Borrowing: Receiving (Check in from Lending Library)
Details
Check-In Procedure Handout
Process electronic articles and deal with Cancelled By Customer requests before receiving items.
Checking Items In
Select the Borrowing tab; click on Check in from Lending Library. Click cursor into the ILL Number box, and scan or type the ILL numbers given for each request. Click “Search” after entering a number. The information for the request should fill in in the lower section.
Borrowing Check-In Checklist
After opening a transaction's record, check the below before updating. CHECK EVERY ONE, EVERY TIME!
| Title | Match with cover or title page |
| Request Type |
A loan is anything that needs to be returned; change if necessary |
| Notes | If the note says in library use only, check "Library Use Only" box. Look for other strange or relevant notes. |
| Lending String | The selected symbol must match the symbol on the paperwork; library name is to the right |
| Number of pieces | Change to reflect the number of physical items |
| Due date | Loans have them, articles don't |
Notes:
- Sometimes a requested Article will come in as a Loan. This will need to be changed accordingly.
- Select the Lender from the Lender String by selecting the radio button next to the correct lender. If the Lender does not have an address entered in ILLiad, a Lender Address Form will open. Enter the Lender Name and address as requested and select Add Address. The new address will be added. Close the Lender Address Form.
- Once you have selected the Lender, choose the address that you received the item from if there is more than one listed in the list to the right. The record defaults to the first one in the list, but get the best one. LAND and IDS libraries use LAND address. This is an important step… see Addresses for more.
- If there are any further special instructions (such as method of return), double-click the notes pane to leave a note. If you would like the note to appear on the printed label/strap, enter the information in the “Notes/Special Ins.” field.
See the Netflix FAQ for more on Netflix requests.
Finally, click Check Item In to mark the item as received. Keep the items in order as you process them. The paperwork will print in the order they were processed.
Continue to check items in until you have finished all of the items that you wish to process.
Book Straps / Prepare to Circulate
Load the printer with book straps, then select Print Receives from the Borrowing tab.
Put straps on corresponding loan covers. Give books bookmarks and tape additional paperwork to the underside of the strap, behind the front cover. Sort items in alphabetical order by patron name—this is how they are organized behind the circulation desk.
Go to Borrowing->Contact Customers -> In Transit Items Received. This is where you confirm that each of the items checked in is accounted for and on the cart about to go to the desk. Scan in the transaction number for each.
Take items out to circ and place them on the appropriate ILL shelving unit. Remember to leave “In Library Use Only” and large items on the “Oversized” shelf.
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ILL FAQ Details
This is documentation for Interlibrary Loan Staff at SUNY Potsdam. If you are a library patron looking for answers to questions, go here.
for beginners (Part-time student staff)
instruction for student and Full-time staff
posts for Full-time ILL staff instruction only