ILL Procedures


Interlibrary Loan Procedures

Atlas Documentation




Clearing Copyright

  • In ILLiad - Main - Borrowing click on 'Awaiting Copyright Clearance' or use the 'Process Copyright' button in the Borrowing tab.
  • 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.)
  • Transactions that need to be cleared through copyright are displayed in the top grid.  Articles published more than five years ago can be automatically cleared:
  • Select 'Auto Select No Problem'. The system automatically selects transactions that no longer require copyright fees. Then click 'No Problem' to clear.
  • Five articles per journal per year (newer than five years old) are allowed before 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.
-Items not listed may be cleared.  Highlight record and select 'No problem.'
  • 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.  
-If the copyright fee exceeds $30.00, search for the article on-line, and determine if it can be provided through the publisher for less.  Click 'Doc Provider' to route the request for puchase by the publisher or another Document Provider such as the British Library (BRI).


ILLiad Documentation: Copyright

Video Training:


Processing/Ordering Borrowing Requests

Begin by going to 'Awaiting Request Processing'

  • Organize/Adjust the list of requests to view important information. Double click to open request. Review for notes.
  • Click the 'OCLC' tab (Alt-2).  System will automatically search. Locate matching OCLC record, or try another search.  Click on a line record to select a request, double-click to view.
  • Use (Control-h) or the top of the 'Holdings' button to search holdings.  If you cannot find a lender, select “All” under bottom of Holdings button.
  • Modify default lending string as needed.  Double click on lender codes to create a lender string. Drag codes up or down to change order.
  • Use 'Create Work Form' (alt-w) to populate OCLC request. Add any notes or appy Constant Data as needed. 
  • Click 'Send Request' to send the OCLC request. 
  • Back in the ILLiad 'Detail' tab click 'Request Sent' to save information and update ILLiad status.

ILLiad Documentation: Searching and sending Requests

If auto search selects record with few holdings, or only foreign holdings try other searches to locate better OCLC record.

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

Awaiting RAPID Local Request Processing

1. Search in z39.50. If we have it AS HARD COPY, copy information and cancel. Select appropriate cancellation reason.

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.

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)

Specialized Ordering: 

Specialized ordering is done in a variety of ways and requires extra steps to process the request.  Materials ordered in any of these ways may take longer to arrive at Middlebury.

  • Audio and Video
  • Microfilm
  • Thesis/Dissertations
  • Generic Request with Special message
  • Prepayment requests
  • Loans from Foreign Countries

More Libraries from foreign countries are signing up as suppliers in OCLC. Suppliers codes appear in uppercase in ILLiad's OCLC interface.

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. 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. 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.

Blank Work Forms:

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.

  • Open the request.
  • Click on the lower OCLC tab.
  • 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.
  • Add the lenderstring manually.
  • If you are placing a thesis request, remember to also apply the Constant Data 'Dissert' to the request before sending it.
  • Send as you would a normal OCLC request.
To order from non-supplier:
  • Copy selected code and e-mail address into note field. Indicate in note you are sending e-mail request.
  • Copy OCLC number into Bib Number/OCLC number field.
  • 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
  • Send e-mail "E-mail ILL Request to Lender" (Paste Lender's email into 'TO' address before sending.)

Non OCLC Requests:

Requesting from Non-Supplying OCLC Lenders:

  • Locate OCLC record, and select lowercase OCLC code.
  • 'Copy Information' from the selected OCLC record into your request, (the OCLC # will be copied into in the Bib Number/ OCLC Number field).
  • Change System ID to Other: "OTH".
  • 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.)
  • Add '*' and the selected OCLC code into the ‘Lending String’ field: *esw
  • Send e-mail "E-mail ILL Request to Lender" (paste Lender's email into 'TO' address before sending).


  • Complete web request, transfer information from web page to ILLiad.
  • If the request generates a request number, (ex: nlm, stf) add it to the ‘Record Number’ field.
  • Send request with "Request Sent" button.

  • Purchase from Document Provider
POD (Purchase on Demand) request

When the following criteria are met, ILL immediately passes a request to Acquisitions for purchase.

  • Send E-Mail -- POD: Request to Acq.for Purchase Consideration. (e-mails sent to libacqreq@middlebury.edu)

POD Criteria:

  • ILL Request from Faculty + Staff or students
  • Books or DVDs (CDs?)
  • Recent publication (within current or preceding year) OR
  • Unfillable via ILL as defined by: two request passes, or up to 10 lenders refused request.
  • Purchase price less then $100, as found on web, Amazon preferred.
Get it Now

‘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.

To order from ‘Get it Now’:

  • Click on the ‘Get it Now’ tab in an open Borrowing request.
  • Confirm you are looking at the correct request information.
  • Scroll down, accept the ‘terms and conditions’.
  • Click on ‘Accept’ to place the order: (Order information will be automatically copied into the ILLiad request form).
  • Back at the main request (detail tab), save changes and send the request.

The article should be delivered via Odyssey within 8 hours.

Cancelled by Customer

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.

For items with 'Shipped' status:

  • Send E-Mail > No cancellation allowed. (Item has already been shipped to Middlebury.)

For items with 'In Process' status:

  • Type the code of the lender currently reviewing the request into the Lender field.
  • Use the 'three dot button' (Show Lender) to find the Lending department e-mail.
  • Highlight and copy e-mail address. Close Address window.
  • Remove lender code from Lender field and save.
  • Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.
  • Delete OCLC request.
  • Switch back to the upper 'Borrowing Processing' Tab.
  • Send E-Mail > ILL Request Cancelled - to Lender.
  • Paste in Lender's e-mail address.
  • Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.
  • Send e-mail.

For items with 'Pending' status.

  • Click on upper OCLC tab. Open OCLC request using 'Show Request' button on ribbon.
  • Delete OCLC request.
  • Switch back to the upper 'Borrowing Processing' Tab.
  • Cancel the request using the 'Cancelled by Customer' option.

For items ordered by E-mail instead of OCLC.

  • Copy e-mail from notes.
  • Send E-Mail > ILL Request Cancelled - to Lender.
  • Paste in Lender's e-mail address.
  • Delete the phase that does not apply from the text of the e-mail, either 'Patron cancelled request/' or '/Request provided by previous lender'.
  • Send e-mail.


Condtional messages in ILLiad are question, restrictions, or information about the request provided by the potential lending library.

  • Open the request in ILLiad by double-clicking on the 'Awaiting Conditional Processing' queue, and selecting the request. Look for the message from the Lender in the note field in the request.  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.
  • 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.  (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 request form, but clicking yes, will open the OCLC form for further processing.
  • a 'Yes' answer, indicates you agree to any Lender conditions, you have answered any Lender questions, or you have corrected the request citation.  The detailed response should be written into the Borrower note field.  make any other changes, such as to the shipping, or IFM fields, before saving and clicking on 'Yes.'
  • a 'No' response bumps the request to the next lender in the Lender string.
  • or delete the entire OCLC request.



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.  Unfilled request need to be requested again (in OCLC or an alternate system), or cancelled.

  • 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.

Depending on the request and your remaining options, you may:

•re-request the item from other potential lenders in OCLC from the same OCLC record. 
•re-request the item from other potential lenders in OCLC from a new OCLC record. 
•re-request the item in a different system. (Consider POD if applicable.)
•cancel the request and inform the customer that you were unable to borrow the requested item.

Processing incoming Borrowing items

ILLiad Check-in

(For loans and for articles in paper form) 

1. Log on to ILLiad using your personal username.

2. Select the upper Borrowing tab above the ribbon. Click on the button 'Check in from Lending Library' 

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.  Confirm you are looking at the correct record, (you may have to select from a list of options if multiple records match your search).

4. Review and fill in the following:

  • note any restrictions from the request notes, such as “Library use only”.  Select restriction check boxes as needed.  (Set aside 'In Library Use Only' items to be processed as a group for easy printing onto pink paper.)
  • identify if it’s a Loan or an Article
  • who the Lender is, select the proper return address
  • the Due Date (FOR LOANS ONLY)
  • the type of Material
  • the number of pieces (One band will print for each)

5. Click ‘Check In’   Repeat for each Book.  When you are finished, close the 'Check in from Lending Libray' tab.

6. Print Book-Bands (for Loans only): 

  • Select the upper Borrowing tab above the ribbon. Click on the tob half of the 'Print Receives' button.
  • Select the Lib250green printer for regular checkin, Lib250pink for 'In Library Use Only' items
  • Make sure the 'View merged documents before printing' box is checked.
Word document should open automatically. Print. Fold slips in half lengthwise.

Adding ILLs into Millennium for Circulation.

1. Open III Millennium Cataloging and enter the following as requested:


2. Under the Catalog mode:

  • Type in: ill book (Hit “enter” or the “Search” Button)
  • Select: Ill Book (borrowed)

3. Hit “Attach New Item” button (You may need to change the view: “Item”)

4. Fill in the following information:

  • b  Barcode: scan in the white Barcode sticker from ILL book-band.  (Watch to make sure entire barcode has been entered.)
  • v  Volume: click with mouse beyond the “TN:” (or right-arrow three times) and scan TN: barcode.
  • c  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.

5. Hit the “Save” Icon to complete the item record.

6. Click on the “Summary” Tab to return to the Ill Book (Borrowing) Bib. Record.

7. Close ILL Book (Borrowing) record when finished adding items.

Once bookslips have been entered into Millennium they can be wrapped around the ILL.  Do NOT tape to the item, use paper strips to band larger items.

Scan all banded items in Mill Circ - check-in mode to confirm records.

Contact Customers

1. Select the upper Borrowing tab above the ribbon. Click on the button 'Contact Customers'

2. In Customer Contact: Click on “Start Automatic E-mail” button.

3. Phone any patrons left on list after e-mails have been sent.

-Double click on line after phone call to mark it “Notified by Phone”

4. Close Customer Contact window when all patrons have been notified.

Check-out items to Patrons

1. Refresh ILLiad by clicking on the blue turning arrows in the top left.

2. Click on the lower tab  'Main'

  • Double click on the queue 'Customer Notified via E-Mail'  to open.
  • Highlight all requests (Ctrl-A) and click on 'Route' in the Ribbon menu, and select 'Checked Out to Customer' from the drop down list.
  • You will be asked to confirm manual status change. Click 'Yes.'

3. Repeat for any items in the 'Customer Notified via Phone' queue.

Deliver items to Circulation for the Hold-Shelf

1. Separate Armstrong pick-up items and band together. Drop on Armstrong courier bin shelf. 

-In Summer, place any items for Davison Library in Bread Loaf courier at Circ.

2. Deliver remaining ILL items (on ILL Check-in cart) to Circulation Supervisor. 

3. Stop and let the Circ. Supervisor know you’ve delivered the cart.

Electronic Delivery

1. Select Receives – Electronic Delivery Processing

2. In the “Electronic Delivery” Window:

  • Check for records to be processed, if there are no files to be processed, then the new files must be pulled in from Odyssey.
-Click on the “Process Electronic Delivery Files” Button.
Article files are processed from top to bottom, view any article in a list by clicking on it.
-In the first box 'No ILL 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.) 
  • Locate TN or ILL number from image of article.
  • Type the identified TN# or the ILL# into the appropriate blank field.
  • Click the “Match ILL Number” Button, in ribbon at top of the to match the file with its TN#.  (If number does not match more research may be needed. Requests will not match unless they are at “Request Sent” status in ILLiad. Articles without identifying #s need to be searched under “Edit Request”)
  • In the second box 'No Ariel Lender Match', match the files with the lender—(Most will skip this box.)
-Look for the lender’s three letter code, in a lending string it follows the “*”. We for example are MDY (Middlebury College)
-Click on the circle of the Lender who sent the Article.
-Click on the “Attach Lender Info” button in the upper ribbon.  (The file will move to the review box.)

3. In the third box 'Review', review the article for completeness and flip pages.

  • Review article, check to make sure all pages are there, and complete.
  • Flip pages as needed.  Pages that are not right side up can be flipped upright using the rotate button. Flip multiple pages by clicking on the drop-down menu and highlighting the type of flip you want. (Do NOT flip sideways pages upright.)
  • When article has been properly checked, click on “Deliver” button to send article to patron. 

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.

4. If you do not have a good quality complete file, a re-send request must be sent.

  • Rapid resends are sent via RapidILL web page:  https://rapid2.library.colostate.edu/Ill/Login.aspx  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. 'Link to Rapid's Resend web form.'
  • Email resends can be sent via ILLiad custom e-mail form.  Search in ILLiad by TN, and send 'E-mail ILL Resend Request to Lender' email.  (Lender e-mail address required, and must be manually pasted into email 'To' field.)

Video training:


Branch Library Check-in/Notify Customers

ILLiad Check-in

1. Log on to ILLiad using your personal username.

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.In Transit.JPG

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.)

4. Scan TN: barcode for each item received in the 'Input' box. Watch to see item is added to the list for update.

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.

Processing Renewal Requests

1. In ILLIAD, Select Renewal Requested

  • Ensure renewals box is checked
  • Check note field, previous notes for past renewal. (We depend on lender to deny renewals.)

2. Select upper OCLC tab from above ribbon Click Show Requestbutton Change "Renewal Request" date to about a month in advance.

  • Be sure to follow proper format * YYYYMMDD

Keep this date in Millenium (see below)

Determine last name of patron from username or user detail tab.

3. Open Millenium. Circulation In Circulation desk mode

  • Search for patron by "n"+"last name"
  • Select patron record.Bold text
  • Find checked out records, best to organize by title and scan the "Interlibrary Loan Book" entries. (ILL title displays in call number field)

"Watch for other ILL records in Milcirc that are not in your ILLiad renewal requested list...(especially for faculty)"

  • Find requested entry and click Change Due Date
  • 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...)

(It is possible to change Date for multiple requests at once by pre-selecting lines of records in Millenium Circulation "If renewal was requested outside of Illiad--->Add Note: "Renewal Request made to ...enter date..."

  • Route to Checked Out to Customer.

Helps to do by username when several renewal requests exists from same user.

Awaiting Renewal OK Processing

  • 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
  • Find Patron in Millenium
  • Find checked out records
  • Organize by title (ILL Book)
  • 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!)
  • Okay to all pop ups (space bar through)
  • In Illiad, change the date in Item information box (on right) to match new Millenium date (SAVE)

Send Email ----> Request Renewed- Approved

-Awaiting Renewal Denied-

  • Uncheck "Allow Renewals"
  • Check Millenium due date matches record due date
  • Send Renewal Request denied email to patron

-Manually Renewing Materials- (staff initialed & patron initialed)



Overdue and Recall notices are sent using the custom e-mails within ILLiad.  These e-mails are sent in response to messages received by Lending Libraries.

Borrowing Returns

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.

Things to look out for:

  • 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.
  • 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.
  • 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.
  • Interlibrary loan books being returned to NExpress 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 nexpress. Put them on the red cart next to Lexa's desk to be UPSed to the school at the end of the day

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

To return books through the mail or UPS:

  • 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.
  • 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.
  • 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 medalion with a mailing label to specify to where the item needs to be shipped.
Creating UPS Labels
  • Open "UPS World Ship" Program
  • Enter School Code in address look-up (if school is not listed, enter information to create new listing)
  • Click Process Shipment
  • Double check tracking number on sheet 1 with tracking number on barcode
  • Write the school code under the barcode box
  • Cut out and attach to item
  • Place on Mailing Cart
  • 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 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. 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 it 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.
  • Place the book-band that you have removed into yellow "Box 1" at the returns station to be processed.
  • Place the book with its shipping label on the packing cart.

Checking In Returns in ILLiad 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 in Millenium. 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".

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, bummer. The patron shouldn't have returned it if they were trying to renew it. 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.

Checking In Returns in Millenium The bands in yellow "Box 2" must be checked in in Millenium. 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 Millenium circulation and click "Check In" in the toolbar on the left. Scan the white "Middlebury College" barcode sticker at the top of the book-band. It will prompt you whether you really want to check it in. You, of course, do. 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've officially saved the day. Pat yourself on the back. After you scan the bands in millenium, recycle them.


ILLiad Borrowing Additional Queues - Maintenance

  • Cancelled by Customer: Check for an OCLC request. Is it active?

If OCLC 'In Process':

  • Look up e-mail address for current code in Lending String.
  • Delete the OCLC request.
  • Open 'form' e-mail: 'ILL Request Cancelled - To Lender.'
  • Paste in e-mail address.
  • In Note field, remove part of sentence that does not apply: "Patron cancelled request/Request provided by previous lender, no need to send....thanks."
  • Send Email.
  • Cancel ILLiad Request for reason "Cancelled by Customer."

If OCLC 'Pending' or 'Unfilled':

  • Delete the OCLC request.
  • Cancel ILLiad Request for reason "Cancelled by Customer."

If OCLC record does not exist:

  • Cancel RapidILL request on Rapid web page, send e-mails for Webform or e-mail requested items. If never ordered just..
  • Cancel ILLiad Request for reason "Cancelled by Customer."

  • 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.)
  • 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."
  • 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.
  • 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.

If just one request is stuck:

  • Open request, review request information. There are some characters that prevent Rapid from review requests.
  • Delete weird characters, or stings of ????????.
  • Save request. Wait to see if Rapid will process.

If more than one request is stuck: Check with Bryan Carson to help with the following:

  • 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.
  • 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.
  • After Rapid Manager restart wait 10 minutes and check to ensure requests have been processed.

Stuck requests can always be ordered manually through OCLC instead.

Patron Maintenance

In Patron's Record, delivery methods default settings are as follows:

Delivery Methods
 Notification: E-mail
 Delivery: Mail to address
 Loan delivery: Hold for pickup
 Electronic delivery: Yes


Processing Lending Requests

Begin by signing in to ILLiad and selecting the Lending tab in the ILLiad Client home screen. Incoming requests are located in Awaiting Lending Request Processing. Double click to open the queue up and access unprocessed requests. Double click on items in the queue to open them.

Updating Addresses:

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:


  • Tells ILLiad that you want to use the contact information visible in the Address area as the contact info for this request


  • Tells ILLiad that you want to add the contact information visible in the Address area as a new contact to the address book


  • Tells ILLiad that you want to save changes made to the information you have showing in the Address field.

Most of the rest of the window is taken up by two large information fields:

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.
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

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.

  1. If all buttons are greyed out except for the Add, 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).
    • 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.
    • Click Add to both save the address to ILLiad and select it for use in this request
  2. 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.
    • Feel free to clean up the address as you do for new additions. Once those changes are done, click Update to save your changes.
    • Click Select to associate the info in the Address field with the request
  3. 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.
    • 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.
    • Click Update to save your changes to the contact
    • Click Select to associate the info in the Address field with the request

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.


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.

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.

  1. Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.
    • 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.
    • 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.
    • Once you locate the item, double click on the holdings to import the Call Number and location into the request form.
    • If the record you find contains a series of items, check to see which items the patron wants.
      • Glance at the Loan Info field of the Detail tab for clues, especially in the Note field or Loan Info field.
      • If there are no indicators there, click into the uppermost OCLC Request tab, and then click Show to search the original request for more information.
    • Remember that Middlebury lends no more than 4 items from a series at any one time unless special arrangements have been made otherwise. If the patron wants more than one item, Conditionalize Request with "Multiple Parts" and fill in the details in the box provided to ask the school which items they want.
    • For multi-part requests, remember to fill in the number of items sent in the Max Cost/Pieces box in the "Item Information" field
  2. Save your changes to the request using either Ctrl+S or the floppy disk icon in the top left of the window
  3. Check the Availability Field in the Detail tab. If the item is listed as anything other than Available, Cancel Request using the appropriate condition:
    • Checked Out for anything that lists a Due Date
    • On Hold for anything listed with a hold on it
    • Non-circulating for anything that can't leave the building (see below)
      • Periodicals are an exception to the rule - see People to Contact for Permissions
    • In Process for things listed as In Process
    • On Reserve for anything on reserve at Davis, Armstrong, or any other library associated with MDY ILL
    • 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
    • At Bindery for items that are it or are about to be sent down to P&P for repair
    • Other for anything that does not fit the situations above
  4. If this item is both located at the Davis Family Library, and is a book that likely can leave the building, click Finished Searching to route the item to Awaiting Stacks Searching.
    • If this is a CD or DVD, Route the request to Awaiting CD Printing
    • If this item is located at Armstrong, Route the request to Armstrong.
There are times when loans are not capable of circulating. The following are always Cancel Request as "Non-circulating" when they first come into our system:
  • Restricted DVDs (marked Davis Family Lib Media DVDs-Circ Desk in Z39.50)
  • M1 or M2 Scores
  • Abernathy Library items
  1. 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 Cancel the request as "Title Not Owned".
  2. If that check box is ticked, however, keep looking.
    • Try searching for the item in MIDCAT by clicking into the MIDCAT tab in ILLiad, or open a separate browser and search WorldCat.
    • 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.
    • 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.
  3. If you cannot find any sign of the item in all your searches, go to the upper Lending Processing tab and Send Notification to "Update MDY Holdings"
    • This will bring you a preformatted email to our head of holdings, Michael Warner. Edit the email as appropriate and click Send.
    • Cancel Request as "Title not owned"

Multiple Volumes/Parts:

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.

For instance: PN1992.77 .R24 v. 1 pt. 2 2001D would indicate that this DVD has at least one other part in its series, because of the part in bold.

For items with more than one piece associated, be sure to:

  • 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.
  • Note in the record how many pieces are associated with each request. Do this in the pieces box in the Item Information field.
  • 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


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.

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.

  1. Once the request opens up and populates, click on tab z39.50 to see whether Midd has holdings for the item or not.
    • 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.
    • 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.
    • Once you locate the item, double click on the holdings to import the Call Number and location into the request form.
      • 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.
    • 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.
      • If so, route it to Ejournal Processing.
      • 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.
      • 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.
    • 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 Finished Searching or Route to "Awaiting Stacks Searching." If the article falls outside the range Midd holds, Cancel Request as appropriate.

Rapid Requests:

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.

Search for these as you would any other article request (see above). 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 #)

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.

Requests submitted via our Lending Web Pages

Many Vermont public libraries do not have access to OCLC, and so submit requests directly through our Lending Web Pages. These requests do not have ILL Numbers, only Transaction Numbers, and will have blank OCLC Status fields.

Process these just as you would any other Lending request, unless you need to Conditional something.

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 Conditionalize Request button will not be available, conditionals will have to be done via email. CC Vance Asselin (vance.asselin@vermont.gov) and Mara Siegel (mara.siegel@vermont.gov) on all Conditionals, and keep track of the correspondence in the Note field of the request.

Routing Requests:

ILLiad is comprised of many different queues that allow us to sort and track items as we process them. Route allows us to move items between those queues.

The most commonly used queues in Lending are:

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.

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:

  • Requests that look to have more than one volume associated (i.e. call numbers mentioning multiple parts or volumes or tomes)
  • Items that cannot be lent, such as Restricted DVDs or certain Music Scores
  • Articles that the system has mismatched with books
    • 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.

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 Print Stacks Search Items 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.

  • 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.
  • If you need to reprint a slip for an item, simply Route it back to Awaiting Stacks Searching and print again.

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.

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.

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, Route it to Awaiting Stacks Searching and print it again.

Awaiting EJournal Processing where all ejournal requests are sent to be processed. Once these items are processed, they are Route back to Awaiting Stacks Searching to be printed and sent.

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.

  • Clear requests by Routeing anything with the OCLC status Record Not Found to "Cancelled by ILL Staff."

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.

  • 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.

For a more detailed breakdown of how items flow through the queues, check out these official flowcharts.

Conditionaling Requests

Conditionals allow you to send a question to the Borrowing Library in order to gain more information on the request.

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.

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.

Below are the most commonly used Conditional messages. When editing, try to be as clear and succinct as possible:

Held in Special Collections

  • Used before sending out Special Collections items with special conditions. Do adjust the conditions between the asterisks as necessary.

Fragile or Rare item

  • Used for items that are NOT Special Collections, but that may need similar use restrictions to Special Collections items.

Duplicate Request

  • When you get two requests from the same school for the same item, note which one came in first and Conditional the latter with this reason.
    • Remember to supply the ILL NUMBER of the duplicate you want cancelled in this message

On Order

  • When an item shows the status "ON ORDER," use this to cancel.

Not as cited

  • 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.

Multiple parts

  • When patrons neglect to specify which volumes of a set they want, use this Conditional to elicit more information on which volumes to supply.

Multiple parts - Insure

  • 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.

Electronic Journal

  • Use this to inform Borrowers of items not available online in any format, and to urge them to try hardcopies instead.

Electronic Journal w/ holdings

  • If an E-journal holds only abstracts of articles, use this to alert the borrower and direct them to a different source.
  • 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 Conditional Request.

Multi-region player required to view. Is this acceptable?

  • 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.
  • Don't worry about checking in with Universities, Colleges, or large public libraries.

Winter Break "We do not ship loans between Dec 15th and early Jan. Shall we update now and send in January?"

  • 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.
  • 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.

Journal request w/o article or loan info

  • 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.


  • If none of the above apply to your situation, create a Conditional message of your own.

(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.)

Cancelling Requests

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.

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

Checked Out

  • 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.

On Hold

  • 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.


  • 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:
    • Abernathy Library items
    • M1 or M2 Music Scores
    • Restricted DVDs
    • Special Collections requests that have returned to ILL marked "No" (with or without smiley face)

On Order

  • When an item shows the status "ON ORDER," use this to cancel.

In Process

  • 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.

On Reserve

  • 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.

Language Material

  • 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.
    • As of Summer 2017, the following languages were taught at Midd: Chinese, French, German, Japanese, Hebrew, Portuguese, Russian, and Spanish.

Reference Material

  • 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.

Not as Cited

  • Never use this without having first Conditionaled the request to tell the Borrower that the citation is flawed
  • If the conditional comes back around with a yes, but no additional or alternate information, Cancel the request to move it along to the next school in the lending queue
  • As RAPID requests do not allow Conditionals, for RAPID requests, use this in place of the conditional.

Title Not Owned

  • 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.
    • 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.
      • 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 Send Notification. 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 Send, and Cancel Request under 'Title Not Owned.'
      • If it is not ticked, simply Cancel Request under 'Title Not Owned.'

Holdings END BEFORE this volume

  • 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.

(For more info, see Conditional - Electronic Journal w/ Holdings)

Holdings BEGIN AFTER this volume

  • 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.

(For more info, see Conditional - Electronic Journal w/ Holdings)

At bindery

  • 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.

Lack volume/issue

  • 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.

(For more info, see Conditional - Electronic Journal w/ Holdings)

Issue not yet received

  • 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.

(For more info, see Conditional - Electronic Journal w/ Holdings)


  • If the status of the item is LOST AND PAID, use this to cancel.

Not on shelf

  • If the status of the item is MISSING, use this to cancel.

Cancelled via Borrowing Library

  • If the Borrowing library cancelled their request (generally resulting in an OCLC status of Record Not Found), use this to cancel.

No access online

  • RAPID requests do not allow Conditionals. Use this in place of the conditional.

No access online - article

  • RAPID requests do not allow Conditionals. Use this in place of the conditional.


  • If NONE of the other Cancel conditions here suit the situation, please type in your own reason for cancelling and use this to cancel.


  • If the item is located in the Career Center, the Chamberlain’s Office, the Davison/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.

Requests that need Special Permission/Additional Clearance to Lend:

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.

(Terry can be CC’d for any and all requests in the event of an absent librarian)

Remember that the following are ALWAYS Cancel Request as "Non-circulating" when they first come into our system:
  • Restricted DVDs (marked Davis Family Lib Media DVDs-Circ Desk in Z39.50)
  • M1 or M2 Scores
  • Abernathy Library items
  1. 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.
    • If LESS than 100 dollars to replace, it is okay to send via UPS.
    • 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.
  2. 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.
    • Cataloging Microform Items
      • 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
      • Open Cataloging and log in with Initials: circcat and associated password
      • Once sure that Index: is set to "t Title," type in "ILL book L" and hit Search
      • Click Attach New Item
      • Scan the barcode in next to b Barcode, then hit Next
      • Arrow over three times, then scan or type the TN in next to v Volume, then hit Next
      • Type all the Title, Film Number, and Range information from the item being lent out into the c Call No. field, then hit Next. This should close the pop up dialogue and bring you to the New ITEM window.
      • Check over your information, edit as needed, then hit Save button at the top of the window.
      • If you've further items to catalog, click over to the Summary tab and Attach New Item again.
    • Remember to delete the item record on its return by pulling it up in Cataloging and highlighting the record, then hitting Delete, then Yes.
  3. 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.
  4. Request slips for Special Collections/Abernethy Materials should be brought down and handed over to someone in Special Collections for permission to scan/loan.
  5. VT Collection Locked - Ask Danielle Rougeau or Andy Wentink
  6. Gov. Docs Locked -Ask Ginny Faust
  7. Bound or Current Periodicals/Serials -Ask Arabella Holzapfel
  8. Reference Materials or Atlases -Ask Carrie Macfarlane
  9. Unusual or Rare looking Music Library Items – Dan Frostman

Archival Items Requested

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.

Printing Pull Slips:

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

  1. To print, in the upper lending tab click Print Stacks Search Items
  2. A ILLiad Printer Settings prompt will appear where you can select the name of your printer (\\walnut\P0163)
    • 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 Print.
    • If you need to edit or view the slips before they print out, check "View merged document before printing," then hit Print.
      • 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.
    • 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. 
  3. 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.
    • 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.
      • Highlight any unusual information, such as non-stacks locations (Browsing, Oversized, VT Collection, etc) or volume indicators.
      • Highlight citation info and location on article requests, to aid in looking up the articles when in the stacks
  4. Close out of all open Word documents without saving
To reprint requests, click the circular icon at the top left corner of the main ILLiad Client screen and select Print Sessions from the drop down screen.
  • 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.
  • The ILLiad Printer Settings prompt will appear. Check "View merged document before printing," then hit Print.
  • Click into the Word document that opens and confirm that the slip you want is in the open file.
    • If not, return to the Print Sessions screen and try double clicking into another file until you find the one you want
  • Once you've confirmed that you have the right file, print as normal by using the CTRL + P shortcut, or going to File-->Print.

Printing Sticker-style Pull Slips:

  1. In the Lending queue, select "Awaiting CD Printing"
    • Select in groups of 6 and Route to "Awaiting Stacks Searching"
  2. First, print the pick-up slips to file:
    • In the Upper Lending Tab, click Print Stacks Search Items (just as you would to print other pick-up slips)
    • Check that you are set to print to P0163, and that the "View merged document before printing." box is selected
    • Click Print
    • Minimize the Word document that pops up with your loan slips
  3. Open the sticker template and merge it with your pick-up slips
    • Open the "LendingLoanLabels_Barcode" Word doc (saved in the top right of the desktop)
    • Click Yes to the pop-up and wait for document to open
    • Select Mailings--> Finish & Merge-->Edit Individual Documents-->Merge records-->Select All-->OK
  4. Manually edit the labels to fit within the sticker space
    • 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.
    • 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
  5. Print the labels
    • Pull the "Scanned Materials" cart out of the way and open the feed tray on the right side of the printer.
    • Put labels on right tray of P0163 facing down
    • Back at the computer you're printing from, Print the edited sticker labels
  6. After SUCCESSFULLY printing stickers
    • Close all open Word docs without saving them
    • Highlight call Number and "Please Return by UPS" fields on each sticker
      • 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)
    • Place with other pull slips on the Pick-up table

Picking up Requests for Lending

Once slips have been printed, and are put in order, they are ready to be picked up from the stacks.

There are several types of pick-up slips:

  1. Long skinny slips (ILL loan request)
  2. Short slips (ILL article request)
  3. Full sheet with writing on only left side of page (Middlebury Patron request)

Loan Requests:

  • For loan requests, make sure the call number matches exactly (pay special attention to the year and edition of the item). Also be sure to collect all volumes of a series, unless the Borrower requests only specific volumes.
  • If you need to lend out reels of microfilm, or envelopes of microfiche, have a supervisor provide you with a dummy box or card to put in its place. This is necessary since microforms are not individually barcoded and are checked out on the fly, therefore, a patron has no idea if a certain year(s) are checked out unless they see a marker of some kind on the shelf where it is supposed to be.
  • Once an item is found, stick the slip inside the book (or other loanable material)

Article Requests:

  • Most article requests can be found in Bound or Current periodicals, but some may be chapters of books or articles from microfilm or microfiche.
    • 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. 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.
  • When the journal is found, place the slip inside the journal, preferably marking the page the article begins.

If you are Unable to Locate an Item…

  • If you have trouble locating an item, check on nearby shelves to see if it was shelved incorrectly. Also check the Re-shelving area or behind the Circulation Desk for the book.
  • If you have no luck, write “N.O.S” for “Not on Shelf” on the slip, with the date, and your initials.
  • If two people have searched and been unable to locate the item, bring it to Todd for a deeper search.

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.

Processing Lending Materials that have been Retrieved from Stacks

Checking out in Millennium:

Before the items are packed to be shipped, they must be checked out to their respected Borrowing Institutions in Circulation module of Millennium. To look up a library, make sure Millennium is in the “Circulation Desk” mode, and type “nill(space)(School Code)”

  1. Some school codes have multiple addresses - if so, double click the address that matches the one on the band
  2. Even if the school code does take you just to the one address, check that the address in Millennium matches the address on the book band.
    • If the address does not match any addresses that pop up in Millennium, see "Adding a New Library to Millennium" below
  3. 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.

Adding a New Library to Millennium

To make things faster, pull up the item you want to check out in ILLiad, then pull up the Lender Information window using the ... 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 Update the record to save your changes.

Keep this information handy so you can copy/paste it into Millennium in the steps below.

  1. In the Circulation window, navigate to the top of the screen and click New
  2. A pop-up window should appear
    • For "Expiration Date," don't type anything, just click Next
    • For "Patron Type," type 150, which should autofill to "150 Midd. ILL," then click Next
    • For "Name" type in "ILL, " followed by the school code you're adding, then click Next
      • Ex: for a new VSS address, type "ILL, VSS"
    • For "Email," enter the email for the code, then click Next
    • 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 Next
      • 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")
    • For "Barcode," don't edit anything, just click Next
    • For "Unique ID No.," don't edit anything, just click Next
    • For "Telephone," enter the library's telephone number, targeted to the ILL department if possible, then click Next
    • For "Note" don't edit anything, just click Next
  3. The pop-up should disappear, leaving you with a window displaying all the information you just entered
    • Erase the "Note Manually added patron" line from the record
    • Glance over to make sure all of the information fields are filled in
    • Click Save/Close or Ctrl + S
  4. This should take you to the record you just created. You are all set to check items out to this record now.

Updating in ILLiad:

-Begin by selecting the “Lending” tab on the upper-most level of tabs and the select “Update Stacks Search Items” from the Menu.

  • To update each item from “In Stacks Searching” to “Shipped” status, simply enter the Transaction Number or ILL Number listed on the book bands.
-The Information associated with the request number will import into all fields, and you then select the “Mark Found” button.
  • After you mark and item as found, the screen will clear again, and you can proceed to update the rest of your items.
  • 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.
  • 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 “Print Shipping Labels” from the Menu Options.
  • 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”
-The template for your Shipping Labels will automatically open. Print off the labels and close the Word Documents without saving.
  • In the “a Address” field, enter the address of the Borrowing Institution, located on the bottom of the book band. Use the following format:
-Name of University Library-ILL Street Address City, State, Zip
-(type: “ctl +k” to add a line in the address field)

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.


Ejournal processing- full procedure

  1. From the “main” tab in ILLiad, click over to the “lending” subtab, and double click “awaiting Ejournal processing”.
  2. 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”).
  3. 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 Route (the green arrow) and in the drop-down menu select "Awaiting Stacks Searching”.
  4. Tab over to “Lending” (not the “lending” subtab, but the big tab at the top) and hit Print Stacks Searching. When the printer screen pops up, make sure it’s printing on the big main printer.
    • If a second printer screen pops up, hit print on that one as well - bring any pull slips that print to a supervisor.
  5. Cut up the printed pages so that you have a stack of half-page pullslips.
  6. Scan the pullslips into the computer (load them into the top copying slot as the sticker indicates, then select ILL scan 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).
  7. 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.
  8. 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.
  9. 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!
  10. 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!
  11. Repeat this process until all of your articles are re-saved with pullslips in “Ariel Scan”.
  12. 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.
  13. 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 “ctrls” 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.
  14. 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.
  15. 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!

After the Ejournal process:

Go to Electronic Delivery Utility

  1. Log in with your ILL credentials
  2. Note how many articles pop up
    • If number doesn’t match up with how many articles you have, go through and put aside which ones don’t show up!
  3. Click “Process”
    • 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.
  4. 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.

For the articles that did not get processed:

Go to ILLiad Client

  1. Log in with your ILL credentials
  2. Go to the Lending tab
    • Click “Update Stacks Search Results”
    • Scan Transaction Number barcode or type it in
    • Double click it to open
    • Once transaction profile pops up, click the OCLC AE tab.
  3. Browse for the file, drop it, and save/send.
    • Go back to the Detail tab
  4. “Send notification”
  5. “Article exchange” and send the email
  6. “Mark found”
  7. Go to the ARO tracking sheet and follow the process for OH, but write “AE” (stands for article exchange) on the slips.

Processing ALA Requests

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.

  • 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.
-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.
-If the ALA request is from a library without an existing record in our system, you must add the address in ILLiad.
  • Begin by selecting the “Lending” tab located at the top of the ILLiad Home Page.
  • Then, select the “Address” button at the top left of the Lending Page.
  • 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.
  • 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.
  • 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”.
  • After the password is set, select “Add Request”
-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.

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:


-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.
-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.

If Unable to Lend Requested Item:

-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.

Granting Renewals

Generally, we will renew an item up to six times in a row, or until the item is put on hold or recalled for use on campus.

First Time Renewals:

Click into the “Awaiting Renewal Request Processing” queue daily, and/or whenever it appears, for items that need to be renewed.

  • Once the request opens, use the school code to pull up the Borrowing School's Millennium account.
  • Locate the item and select it, without clicking the record details open
    • Be aware that some requests are for more than one item, so will correspond to more than one entry in Millennium.
  • If it is the first time a renewal has been requested for the material, manually extend the original due date by one month and save.It is important to save after manually changing the due date, otherwise a default due date will be given.
  • Then add a note in the Note Field, “Granted request for renewal” so that it’s easy to see that this request has been renewed once already, if it crops up again for a 2nd renewal.
  • After you have entered a note, click “Yes” in the upper menu bar. This will update the status to “Renewal OK” in OCLC.

In Millenium- change date to match due date in Illiad. To find record, search by school code using nILL code. Then find in the list of items checked out. Also: be aware of any notes in right hand column (eg. On hold, recalled, etc.) These affect the approval of renewals.

2nd Time Renewals:

-Items needing a 2nd renewal will also appear in the “Awaiting Renewal Request Processing” queue. You will recognize that it is the 2nd time by checking the note field of each request.

  • Manually extend the due date by one month and save.
  • Add a note indicating, “Granted 2nd request for renewal”.
  • Hit “Yes” in the menu bar to update the request to “Renewal OK” in OCLC

-Items needing a 2nd renewal also need to be updated in Millennium.

  • Look up the Borrowing Institution in Millennium and locate the item needing the renewal under their “Checked Out” items tab. Highlight the loan that needs the renewal and select “Change Due Date” to update the original due date by one more month (the same new due date as the one you just entered in ILLiad).

3rd Request for a Renewal:

-Unless there are special circumstances, requests for a 3rd renewal are denied. You can easily tell if it is the 3rd time a renewal has been requested if there is a note indicating a 2nd renewal has already been given.

  • In ILLiad, route the status of the request from “Awaiting Renewal Request Processing” back to “Shipped”.
  • Add a note in the ILLiad record indicating, “Recalled item in OCLC” and save .
  • Then, look up the request in OCLC by the ILL #, and update the request to “Recall”.

-This is the last step. Do not change the due date for this item in Millennium.

Address Maintenance

There are several different ways that our borrowing libraries give us update information. Things to watch for include:

  • 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.
  • A library may communicate changes via email, or include this updated info with a book.
  • We may be alerted to an email 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'.
  • Any Odyssey address changes made in Illiad will be picked up by Odyssey. Ariel address changes need to ALSO BE CHANGED IN ARIEL. This is done in Ariel-Lending- Address Book.

Video tutorial:


Microfilm Instructions on Printer

Microform Scanning Guide 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:

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.

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.

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.

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.

5. Use the “Navigator” dial to move the film forwards or backwards.

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".

7. Push the green button to print.

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.

8. When you have printed your entire article, leave it with the pull slip next to the copier to be scanned.


Q - "Help! I found the article I need, but the printer won't work! And the print button is blinking. What should I do?"

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."

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?"

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."

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?"

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."

Q - "How come every time I print from a microfilm machine, my article comes out like a folded up child's accordion."

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.

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."

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."

Q - "No matter how much I adjust the contrast, everything I print looks very faint."

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."

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?"

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."

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?"

A - "Try using one of the newer machines! They're hooked up to computers on the main floor out by the microfilm stacks."

Microfilm Instructions on Computer

1. Log into the computer. Username: *** and password *****

2. Turn on the ViewScan machine by pressing the “up” arrow on the power button on the right-hand side of the base.

3. Thread the machine:

a. Place the reel on the left spool so the microfilm is coming over the top
b. Guide the film under the first white roller, between the lens and the glass
c. Pull the film under the second white roller, and tuck it into the slot on the take up reel

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.

5. Find the article you want

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.
b. Move horizontally by manually shifting the topmost tray
c. If text is blurry: click “focus in/out” buttons.
d. Change size: use the buttons next to focus in/out to zoom slowly, or the magnify button to make a more drastic change.
e. Rotate text: use the round green arrows that say “rotate left/right” or the vertical flip, which rotates the page 180 degrees.

6. Adjust the image

a. Zoom in as close as possible until the article or some chunk is as large as possible while still completely visible
b. Adjust the focus the article looks as clear
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.
d. Click on the “adjust image” button and adjust the brightness, contrast, and sharpness as necessary
e. If one particular area (a picture, for example) still looks fuzzy, this may be adjusted later

7. Switch to the cropping tab

8. Select “addition tool” and draw a box around the are you would like to scan, or the “subtraction tool” to remove unwanted areas

9. Click “scan selection”. The scanned images will appear at the bottom of your screen.

10. To adjust a single area of an image

a. single click on the image
b. select “target area enhancements”
c. select “add new enhancement area”
d. draw a box around the area you want to enhance and adjust as necessary
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

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.

12. Save the article

a. Click the file tab
b. Select desired file type, fit, and resolution settings
c. Save as the transaction number (TN) to the desktop
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
e. Write OF on the coversheet and return it to the ILL office

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.

Processing Books for Bread Loaf - New Mexico

General Information:

Contact: Karen Browne - Karen_Browne@breadnet.middlebury.edu. In Millenium, check books out to: n ill BREAD LOAF. Books due: Sept. 3 Ship Via: UPS
Ship to Karen Browne, Bread Loaf School of English, c/o Saint John’s College Library, 1160 Camino Cruz Blanca, Santa Fe, NM 87505

Lists are prepared by Kellam.

  • Pick up items in the stacks. Pay special attention to the desired year and # of copies needed.
  • Check off on the list, books that are found. Mark or highlite books not found.
-Missing books need to be searched for extensively
  • If items are checked out, Kellam will recall them. If checked out in ILL, we recall them.
  • Kellam submits for ordering, items we do not own or that are lost, as well as items that need updated editions
  • 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)
  • Check out items to “n ill BREAD LOAF” in Millennium. Set due dates for Sept. 3.

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.

  • 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.)
  • Send pdf files of course lists to Karen via email

Processing RETURN Books from Bread Loaf - New Mexico

  • Millenium nill BREAD LOAF
  • Count books
  • Check them into Millenium under BREAD LOAF
  • Remove dots on spine
  • Return to Circ for reshelving
  • After all have been returned- double check: IS anything left in Millenium?

Restrictions on Processing Foreign Language Materials

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.

  • foreign language learning materials
  • foreign language browsing
  • foreign language audio books
  • foreign language media (i.e. DVD, CD, BluRay, or VHS)

Processing Lending Returns

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.

Millennium Processing

  • First, open Millennium Circulation. Navigate to the Check-In tab along the left side of the screen.
  • 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 No or type "n."
    • 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.
    • Keep an eye out for damage to the items. If damage is found, give the item to Kat or Rachel for further processing.
    • 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 in Circ.

ILLiad Processing

  • Log into ILLiad, navigate to the "Lending" tab, and click on the button labeled Lending Returns.
  • 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.
      • If the status is "Shipped," the item was never received at the borrowing institution, and the item should be brought to Kat. As usual, if you have any questions, or anything strange occurs, ask Kat or Rachel.
    • 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.
    • Look for notes saying that the item has been invoiced; if these are present, bring the item to Rachel after processing.
    • If the OCLC status is "Recalled," a slip should print, and the item should be put in Reserves.
    • 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.
    • When all items have been scanned, click Process Queue. Check to see that all items have been processed before closing ILLiad.
  • Remove the bands from all items that were successfully checked in, both in Millennium and ILLiad, and place on the shelves and carts behind Circulation for reshelving.

Reshelving Notes:

  • Be sure that all DVD cases are locked before being placed in reshelving
  • 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.
  • 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.
  • 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.

Processing Mills Returns

  • Check in through Millennium
  • Pull item up in ILLiad by the TN, then Route to Request Finished
  • Remove sticker and take back to reshelving

Invoices and Item Replacement

ILL policy states that once an item leaves its Lending library, the Borrowing school is liable for it.

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.

Replacement Policy

Middlebury accepts replacement copies so long as they:

  • Are the same edition and format as the original item
  • Are NOT discarded from another library, an ARC, or a proof copy
    • Gently used items other than these are completely acceptable

This is often a cheaper alternative to paying outright, though it involves a lot more hassle.


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 has to actually generate them, though.

Generating Invoices:

  • In the Invoices folder, in the manilla folder titled Bill Generation Forms, grab a sheet of little yellow slips
    • Pull up the Lending Request in ILLiad and note down the School Code and Number, Material, TN, and reason for issuing the invoice.
    • Research roughly how expensive a replacement copy would be via AbeBooks, Amazon, or other provider of your choice
    • Round that replacement cost to the nearest $100, not the rounded cost down
    • Present the yellow slip to Rachel
  • Flag the item as "Awaiting Invoice"

Processing Invoices:

  • Pull up the ILLiad request
  • Flag the item as "Billed"
  • Remove any other unnecessary flags
  • Add a note with the Invoice number and total charge for the invoice
  • Add one copy of the Invoice to the manila Active Invoices folder in the corner of Kat's desk
  • Prepare the other copy of the Invoice for sending
    • Pull a W-9 form from the manila Tax/Vendor forms folder, add today's date in the date field
    • 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
    • Placing the W-9 behind the Invoice, fold the two papers so that the address of the Invoice is visible through the plastic window
    • Insert the papers into the envelope and seal it shut
  • Place the completed Invoice in the Outgoing Mail basket in the main lobby

Document Delivery

To print Doc Del requests:

  • Make sure the request is in the "Awaiting DD Stacks Searching" queue. (Route there if needed!)
  • In the upper Document Delivery tab click Print Pull Slips

Scan and save:

  • Scan cover sheet and article as a PDF
  • Save to \\ILLiad/elecdel by TN number

Check file and send:

  • Open ILLiad and, in the top Document Delivery Tab, open Update Stacks Search
  • Enter the TN number of the request you want to deliver and hit Enter (or the Search button)
  • Once located, double click on the item to open the request
  • Click into the PDF viewer tab and make sure the article is showing up, and also that it is scanned and readable
    • If file is not showing up, go back and make sure you’ve saved the file in PDF format on the elecdel drive
    • If unreadable or missing pages, please rescan
    • If everything is in order, close the request and return to ILLiad’s Document Delivery --> Update Stacks Search window
  • Click Notify Electronic Delivery to send the item to the patron

Record your work:

  • On the ARO Tracking Sheet, record the item’s school code (MDY), TN, and that it was sent by DD

Processing EJournals

Locating and Saving Articles

In short: Open the Ejournal Processing queue to get started.

  1. Click on a request that is NOT marked "Online."
  2. Locate the article. Start with the Serial Solutions tab or the Google Search tab and work onward from there.
  3. Save a PDF copy of the article to I:\ArielScan\Online Articles
  4. Mark the Call Number "Online"
  5. Close the request and start another

In long:

Click on a request that is NOT marked "Online."

  1. Always try serial solutions first!
    • 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.
    • 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).
    • 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.
  2. If serial solutions doesn’t work:
    • Try Google. Every so often the article is freely available on researchgate or academia.edu.
    • 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.
  3. 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.
    • 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.
  4. If you can’t find the article after using the above steps:
    • Update the call number box and leave it in the queue. Common messages include:
      • “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)
      • “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)
      • “holdings begin before/end after this request” (if you know more specifically what’s wrong )
      • Any other specific feedback explaining where the item is

Some advice for various types of requests: Foreign language databases/journals!

  • 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!
  • Google Translate is your friend. Don't be afraid to copy/paste titles or even whole tables of contents into it
  • Chinese databases (CNKI):
    • 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).
    • 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.
    • 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.
    • If after all this you still can’t find it, leave it in the queue for someone else to try!
  • Japanese databases:
    • 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.
  • Proquest
    • “Proquest” here covers all the databases that fall under this umbrella, like the social sciences database, nursing and health alliance (?), etc.
    • 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.
    • 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.
  • Lexis-Nexis
    • 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).
  • Wiley
    • 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.
  • PDFs
    • 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.
    • 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!
    • 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

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.

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.

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)

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.

For ‘not found’ items, typical reasons might be:

  • Our holdings end before
  • Our holdings begin after
  • We don’t own it, purchase required to access
  • Can’t access the online article

Please jot down some abbreviation that makes sense (i.e. ‘starts after’ or ‘no access’ or ‘want $$’) on the pull slip.

-Chinese Journals are difficult. There is a new link on each of the student workstations to Chinese Database which may work better than the link from MIDCAT or A-Z. Try it if you have trouble with the direct path.

EJournal Processing

EJournal processing requests are article requests for which the article or the database in theory has been directly linked to ILLiad.

- 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.

- 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).

-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.

-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.

-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.

-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.

-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.

-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.

-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.

-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.

Sending Articles

Attaching Cover Sheets

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.

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.

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.

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.

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.

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.

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.

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.)

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.

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.


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!


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:

  • 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.
  • Open up Odyssey Helper and log in with your normal ILLiad username and password.
  • 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.
-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.
-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.
  • 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.
  • 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.


If your pullslip has no Odyssey address but has an Ariel address, you should send the article through Ariel.

  • 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"
  • 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".
  • 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.
  • 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".

Article Exchange

If your pullslip doesn't have an Odyssey address or an Ariel address, then you should send the article via email with Article Exchange.

  • 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.
  • Once the request is up, find the tab located toward the top of the page named "OCLC AE". Click on it.
  • 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.
  • 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.
  • 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.
  • 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".

Scanned Articles to be Sent

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.

-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.

-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.

-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.

-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.

-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.

-Process the rest of the scanned materials in the same manner.

-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.

File Clean Up

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.

-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.

-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.

-Repeat this process in the other two folders.

-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.

Cleaning Out Ariel

Begin with oldest items. Search in OCLC Staff - Resource Sharing to see if item is received, i.e. 'not found' in OCLC. Then OK to delete in Ariel. 


Unpacking ILL Materials

  • Open packages with care in order to preserve the packaging. Examine thoroughly for small items, papers, and microfiche, etc.
  • 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.
-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.
  • 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.

Separate Borrowing Materials from Lending Materials:

  • 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.
  • 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”.
  • 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.

Packing Items to be Shipped

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.

Whenever possible, reuse old envelopes and boxes, then black out/remove old writing/labels from the used material.

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.

  • These items need:
1. A shipping label stuck to the front of the package
2. “LIBOOK” written on the upper right corner of the package
3. Our return address listed on the package
  • An Item should be returned in a BOX instead of a jiffy bag if…
-A book is particularly large or heavy
-Multiple books are being sent to a single place
-There is a note that clearly indicates the item needs to be boxed
-Media or microfilm
-The item is fragile or old

Items with UPS slips:

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.

Items Headed out of the Country:

  • 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)
  • Make sure that the spaces indicated are filled out completely on a customs slip
  • 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)
  • 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.

UVM and St. Mike's Courier


Books that are being lent or returned to UVM or St. Michael's college during the year are sent by courier rather than the postal service. While the UVM courier service continues throughout the summer, St. Mike's does not, and books needing transportation to St. Mikes during this time should be sent through the mail. Leave books for the courier with their appropriate paperwork under the whiteboard on the table across from Sigrid's desk. Books being sent to St. Mike's will need a book mark to indicate they are being sent to St. Mike's. These can be found on the ledge of the whiteboard. Make sure to fill out the courier tracking sheet to indicate which books are to be transported, and whether they are lending or return items. Instructions on how to fill out the tracking sheet properly are by the clipboard.


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.

Sending UPS

  • Materials that need to be shipped via UPS:
-All media (CD’s, VHS, DVDs, etc)
-Items being returned to Yale or Harvard
-Anything extra large, old, fragile, expensive or rare
-Multiple volumes/pieces that would add up to a lot of money if they were all lost and needed to be replaced
-Theses and dissertations
-Anything that the Lending Institution has specifically requested we return via UPS.
  • If you are unsure if something ought to be sent via UPS, ask a supervisor

-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.

-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.

-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".

-If you are shipping something you think might need to be insured, read the insurance section below.

-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.


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!).

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.

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.

Backup UPS Slips

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.

Fill out the slip like so: Small Bagel.jpg

NExpress Cart

All former NExpress schools (Bates, Bowdoin, Coldy, and Wellesley) should have items UPSed to them at the end of the day until we can figure out the replacement for NExpress.

International Shipping

All items to be shipped internationally are shipped in flat-rate USPS priority mail boxes or envelopes, found in the ILL supply closet. 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.

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.
-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.
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.
-Although the sleeves are self-sealing and self-sticking, secure them well with additional packing tape.
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.

Customs Slips

For making a custom slip for packages shipped to foreign countries follow the following steps:

1: Look for an Icon on the desktop showing "Click-N-Ship for Business".

2: Run "Click-N-Ship for Business".

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.

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.

To add an Item to your Shipment, complete the following steps:

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".

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.

7: Check the box " I agree..." to agree to terms and click on " Add to Cart" button.

8: In the upper right cornor of the page click on the "Labels" button.

9: Check the box near the button "Edit" to select for the item(s) to be printed.

10: Click the "Continue without Postage".

11: Click "Next" and then check the box "Agree to the Hasmat policy...".

12: click on the "Print Labels" and choose the Printer to print the five pages for custom slip and one instruction sheet.

13: Follow the instruction on the printed custom slips and instruction sheet for how to stick the slips on the packed shipping package.

Uploading items to Internet Archive


  1. 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.

See information on links below if there is any question.

Tools for determining public domain: http://librarycopyright.net/resources/digitalslider/

http://www.publicdomainsherpa.com/calculator.html EU: http://outofcopyright.eu/calculator.html

2. Remove pull slip form the document

Edit pdf doc and remove first page/ scanned pullslip from pdf image using Adobe Acrobat Double- check completeness and quality of document to be uploaded and 'save'. Save document that is now "upload-ready" in "Internet Archive Files" that is at this location/ drive: Elecdel\arielscan\internetarchivefile Use this format: IA.Title.######.pdf The 6# stand for the 6 digits of pdf that item is related to (Also TN#)

3.Upload to Internet Archive.

Open Internet Archive in Google or other browser. It will identify you as MDY. Click on button (upload) 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# Input publisher, date, location, and other details including OCLC# in the "Add MetaData" field (must all be lowercase- eg. oclc #########) License will be "dedicate to the public domain" Share the file. Then you can view the record.

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.

5.Go on to the next one that's ready to be uploaded if there are several in the Internet Archive folder

  • NOTE: Items should be scanned on Bookeye scanner so that pages are always 'single' and in general for best appearance.
    • If not in Online Articles } check on BScan computer (in bubble near bookeye) - then save in OA as PDF when located
      • MDYILL@middlebury.edu is log in


Awaiting Mills Request Processing

First search in Z39.50

If we have it in our holding and it is available,

1.Highlight, copy, save call number and location

2.Route to Document Delivery- Select Awaiting DD Stacks Searching

If we don't have it, search OCLC

1.Find holdings near CA (Mills location) - select holdings specific string for MILLS

2.Use MILLS constant data form when ordering to ensure it get delivered to MILLS CA campus and not VT

How to process Mills Paging Requests from Circ

1) Create DD req in Illiad: Site= Mills College Library, Borrower= MDY, Type= Loan, Select request type= Book, DVD, etc

2) Add Mills Flag

3) Add to Google Spreadsheet

4) Route to Awaiting DD Stacks Searching

5) Print labels: Doc Delivery Upper Tab -> Print Pullslips

6) Affix labels to items

7) In DD-> Mark Found

8) In Mill- scan barcode in Search holds and cancel each hold

9) In Mill- Check out to NILL MIQ

10) Generate 2 Day UPS slip to Mills

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