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2019 ILS Training: ILL

MCCS Intra-library Loan Workflow (Scenario #1) -- From Cherry Point to Beaufort Then Back


There are two important preliminaries for MCCS ILL to work:
 

  1. A patron record with a user ID matching the library code (i.e. 29_PALMS, ALBANY, BARSTOW, BEAUFORT, BUTLER, CAMP_SMITH, CHERRY_PNT, IWAKUNI, JOHNSON, KANEOHE, LEJEUNE, MIRAMAR, NEW_RIVER, PARRIS_ISL, PENDLETON, SAN_DIEGO and YUMA) must be created with a user profile of INTRANSIT.   Note that this is the same user record that the overdue notices pull the library address information from.

  2. A second user record for each library must be created with the user profile ILL. The user ID is not important for this record, but the following is a recommended naming convention: 29-ILL, ALB-ILL, BAR-ILL, BEA-ILL, BUT-ILL, CAM-ILL, CHE-ILL, IWA-ILL, JHN-ILL, KAN-ILL, LEJ-ILL, MIR-ILL, NEW-ILL, PAR-ILL, PEN-ILL, SAN-ILL and YUM-ILL.

MCCS interlibrary loan involves multiple simultaneous check outs which automatically override the re-circulate block. The following graph illustrates this mysterious process, with a hypothetical loan from Cherry Point to Beaufort.
 


The tricky part is probably when BEAUFORT first receives the item in the mail, and the library has to discharge the item in order to remove the charge from the BEAUFORT Intransit user and charge it to the patron.

Then when the patron returns the item, BEAUFORT has to discharge it twice -- once to remove the charge from the patron, and a second time to remove the charge from the BEA-ILL user and create a new charge to the CHERRY_PNT Intransit user before the item is mailed back to Cherry Point.

The circulation rule for ILL items is 8 weeks with no renewals.  Intransit items have a circulation rule of 28 days.

 

Scenario #2 -- From Park to Cherry Point

The second case scenario describes an inter-library loan when a library needs to borrow materials from outside the system.  Let's suppose Cherry Point borrows Cyber Wars from Park University Library.  

  1. When the book is received, Cherry Point uses the Add Brief Title wizard  to create a brief record.   The lending institution, Park University Library can be used as the personal author, the home location would be ILL.


     
  2. Then Cherry Point charges the item to a user.


     
  3. When the patron returns the item, Cherry Point discharges it.  Note that the Route/Transit To column indicates ILL.  The item is returned to temporary ILL shelving.


     
  4. Cherry Point mails the item back to Park University Library.
     
  5. Finally Cherry Point deletes the brief title, call number and copy records using the Delete Title, Call Numbers or Items wizard . 

Scenario #3 -- From Cherry Point to Park

The third case scenario describes an inter-library loan when a USMC library  wants to loan materials to a library outside the system.

  1. Cherry Point creates a user record for Park University Library using the User Registration wizard .  ILL is specified as the user profile. 



    An alternative to creating multiple institutional user records would be to create a generic ILL account with an ILL profile.  This user can be used each time the library loans materials to a library outside the system.
     
  2. Cherry Point checks out the item in question to Park University Library.  Then the item is mailed off to the library.


     
  3. Park University Library mails the item back to Cherry Point.
     
  4. Upon receipt, Cherry Point discharges the item.  Note that the Route/Transit To field indicates the original location of the item.