2. Research Guides

Music Library Staff Guide: ILL & Faculty Delivery

Procedures

When materials are requested by another institution:

  1. RSS sends these by email to the circulation folder. Print the email.
  2. Pull the item from the shelf.
  3. Desensitize it.
  4. Charge to ILL account #009326 in Alma.
  5. On the printed sheet from ILL write the Due Date.
  6. Send requests to RSS-Central

Returning materials that our patrons have requested from another institution:

  1. Open ILLiad 9 client.*
  2. Enter our Username (muscirc) and password (ill9).
  3. Click on the white circle above the Home tab on the left-hand side.
  4. In the Transaction box, type the ILL transaction number found on the yellow slip around the item which our patron borrowed and click Enter.
  5. Now the “Process Queue” button above the word "Options" on the ribbon should be highlighted in orange. Click it.
  6. Mail the item back to the ILL office in GLB.

Receiving ILL materials from the ILL office:

  1. These arrive from RSS in both the morning and afternoon mail. Process immediately.
  2. Open ILLiad 9 client.*
  3. Enter our Username (muscirc) and password (ill9).
  4. Below, choose the “Borrowing” folder under the “Main” tab in the “Home” tab on the ribbon above.
  5. From the subsequent list, choose “Routed to Music for Pickup.”
  6. Then select the transaction number of the item in hand.
  7. In the resulting window, click on “Send Email”-Then, “Music Loan Arrived Notice.”
  8. Customize email as appropriate for either students or faculty.
  9. Click “Send.”
  10. If the item is for a student, put it on the ILL shelf behind the circulation desk. If it is for a faculty member, immediately check the item out to them in ILLiad (see below for procedures), then, deliver the item to their faculty mailbox. All faculty ILLs MUST be sealed with tape due to confidentiality laws.

Checking out ILL materials to patrons:

  1. Login as above.
  2. Open the “Borrowing” tab up above.
  3. Click on “Check out.”
  4. Enter transaction number. Press Enter.
  5. Immediately, click on “Process Queue.”

NOTE:  ILL requests from the Annex will be returned to the OWNING library first in order to be discharged. Then, the owning library returns the item to the Annex.

What to do when we receive a Faculty Delivery from the ILL office:

  1. Login to ILLiad 9 as above.
  2. Click on the Document Delivery tab on the ribbon above.
  3. Click “Update Stacks Search.”
  4. Unhighlight “In Stacks Searching Only” button with blue funnel.
  5. Enter transaction number and press Enter.
  6. Click “Mark Found” button.
  7. Check out the item to the patron in Alma.
  8. Deliver item to the faculty member’s mailbox.
  9. All Faculty Deliveries MUST be in an envelope or box which is sealed with tape due to confidentiality laws.

What to do when we receive a Faculty Delivery request by email:

  1. RSS sends these by email to the circulation folder. Print the email.
  2. Retrieve the item. Add Due Date to printed email.
  3. Check it out to 115774 in Alma.
  4. Mail to the RSS office. Do not mail to individual libraries. It must go through the RSS office first.

Pick-up Requests from other libraries received in ALMA:

  1. Monitor Pick-up Requests in ALMA
  2. If item is for a Blair faculty member:
    1. Retrieve the item.
    2. In ALMA, scan in the item.
    3. Check it out to patron.
    4. Put in their box.
    5. Notify them.
  3. If item is for a faculty member or a LIBRARY staff member:
    1. Retrieve the item.
    2. In ALMA, scan in the item.
    3. Add name of patron to slip inserted in item. Per Robyn Weisman, due date isn’t needed.
    4. Mail to RSS. Do not mail to individual libraries. It must go through RSS first.
    5. Since Law/Eskind have their own ILL departments, their requests can be scanned and mailed to the destination library rather than RSS.
  4. If item is for any other patron other than a faculty member or staff at VUMC:
    1. Retrieve item.
    2. Scan in Alma.
    3. Add name of patron and destination library to slip inserted in item. Per Robyn Weisman, due date isn’t needed.
    4. Mail to destination library. These do not go through RSS. After you scan a VUMC request, it might tell you the destination is our Hold Shelf. If it doesn’t, Robyn said to send VUMC requests to Eskind.

*An ILL drive should be mapped on your workstation before using ILLiad.  The drive address is \\illiad.library.vanderbilt.edu\illiad.

Questions???---Contact Robyn Weisman at ILL (3-3653).