SWKLS UP!: ILL Procedures For New Staff

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ILL Procedures for New Users

I. Borrowing: How to Request an ILL for you Patron

  1. It is a good idea to have ILL request slips at each desk.
  2. Log in to SHAREit.
  3. Click advanced search (orange button) next to the quick search bar at the top.
  4. Enter as much information as you can. You do not need to worry about capitalization or punctuation. Correct spelling is necessary, however.
    • It may be helpful to check Amazon for the title’s details, if you are having difficulty searching in SHAREit.
  5. Catalogs – Kansas Libraries
  6. Filters – All
    • You may wish to further customize the search by choosing filters to narrow down your search, such as audiobook, large print, etc.
  7. Results will be displayed on the next screen. Was your search accurate, or do you need to begin again? Searching takes practice. Be patient with yourself and try different approaches to locate the item.
    • If you cannot find an item in SHAREit, proceed to the attached document which is entitled “How to complete an ILL request”. Kelly will look in OCLC for the item.
  8. In the left side column is a list of facets, which will further customize your search.
  9. Locate the facet labeled “libraries”. Click here. Scroll to see if there are results for our SWKLS catalog, which is called SWiftnet. This will be your priority location, if possible.
  10. Click on the item’s cover art, and the screen will refresh to show details about the item. Check the location listed: Is the library a SWKLS location? If not, is the library in Kansas as an ILL lender? Is the library on the courier?
  11. To order, click the button on the left labeled: request this item. A new screen will appear on which you will enter the patron’s information. The first name and last initial will suffice, as well as the library’s phone number. Click OK.
    • Note: Patron information is to be carefully guarded at all times.
  12. Another screen will appear. Double-check for accuracy. Click OK.
  13. Request Manager: The request will appear as Awaiting Lenders for a little while. Keep clicking refresh, or wait a few minutes.
  14. Once the lender list has been populated by SHAREit, the request will appear as Awaiting Approval.
    • Click here. In the drop-down list, choose Approved Send. Now, the request is active and sent.
  15. Make notes in your ILL tracker.
  16. Once the item is shipped, you will get an email.

II. Borrowing: How to Process Borrowed ILLs

  1. These are ILL requests made by your library on behalf of the patron. See Part I above.
  2. Check to see if there is a return address label in the red courier bag, which is sometimes on the back of the label with your library's name
  3. Using your ILL tracking system, make note of the date that the item was received, the due date, and the lending library. Can you see any damage that may have occurred during shipping?
  4. Have any special instructions included? Never use tape on an ILL you have borrowed.
  5. Have you marked the due date for the patron's reference?
  6. Most often, the lender will allow two renewals for an ILL. However it is a best practice to keep track of due dates and ask for a renewal when necessary.
  7. Does the patron's account inclue an email address? If so, s/he will automatically receive a notification when the item has been received. If not, call the patron to let him/her know the item is ready to be picked up.
  8. Log in to SHAREit.
  9. Find the item and select received in the drop-down list. Click Submit.
    • Note: if you cannot locate the item in the Request Manager, go back to the Staff Dashboard - Borrower's Title Browse. Type in the title and Submit. Click on the title and change status to Received. Submit.
  10. Check the item out to the patron in VERSO. Open the patron's account and scan the barcode.
  11. VERSO will ask you if you want to add a "brief record" for this item. Yes!
  12. Copy the information from the ILL item into this screen.
    • Note: There is a little box on this screen that is empty by default. The box is labeled "delete this record at check in." Yes! Click this box!
  13. The due date on the paperwork should match the due date in VERSO. If not, modify the due date in VERSO.
  14. Remove paperwork that came with item and store it with the courier label. Does your library have a filling area or binder for Ill paperwork?

III. Borrowing: How to Return ILLs ti the Lender

  1. These ILLs borrowed by you which need to be sent back. See Part I above.
  2. The patron returns the item. Check the item in to VERSO.
  3. Log in to SHAREit – Request Manager. On the LEFT side of the screen click on the link Received. Find the item(s) to be returned. In the drop-down list, select Returned. Click Submit.
    • Note # 1: If the item does not appear as Received, check Overdue or other links.
    • Note # 2: If you cannot locate the item in the Request Manager, go back to the Staff Dashboard – Borrower’s Title Browse. Type in the title and Submit. Click on the title and change status to Received. Submit.
  4. Prepare the item for return shipping. Put the ILL paperwork and the item into a red bag. Be sure to attach the correct return address label for that library. If you cannot find a label, you can follow these instructions:
    • Go to henryindustriesinc.com -- services – KS Library Express (KLE). You may wish to bookmark this page in your browser.
    • In the document, find the library’s name by pressing the control button on the keyboard and type f. Type the name of the library; the words will be highlighted on screen. Make note of the page you need to print.
    • Click the print icon. The documents here are very long, and be sure to print only the page you need.
    • Red bags -> Kansas Library Expres (KLE)
    • Blue bags -> TransAmigos (some libraries in TX, AR, OK, NM, and AZ)
    • Items from CO will not arrive in a bag. They will arrive with a blue label attached by rubber bands.
    • Always ship audio, visual, or delicate items with proper packaging, such as a box or bubble wrap inside the red bag.
  5. Put address label in plastic pocket in red bag. To ensure the label does not fall out, attach it to an index. Affix your library’s label to the back.
  6. Place returned ILLs in the area reserved for the courier.
  7. If the item was shipped to you via USPS, it will need to be sent back the same way. Shipping one book using “library mail” costs about $3 each way. Usually, the lender will supply a shipping label. If not, let Kelly know, and she will email one to you.

IV. Lending: How to Fulfill a Request from a Borrower

  1. These are requests from other libraries to borrow ILLs from you.
  2. Log in to SHAREit. Staff Dashboard – Request manager – Lending is on the RIGHT side.
  3. Click on the link Pending. The items will be listed.
  4. Click the link Without lenders at the top.
  5. On the next screen, click print or hold down the control button on the keyboard and type p. The requests will be printed.
    • Before checking the shelf, look at the borrowers. Are they all on the courier? If there is a non-courier borrower who has requested an item, consider if your postage budget will allow spending $3 to send the item via USPS.
    • Check the shelves for the items requested, and pull them.
  6. Go back to the Request manager. For each item you will send, change the status of the item to Shipped. Click submit.
    • For items you cannot find on the shelf, click on the title of the requested item.
    • On the next screen, locate the status and change it to will not ship.
    • Scroll down to the box labeled lender’s notes. It is a best practice to include a reason as to why you cannot ship the item. Examples: too new to lend, unable to locate, too big to ship, delicate material, etc.
    • Click submit at the top. The request will then bounce to the next lender on the list.
  7. Request manager – RIGHT side – Click shipped.
  8. Print each request separately. You may wish to highlight the due date and the SHAREit request number. You can make any additional notes here, if you wish.
    • Use a rubber band to ensure the paperwork travels with the item.
  9. In VERSO, check out the item to the borrowing library. Double-check that the due date in VERSO matches the one on the SHAREit paperwork.
  10. Prepare the item for shipping. Refer to directions in Part III c – e above.


V. Lending: How to Process ILLs Returned By a Borrower

  1. These are items which you have lent to another library and have now been returned to you.
  2. Using your ILL tracking system, make note of the date that the item was received by you.
    • Are there any missing parts or damage?
  3. Log in to SHAREit.
  4. Staff Dashboard – ILL Admin – Request Manager.
  5. On the RIGHT side of the screen click on the link Returned. Find the item(s) to be returned. In the drop-down list, select Check In. Click Submit.
    • Note # 1: If the item does not appear as Returned, check Overdue or other links.
    • Note # 2: If you cannot locate the item in the Request Manager, go back to the Staff Dashboard – Lender’s Title Browse. Type in title and Submit. Click on title and change status to Received. Submit.
  6. Log in to VERSO.
  7. Circulation – Check in. Scan the item’s barcode; you will hear a beep. Check the screen to ensure accuracy.
  8. Shelve item. Typically, ILLs which are overdue are not charged fees. If the borrower loses an item, the lender can apply to reimbursement from the State. If this occurs, let Kelly know.