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cat:creating_and_processing_precats_for_ill_items [2018/02/16 22:22] – ehardycat:creating_and_processing_precats_for_ill_items [2020/01/19 21:41] (current) – [Creating Precataloged Item records] ehardy
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 ====== Processing Interlibrary Loan Items in PINES: Best Practices ====== ====== Processing Interlibrary Loan Items in PINES: Best Practices ======
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 You can use the functionality in Evergreen to assist you in tracking ILL lends and borrows. Checking out the item you are lending to another library in the PINES database also assists patrons and staff since it keeps the item visible in the OPAC, identifies it as checked out, and allows holds to be placed. If you permit renewals of items loaned to other libraries through OCLC’s WorldShare ILL, giving patrons and staff the ability to place a hold on the title in the PINES database while it is out on loan to the borrowing library will help you decide whether to allow a renewal or not. Checking out items borrowed from other libraries to the requesting patron assists you in billing for any fees from the lending library for the loan, charging overdue fines if returned late, or billing the patron for the item if it is not returned. It also allows for emailed reminders to the patron that the item is due. You can use the functionality in Evergreen to assist you in tracking ILL lends and borrows. Checking out the item you are lending to another library in the PINES database also assists patrons and staff since it keeps the item visible in the OPAC, identifies it as checked out, and allows holds to be placed. If you permit renewals of items loaned to other libraries through OCLC’s WorldShare ILL, giving patrons and staff the ability to place a hold on the title in the PINES database while it is out on loan to the borrowing library will help you decide whether to allow a renewal or not. Checking out items borrowed from other libraries to the requesting patron assists you in billing for any fees from the lending library for the loan, charging overdue fines if returned late, or billing the patron for the item if it is not returned. It also allows for emailed reminders to the patron that the item is due.
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 ===== Processing OCLC’s WorldShare ILL Borrows in PINES ===== ===== Processing OCLC’s WorldShare ILL Borrows in PINES =====
  
-The best way to circulate borrowed ILL items in PINES so that they are associated with the requesting patron record for ease of tracking is to use the Precat functionality in Evergreen. You can use the existing barcode on the item to create the brief record that can then be used to check the ILL item out to the patron. With this process you will need to check out the item to the patron before they are in the library. Since the loaning library sets the due date of the item, when the patron picks up the item is not relevant to its return date. After you have added the item, renew the item twice to prevent the patron from renewing without authorization from the loaning library, and edit the due date to the desired date. On return, the item should be deleted from the database by cataloging staff.+The best way to circulate borrowed ILL items in PINES so that they are associated with the requesting patron record for ease of tracking is to use the Precat functionality in Evergreen. You can use the existing barcode on the item to create the brief record using the circulation modifier ILL item that can then be used to check the ILL item out to the patron. With this process you will need to check out the item to the patron before they are in the library. Since the loaning library sets the due date of the item, when the patron picks up the item is not relevant to its return date. After you have added the item, renew the item twice to prevent the patron from renewing without authorization from the loaning library, and edit the due date to the desired date. On return, the item should be deleted from the database by cataloging staff.
  
 If the ILL item is not to be taken from the library, it is up to local policy whether or not you create the Precat record and check it out to the requesting patron. If the ILL item is not to be taken from the library, it is up to local policy whether or not you create the Precat record and check it out to the requesting patron.
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 Since Precataloged items are essentially just place holders, they only appear on the patron record, a copy bucket, or a Display Item (F5) search. They cannot be located through a basic or advanced search so other patrons will not be able to find the item in the OPAC. Since the record is not visible in the OPAC, holds cannot be placed on it. Since Precataloged items are essentially just place holders, they only appear on the patron record, a copy bucket, or a Display Item (F5) search. They cannot be located through a basic or advanced search so other patrons will not be able to find the item in the OPAC. Since the record is not visible in the OPAC, holds cannot be placed on it.
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 ==== Creating Precataloged Item records ==== ==== Creating Precataloged Item records ====
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 When you enter the title and author of the book, include verbiage to indicate the item is an interlibrary loan. Some libraries include ILL ITEM: or ILL: to tell at a glance on the patron record and on any reports run for Precats that the record is for ILL tracking. You should also enter the ILL Request ID number in place of a call number: When you enter the title and author of the book, include verbiage to indicate the item is an interlibrary loan. Some libraries include ILL ITEM: or ILL: to tell at a glance on the patron record and on any reports run for Precats that the record is for ILL tracking. You should also enter the ILL Request ID number in place of a call number:
  
-{{  :cat:ill_precat_form.png?400  }}+{{:cat:pasted:20200119-154047.png}}
  
-Next choose the appropriate Circ Modifier from the dropdown box. This will most likely be book. You will be circumventing the circulation rules for the circulation modifier when you complete the checkout process. The rules will default to those for book if it is left unset.+Next choose the ILL item Circulation Modifier from the dropdown box. With this circ modifier, the item will have a 14 day checkout period, .20/day overdue fine, and no renewals. The rules will default to those for book if it is left unset.
  
 After choosing a Circ Modifier, click on PreCat Check Out. After choosing a Circ Modifier, click on PreCat Check Out.
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-Since the lending library must approve any requests for renewal, you should renew the item twice so that the patron cannot do so and must contact your library for assistance. Go to the Items Out tab in the patron record and renew the item until there are no renewals: 
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-{{  :cat:ill_renew.png?400  }} 
  
 At this point, you need to edit the due date to accommodate the lending library’s due date (Actions menu – Edit Due date). Always add sufficient time for processing the ILL and for courier or other carrier delivery to the lending library: At this point, you need to edit the due date to accommodate the lending library’s due date (Actions menu – Edit Due date). Always add sufficient time for processing the ILL and for courier or other carrier delivery to the lending library:
  
-{{  :cat:ill_change_due_date.png?400  }}+{{:cat:pasted:20200119-154105.png}}
  
 You, or other designated staff, can now either inform the patron the ILL item is available for pick-up, or send it to the patron’s home library/branch before you or the staff there contact the patron. You, or other designated staff, can now either inform the patron the ILL item is available for pick-up, or send it to the patron’s home library/branch before you or the staff there contact the patron.
  
 +If your library charges a different fine amount than the default .20/ day fine for the ILL item circulation modifier, consult with your circulation staff for the best way to charge patrons the appropriate amount.
  
  
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 Cataloging staff at your library should run regular reports to identify Precat items that have not been sent back to them for resolution. The reports will also allow them to monitor Precats for ILL items. If you have permissions to run reports, you may also run the report to ensure the records for ILL items are deleted. The template for the report can be found in [[https://gapines.org/report-creator/|Quick Reports]] under Items. Cataloging staff at your library should run regular reports to identify Precat items that have not been sent back to them for resolution. The reports will also allow them to monitor Precats for ILL items. If you have permissions to run reports, you may also run the report to ensure the records for ILL items are deleted. The template for the report can be found in [[https://gapines.org/report-creator/|Quick Reports]] under Items.
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cat/creating_and_processing_precats_for_ill_items.txt · Last modified: 2020/01/19 21:41 by ehardy