ILL: Library Express Requests & Shipping

Library Express refers to materials mailed to UMass patrons’ homes.

Patrons are prompted to confirm or update their mailing address and preference between Mail to Address or Hold for Pickup once a year. If a patron added a note with an address, make sure the address on their record matches it – assume a note is most current.

These instructions for Loan requests from UMass patrons where the patron has marked their account Mail to Address. Items held by UMass are usually in the Awaiting Document Delivery Processing queue. You may also find a Loan request where an item is held by UMass or by one of the other 5C when processing Borrowing requests.

If a patron’s account is marked Hold for Pickup and an item is held by UMass or in the 5C, please see Borrowing & Doc Delivery document instead.

 Instructions

Requesting -- Item held at UMass 

1. Make sure the ILLiad request has a call# and location included.

2. Route to Awaiting DD Stacks Searching.

   Open

   

3. Pull slip for item will print with next batch of slips. Stacks will retrieve, and leave on wooden cart near office door for processing. 

Requesting -- Item held at another 5C

1. Locate the item in FOLIO.

   1. Log in to FOLIO.

   2. Open the Inventory app from the top ribbon.

      Open

      

   3. In the search panel on the left hand side, choose Item.

   4. Search for the title or ISBN of the item from the ILLiad request.

   5. Choose an item that matches the ILLiad request, and expand the Holdings information by clicking on the downward carat to the left of “Holdings.”

   6. Choose the barcode of an available item, and click on the clipboard icon to copy it

2. Request item through FOLIO with ILL patron barcode 212066000817782.

   1. Open the Requests app on the top ribbon.

   2. In the upper right corner, click Actions then New.

   3. You are now on the New Request screen.

   4. Paste the item barcode into the Item Information field.

   5. Enter the ILL patron barcode 212066000817782 in the Requestor Information. Note that if there is a space before or after it, FOLIO won’t recognize the barcode!

   6. Double check that the information looks correct, then click Save & Close. A request for this item is now on the ILL account!

3. Route ILL request to 5C Library Express *Hold Placed*.

4. Mark call# & location fields “5C.”

5. Item will be brought to ILL to finish processing when it arrives.

Process in FOLIO

1. Delete ILL FOLIO hold requests for any 5C items so they can be checked out to the patron.

   1. Open the Users app on the top ribbon

   2. Bring up the ILL account either by searching for our barcode 212066000817782 or for ILL.

   3. Select the account – make sure you choose the UMass account, as other 5C ILL accounts will be visible.

   4. Scroll down on the right hand pane, open Requests and click on Open Requests.

   5. You are now in a screen that shows all requests for this account.

   6. For each request matching a title in hand:

      1. Click on the title.

      2. Choose Actions.

      3. Click Cancel request.

      4. You can now check these out to the patron just like a UMass book.

2. Check out each book to the patron who requested it.

   1. Choose the Check Out app on the top menu bar.

   2. Scan the patron barcode from pull slip in the patron lookup box.

   3. If the barcode doesn’t bring up a patron record, patron may have mistyped; click “Patron look-up” below the search bar, search by patron name, and locate record. Update the patron’s barcode in ILLiad.

   4. If there is no record for this patron, send Slack message to Circ channel @Mary Yokubaitis and ask her to make a temporary user record.

   5. Check the book out to patron in FOLIO.

      1. You may get an error that says “No loan permission for item.” This may be for a few reasons: 

         1. If this was a Reference item or other normally noncirculating item we have been given special permission to lend. Use the Override button and set the due date to a normal amount of time (it will default to today).

         2. When in doubt, ask via Slack w/ the title and book barcode.

   6. If there are other books for the same patron, you can check them out at this time as well.

   7. After all books for patron are checked out, click “End Session” in the bottom right corner so it’s ready for the next patron.

3. On the pull slip:

   1. Write the FOLIO due date in “Due Date.”

   2. Write the number of volumes in “Pieces.”

   3. Cut the “To” label off the bottom.

4. In ILLiad:

   1. From “Document Delivery” on upper tab. 

   2. Click “Update Stacks Search.”

   3. You are now in the Update Stacks Search (Document Delivery) screen.

   4. Scan the Transaction# from the pull slip into the Transaction Number field in ILLiad to bring up the request.

   5. In Reference Number field, write “Mailed”, THEN click “Mark Found” to complete.

5. The screen is Update Stacks Search (Document Delivery) screen is now blank and ready for the next item to be processed.

6. In the Document Delivery tab, you will then see the “Awaiting Doc Del Customer Contact” queue has an item. An automatic email is sent to our patron, including the tracking#, and the ILLiad request is automatically moved to Request Finished.

Package for Mailing

1. Weigh the item(s) being sent to the patron (multiple requests should be bundled together).

   1. Under 13 oz: choose a Tyvek mailer (under 13 oz.)

   2. Over 13 oz.: choose a Priority Mail bubble mailer.

   3. If too large or heavy to fit one of the above mailers, choose a box and write “Priority” in marker.

2. Use the Patron Address Label from the bottom of the pull slip.

3. Enclose a Business Reply label with the book.

4. Affix the Patron Address Label to the front of the package. There is no need to add a tracking label, as the UMass mail department will add one.

5. Leave in white mail bins for pickup by Mail Services.