ILL Requests

PROCEDURES FOR REQUESTING ILL FOR PATRON

Instructions provided by Julia Butler & Joan Weaver, Kinsley Public Library
June 2020

ShareIt Instructions

1. If not already logged in to Verso and/or ILL: log in to Verso6 using the desktop icon.
2. Go to Advanced at the top of the page and then scroll down to Resources.
3. Click on the double arrows to the right of No Heading line.
4. Click on ILL/ShareIt. This takes you to the ILL login. Log in.
5. Search for item: Can use the search bar at the top of the page or click Advanced at the top of the page.
   • Clear All under filters and then enter a search term.
   • Use Swiftnet (under Libraries) as first choice.
   • If no options show up here, choose a Kansas library on the courier.
   • Click on the image to find out where the item is from.
6. Once you’ve selected the lending library, click on the image to request the item.
7. Hit Request This Item and then fill in patron’s last and first names and patron’s contact (phone number or email).
   • NOTE: Some items will appear that we cannot order through ShareIt.
   • Libraries such as those in Tennesse, New Jersey, Oregon, etc. do not use ShareIt the same way SWKLS does.
   • Speak with your director or Kelly Easton for more details.
8. Print out request and file paperwork with Pending ILL requests. File alphabetically.
9. Back on computer, go to Staff Dashboard and click on Request Manager 0 (under Quick Links).
10. On left side of screen look for Awaiting Approval. Click on it and on the next screen, in drop down, select Approved Send. Submit.

IF ILL IS NOT FOUND ON SHAREIT

1. Collect as much information from the patron as you can.
2. Send the item information to Kelly at the SWKLS office: Go to https://swkls.org – Services tab – ILL Request. Enter the item’s information here and click Submit. This information will be emailed to Kelly, and she will find the item for you, using an international lending website called OCLC. For these ILLs, we do not use the courier, so postage is paid by the lender and your library to ship it via USPS. Items cost about $3 to ship via library mail each way.
3. Kelly will email you with the item’s OCLC request number. Make note of this number. The item will then be shipped directly to your library’s PO Box or physical address.
4. When the item is received, check it in as usual, but it will not show up on Shareit. It is important to email Kelly and let her know that the item is received by you and put in the mail to be returned. Kelly must keep the ILL’s records on OCLC as accurate as possible to avoid overdue fees.
5. Package the item carefully, and use USPS to mail it back to the lender, whose address should appear on the paperwork. If you do not see the lender’s address, email Kelly: keaston@swkls.org, and she will provide it.

PROCEDURES FOR FULFILLING REQUEST FROM ANOTHER LIBRARY

1. If not already logged in to Verso and/or ILL: log in to Verso6 using the desktop icon.
2. Go to Advanced at the top of the page and then scroll down to Resources. Click on the double arrows to the right of No Heading line. Click on ILL/ShareIt. This takes you to the ILL login.
3. Go to the Staff Dashboard and then Quick Links. Click on Request Manager 0, then on the right side at the top, click where it says Pending.
4. Click on Pending. The item(s) will be listed. Click on Without Lenders at the top. When the screen comes up, hit Control P to print out the requests. (Might double check that the requesting library is on the courier. If our library cannot fulfill the request, select retry.)
5. Get item from shelves.
6. Back on the computer, click on the title requested, scan the barcode (toward bottom of page). On the drop down at the top of the page select Shipped. Submit.
7. Write on the printout when the item is to be sent and when it is due (a month later). On the due date card or sticker write ILL and date sent. Put paperwork in book, DVD, or CD. On check out computer, check out the item to the requesting library.
8. Find address label and send out in red bags.
9. Check your library’s records to see if the library already has a printed label for the courier.
10. If not, visit henryindustriesinc.com – Services – KLE Courier Express.
    • Use Control F and type in name of library or town where library is located. If it is there, the library is on the courier.
    • Use Control P and choose CURRENT PAGE. Don’t print all! Cut out one label.
11. Red Bags to be shipped on date previously stated. Be sure to use padded envelopes or boxes for DVDs and CDs.
12. Mark tally on KS express stats sheet.

ADDITIONAL NOTES

• Under Request Manager 0, go to Completes on left side and delete regularly.
• From time to time check the ILL paperwork for overdue items.