Interlibrary Loan Resource Sharing

Borrowing refers to RMC patrons requesting materials from other libraries.

Under the Quick Links Borrowing Tab on the Tipasa Homepage:

• Copyright: requests for articles which are within 5 years of publication and require copyright clearance.
• New For Review/Not Reviewed: requests from RMC patrons for materials not in the McGraw-Page Library.
• Produced:
  • Conditional: items requested by RMC that are subject to conditions being agreed upon before they will be loaned. You MUST respond to conditional responses.
  • In Transit: items requested by RMC that have been shipped.
  • Unfilled: items requested by RMC that the lending string has been unable to fill. This requires follow up either re-requesting from new lenders and/or emailing the patron to let them know that all resources have been exhausted.
• Received:
  • Renewal Approved: approved requests for a loan extension. Renewal emails are automatically generated for the patrons.
  • Renewal Requested: items RMC patrons have requested to renew/extend the loan period. These are pending approval from the lender.
• Returned: items that RMC patrons have returned, which have been checked back into the Tipasa system and marked as shipped.

Under New For Review:

• Click on the request.
• Scan the request for completeness.
• If the ISSN, ISBN, or OCLC number is provided, click on the search icon next to one of these options.
• If the ISSN, ISBN, or OCLC number is NOT provided and you are unable to locate the item by searching the title, search for the item in our catalog, WMS, Amazon, or Google to locate more information. 
  • The Patron Comments box may have more information such as a DOI.
  • If you are unable to locate the item, consult a librarian.
• The ISSN/ISBN search will take you to the holdings page.
• Make sure to note that RMC does not have holdings on the item before creating a request.
  • If RMC is listed as having holdings for an item, look for it in our catalog.
  • If it's a journal, we may have holdings for years other than the year of publication for the requested item.
  • If we do have the item, change the delivery type to Document Delivery.
  • Upload the article via Article Exchange.
    • Select the item to upload from your computer and click Open.
    • Click Drop File.
    • Check that a URL and Password have generated.
    • Preview the item to make sure it uploaded properly.
    • Mark as Complete.
• Match the title to the requested item and select the matching title with the most holdings. 
• In the search box to the right of the item, click on the drop-down menu and select RMCFREE under Lender String.
• Click GO.
• For articles, update the year to match the year the requested item was published. This is important since institutions may have holdings on an item, but not holdings for the specific volume requested.
• Select RMCFREE lenders based on the holdings available.
  • Select lenders with shorter turn around periods (2 or 4 days) before longer turn around periods (8, 12, 16, or 20).
  • If no lender is found, consult a librarian. 
  • Generally, the Library is willing to pay for faculty research. 
  • If the Library does not have good resources for a specific topic, payments for loans will be considered. 
  • Currently the borrowing request fee maximum is set to $20.
  • If you need to request a source from a non RMCFREE lender, request from lenders with lower fee ranges before requesting from more expensive lenders. 
  • If there are no holdings on the item (rare items, newly published items, textbooks, etc.), email the patron using the ILL Request Cancelled - All Resources Exhausted template and Cancel the request. 
•  After updating the lender sting, click Update Request. This will take you back to the request page.
• For articles/copies, if the item was published within five years, clear the article for copyright.
  • Scroll down to the box and clear the item for Fair Use.
    • If no title is showing, select Create New Title. Clear the item for Fair Use.
    • We can request an item 5 times within 1 calendar year without paying copyright fees (Fair Use).
      • If an item is beyond Fair Use, a clearinghouse fee is assessed. This is tracked by Tipasa.
    • Loans of physical books do not need copyright clearance. 
• Click Send Request.
• If multiple requests for an item are received from different patrons, the library will consider purchasing the item. Inform the subject librarian based on the topic of the item.

Receiving Physical Items:

• If possible, save the packing materials (especially for large and oversized items). Remove the tape and packaging labels so that it can be reused.
• Scan the barcode with the ILL # on the paperwork received with the item. 
  • If there is no barcode you may look up the ILL # by typing it in.
  • If there is no paperwork, you may look up the item by changing the dropdown box to Title.
• On the item page, click the check box next to Print Book Straps/Stickers.
• Click Mark as received.
• Click Print Queue > Borrowing > Book Straps/Stickers.
• Click the checkmark box next to the item you received, or if receiving multiple items at once you can select more than one.
• Click Print.
• Click the printer icon on the top right and select one of the Library COLOR printers under Destination.
• Click Print. 
• Cut out the Book Strap and attach it to the front cover of the item. 
• Keep all paperwork together (paperclip onto book strap).
• Highlight the due date.
• Write the patron's name and the due date on a yellow bookmark.
• Place the item on the blue ILL/Hold cart, located behind the Information Desk.
• Students are instructed to check out the item to patrons (under Circulation) when the patron arrives and requests the item.

Receiving Digital Items:

• Under the Quick Links Borrowing Tab on the Tipasa Homepage, click on AE Alert.
• Click on the item Title or ID #.
• Check that an AE Alert URL and Password have generated. 
• You can click Preview to scan for item completeness. Click Done.
  • This step is not strictly necessary, but it is good practice to ensure that the item is complete/uploaded properly before it is delivered to our patron.
• Click Mark as received. 
  • You do not need to print a Book Strap/Sticker for digital items.
  • An email is automatically sent to the patron with the AE Alert URL and Password for download.
• If the item is sent as a pdf via email, you will need to download the pdf and search for the item with the ILL #.
• Upload the pdf by clicking on OCLC Article Exchange.
  • Select the item to upload from your computer and click Open.
  • Click Drop File.
  • Check that a URL and Password have generated.
  • Preview the item to make sure it uploaded properly.
• Click Mark as received.
  • An email is automatically sent to the patron with the AE Alert URL and Password for download.

Returning Physical Items:

• Make sure the item is checked in under the normal circulation tab.
• Under the Interlibrary Loan tab, scan the item under Search for requests: Request ID.
• Click the checkmark next to Print Return Labels.
• Click Return Item.
• Click Print Queue > Borrowing > Return Labels.
• Click the checkmark box next to the item you are returning, or if returning multiple items at once you can select more than one.
• Click Print.
• Click the printer icon on the top right and select one of the Library COLOR printers under Destination.
• Click Print. 
• Cut out the Shipping Label.
• Bubble envelopes and boxes are located in the Library Mail Room by the loading dock.
  • Choose an envelope/box to fit the item securely.
  • Add in bubble wrap, wrapping paper to secure boxed items if needed. 
• Tape the box securely on all sides.
• Tape the Shipping Label on the front of the box/envelope.
• Place the box/envelope in the white Outgoing Mail Bin by the back door. The RMC Mail Room will pick up and deliver mail daily.
• If something has to be shipped UPS/insured, Matt can supply the account #.