcolor="#ffffcc" | '''OTHER'''<br />
| bgcolor="#ffffcc" | <br><br />
| bgcolor="#ffffcc" | <br><br />
|-<br />
|<br />
*'''LIS &amp; subpages'''<br />
<br />
| [http://go.middlebury.edu/lis/ go/lis] <br><br />
| Doreen Bernier<br />
|-<br />
|<br />
*'''LIS Blog'''<br />
<br />
| [http://go.middlebury.edu/lisblog go/lisblog]<br><br />
| Mike Roy<br><br />
|-<br />
|<br />
*'''LIS Emergency'''<br><br />
<br />
| [https://mediawiki.middlebury.edu/wiki/LIS/Emergency_Manuals emergency manuals] &amp; other wiki content<br><br />
| Joseph Watson <br><br />
|}<br />
<br />
<br><br />
<br />
== <span id="tools">Tools </span> for Content Managers<br> ==<br />
<br />
*Drupal formatting and College-wide style guidelines:<br />
**[https://mediawiki.middlebury.edu/wiki/LIS/Drupal_Style_Guide Drupal Style Guide] Quick reference for Drupal conventions<br />
**[https://mediawiki.middlebury.edu/wiki/LIS/Editing_in_Drupal Drupal editing] Detailed steps for editing in Drupal<br />
**[http://blogs.middlebury.edu/webredo/files/2009/11/content_guide.pdf Content guide (PDF)] Content philosophy from designers of the Middlebury website<br />
**[http://www.middlebury.edu/offices/news/communications/styleguide Middlebury Style Guide] Style guide by Middlebury Communications Department (Ever wondered how to display a phone number or use abbreviations on your site? It's all answered here.)<br />
Content Refresh Checklist:<br />
#Systems change<br />
##e.g. a new system is implemented and another taken offline: remove old system information, update documentation in the wiki and in Drupal<br />
#Staffing changes<br />
##e.g. a new staff member joins: update staff profiles pages, update go/groups permissions for the Drupal site<br />
#Recurring events and dates<br />
##e.g. Update Google Calendar information about your department, recurring events at go/hours<br />
*[[Facebook Integration for Drupal]]<br />
*Managing permissions in Drupal: [http://go.middlebury.edu/groups Web data groups] Use this to manage permissions on Drupal pages. Click the All Groups button to see existing groups.<br />
*SiteImprove reports: sent to any Content Managers with spelling errors or broken links on their pages ([http://mediawiki.middlebury.edu/wikis/LIS/images/8/8f/SiteImproveScreenshot.PNG screenshot example of report])<br><br />
*"Report a problem with this Page" errors: as they occur; sent to Barbara Merz (currently), who forwards to appropriate Content Manager<br />
*Google analytics: training workshops are in development, see more information here [[Google Analytics Basics]]<br />
*Edits to the College Handbook:<br />
**As of January 2011, [mailto:mcdurfee@middlebury.edu Donna McDurfee] is the contact person responsible for edits to the College Handbook.<br />
*[[Wiki Purpose and Content]]<br />
<br />
== FAQs ==<br />
<br />
'''Q. I've looked at this list and I'm still not sure who to get in touch with about a question or problem with a specific LIS web page. What can I do? '''<br />
<blockquote>'''A.''' All of the LIS pages in www.middlebury.edu have a link you can click ( '''''Problems with this page?''' ) ''to report issues with a specific page. Click the link and report the problem. ''<br> '' </blockquote><br />
'''Q. Who can I get in touch with for problems with content on this wiki?'''<br />
<blockquote>'''A'''. Some LIS Wiki pages have contact info. included at the top or bottom of the page. If no contact is listed on the page, click the History tab at the top of the page and you will see the name of the person who last edited that page. Try getting in touch with this person. </blockquote><br />
'''Q [from a Content Manager]. What if I feel I can no longer meet the expectations for filling the role of Content Manager?'''<br />
<blockquote>'''A.''' It is normal to expect that with changing workloads and job responsibilities, and time, these roles will require adjustment. Speak with your direct supervisor. You and your supervisor are responsible for ensuring this role does not go unfilled. </blockquote><br />
'''Q. [from a Site Editor]. I noticed a section of my site that is outdated or that needs to be changed, but I am not a content manager. Do I need to ask my content manager before making changes to any Drupal pages where I have editing privileges? '''<br />
<blockquote>'''A.''' No, you do not need to pass most routine edits or additions by your content manager. It is always a good idea to consider whether or not the changes you are making affect other parts of the site (is this shared to other pages?, and if so, will this change I am making have an impact on those pages?). If you think the change might fall into this category, a quick check-in is probably wise. ''<br> '' </blockquote><br />
'''Q. I need to edit X Drupal page, but I'm not sure who can give me permission to do so, or who to ask to make the change. How can I figure this out?'''<br />
<blockquote>'''A.''' Check with the HelpDesk or Web Applications Development--both groups have access to see who manages edits to a page. </blockquote><br />
<br />
[[Category:LIS Website]]<br />
[[Category:Content managers]]<br />
[[Category:Google Analytics]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Microsoft_Office_for_Personal_Computers&diff=36148Microsoft Office for Personal Computers2017-04-04T20:24:40Z<p>Bryan Carson: /* Installation FAQS & Resources */</p>
<hr />
<div>__NOTOC__<br />
Related link: [http://go.middlebury.edu/office2016 Install Office 2016 on a College-owned computer]<br />
<br><br />
<br><br />
===== Windows =====<br />
* Do '''not''' use this installer on College-owned computers!<br />
* '''Windows''' users will be offered Office 2016.<br />
* If your computer currently has an older version of MS Office, you should uninstall it (via Control Panel, Programs and Features) before attempting to install Office 2016.<br />
# Go to [http://www.office.com http://www.office.com]<br />
# Click "Sign in" (if prompted, choose "use work or school account")<br />
# Sign in using your Middlebury email address and password<br />
# Click the "Install Office 2016" button in the upper right-hand corner of the screen<br />
# Follow the on-screen instructions to complete the installation<br />
<br><br />
<br><br />
<br />
===== Mac=====<br />
* Do '''not''' use this installer on College-owned computers!<br />
* '''Macs''' running 10.10 (Yosemite) or above will receive Office 2016; Macs running 10.9 (Mavericks) or below will receive Office 2011.<br />
# Go to [http://www.office.com http://www.office.com]<br />
# Click "Sign in" (if prompted, choose "use work or school account")<br />
# Sign in using your Middlebury email address and password<br />
# Click the "Install Office 2016" button in the upper right-hand corner of the screen<br />
# Follow the on-screen instructions to complete the installation<br />
<br><br />
<br><br />
<br />
=== Installation FAQS & Resources ===<br />
==== Q: Who is covered by Middlebury College's Microsoft Office license?====<br />
'''A:''' Currently employed Middlebury undergraduate faculty and staff, Midd undergraduate students, and currently employed faculty and staff at MIIS are eligible. <br><br>Our license '''does not''' cover installs for academic programs such as the summer Language Schools, Bread Loaf School of English, or Off-Campus Study. It also '''does not''' cover emeriti, alumni, retirees, contract hires, or MIIS students.<br />
<br />
====Q: I'm confused. Do I really want Office 365 for business?====<br />
'''A:''' Yes! The links above take you to the proper installation pages. Our license is considered business/education.<br />
<br />
====Q: I received a server/DB error when I tried to log in. What does this mean?====<br />
'''A:''' This generic error means your email account is not authorized to use the Microsoft portal. Please [https://webhelpdesk.middlebury.edu/helpdesk/WebObjects/Helpdesk.woa/wa/TicketActions/new?rt=98 contact the Technology HelpDesk] if you feel this is an error.<br />
<br />
====Q: I'm having trouble with the installer. Where can I get help?====<br />
* [https://support.office.com/en-us/article/Troubleshoot-installing-Office-2016-and-Office-2013-35ff2def-e0b2-4dac-9784-4cf212c1f6c2?ui=en-US&rs=en-US&ad=US Troubleshoot installing Office 2016 (PC and Mac)]<br />
<br />
[[Category:Office 365]]<br />
[[Category:Microsoft Office]]<br />
[[Category:Helpdesk Documentation]]<br />
[[Category:Public Search]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=What%27s_Summon&diff=35761What's Summon2016-12-13T17:04:43Z<p>Bryan Carson: Redirected page to What's Summon?</p>
<hr />
<div>#REDIRECT [[What's_Summon?]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Resources_Available_from_Off-campus&diff=35394Resources Available from Off-campus2016-10-21T14:45:02Z<p>Bryan Carson: removed all references to RefWorks</p>
<hr />
<div>''See also:''&nbsp; [[Resources_Requiring_VPN_for_Off-campus_Access|'''When do I need to use VPN?''']] and [[Off Campus Access|'''Off-Campus Access''']] <br />
<br />
Many computing and library resources and services are available to members of the College community when off-campus. This listing samples many of those most frequently used:<br />
<br />
*'''Middfiles and other networked drives:''' For best results, use [[Off_Campus_Access#VPN|VPN]].<br />
*'''Email:''' Log in to [http://go.middlebury.edu/mail http://go.middlebury.edu/mail]<br>''For details, see [[Webmail_Help|Webmail Help]].'' <br><br />
* '''Lynda''' online learning: To access thousands of video-based courses and movies, visit http://go.middlebury.edu/lynda then log in with your Middlebury username and password.<br />
* '''Internet Native Banner''' (INB), '''Hyperion''' reporting, '''Nolij''', and '''FAMIS''': [http://go.middlebury.edu/vpn VPN] use is required for these services.<br />
*'''Campus Directory:''' To view entries in the campus directory, select the directory from Midd's web site (bottom right corner) or [http://go.middlebury.edu/directory http://go.middlebury.edu/directory]. When not logged in, some information in the directory may be hidden to the general public. To see more information as if you’re on campus, click “Log On” at the bottom of the page, and enter your Midd username and password.<br />
* '''Virtual labs and computers:''' A [http://go.middlebury.edu/vpn VPN] connection is required.<br />
*'''Research databases and indexes (e.g., ''JSTOR''):''' Use the links at [http://go.middlebury.edu/indexes http://go.middlebury.edu/indexes] and enter your Midd username and password when prompted. Once you’ve logged in for one database, your login will remain active for other databases you access during that session.<br />
*'''Electronic journals (e.g., ''Science''):''' Use the links at [http://go.middlebury.edu/journals http://go.middlebury.edu/journals] and enter your Midd username and password when prompted. Once you’ve logged in for one journal, your login will remain active for other journals you access during that session.<br />
*'''Ebooks''': You can find all of our ebooks (from EBL, EBSCO, Hathi Trust and other providers) in [http://go.middlebury.edu/summon Summon] and&nbsp;[http://go.middlebury.edu/midcat MIDCAT]; enter your Midd username and password if prompted.&nbsp;<br />
*'''Book renewals:''' Go to My MIDCAT ([http://go.middlebury.edu/mymidcat http://go.middlebury.edu/mymidcat]). View the items checked out to you and select those which you'd like to renew. Please contact Library Circulation (below) with any questions about renewing, returning or borrowing.<br />
*'''Interlibrary Loan -- articles: '''If you’re away from campus in a study abroad program or on sabbatical, you may request electronic delivery of articles. Requests can be placed from many of our research databases, and articles will be sent to your ILLiad account. You also may go directly to ILLiad ([http://go.middlebury.edu/ill http://go.middlebury.edu/ill])&nbsp; to place an article request. (Please do not request books when you will not be available to pick them up in Middlebury.) For more information see: [http://mediawiki.middlebury.edu/wiki/LIS/Borrowing_through_Interlibrary_Loan#Information_for_Off-Campus_Patrons_and_Students_in_Middlebury.27s_Schools_Abroad Information for Off-Campus ILL&nbsp;Patrons]<br><br />
*'''NExpress direct borrowing (and returning):''' If you're visiting any of our partner libraries, just bring your MiddCard and you'll be able to check their books out. You can return the books to a NExpress library too. Search all NExpress libraries at [http://go.middlebury.edu/nexpress http://go.middlebury.edu/nexpress], or search individual library catalogs here:<br>[http://www.bates.edu/ Bates College ]: [http://abacus.bates.edu/Library/ Library ]: [http://ladd.bates.edu/ Catalog ]<br>[http://www.bowdoin.edu/ Bowdoin College ]: [http://library.bowdoin.edu/ Library ]: [http://library.bowdoin.edu/opac Catalog ]<br>[http://www.colby.edu/ Colby College ]: [http://library.colby.edu/ Library and Catalog ]<br>[http://www.middlebury.edu/ Middlebury College ]: [http://www.middlebury.edu/lis/lib Library ]: [http://biblio.middlebury.edu/search~S2 Catalog ]<br>[http://www.wellesley.edu/ Wellesley College ]: [http://www.wellesley.edu/Library/ Library and Catalog ]<br>[http://www.williams.edu/ Williams College ]: [http://www.williams.edu/library/ Library ]: [http://francis.williams.edu/ Catalog ]&nbsp;<br />
<br />
[[Category:Remote Access]]<br />
[[Category:Journals]]<br />
[[Category:Electronic resources]]<br />
[[Category:NExpress]]<br />
[[Category:ILL]]<br />
[[Category:Interlibrary Loan]]<br />
[[Category:Public Search]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=MediaWiki:Deletereason-dropdown&diff=35392MediaWiki:Deletereason-dropdown2016-10-21T14:42:35Z<p>Bryan Carson: Created page with "* Common delete reasons ** Spam ** Vandalism ** Copyright violation ** Author request ** Broken redirect **We no longer subscribe to resource"</p>
<hr />
<div>* Common delete reasons<br />
** Spam<br />
** Vandalism<br />
** Copyright violation<br />
** Author request<br />
** Broken redirect<br />
**We no longer subscribe to resource</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=EndNote_and_RefWorks&diff=35391EndNote and RefWorks2016-10-21T14:39:24Z<p>Bryan Carson: </p>
<hr />
<div>== RefWorks subscription has been cancelled - USE ZOTERO ==<br />
<br />
*[http://guides.middlebury.edu/zotero <u>'''Middlebury no longer subscribes to RefWorks. Please use Zotero'''</u>]. <br />
**(http://guides.middlebury.edu/zotero) <br />
*You can also contact the Research Desk at x5496 or http://go.middlebury.edu/askus.<br><br />
<br />
== EndNote ==<br />
<br />
*The College supports/provides EndNote only for faculty. Students should use [http://guides.middlebury.edu/zotero '''Zotero''']<br />
*The EndNote support website is the best place to find [http://www.endnote.com/support/ <u>'''technical support'''</u>]. <br />
*You can also find EndNote [http://www.endnote.com/training/ '''<u>online tutorials and introductory guides</u>'''].<br> <br />
*Middlebury-specific known issues with EndNote are addressed on [[Endnote|this page]]<br />
<br />
<br> <br />
<br />
----<br />
<br />
[[Category:Specific applications]]<br />
[[Category:Software]]<br />
[[Category:Citations]]<br />
[[Category:Endnote]]<br />
[[Category:Zotero]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=EndNote_and_RefWorks&diff=35390EndNote and RefWorks2016-10-21T14:38:38Z<p>Bryan Carson: /* EndNote */</p>
<hr />
<div>== RefWorks subscription has been cancelled - USE ZOTERO ==<br />
<br />
*[http://guides.middlebury.edu/zotero <u>'''Middlebury no longer subscribes to RefWorks. Please use Zotero'''</u>]. <br />
**(http://guides.middlebury.edu/zotero) <br />
*You can also contact the Research Desk at x5496 or http://go.middlebury.edu/askus.<br><br />
<br />
== EndNote ==<br />
<br />
*The College supports/provides EndNote only for faculty. Students should use [http://guides.middlebury.edu/zotero '''Zotero''']<br />
*The EndNote support website is the best place to find [http://www.endnote.com/support/ <u>'''technical support'''</u>]. <br />
*You can also find EndNote [http://www.endnote.com/training/ '''<u>online tutorials and introductory guides</u>'''].<br> <br />
*Middlebury-specific known issues with EndNote are addressed on [[Endnote|this page]]<br />
<br />
<br> <br />
<br />
----<br />
<br />
[[Category:Specific applications]]<br />
[[Category:Software]]<br />
[[Category:Citations]]<br />
[[Category:RefWorks]]<br />
[[Category:Endnote]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=EndNote_and_RefWorks&diff=35389EndNote and RefWorks2016-10-21T14:38:04Z<p>Bryan Carson: </p>
<hr />
<div>== RefWorks subscription has been cancelled - USE ZOTERO ==<br />
<br />
*[http://guides.middlebury.edu/zotero <u>'''Middlebury no longer subscribes to RefWorks. Please use Zotero'''</u>]. <br />
**(http://guides.middlebury.edu/zotero) <br />
*You can also contact the Research Desk at x5496 or http://go.middlebury.edu/askus.<br><br />
<br />
== EndNote ==<br />
<br />
*The College supports/provides EndNote only for faculty. Students should use *[http://guides.middlebury.edu/zotero '''Zotero''']<br />
*The EndNote support website is the best place to find [http://www.endnote.com/support/ <u>'''technical support'''</u>]. <br />
*You can also find EndNote [http://www.endnote.com/training/ '''<u>online tutorials and introductory guides</u>'''].<br> <br />
*Middlebury-specific known issues with EndNote are addressed on [[Endnote|this page]]<br />
<br />
<br> <br />
<br />
----<br />
<br />
[[Category:Specific applications]]<br />
[[Category:Software]]<br />
[[Category:Citations]]<br />
[[Category:RefWorks]]<br />
[[Category:Endnote]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=EndNote_and_RefWorks&diff=35388EndNote and RefWorks2016-10-21T14:36:11Z<p>Bryan Carson: /* RefWorks subscription has been cancelled - USE ZOTERO */</p>
<hr />
<div>== RefWorks subscription has been cancelled - USE ZOTERO ==<br />
<br />
*[http://guides.middlebury.edu/zotero <u>'''Middlebury no longer subscribes to RefWorks. Please use Zotero'''</u>]. <br />
**(http://guides.middlebury.edu/zotero) <br />
*You can also contact the Research Desk at x5496 or http://go.middlebury.edu/askus.<br><br />
<br />
== EndNote ==<br />
<br />
*The EndNote support website is the best place to find [http://www.endnote.com/support/ <u>'''technical support'''</u>]. <br />
*You can also find EndNote [http://www.endnote.com/training/ '''<u>online tutorials and introductory guides</u>'''].<br> <br />
*Middlebury-specific known issues with EndNote are addressed on [[Endnote|this page]]<br />
<br />
<br> <br />
<br />
----<br />
<br />
[[Category:Specific_applications]] [[Category:Software]] [[Category:Citations]] [[Category:RefWorks]] [[Category:Endnote]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=EndNote_and_RefWorks&diff=35387EndNote and RefWorks2016-10-21T14:35:20Z<p>Bryan Carson: /* Image:Refworks.gif &nbsp; RefWorks */</p>
<hr />
<div>== RefWorks subscription has been cancelled - USE ZOTERO ==<br />
<br />
*[http://guides.middlebury.edu/zotero <u>'''Middlebury no longer subscribes to RefWorks. Please use Zotero'''</u>]. (http://guides.middlebury.edu/zotero) <br />
*You can also contact the Research Desk at x5496 or http://go.middlebury.edu/askus.<br><br />
<br />
== EndNote ==<br />
<br />
*The EndNote support website is the best place to find [http://www.endnote.com/support/ <u>'''technical support'''</u>]. <br />
*You can also find EndNote [http://www.endnote.com/training/ '''<u>online tutorials and introductory guides</u>'''].<br> <br />
*Middlebury-specific known issues with EndNote are addressed on [[Endnote|this page]]<br />
<br />
<br> <br />
<br />
----<br />
<br />
[[Category:Specific_applications]] [[Category:Software]] [[Category:Citations]] [[Category:RefWorks]] [[Category:Endnote]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Free_Alternatives_to_Commerical_Software&diff=35379Free Alternatives to Commerical Software2016-10-21T13:40:21Z<p>Bryan Carson: /* Standard Software - Public Windows PCs */</p>
<hr />
<div>== Web Based Free Alternatives to Commercial Software ==<br />
<br />
A UK firm is offering free web access to open source tools. This takes away the pain of installing some open source tools. The project is called Bamboo Toolbox and is available here:<br />
<br />
http://hughesbennett.co.uk/Bamboo<br />
<br />
The Campus Technology magazine has featured it in an article:<br />
<br />
http://campustechnology.com/articles/2011/03/16/site-gives-students-web-access-to-open-source-computation-tools.aspx<br />
<br />
== Standard Software - Public Windows PCs<br> ==<br />
<br />
*ActiveState: Perl and TCL -- already can be freely distributed to Windows and Linux.<br />
*Adobe: Acrobat Reader, Flash Player, Shockwave. -- license to distribute can be obtained from Adobe for both Windows and Linux.<br><br />
*'''''Allele A1 -- Test/Wine.''''' free to distribute, Windows/Mac only. May be able to use Wine on Linux.<br />
*Artemis -- already free to distribute for Linux, Windows.<br><br />
*'''''Artstor -- Test/Wine + Check with vendor re: distribution''''' (cannot distribute freely ATM). Need to check w/ Artstor if we can do that. No version for Linux -- check Wine.<br />
*'''''ATLAS.ti''''' -- Test/Wine. Free trial available. Does not work on Linux. Check Wine. Confirm w/ company if trial can be distributed.<br />
*Audacity -- already free for Mac/Win/Linux.<br />
*Blender -- already free for Mac/Win/Linux.<br />
*'''''Charges 2000 -- Test/Wine.''''' May be able to distribute. Does not work on Linux - check wine.<br />
*'''''ChemBioDraw -- Alternative needed.''''' Windows only with some Mac apps. Commercial. May be able to work with Wine but cannot be distributed freely.<br />
*CMAP Tools -- free. Win/Linux.<br />
*Cn-3D (NCBI) -- free Win/Mac/Linux.<br />
*DAO -- bundled with XP SP3 and above, windows only, but if apps don't run on windows, not needed.<br><br />
*'''''Data Desk -- Alternative needed.''''' Win/Mac. commercial.<br />
*DL Recorder -- Windows only. Alternative: Audacity.<br><br />
*'''''EndNote -- Alternatives exist''''': some are web-based subscriptions, some are open-source programs.<br />
*#Zotero (see http://guides.middlebury.edu/zotero) -- Windows/Mac only. Cannot distribute freely.<br />
*#JabRef - Java-based reference database for Win/Mac/Linux. Stores references in the popular and common BibTeX format. Similar layout to EndNote. WARNING: Compatibility problems with Endnote import / export. Learn more here: http://jabref.sourceforge.net/<br />
*#For more options and details, see [http://guides.middlebury.edu/citation Citation and Style Guides].<br />
*'''''EViews -- Alternative needed.<br>'''''<br />
*'''''Express (USA&nbsp;Express) -- Test/Wine.''''' Free. Need to see if it works with Wine.<br />
*'''''FatePC&nbsp;???<br>'''''<br />
*'''''FTS (Financial Trading System) -- Alternative needed.''''' May be able to emulate in DOSBox but cannot distribute freely.<br />
*'''''GenMAPP. Alternative available - evaluate.''''' may be free/open source, though created with visualbasic. May be able to run with Wine. A Java-based alternative is available. Need to evaluate.&nbsp;http://www.genmapp.org/FAQ2.html#mac<br />
*'''''Geometer's Sketchpad -- Alternative needed.''''' Win/Mac. Commercial.<br />
*'''''GeoSim -- Test/Wine.''''' may be free to distribute. Windows only. May be able to run under Wine.<br />
*Gnuplot -- free. Win/Linux.<br />
*Google Earth -- free. Win/Mac/Linux<br />
*GS View -- free. Win/Linux.<br />
*Hyperion Interactive Web Client (plugin) -- not needed for courses, though Linux version exists. May be able to distribute client software, but not really needed ATM.<br><br />
*'''''IGOR Pro -- Alternative needed.''''' Win/Mac. Commercial.<br />
*'''''iTunes and QuickTime -- Test/Wine OR Alternative needed.''''' Win/Mac. Free - may be able to distribute, need to check with vendor.<br />
*Language School Software Pack (see&nbsp;[[#Language_Support_Software|#Language_Support_Software]]&nbsp;below).<br><br />
*'''''Maple -- Alternative needed.''''' Runs on Linux but is commercial.<br />
*'''''Mathematica -- Alternative needed.''''' Runs on Linux but is commercial.<br />
*'''''MathType -- Alternative found.''''' Evaluate. OpenOffice has an equation editor. Scientists tend to use LaTeX.<br />
*'''''MDL Chime -- Test/Wine.''''' Check with vendor re: licensing. Commercial, but may be able to distribute.&nbsp;http://ariadne.mse.uiuc.edu/Info/Chime/chime_linux.html<br />
*'''''MestReC -- Alternative needed.''''' Runs on Linux but is commercial.<br />
*'''''Microsoft Office -- Alternative found.''''' OpenOffice (http://openoffice.org) - robust &amp; stable office suite, most Office features, can load &amp; save MS Office file formats, very similar to Office 2003 in layout &amp; functionality.<br />
**Strengths of OpenOffice over MS Office: better support for style-based formatting, "save to PDF" feature included by default, better auto-recover documents.<br />
**Weaknesses: no new shiny layout, formats .doc files imperfectly, some advanced features missing.<br />
*'''''Mike's Bikes&nbsp;????<br>'''''<br />
*'''''MPEG Streamclip -- Test/Wine.''''' Can distribute freely. Also see alternatives:&nbsp;http://en.wikipedia.org/wiki/List_of_video_editing_software.<br />
*NetLogo -- free and runs on Win/Mac/Linux.<br />
*Nvu -- free and runs on Win/Mac/Linux.<br><br />
*'''''OCR Software&nbsp;'''''-- Alternative found. Evaluate. See&nbsp;http://www.google.com/search?sourceid=chrome&amp;ie=UTF-8&amp;q=linux+ocr &nbsp;AND search tesseract GUI linux.<br />
*OpenBabel. Free. Win/Mac/Linux.<br />
*OpenPerl IDE. Free. Win. For Linux see Eclipse, jEdit.<br><br />
*'''OR Tutor&nbsp;???<br>'''<br />
*'''''PCGets. Need alternative.''''' Commerical. Win/Linux. If it's a must, see Wine for emulation.&nbsp;http://www.doornik.com/products.html<br />
*'''''PC-ORD. Need alternative.''''' Commercial. Win. If it's a must, see Wine for emulation.<br />
*PDF Creator. Can be done via Cups in Linux and PDF creation is supported on Mac out of the box.<br><br />
*'''''PopCycle - Test/Wine.''''' Free. May be able to distribute. Check with the author.&nbsp;http://faculty.washington.edu/herronjc/SoftwareFolder/PopCycle.html<br />
*'''''Protein Explorer - Alternative found.''''' Windows only. See alternative at&nbsp;http://www.umass.edu/microbio/chime/pe_beta/pe/protexpl/<br />
*Putty -- ssh is built-in Linux and Mac, not needed.<br />
*Python -- free Win/Mac/Linux.<br />
*R - Win/Mac/Linux. Free.<br />
*RasMol - Java based. Win/Mac/Linux. Free&nbsp;<br />
*SciFinder Scholar - web based (search for SciFinder in our [http://go.middlebury.edu/databases Databases A-Z] list for login instructions)<br><br />
*'''''Second Life. Test/Wine.''''' Win/Mac. Free, but closed-source. Need to check with vendor if we can distribute it.<br />
*'''''SPSS 16. Alternative found.''''' Win/Mac/Linux. Commercial. Need to test alternative: PSPP (http://www.gnu.org/software/pspp/)<br />
*'''''Stata SE. Need alternative.''''' Win/Mac/Linux. Commercial. Can be run via terminal services - consider.<br />
*Stellarium. Win/Mac/Linux. Open Source.<br><br />
*'''''Swiss PDB Viewer - Test/Wine.''''' Win/Mac.&nbsp;http://spdbv.vital-it.ch/wine.html<br />
*'''''TeXnic Center -- Alternative found.''''' Kile and teTeX.&nbsp;http://www.ces.clemson.edu/linux/latex.shtml#kile<br />
*'''''Viewer Lite (Accelersys) -- Alternative needed.''''' One option is jMol. See&nbsp;http://mailman.ic.ac.uk/pipermail/chemweb/2003-May/001402.html<br />
*Vim. Win/Mac/Linix - open source.<br />
*VMD.&nbsp;Win/Mac/Linix - open source.<br />
*WinEdt - just use Kile or teTeX.<br><br />
*'''''WinHaze -- Test/Wine.''''' http://vista.cira.colostate.edu/improve/Tools/win_haze.htm<br />
*WinSCP. Just use FileZilla for Linux.<br><br />
*'''''Write-N-Cite -- Alternative found.''''' Lots of alternatives. See&nbsp;http://en.wikipedia.org/wiki/Comparison_of_reference_management_software<br />
*Xming -- X is at the core of most Linux distros.<br />
<br />
== Standard Software - Public Macintosh Computers ==<br />
<br />
The following software is standard (available) across ALL of our Public Macintosh Computers. The software applications that&nbsp;are most popular are outlined in bold.<br />
<br />
*Adobe: Acrobat Reader, Flash Player, Shockwave&nbsp;(see Windows section).<br />
*Artstor, Audacity&nbsp;(see Windows section).<br />
*Blender&nbsp;(see Windows section).<br />
*Google Earth (see Windows section).<br><br />
*'''''iMovie -- alternative found. Lots of options.&nbsp;<br>http://fixounet.free.fr/avidemux/, <br>http://www.openshotvideo.com/, <br>http://www.pitivi.org/, <br>http://cinelerra.org/about.php, <br>http://lives.sourceforge.net/,&nbsp;<br>Also see http://en.wikipedia.org/wiki/List_of_video_editing_software,&nbsp;http://www.cyberciti.biz/faq/top5-linux-video-editing-system-software'''''<br><br />
*'''''iDVD -- alternative found (kinda)&nbsp;http://burn-osx.sourceforge.net/<br>'''''<br />
*iPhoto -- Just use Picasa.<br><br />
*'''''GarageBand -- alternative found.&nbsp;http://www.ardour.org,&nbsp;http://www.acidplanet.com/downloads/xpress/, http://lmms.sourceforge.net/, http://traverso-daw.org/'''''<br><br />
*iWeb (see Windows section - Nvu)<br />
*Pages, Keynote, Numbers (see Windows section - OpenOffice)<br />
*iTunes and QuickTime (see Windows section).<br />
*Microsoft Office 2008 (Word, Excel, PowerPoint, Entourage) [http://www.microsoft.com/mac/itpros/default.mspx?clr=99-15-0&srcid=73264c8f-de1a-41c6-b40a-b9376c5aa62f1033&ep=9&target=6474a4a6-9d3e-4bde-a255-fb9286ef5d101033 with Proofing tools for these languages]&nbsp;(see Windows section).<br />
*MPEG Streamclip (see Windows section).<br />
*Second Life (see Windows section).<br />
<br />
== Language Support Software<br> ==<br />
<br />
*All of our public computing facilities offer the ability to type in any of the languages taught at Middlebury and MIIS (http://go.middlebury.edu/ls).<br>http://scs.earlham.edu/changing-the-keyboard-layout-in-ubuntu-8-04<br />
*Open Office for provides spellcheck and grammar support for any of the languages taught at Middlebury and MIIS (http://go.middlebury.edu/ls).<br><br />
*Additional language-related apps available on all of our public computing facilities: <br>'''''<br>Nakama -- Alternative needed.'''''<br>'''<br>Atajo -- Alternative needed.'''<br>'''''<br>Mandarin Chinese -- Alternative needed.'''''<br><br>Russian Cyrillic --&nbsp;http://scs.earlham.edu/changing-the-keyboard-layout-in-ubuntu-8-04<br>Hot Potatoes - java based. Free to distribute. Win/Mac/Linux.<br />
<br />
== Standard Computer Classrooms and Labs ==<br />
<br />
The following computer classrooms/labs have only the standard software outlined above:<br />
<br />
*Music Library Carrels<br />
*Davis Family Library&nbsp;Carrels<br />
*RAJ<br />
<br />
== Specialized Computer Classrooms and Labs ==<br />
<br />
In addition to the standard software bundle, the following computer classrooms and labs have specialized software. Locations with&nbsp;Macs are shaded.<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" width="95%"<br />
|-<br />
| Software<br />
| bgcolor="#0099ff" | Alternatives<br />
|-<br />
| Adobe Acrobat Pro 9<br />
| Combination of cups-pdf, OpenOffice and web-based forms via Drupal or Google Docs. Regarding wine integration:&nbsp;http://appdb.winehq.org/appview.php?appId=847<br />
|-<br />
| Adobe Bridge CS4<br />
| Digikam, GTKam, F-spot, Rawstudio, Gimp with raw plugins, http://ksvichaar.blogspot.com/2007/06/camera-raw-editors-for-linux.html<br> http://www.linux.com/archive/feed/56128<br />
|-<br />
| Adobe Dreamweaver CS4<br />
| Nvu<br />
|-<br />
| Adobe Flash Pro CS4<br />
| None that are equivalent. Some options:&nbsp;Mainly: http://www.openlaszlo.org/<br />
Others:<br>http://f4l.sourceforge.net/, http://www.ktoon.net/, http://www.pencil-animation.org/, http://www.salasaga.org/<br />
<br />
See also:<br>http://osflash.org/linux<br />
<br />
Libraries and CLI tools: http://www.m2osw.com/sswf.html, http://swfmill.org/, http://www.swftools.org/, http://www.libming.org/<br />
<br />
Related notes:<br>http://www.williambrownstreet.net/wordpress/?p=78<br>http://ntt.cc/2008/05/19/using-actionscript-3-to-develop-adobe-flash-content-on-linux.html<br />
<br />
|-<br />
| Adobe Illustrator CS4<br />
| Primarily&nbsp;http://www.inkscape.org/. Also http://www.xaraxtreme.org/ and http://www.skencil.org/<br />
|-<br />
| Adobe Indesign CS4<br />
| Primarily http://www.scribus.net/<br><br />
|-<br />
| Adobe Photoshop CS4^<br />
| http://www.gimp.org/ and http://www.gimpshop.com/<br>Use http://www.xnview.com/ for resizing, basic retouching, conversion.<br />
Alternative to MS Paint: gpaint.<br />
<br />
<br><br />
<br />
|-<br />
| ArcGIS<br />
| <br><br />
|-<br />
| Brainstorm<br />
| <br><br />
|-<br />
| Cinematize<br />
| &nbsp;<br />
|-<br />
| DataStudio<br />
| <br><br />
|-<br />
| DeltaGraph<br />
| <br><br />
|-<br />
| DVD Studio Pro<br />
| <br><br />
|-<br />
| E-Prime<br />
| <br><br />
|-<br />
| FontLab<br />
| <br><br />
|-<br />
| Final Cut Pro<br />
| <br><br />
|-<br />
| Final Cut Express<br />
| <br><br />
|-<br />
| Google Earth PRO<br />
| &nbsp;<br />
|-<br />
| Graphing Calculator<br />
| &nbsp;<br />
|-<br />
| Kaleida Graph<br />
| <br><br />
|-<br />
| Logic Works<br />
| <br><br />
|-<br />
| Mathcad<br />
| &nbsp;<br />
|-<br />
| Matlab<br />
| <br><br />
|-<br />
| Minitab<br />
| &nbsp;<br />
|-<br />
| Multisim<br />
| <br><br />
|-<br />
| Shazam<br />
| <br><br />
|-<br />
| Sibelius<br />
| http://musescore.org/en/download<br />
|-<br />
| Soundtrack Pro<br />
| <br><br />
|-<br />
| Spartan 08<br />
| <br><br />
|-<br />
| StatTransfer<br />
| <br><br />
|-<br />
| Stella<br />
| <br><br />
|}<br />
<br />
<br><br />
<br />
^ Adobe ImageReady has been discontinued by Adobe.<br />
<br />
== Main Sources for Free Alternatives to Commercial Software ==<br />
<br />
*http://www.linuxalt.com/<br />
*http://alternativeto.net<br />
*http://www.osalt.com/<br />
*http://www.opensource.org/<br />
*http://vinterstille.dk/adobe-creative-suite-oss-alternative-v2<br />
*http://www.opensourcewindows.org/ and&nbsp;http://www.opensourcemac.org/<br />
*http://freevideosoftware.org/<br />
*http://en.wikipedia.org/wiki/Category:Lists_of_software<br />
*http://en.wikipedia.org/wiki/List_of_software_products<br />
*http://www.opensitesolutions.com/<br />
*http://downloadpedia.org/Open_Source_Alternative_to_Commercial_Software<br />
*http://linuxappfinder.com<br />
*http://sourceforge.net/<br />
*http://www.best-freeware.com/<br />
<br />
== Selection of essential free alternatives to commercial software ==<br />
<br />
Most computers need a set of software to be productive. This section is meant to address this minimal set of software.<br />
<br />
Note: Discussion on recommended browsers has been intentionally omitted, though Google Chrome is an interesting option, providing built-in PDF and Flash player support.<br />
<br />
'''Antivirus and Security (PC Only)'''<br />
<br />
*[http://www.microsoft.com/security_essentials/default.aspx Microsoft Security Essentials]&nbsp;<br>Note: While this software is free to use, and quite appropriate for your personal computer, it is not meant to be installed on College computers (wording in [http://www.microsoft.com/security_essentials/eula.aspx Microsoft's EULA suggests this restriction] and, in addition, the software lacks a centralized management console).<br />
*TrueCrypt (for encryption)<br />
<br />
'''File Backup and Recovery'''<br />
<br />
*Dropbox (hands down - and see, it's listed second - it's '''that''' important)<br />
*YamiPod (copying your music from '''your''' iPod to '''your''' computer - note the emphasis on '''your''')&nbsp;<br />
<br />
'''Office Software Suite (word processing, presentation, spreadsheet)'''<br />
<br />
*[http://www.openoffice.org/ OpenOffice]<br />
<br />
'''Web Design Software'''<br />
<br />
In theory, with Drupal, our Blogs and this Wiki, there's less of a need for a standalone web design software. Nevertheless, we list the following web design software:<br />
<br />
*[http://kompozer.net/ Kompozer]<br />
<br />
'''Communications (Email, Chat, Video and Audio Conferencing, File Transfer, VPN, desktop sharing/remote desktop)'''<br />
<br />
*Webmail (hey, it '''is''' free for us and compatibility-wise beats every free email client).<br />
**FileZilla for PCs and Cyberduck for Macs (please try to avoid using FTP and insist on Secure FTP instead)<br />
*vpn.middlebury.edu<br />
*For desktop sharing, the built-in tools Microsoft Remote Assistance and Apple's Screen Sharing are recommended. TeamViewer is an option, and has had several security certifications, but it does route your (encrypted) traffic through their servers. Skype is an option, too.<br />
<br />
'''Digital Media Playback, Organization and Editing'''<br />
<br />
*Picasa (for photo organizing and basic picture editing)<br />
*MS Paint (or Preview.app for Mac) for basic annotation and format conversion (e.g. BMP to JPEG or PNG)<br />
*Gimpshop (for advanced photo editing)<br />
*Scribus (for desktop publishing and layout - e.g. poster design)<br />
*Inkscape (for vector graphics)&nbsp;<br />
*Audacity (for audio recording, conversion and basic editing)<br><br />
*Community Clips for PCs and QuickTime X for Mac (screencapture)<br />
*MiddMedia and MPEG Streamclip, QuickTime X (for video conversion)<br />
*VLC (for viewing just about every video under the sun '''and''' the moon)<br />
<br />
[[Category:Public Lab Software]]<br />
[[Category:Public Computer Software]]<br />
[[Category:Software]]<br />
[[Category:Helpdesk Documentation]]<br />
[[Category:Public Search]]<br />
[[Category:OutOfDate]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Free_Alternatives_to_Commerical_Software&diff=35378Free Alternatives to Commerical Software2016-10-21T13:39:29Z<p>Bryan Carson: /* Standard Software - Public Windows PCs */</p>
<hr />
<div>== Web Based Free Alternatives to Commercial Software ==<br />
<br />
A UK firm is offering free web access to open source tools. This takes away the pain of installing some open source tools. The project is called Bamboo Toolbox and is available here:<br />
<br />
http://hughesbennett.co.uk/Bamboo<br />
<br />
The Campus Technology magazine has featured it in an article:<br />
<br />
http://campustechnology.com/articles/2011/03/16/site-gives-students-web-access-to-open-source-computation-tools.aspx<br />
<br />
== Standard Software - Public Windows PCs<br> ==<br />
<br />
*ActiveState: Perl and TCL -- already can be freely distributed to Windows and Linux.<br />
*Adobe: Acrobat Reader, Flash Player, Shockwave. -- license to distribute can be obtained from Adobe for both Windows and Linux.<br><br />
*'''''Allele A1 -- Test/Wine.''''' free to distribute, Windows/Mac only. May be able to use Wine on Linux.<br />
*Artemis -- already free to distribute for Linux, Windows.<br><br />
*'''''Artstor -- Test/Wine + Check with vendor re: distribution''''' (cannot distribute freely ATM). Need to check w/ Artstor if we can do that. No version for Linux -- check Wine.<br />
*'''''ATLAS.ti''''' -- Test/Wine. Free trial available. Does not work on Linux. Check Wine. Confirm w/ company if trial can be distributed.<br />
*Audacity -- already free for Mac/Win/Linux.<br />
*Blender -- already free for Mac/Win/Linux.<br />
*'''''Charges 2000 -- Test/Wine.''''' May be able to distribute. Does not work on Linux - check wine.<br />
*'''''ChemBioDraw -- Alternative needed.''''' Windows only with some Mac apps. Commercial. May be able to work with Wine but cannot be distributed freely.<br />
*CMAP Tools -- free. Win/Linux.<br />
*Cn-3D (NCBI) -- free Win/Mac/Linux.<br />
*DAO -- bundled with XP SP3 and above, windows only, but if apps don't run on windows, not needed.<br><br />
*'''''Data Desk -- Alternative needed.''''' Win/Mac. commercial.<br />
*DL Recorder -- Windows only. Alternative: Audacity.<br><br />
*'''''EndNote -- Alternatives exist''''': some are web-based subscriptions, some are open-source programs.<br />
*#Zotero (see http://guides.middlebury.edu/zotero) -- Windows/Mac only. Cannot distribute freely.<br />
*#JabRef - Java-based reference database for Win/Mac/Linux. Stores references in the popular and common BibTeX format. Similar layout to EndNote. WARNING: Compatibility problems with Endnote import / export. Learn more here: http://jabref.sourceforge.net/<br />
*#For more options and details, see [http://sp.middlebury.edu/subjects/guide.php?subject=style Citation and Style Guides].<br />
*'''''EViews -- Alternative needed.<br>'''''<br />
*'''''Express (USA&nbsp;Express) -- Test/Wine.''''' Free. Need to see if it works with Wine.<br />
*'''''FatePC&nbsp;???<br>'''''<br />
*'''''FTS (Financial Trading System) -- Alternative needed.''''' May be able to emulate in DOSBox but cannot distribute freely.<br />
*'''''GenMAPP. Alternative available - evaluate.''''' may be free/open source, though created with visualbasic. May be able to run with Wine. A Java-based alternative is available. Need to evaluate.&nbsp;http://www.genmapp.org/FAQ2.html#mac<br />
*'''''Geometer's Sketchpad -- Alternative needed.''''' Win/Mac. Commercial.<br />
*'''''GeoSim -- Test/Wine.''''' may be free to distribute. Windows only. May be able to run under Wine.<br />
*Gnuplot -- free. Win/Linux.<br />
*Google Earth -- free. Win/Mac/Linux<br />
*GS View -- free. Win/Linux.<br />
*Hyperion Interactive Web Client (plugin) -- not needed for courses, though Linux version exists. May be able to distribute client software, but not really needed ATM.<br><br />
*'''''IGOR Pro -- Alternative needed.''''' Win/Mac. Commercial.<br />
*'''''iTunes and QuickTime -- Test/Wine OR Alternative needed.''''' Win/Mac. Free - may be able to distribute, need to check with vendor.<br />
*Language School Software Pack (see&nbsp;[[#Language_Support_Software|#Language_Support_Software]]&nbsp;below).<br><br />
*'''''Maple -- Alternative needed.''''' Runs on Linux but is commercial.<br />
*'''''Mathematica -- Alternative needed.''''' Runs on Linux but is commercial.<br />
*'''''MathType -- Alternative found.''''' Evaluate. OpenOffice has an equation editor. Scientists tend to use LaTeX.<br />
*'''''MDL Chime -- Test/Wine.''''' Check with vendor re: licensing. Commercial, but may be able to distribute.&nbsp;http://ariadne.mse.uiuc.edu/Info/Chime/chime_linux.html<br />
*'''''MestReC -- Alternative needed.''''' Runs on Linux but is commercial.<br />
*'''''Microsoft Office -- Alternative found.''''' OpenOffice (http://openoffice.org) - robust &amp; stable office suite, most Office features, can load &amp; save MS Office file formats, very similar to Office 2003 in layout &amp; functionality.<br />
**Strengths of OpenOffice over MS Office: better support for style-based formatting, "save to PDF" feature included by default, better auto-recover documents.<br />
**Weaknesses: no new shiny layout, formats .doc files imperfectly, some advanced features missing.<br />
*'''''Mike's Bikes&nbsp;????<br>'''''<br />
*'''''MPEG Streamclip -- Test/Wine.''''' Can distribute freely. Also see alternatives:&nbsp;http://en.wikipedia.org/wiki/List_of_video_editing_software.<br />
*NetLogo -- free and runs on Win/Mac/Linux.<br />
*Nvu -- free and runs on Win/Mac/Linux.<br><br />
*'''''OCR Software&nbsp;'''''-- Alternative found. Evaluate. See&nbsp;http://www.google.com/search?sourceid=chrome&amp;ie=UTF-8&amp;q=linux+ocr &nbsp;AND search tesseract GUI linux.<br />
*OpenBabel. Free. Win/Mac/Linux.<br />
*OpenPerl IDE. Free. Win. For Linux see Eclipse, jEdit.<br><br />
*'''OR Tutor&nbsp;???<br>'''<br />
*'''''PCGets. Need alternative.''''' Commerical. Win/Linux. If it's a must, see Wine for emulation.&nbsp;http://www.doornik.com/products.html<br />
*'''''PC-ORD. Need alternative.''''' Commercial. Win. If it's a must, see Wine for emulation.<br />
*PDF Creator. Can be done via Cups in Linux and PDF creation is supported on Mac out of the box.<br><br />
*'''''PopCycle - Test/Wine.''''' Free. May be able to distribute. Check with the author.&nbsp;http://faculty.washington.edu/herronjc/SoftwareFolder/PopCycle.html<br />
*'''''Protein Explorer - Alternative found.''''' Windows only. See alternative at&nbsp;http://www.umass.edu/microbio/chime/pe_beta/pe/protexpl/<br />
*Putty -- ssh is built-in Linux and Mac, not needed.<br />
*Python -- free Win/Mac/Linux.<br />
*R - Win/Mac/Linux. Free.<br />
*RasMol - Java based. Win/Mac/Linux. Free&nbsp;<br />
*SciFinder Scholar - web based (search for SciFinder in our [http://go.middlebury.edu/databases Databases A-Z] list for login instructions)<br><br />
*'''''Second Life. Test/Wine.''''' Win/Mac. Free, but closed-source. Need to check with vendor if we can distribute it.<br />
*'''''SPSS 16. Alternative found.''''' Win/Mac/Linux. Commercial. Need to test alternative: PSPP (http://www.gnu.org/software/pspp/)<br />
*'''''Stata SE. Need alternative.''''' Win/Mac/Linux. Commercial. Can be run via terminal services - consider.<br />
*Stellarium. Win/Mac/Linux. Open Source.<br><br />
*'''''Swiss PDB Viewer - Test/Wine.''''' Win/Mac.&nbsp;http://spdbv.vital-it.ch/wine.html<br />
*'''''TeXnic Center -- Alternative found.''''' Kile and teTeX.&nbsp;http://www.ces.clemson.edu/linux/latex.shtml#kile<br />
*'''''Viewer Lite (Accelersys) -- Alternative needed.''''' One option is jMol. See&nbsp;http://mailman.ic.ac.uk/pipermail/chemweb/2003-May/001402.html<br />
*Vim. Win/Mac/Linix - open source.<br />
*VMD.&nbsp;Win/Mac/Linix - open source.<br />
*WinEdt - just use Kile or teTeX.<br><br />
*'''''WinHaze -- Test/Wine.''''' http://vista.cira.colostate.edu/improve/Tools/win_haze.htm<br />
*WinSCP. Just use FileZilla for Linux.<br><br />
*'''''Write-N-Cite -- Alternative found.''''' Lots of alternatives. See&nbsp;http://en.wikipedia.org/wiki/Comparison_of_reference_management_software<br />
*Xming -- X is at the core of most Linux distros.<br />
<br />
== Standard Software - Public Macintosh Computers ==<br />
<br />
The following software is standard (available) across ALL of our Public Macintosh Computers. The software applications that&nbsp;are most popular are outlined in bold.<br />
<br />
*Adobe: Acrobat Reader, Flash Player, Shockwave&nbsp;(see Windows section).<br />
*Artstor, Audacity&nbsp;(see Windows section).<br />
*Blender&nbsp;(see Windows section).<br />
*Google Earth (see Windows section).<br><br />
*'''''iMovie -- alternative found. Lots of options.&nbsp;<br>http://fixounet.free.fr/avidemux/, <br>http://www.openshotvideo.com/, <br>http://www.pitivi.org/, <br>http://cinelerra.org/about.php, <br>http://lives.sourceforge.net/,&nbsp;<br>Also see http://en.wikipedia.org/wiki/List_of_video_editing_software,&nbsp;http://www.cyberciti.biz/faq/top5-linux-video-editing-system-software'''''<br><br />
*'''''iDVD -- alternative found (kinda)&nbsp;http://burn-osx.sourceforge.net/<br>'''''<br />
*iPhoto -- Just use Picasa.<br><br />
*'''''GarageBand -- alternative found.&nbsp;http://www.ardour.org,&nbsp;http://www.acidplanet.com/downloads/xpress/, http://lmms.sourceforge.net/, http://traverso-daw.org/'''''<br><br />
*iWeb (see Windows section - Nvu)<br />
*Pages, Keynote, Numbers (see Windows section - OpenOffice)<br />
*iTunes and QuickTime (see Windows section).<br />
*Microsoft Office 2008 (Word, Excel, PowerPoint, Entourage) [http://www.microsoft.com/mac/itpros/default.mspx?clr=99-15-0&srcid=73264c8f-de1a-41c6-b40a-b9376c5aa62f1033&ep=9&target=6474a4a6-9d3e-4bde-a255-fb9286ef5d101033 with Proofing tools for these languages]&nbsp;(see Windows section).<br />
*MPEG Streamclip (see Windows section).<br />
*Second Life (see Windows section).<br />
<br />
== Language Support Software<br> ==<br />
<br />
*All of our public computing facilities offer the ability to type in any of the languages taught at Middlebury and MIIS (http://go.middlebury.edu/ls).<br>http://scs.earlham.edu/changing-the-keyboard-layout-in-ubuntu-8-04<br />
*Open Office for provides spellcheck and grammar support for any of the languages taught at Middlebury and MIIS (http://go.middlebury.edu/ls).<br><br />
*Additional language-related apps available on all of our public computing facilities: <br>'''''<br>Nakama -- Alternative needed.'''''<br>'''<br>Atajo -- Alternative needed.'''<br>'''''<br>Mandarin Chinese -- Alternative needed.'''''<br><br>Russian Cyrillic --&nbsp;http://scs.earlham.edu/changing-the-keyboard-layout-in-ubuntu-8-04<br>Hot Potatoes - java based. Free to distribute. Win/Mac/Linux.<br />
<br />
== Standard Computer Classrooms and Labs ==<br />
<br />
The following computer classrooms/labs have only the standard software outlined above:<br />
<br />
*Music Library Carrels<br />
*Davis Family Library&nbsp;Carrels<br />
*RAJ<br />
<br />
== Specialized Computer Classrooms and Labs ==<br />
<br />
In addition to the standard software bundle, the following computer classrooms and labs have specialized software. Locations with&nbsp;Macs are shaded.<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" width="95%"<br />
|-<br />
| Software<br />
| bgcolor="#0099ff" | Alternatives<br />
|-<br />
| Adobe Acrobat Pro 9<br />
| Combination of cups-pdf, OpenOffice and web-based forms via Drupal or Google Docs. Regarding wine integration:&nbsp;http://appdb.winehq.org/appview.php?appId=847<br />
|-<br />
| Adobe Bridge CS4<br />
| Digikam, GTKam, F-spot, Rawstudio, Gimp with raw plugins, http://ksvichaar.blogspot.com/2007/06/camera-raw-editors-for-linux.html<br> http://www.linux.com/archive/feed/56128<br />
|-<br />
| Adobe Dreamweaver CS4<br />
| Nvu<br />
|-<br />
| Adobe Flash Pro CS4<br />
| None that are equivalent. Some options:&nbsp;Mainly: http://www.openlaszlo.org/<br />
Others:<br>http://f4l.sourceforge.net/, http://www.ktoon.net/, http://www.pencil-animation.org/, http://www.salasaga.org/<br />
<br />
See also:<br>http://osflash.org/linux<br />
<br />
Libraries and CLI tools: http://www.m2osw.com/sswf.html, http://swfmill.org/, http://www.swftools.org/, http://www.libming.org/<br />
<br />
Related notes:<br>http://www.williambrownstreet.net/wordpress/?p=78<br>http://ntt.cc/2008/05/19/using-actionscript-3-to-develop-adobe-flash-content-on-linux.html<br />
<br />
|-<br />
| Adobe Illustrator CS4<br />
| Primarily&nbsp;http://www.inkscape.org/. Also http://www.xaraxtreme.org/ and http://www.skencil.org/<br />
|-<br />
| Adobe Indesign CS4<br />
| Primarily http://www.scribus.net/<br><br />
|-<br />
| Adobe Photoshop CS4^<br />
| http://www.gimp.org/ and http://www.gimpshop.com/<br>Use http://www.xnview.com/ for resizing, basic retouching, conversion.<br />
Alternative to MS Paint: gpaint.<br />
<br />
<br><br />
<br />
|-<br />
| ArcGIS<br />
| <br><br />
|-<br />
| Brainstorm<br />
| <br><br />
|-<br />
| Cinematize<br />
| &nbsp;<br />
|-<br />
| DataStudio<br />
| <br><br />
|-<br />
| DeltaGraph<br />
| <br><br />
|-<br />
| DVD Studio Pro<br />
| <br><br />
|-<br />
| E-Prime<br />
| <br><br />
|-<br />
| FontLab<br />
| <br><br />
|-<br />
| Final Cut Pro<br />
| <br><br />
|-<br />
| Final Cut Express<br />
| <br><br />
|-<br />
| Google Earth PRO<br />
| &nbsp;<br />
|-<br />
| Graphing Calculator<br />
| &nbsp;<br />
|-<br />
| Kaleida Graph<br />
| <br><br />
|-<br />
| Logic Works<br />
| <br><br />
|-<br />
| Mathcad<br />
| &nbsp;<br />
|-<br />
| Matlab<br />
| <br><br />
|-<br />
| Minitab<br />
| &nbsp;<br />
|-<br />
| Multisim<br />
| <br><br />
|-<br />
| Shazam<br />
| <br><br />
|-<br />
| Sibelius<br />
| http://musescore.org/en/download<br />
|-<br />
| Soundtrack Pro<br />
| <br><br />
|-<br />
| Spartan 08<br />
| <br><br />
|-<br />
| StatTransfer<br />
| <br><br />
|-<br />
| Stella<br />
| <br><br />
|}<br />
<br />
<br><br />
<br />
^ Adobe ImageReady has been discontinued by Adobe.<br />
<br />
== Main Sources for Free Alternatives to Commercial Software ==<br />
<br />
*http://www.linuxalt.com/<br />
*http://alternativeto.net<br />
*http://www.osalt.com/<br />
*http://www.opensource.org/<br />
*http://vinterstille.dk/adobe-creative-suite-oss-alternative-v2<br />
*http://www.opensourcewindows.org/ and&nbsp;http://www.opensourcemac.org/<br />
*http://freevideosoftware.org/<br />
*http://en.wikipedia.org/wiki/Category:Lists_of_software<br />
*http://en.wikipedia.org/wiki/List_of_software_products<br />
*http://www.opensitesolutions.com/<br />
*http://downloadpedia.org/Open_Source_Alternative_to_Commercial_Software<br />
*http://linuxappfinder.com<br />
*http://sourceforge.net/<br />
*http://www.best-freeware.com/<br />
<br />
== Selection of essential free alternatives to commercial software ==<br />
<br />
Most computers need a set of software to be productive. This section is meant to address this minimal set of software.<br />
<br />
Note: Discussion on recommended browsers has been intentionally omitted, though Google Chrome is an interesting option, providing built-in PDF and Flash player support.<br />
<br />
'''Antivirus and Security (PC Only)'''<br />
<br />
*[http://www.microsoft.com/security_essentials/default.aspx Microsoft Security Essentials]&nbsp;<br>Note: While this software is free to use, and quite appropriate for your personal computer, it is not meant to be installed on College computers (wording in [http://www.microsoft.com/security_essentials/eula.aspx Microsoft's EULA suggests this restriction] and, in addition, the software lacks a centralized management console).<br />
*TrueCrypt (for encryption)<br />
<br />
'''File Backup and Recovery'''<br />
<br />
*Dropbox (hands down - and see, it's listed second - it's '''that''' important)<br />
*YamiPod (copying your music from '''your''' iPod to '''your''' computer - note the emphasis on '''your''')&nbsp;<br />
<br />
'''Office Software Suite (word processing, presentation, spreadsheet)'''<br />
<br />
*[http://www.openoffice.org/ OpenOffice]<br />
<br />
'''Web Design Software'''<br />
<br />
In theory, with Drupal, our Blogs and this Wiki, there's less of a need for a standalone web design software. Nevertheless, we list the following web design software:<br />
<br />
*[http://kompozer.net/ Kompozer]<br />
<br />
'''Communications (Email, Chat, Video and Audio Conferencing, File Transfer, VPN, desktop sharing/remote desktop)'''<br />
<br />
*Webmail (hey, it '''is''' free for us and compatibility-wise beats every free email client).<br />
**FileZilla for PCs and Cyberduck for Macs (please try to avoid using FTP and insist on Secure FTP instead)<br />
*vpn.middlebury.edu<br />
*For desktop sharing, the built-in tools Microsoft Remote Assistance and Apple's Screen Sharing are recommended. TeamViewer is an option, and has had several security certifications, but it does route your (encrypted) traffic through their servers. Skype is an option, too.<br />
<br />
'''Digital Media Playback, Organization and Editing'''<br />
<br />
*Picasa (for photo organizing and basic picture editing)<br />
*MS Paint (or Preview.app for Mac) for basic annotation and format conversion (e.g. BMP to JPEG or PNG)<br />
*Gimpshop (for advanced photo editing)<br />
*Scribus (for desktop publishing and layout - e.g. poster design)<br />
*Inkscape (for vector graphics)&nbsp;<br />
*Audacity (for audio recording, conversion and basic editing)<br><br />
*Community Clips for PCs and QuickTime X for Mac (screencapture)<br />
*MiddMedia and MPEG Streamclip, QuickTime X (for video conversion)<br />
*VLC (for viewing just about every video under the sun '''and''' the moon)<br />
<br />
[[Category:Public Lab Software]]<br />
[[Category:Public Computer Software]]<br />
[[Category:Software]]<br />
[[Category:Helpdesk Documentation]]<br />
[[Category:Public Search]]<br />
[[Category:OutOfDate]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=LibGuides&diff=35193LibGuides2016-09-15T15:51:41Z<p>Bryan Carson: </p>
<hr />
<div>'''Deprecated''': See the '''LG Help''' page and '''Style Guidelines''' page of [http://go.middlebury.edu/lgtemplate this guide] '''instead'''''.<br />
<br />
'''You must be logged into LibGuides to see these pages.'''<br />
*[http://guides.middlebury.edu/c.php?g=431955&p=2946427 Style Guidelines]<br />
*[http://guides.middlebury.edu/c.php?g=431955&p=2981523 LG Help]<br />
<br />
[[Category:LibGuides]]<br />
[[Category:Subject Guides]]<br />
[[Category:Guides]]<br />
[[Category:Research & Instruction]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=LibGuides&diff=35192LibGuides2016-09-15T15:49:43Z<p>Bryan Carson: added links directly to the pages.</p>
<hr />
<div>'''Deprecated''': See the '''LG Help''' page and '''Style Guidelines''' page of [http://go.middlebury.edu/lgtemplate this guide] '''instead'''''.<br />
<br />
*[http://guides.middlebury.edu/c.php?g=431955&p=2946427 Style Guidelines]<br />
*[http://guides.middlebury.edu/c.php?g=431955&p=2981523 LG Help]<br />
<br />
[[Category:LibGuides]]<br />
[[Category:Subject Guides]]<br />
[[Category:Guides]]<br />
[[Category:Research & Instruction]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=LibGuides&diff=35191LibGuides2016-09-15T15:42:02Z<p>Bryan Carson: </p>
<hr />
<div>'''Deprecated''': See the Help page of [http://go.middlebury.edu/lgtemplate this guide] '''instead'''''.<br />
<br />
[[Category:LibGuides]]<br />
[[Category:Subject Guides]]<br />
[[Category:Guides]]<br />
[[Category:Research & Instruction]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=LibGuides&diff=35190LibGuides2016-09-15T15:40:57Z<p>Bryan Carson: </p>
<hr />
<div>'''''Deprecated''': See the Help page of [http://go.middlebury.edu/lgtemplate this guide] '''instead'''''Italic text''.''<br />
<br />
[[Category:LibGuides]]<br />
[[Category:Subject Guides]]<br />
[[Category:Guides]]<br />
[[Category:Research & Instruction]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=LibGuides&diff=35189LibGuides2016-09-15T15:40:27Z<p>Bryan Carson: Deleted content below Stacy's Reardon's "deprecated" message.</p>
<hr />
<div>'''''Deprecated''': See the Help page of [http://go.middlebury.edu/lgtemplate this guide] '''instead'''''Italic text''.''<br />
<br />
[[Category:LibGuides]]<br />
[[Category:Subject Guides]]<br />
[[Category:Guides]]<br />
[[Category:Research & Instruction]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Create_a_new_profile&diff=35174Create a new profile2016-09-13T13:29:54Z<p>Bryan Carson: added categories where there were none previously</p>
<hr />
<div>Here is how to create a new profile in Microsoft Outlook. If you are creating a new profile in response to the move to the cloud, it's best not to delete the old one so you can reference the old profile if necessary for e.g. view settings. <br />
==Outlook 2010/2016: Windows==<br />
#From the Start Menu, select the Control Panel.<br />
#In the upper right hand corner, use the "Search Control Panel" function to search "Mail"<br />
#From the results, select "Mail (32 Bit)" or "Mail (64 Bit)" depending on your computer. <br />
# In the window that appears, select "Show Profiles". [[File:view profiles.png|thumb|center]] <br />
#Now, on the new window, select "Add..." and enter the name you wish to be associated with the account. [[File:add profile.png|thumb|center]]<br />
#Windows will automatically take your credentials from your login to set you up with your new email profile. If you are setting this up on a personal device, refer to the [[Email configuration]] page for more information.<br />
#Underneath the list of profiles, select the radio button underneath that says "Always use this profile", then select your new profile from the dropdown list so that it is the default when opening Outlook.<br />
Note: If you use shared folders, make sure caching is turned off before you begin this process. Learn how to do that [[Using_Outlook#How_to_Shut_Off_Cached_Mode_for_Shared_Folders|here]]<br />
===Accessing Additional Mailboxes From Your Primary Profile===<br />
Many people have access to more than one mailbox, such as a shared departmental account or a senior administrator you assist, without knowing the password of the account. Here is the information on how to open a shared mailbox from your own account.<br />
#Click on "File" at the top left corner of the Outlook window.<br />
#Select the "Account Settings" drop down menu, and then "Account Settings..." <br />
#Go to the Data Files tab and click on the "Settings" button, [[File:account settings.png|thumb|center]]<br />
#Go to the Advanced tab and click the "Add..." button. [[file:add box.png|thumb|center]]<br />
#Search for the name of the box you want, and select it from the options that appear based on your keyword.<br />
#Make sure to uncheck "Use Cached Exchange Mode" before you exit this pane as well.<br />
#Click OK and then Close.<br />
<br />
===Additional Profiles for Direct Access to Other Accounts===<br />
Should you need to access other accounts directly (i.e. by entering the username and password), this is how to create additional profiles for those as well. It will prompt you upon opening Outlook to choose which account you wish to access.<br />
#At step 5 above, select the option "Prompt for a profile to be used"<br />
#Select "Add..." as above <br />
#Select "Manually configure server settings or additional server types" and click "Next" [[File:add additional accounts.png|thumb|center]]<br />
#Select the option outlined below for the account type and click "Next" [[File:choose service.png|thumb|center]]<br />
#Enter the credentials of the additional account, and enter "mail.middlebury.edu" as the Exchange server, click "Next", then "Finish"<br />
#When you open Outlook, choose the profile you need - if prompted for credentials, you may need to enter them as "midd\username" rather than just "username".<br />
<br />
==Outlook 2011: Mac==<br />
Microsoft refers to "profiles" as "identities" for Outlook for Mac users. They have thorough documentation on how to update your "identity" [https://support.office.com/en-US/article/Manage-identities-EDC1A942-8242-46BD-8A9B-076553D5494D here]. Use this to add an additional identity, and do not delete your old one. If you delete your old one, you will lose emails, settings, and information.<br />
<br />
==Outlook 2016: Mac==<br />
#After opening Outlook, go to the Menu Bar at the top, select Outlook, and then select Preferences. <br />
#In the window that appears, select Accounts[[File:preferences.png|thumb|center]]<br />
#In the accounts window, you will see the accounts you used to use. These should save your previous emails and information from the time before the Hosted Exchange switch. Select the + button in the lower left hand corner to continue. [[File:accounts.png|thumb|center]]<br />
#Enter your credentials and click Add Account when you are done. Email address and Username are the same. Make sure you leave "Configure Automatically" checked. [[File:account information.png|thumb|center]]<br />
#When your new account is selected, click on the gear across from the + you clicked earlier in the Accounts window to make the new account the default when using Outlook.<br />
#Should you need direct access to any additional accounts, enter them using the same process outlined above.<br />
<br />
===Accessing Additional Mailboxes From Your Primary Profile (Mac)===<br />
#Click Tools in the top ribbon<br />
#Select the "Accounts" button.<br />
#Select your Middlebury email account profile, and click the "Advanced" button. [[file:accounts advanced.png|thumb|center]]<br />
#Go to the Delegates tab and click the + under "People I am a delegate for". [[file:delegates.png|thumb|center]]<br />
#Search for your mailboxes, and click on the correct ones based on your key word search.<br />
#Click OK and then close the Accounts window.<br />
<br />
[[Category:Outlook]]<br />
[[Category:Windows]]<br />
[[Category:Mac]]<br />
[[Category:Outlook 2016]]<br />
[[Category:Apple]]</div>Bryan Carsonhttps://mediawiki.middlebury.edu/LIS/index.php?title=Bib_%26_Item_Locations_%26_Abbreviations&diff=34962Bib & Item Locations & Abbreviations2016-07-29T13:38:52Z<p>Bryan Carson: </p>
<hr />
<div>[[Innovative (Millennium)|&lt;&lt; Back to Innovative (Millennium)]]<br>[[Cataloging|&lt;&lt; Back to Cataloging]]<br />
<br />
<div class="content"></div><br />
<br />
===== Armstrong Library =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 355px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| maa<br />
| maa<br />
| Armstrong stacks<br />
|-<br />
|<br />
| maaov<br />
| Armstrong oversize<br />
|-<br />
|<br />
| maalo<br />
| Armstrong large oversize<br />
|-<br />
| mar<br />
| mar<br />
| Armsstrong reference<br />
|-<br />
| map<br />
| mapb<br />
| Armstrong bd periodicals<br />
|-<br />
|<br />
| mapc<br />
| Armstrong curr periodicals<br />
|-<br />
|<br />
| mapfm<br />
| Armstrong microfilm<br />
|-<br />
|<br />
| mapfc<br />
| Armstrong microfiche<br />
|-<br />
| mag<br />
| mag<br />
| Armstrong gov docs<br />
|-<br />
|<br />
| magov<br />
| Armstrong gdocs oversize<br />
|-<br />
| mam<br />
| mam<br />
| Armstrong maps case<br />
|-<br />
| mac<br />
| macd<br />
| Armstrong circ desk<br />
|-<br />
|<br />
| mace<br />
| Armstrong equipment<br />
|-<br />
| mas<br />
| macs<br />
| Armstrong reserves<br />
|-<br />
| mar<br />
| marlg<br />
| GIS lab Bi Hall<br />
|}<br />
<br />
===== Davison (Breadloaf) =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 108px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| md<br />
| mda<br />
| Davison-Breadloaf<br />
|-<br />
|<br />
| mdp<br />
| Davison periodicals<br />
|-<br />
|<br />
| mdr<br />
| Davison reference<br />
|-<br />
|<br />
| mds<br />
| Davison reserves<br />
|}<br />
<br />
===== Special Collections =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 1037px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mfa<br />
| mfab<br />
| Abernethy collection<br />
|-<br />
|<br />
| mfaba<br />
| Abernthey library<br />
|-<br />
|<br />
| mfabf<br />
| Aber flat oversize<br />
|-<br />
|<br />
| mfabl<br />
| Aber broadsides lge oversize<br />
|-<br />
|<br />
| mfabo<br />
| Aber broadsides oversize<br />
|-<br />
|<br />
| mfabr<br />
| Aber broadsides<br />
|-<br />
|<br />
| mfafc<br />
| Aber flatcase<br />
|-<br />
|<br />
| mfalo<br />
| Aber lge oversize<br />
|-<br />
|<br />
| mfamd<br />
| Aber media<br />
|-<br />
|<br />
| mfaov<br />
| Aber oversize<br />
|-<br />
|<br />
| mfapl<br />
| Aber pamphlet lge over<br />
|-<br />
|<br />
| mfapm<br />
| Aber pamphlet<br />
|-<br />
|<br />
| mfapo<br />
| Aber pamphlet over<br />
|-<br />
|<br />
| mfapr<br />
| Aber periodicals<br />
|-<br />
| mff<br />
| mffl<br />
| Flanders coll<br />
|-<br />
|<br />
| mffs<br />
| Flanders Mini<br />
|-<br />
|<br />
| mffms<br />
| Flanders Mss<br />
|-<br />
| mfc<br />
| mfca<br />
| College archives<br><br />
|-<br />
|<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
|<br />
| mfcfc<br />
| Coll archives flatcase<br />
|-<br />
|<br />
| mfcfo<br />
| Coll archives flat<br />
|-<br />
|<br />
| mfclo<br />
| Coll archives lge over<br />
|-<br />
|<br />
| mfcmd<br />
| Coll archives media<br />
|-<br />
|<br />
| mfcov<br />
| Coll archives oversize<br />
|-<br />
|<br />
| mfcpm<br />
| Coll archives pamphlets<br />
|-<br />
|<br />
| mfcre<br />
| Coll archives realia<br />
|-<br />
| mfr<br />
| mfrbm<br />
| Rare bks &amp; Mss<br />
|-<br />
|<br />
| mfrbo<br />
| RB&amp;M broadsides over<br />
|-<br />
|<br />
| mfrbr<br />
| RB&amp;M broadsides<br />
|-<br />
|<br />
| mfrbs<br />
| RB&amp;M mini<br />
|-<br />
|<br />
| mfrfc<br />
| RB&amp;M flatcase<br />
|-<br />
|<br />
| mfrfo<br />
| RB&amp;M flat oversize<br />
|-<br />
|<br />
| mfrlo<br />
| RB&amp;M lge oversize<br />
|-<br />
|<br />
| mfrlp<br />
| Spec Coll LPs<br />
|-<br />
|<br />
| mfrmd<br />
| RB&amp;M media<br />
|-<br />
|<br />
| mfrms<br />
| RB&amp;M Mss<br />
|-<br />
|<br />
| mfrov<br />
| RB&amp;M oversize<br />
|-<br />
|<br />
| mfrpm<br />
| RB&amp;M pamphlets<br />
|-<br />
|<br />
| mfrpo<br />
| RB&amp;M Pamphlet oversize<br />
|-<br />
|<br />
| mfrr<br />
| Spec Coll ref<br />
|-<br />
|<br />
| mfrro<br />
| Spec Coll offices<br />
|-<br />
| mfv<br />
| mfvt<br />
| Vermont coll<br />
|-<br />
|<br />
| mfvtm<br />
| Vt coll maps<br />
|-<br />
|<br />
| mfvto<br />
| Vt coll oversize<br />
|-<br />
|<br />
| mfvtp<br />
| Vt coll pamphlets<br />
|-<br />
|<br />
| mfvtr<br />
| Vt coll locked<br />
|-<br />
|<br />
| mfvts<br />
| Vt coll locked map case<br />
|-<br />
|<br />
| mfvtw<br />
| Vt coll wall (by rm. 105)<br />
|-<br />
| mf<br />
| mfx<br />
| Spec coll exhibit<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|-<br />
|<br />
|<br />
|<br />
|}<br />
<br />
===== Davis Family LibraryStacks =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 469px; height: 157px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mma<br />
| mma<br />
| Stacks (all levels)<br />
|-<br />
|<br />
| mmafc<br />
| Microfiche-main lvl<br><br />
|-<br />
|<br />
| mmafm<br />
| Microfilm-main lvl<br />
|-<br />
|<br />
| mmao<br />
| Oversize-upper lvl<br />
|-<br />
|<br />
| mmaw<br />
| Wilson media lab<br />
|}<br />
<br />
===== Davis Family Library Browsing =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmb<br />
| mmbc<br />
| Graphic novels<br />
|-<br />
|<br />
| mmbd<br />
| DVD collection<br />
|-<br />
|<br />
| mmbdo<br />
| DVD collection, Oversize<br />
|-<br />
|<br />
| mmbf<br />
| Faculty authors<br />
|-<br />
|<br />
| mmbg<br />
| General browsing<br />
|-<br />
|<br />
| mmbp<br />
| Children's picture books<br />
|-<br />
|<br />
| mmbw<br />
| Browsing wellness<br />
|-<br />
|<br />
| mmby<br />
| Yearbooks<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmbg<br />
| mmbg<br />
| General browsing<br />
|}<br />
<br />
===== Davis Family Library Circ Desk =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 267px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmc<br />
| mmc2<br />
| Room 201<br />
|-<br />
|<br />
| mmcc<br />
| CDs<br />
|-<br />
|<br />
| mmcd<br />
| DVDs<br />
|-<br />
|<br />
| mmce<br />
| Equipment<br />
|-<br />
|<br />
| mmcf<br />
| 16mm<br />
|-<br />
|<br />
| mmci<br />
| Interlibrary loan<br />
|-<br />
|<br />
| mmcl<br />
| Laser discs<br />
|-<br />
|<br />
| mmcp<br />
| Perm reserve<br />
|-<br />
|<br />
| mmcr<br />
| CD-ROMS<br />
|-<br />
|<br />
| mmcs<br />
| Reserves<br />
|-<br />
|<br />
| mmct<br />
| Cassettes<br />
|-<br />
|<br />
| mmcv<br />
| Videocassettes<br />
|-<br />
|<br />
| mmcw<br />
| Software<br />
|-<br />
|<br />
| mmcxe<br />
| Sunderland equipment<br />
|}<br />
<br />
===== Davis Family Library Internet Resources =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| meb<br />
| meb<br />
| Electronic books<br />
|-<br />
| meg<br />
| meg<br />
| Electronic gov docs<br />
|-<br />
| mep<br />
| mep<br />
| Electronic periodicals<br />
|-<br />
| mer<br />
| mer<br />
| Electronic reference<br />
|-<br />
| mev<br />
| mev<br />
| Electronic AV<br />
|}<br />
<br />
===== Davis Family Libary Government Documents =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmg<br />
| mmg<br />
| Gov docs<br />
|-<br />
|<br />
| mmgc<br />
| Gov docs CD-ROMs<br />
|-<br />
|<br />
| mmgf<br />
| Gov docs microfiche<br />
|-<br />
|<br />
| mmgm<br />
| Gov docs maps<br />
|-<br />
|<br />
| mmgo<br />
| Gov docs oversize<br />
|-<br />
|<br />
| mmgr<br />
| Gov docs reference<br />
|-<br />
|<br />
| mmgx<br />
| Gov docs locked<br />
|-<br />
|<br />
| mmgxo<br />
| Gov docs locked oversized<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Language Collections =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mml<br />
| mmla<br />
| Arabic<br />
|-<br />
|<br />
| mmlar<br />
| Arabic reference<br />
|-<br />
|<br />
| mmlc<br />
| Chinese<br />
|-<br />
|<br />
| mmlch<br />
| Chinese reference<br />
|-<br />
|<br />
| mmlco<br />
| Chinese oversize<br />
|-<br />
|<br />
| mmlj<br />
| Japanese<br />
|-<br />
|<br />
| mmljo<br />
| Japanese oversize<br />
|-<br />
|<br />
| mmljr<br />
| Japanese reference<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Offices =====<br />
<br />
{| width="470" cellspacing="1" cellpadding="1" border="1"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmo<br />
| mmoac<br />
| Acquistions office<br />
|-<br />
|<br />
| mmoco<br />
| Catalog office<br />
|-<br />
|<br />
| mmogd<br />
| Gov docs office<br />
|-<br />
|<br />
| mmoil<br />
| Interlibrary loan office<br />
|-<br />
|<br />
| mmopp<br />
| Pres &amp; processing office<br />
|-<br />
|<br />
| mmore<br />
| Reference office<br />
|-<br />
|<br />
| mmose<br />
| Serials office<br />
|-<br />
|<br />
| mmosy<br />
| Systems office<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Periodicals =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 135px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmp<br />
| mmpb<br />
| Bound periodicals<br />
|-<br />
|<br />
| mmpc<br />
| Current periodicals<br />
|-<br />
|<br />
| mmpfc<br />
| Microfiche periodicals<br />
|-<br />
|<br />
| mmpfm<br />
| Microfilm periodicals<br />
|-<br />
|<br />
| mmpin<br />
| Microform indexes<br />
|-<br />
|<br />
| mmpn<br />
| Current newspapers<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Reference =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmr<br />
| mmr<br />
| Reference<br />
|-<br />
|<br />
| mmrma<br />
| Atlas case<br />
|-<br />
|<br />
| mmrmv<br />
| Map vertical file<br />
|}<br />
<br />
===== =====<br />
<br />
===== Davis Family Library Exhibits =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 113px;"<br />
|-<br />
| '''Bib code'''<br />
| '''Item code'''<br />
| '''Item label'''<br />
|-<br />
| mmx<br />
| mmxc<br />
| CTLR display<br />
|-<br />
|<br />
| mmxl<br />
| Lobby display<br />
|-<br />
|<br />
| mmxr<br />
| Upper reading room<br />
|-<br />
|<br />
| mmxu<br />
| Upper north display<br />
|}<br />
<br />
===== Music =====<br />
<br />
===== Other Locations =====<br />
<br />
{| cellspacing="1" cellpadding="1" border="1" style="width: 470px; height: 157px;"<br />
|-<br />
|<br />
|<br />
| '''Non-Library Office Collections'''<br />
|-<br />
| oc<br />
| oca<br />
| Career Services -- Adirondack House<br />
|-<br />
| or<br />
| ora<br />
| Curriculum Center -- Twilight<br />
|-<br />
| os<br />
| osa<br />
| Scott Center -- 135 S. Main<br />
|-<br />
| os<br />
| osr<br />
| Scott Center Ref -- 135 S. Main<br />
|-<br />
|<br />
|<br />
| '''Off-Campus Locations'''<br />
|-<br />
| omill<br />
| omill<br />
| Mills College<br />
|}<br />
<br />
<br> <br> [[#top|Return to top]] <br><br />
<br />
[[Category:Innovative Interfaces]]<br />
[[Category:MIDCAT]]<br />
[[Category:Library]]<br />
[[Category:Millennium]]<br />
[[Category:Location Codes]]<br />
[[Category:LOC_WWWoptions]]<br />
[[Category:WWWoptions]]</div>Bryan Carson