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Hi everyone. This is Mike from OCLC. In this video, we will show you how to review requests
as an ILL group member library in WorldShare ILL.
So if you're part of an ILL group and you have an ILL Management Center to whom you
send your borrowing requests, you can choose to kind of participate in the request process
by accessing the lightweight interface of WorldShare ILL that we've set up for group
member libraries.
You do need to set up a password to access the lightweight interface. There is a separate
video on that. But when you choose to access this lightweight interface of WorldShare ILL,
you will have access to such features as a blank request form that you can fill out to
send requests to your management center and with that comes the ability to review requests
and apply constant data, which is constant data is just your address information for
where the request should be sent.
Then you can just overall monitor the progress of the request as it's going through the system.
So these are the things that I want to kind of focus on in this video, the blank request
form, the reviewing of requests and kind of monitoring their progress as we go through
the system.
This last point here, receiving and returning items, that's a big part of the functionality
available in the lightweight interface. But we have separate videos that you may watch
to see how those functions work and are conducted in the system.
Now remember, anytime you access WorldShare ILL, you want to be using one of the recommended
web browsers, either Google Chrome, Mozilla Firefox or versions 9 or 10 of Windows Internet
Explorer.
If you're not sure what browser you're using, you can go to the website ThisMachine.info
and it will tell you the browser and what version of it that you're using.
So just want to take a quick look at this little diagram here because everything that
we're talking about in this video all pertains to what happens before kind of step one in
this diagram.
It pertains to you the group library, group member library, getting their requests to
your management center and if you apply constant data to the request again with your address
information, then the lender can send the request directly to you rather than having
to send it to your management center first and have the management center send the request
on to you.
So part of the reviewing process is applying that constant data and you will have this
constant data for your address information available to begin using.
So let's get into it a little bit more. So as far as reviewing the requests, the request
can first originate from either a FirstSearch patron request form if your group has access
to FirstSearch or if you're using the lightweight version of WorldShare ILL, you can use the
blank request form in the lightweight interface.
It's interesting. Depending on which one of these services you use to originate the request,
the request is either going to show up in the Not Reviewed subcategory of New for Review
or the Reviewed subcategory of New for Review.
The blank request form sends requests to the Reviewed directly whereas if you use FirstSearch,
it sends the request to the Not Reviewed subcategory.
Now all these categories, all they mean is that -- Not Reviewed just means that the request
came from an outside source. In other words, a source outside of WorldShare ILL like FirstSearch.
It just has not been viewed yet in WorldShare ILL and a reviewed request is just a request
that has been viewed. It has been looked at.
So let me show you what I mean. I'm going to go over to my browser. I'm already logged
into FirstSearch. I've already done a search. Let's just say this Freakonomics, this first
title that I get here in FirstSearch. Let's just say that's the item I want.
So I click on the link for the title. Go to the full record and on that full record, I
will see the link to request the item over Interlibrary Loan. So this is the patron request
form here in FirstSearch, if your group has access to this.
So I'm just going to put in my name and my email. I will show you where that request
is going to end up in the lightweight interface of WorldShare ILL.
So that's what I'm going to switch over to is that lightweight interface. So I'm logged
in as one of my test libraries here in the lightweight interface of WorldShare ILL. We
call it lightweight because you don't have the ability to search WorldCat like I was
just doing in FirstSearch.
In this lightweight interface, you basically just have the blank request form. Then you
can process requests. But if I expand my Borrowing Requests menu over here on the left and then
if I look at this New for Review Not Reviewed category, there is that request that I just
submitted, the Freakonomics. Here it is in my queue.
Now the nice thing about -- well, I will come back to that idea in just a moment. What I
was going to say is that this request is also going to be visible to your center.
So if we're using the blank request form in the lightweight interface, we can go to the
New Requests button and then here is that blank request form.
So if we search a source like WorldCat.org, we can copy and paste information from a WorldCat.org
search into this blank request form to submit a request to our center that way.
So I will put in the author information. Then I like to just give the OCLC number because
that always works best for narrowing down an ILL item in the WorldCat database.
Now that's the bibliographic information but up here over here on the right is the constant
data information. So when I'm filling out the blank request form, I can apply this constant
data. I'm going to apply my loan constant data because that's the request type to loan
which is what we want for a returnable item.
Then if I scroll down to the borrowing library section, I notice that here all my address
information has gotten filled out, which is what I want. So we've applied our constant
data and then there is a patron section to the blank request form.
So I can fill out the patron information I want to, whatever I want to provide. Any patron
information is only going to be visible to you and the center. The lending libraries
will not see any of your patron information.
So if I scroll back up to the top, I can click on this Save for Review button and I will
get a confirmation here in WorldShare ILL. Then after a few moments if I go back over
to my borrowing requests or if I click on the little hyperlink for the request ID number
there, I will notice that the request -- this request is going to be in the Reviewed category.
That's because we've already looked at it because we created it here in the blank request
form. Now, all of these New for Review categories, all the requests in New for Review are going
to be visible to your center. So I'm actually going to switch browsers and here is my other
browser where I'm logged in as the management center.
If I go to the management centers, New for Review category, both of those requests, the
Freakonomics and the Growing Tomatoes are visible to the center already.
So as soon as you enter a request into the system either from FirstSearch or from the
blank request form, it's going to be visible to both you and the center.
While the request is in New for Review, what that means is that you're waiting for the
center for send that request along to lenders. So the center has to go in and pull that request
up and find lenders for it and send them the request.
So applying your constant data in patron information while the item is in the New for Review either
Not Reviewed or Reviewed, that's going to help the center out because then they do not
have to apply that information, the constant data or any patron information.
All the center has to do is just search for the item, find lenders and send it. So, that
just speeds up the process overall. It's going to shorten the turnaround time for the request.
Now after the item is in New for Review, where it can progress in the system is to the Awaiting
Response category. Again, any requests that are in Awaiting Response are going to be visible
to both the center and the group member.
So what awaiting response means is that the request has been sent to the lender. So we're
just waiting for that lender to respond, so that the center has done their job. They sent
the request on to the lenders. Now the ball is in the lender's court, so to speak.
After the request is in awaiting response, if a lender responds, and fulfills the request,
then the request is going to advance to the In Transit category.
Again, both the center and the group member can see all the requests that are in the In
Transit category. If the group member library applied constant data that had their own address
on it, then the lender is going to send the item directly to the group member. They don't
have to send it through the center. The center is not going to be the middle man in that
sort of situation.
So as a group member library, you have access to all these categories. You can see these
requests in each of these categories.
Now just to speak to other request submission methods, so if you're emailing your requests
to your center, if you're not using the lightweight interface to input requests or anything like
that, what that means is that your management center will have to do the bibliographic search
for the item.
They may put the request into New for Review but more likely, they will just simply submit
the request at the time they're doing the bib search. So then you would see the request
in Awaiting Response.
So even if you're not using the blank request form or the FirstSearch patron request form,
you're just emailing your request, you can still access the lightweight interface and
see the progress of the request. See them in Awaiting Response. See them in In Transit,
et cetera, et cetera.
So just something to think about. Last but not least, remember that in the lightweight
interface, on the ILL home screen, you always have a request search box. So you can always
search for requests. See what's going on with them. I hope I'm spelling this right.
You can always search for requests on that ILL home screen. Apply constant data and mark
as "reviewed". Take any of those sorts of actions. Add patron data and then save the
requests. Whatever action you need to do to update the request, you may do that. So I'm
just going to mark this request as "reviewed" and then now that's kind of the signal to
the center that this request is all ready to go.
If you have any additional questions about this information, get in touch with us at
the information you see here on the screen. Thanks everyone.