4 Additional Loan Cycles

4.1 Cannot Lend (No)

A Cannot Lend cycle occurs when a Lender cannot or will not loan an item. See also Chapter 13, "Responding to an Initial Request (Lender)"and Chapter 14, "Processing a Lender Response (Borrower)" for more detailed information.

Note: Unless otherwise stated, all date ranges shown below are system days.

The first potential Lender receives the request with a status of Pending. The Lender determines that the library cannot lend the item and selects a Reason for No from the drop-down list.

Successful WCRS cycle showing either the first or the third lender supplying the item.

If there is only a single Lender in the lender string, the request returns to the Borrower with a status of Unfilled.

If there are multiple lenders in the string, the request is forwarded to the next Lender with a status of Pending (4 system days). If no lender can supply the item, the request returns to the Borrower with a status of Unfilled.

An Unfilled request will be archived to Closed Requests in 7 system days.

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4.2 Conditional

A Conditional cycle occurs when a Lender attaches restrictions or limitations to the loan of an item.

Specifying conditions

You can attach specific information to a conditional request by using either:

  • Lending Notes, created in the WorldCat Services Administrative Module as Saved Notes under the Resource Sharing tab (Resource Sharing > Staff ILL Settings >Saved Notes). The label Lending Notes is not required; you may specify your own label in the Conditional Note Name field.
  • Conditional Notes, created directly on the request.

See Chapter 13, "Responding to an Initial Request (Lender)" for more detailed information about the Conditional cycle.

Successful transaction (first lender)

Note: Unless otherwise stated, all date ranges shown below are system days.

The first potential Lender receives the request with a status of Pending. The Lender may specify the conditions associated with the loan either as a Lending Note or a Conditional Note. When the Lender selects the Update button, the request is returned to the Borrower with a status of Conditional.

Successful WCRS cycle showing either the first or the third lender supplying the item.

The Borrower may accept the conditions as specified by selecting the Update button, or the Borrower may edit the request to change settings such as:

  • Request Type from Loan to Copy
  • Agree to use IFM
  • Use a different electronic delivery format

If edits have been made, the Borrower updates the request to save the edits, then updates again to return the request to the Lender with a status of Conditional/Pending. The Lender verifies that the conditions have been accepted and updates the request to Shipped.

The Borrower receives the item and updates the status to Received. At the end of the loan period the Borrower updates the item's status to Returned and returns it. The cycle ends when the Lender receives the returned item and completes the transaction by setting the status to Complete. If the Lender does not want an item returned (such as a photocopy), the transaction is concluded when the Borrower indicates that the item has been received.

Successful transaction (subsequent lender)

Note: Unless otherwise stated, all date ranges shown below are system days.

The first potential Lender receives the request with a status of Pending. The Lender specifies the conditions associated with the loan either by adding a Lending Note from the drop-down list or entering free form text. When the Lender selects the Update button the request is returned to the Borrower with a status of Conditional.

Successful WCRS cycle showing either the third lender supplying the item.

If the borrower does not accept the conditions or takes no action for 4 system days, the request is automatically forwarded to the next Lender in the lender string who receives the request with a status of Pending.

This Lender may specify different conditions to which the Borrower can agree. If this is the case, the Borrower may accept the conditions as specified by selecting the Update button, or the Borrower may edit the request to change settings such as:

  • Request Type from Loan to Copy
  • Agree to use IFM
  • Use a different electronic delivery format

If edits have been made, the Borrower updates the request to save the edits, then updates again to return the request to the Lender with a status of Conditional/Pending. The Lender verifies that the conditions have been accepted and updates the request to Shipped.

The Borrower receives the item and updates the status to Received. At the end of the loan period the Borrower updates the item's status to Returned and returns it. The cycle ends when the Lender receives the returned item and completes the transaction. If the Lender does not want an item returned (such as a photocopy), the transaction is concluded when the Borrower indicates that the item has been received.

Unsuccessful transaction: Borrower refuses conditions (single lender)

Note: Unless otherwise stated, all date ranges shown below are system days.

If the Borrower does not accept the Lender's condition(s), the request status changes to Unfilled. The unfilled request will be archived to Closed Requests in 7 system days.

Unuccessful WCRS cycle showing the third lender returning the request as unfilled.

Unsuccessful transaction: Lender refuses loan (single lender)

Note: Unless otherwise stated, all date ranges shown below are system days.

If the Borrower accepts the Lender's conditions, the request returns to the Lender as Conditional/Pending. As with an initial request, the Lender has the option of responding No. If the Lender does respond No, the request status changes to Unfilled and the request will be archived to Closed Requests in 7 system days.

Unuccessful WCRS cycle showing the third lender returning the request as unfilled.

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4.3 Renewal

A borrower can request renewal of a loan provided that the request currently has a status of either Received or Renewal OK. The Borrower initiates the renewal and must provide a New Due Date. The Lender receives the request with a status of Renewal request.

Lender responds Yes and accepts due date

Note: Unless otherwise stated, all date ranges shown below are system days.

If the Lender agrees to the renewal and accepts the new due date, the request is returned to the Borrower with a status of Renewal OK. The request remains in this status until either the item is returned or a second renewal is requested.

Renewal cycle: Lender responds yes..

Default.  If the Lender fails to respond within a period ending 14 system days after the New due date, the request status changes to Overdue and the request moves to the Special Messages/Borrower category on the Request Manager screen.

Lender responds Yes but changes due date

Note: Unless otherwise stated, all date ranges shown below are system days.

If the Lender agrees to the renewal but changes the new due date, the request is returned to the Borrower with a status of Renewal OK. The request remains in this status until either the item is returned or an additional renewal is requested.

Renewal cycle: Lender responds yes but changes New Due Date

Default.  If the Lender fails to respond within a period ending 14 system days after the New due date, the request status changes to Overdue and the request moves to the Special Messages/Borrower category on the Request Manager screen.

Lender responds No

Note: Unless otherwise stated, all date ranges shown below are system days.

If the Lender does not agree to the new due date the request is returned to the Borrower with a status of No Renewal.

Renewal cycle: Lender responds no.

The Borrower returns the item. The cycle ends when the Lender receives the returned item and completes the transaction by setting the status to Complete.

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4.4 Not Received

A Not Received cycle occurs when an item is lost or delayed in transit:

  • From the Lender to the Borrower
  • From the Borrower to the Lender

In addition, in some cases an item may be located after it has been reported lost.

Not received by the Borrower

Note: Unless otherwise stated, all date ranges shown below are system days.

Once a Lender has supplied an item and updated the request status to Shipped, the Borrower has an interval of 14 system days (loan) or 7 system days (copy) to confirm receipt of the item by updating the request status to Received. If the request status remains as Shipped at the end of the appropriate interval, the WCRS automatically sends the Borrower a Special Message: Received? on behalf of the Lender. The Borrower must now verify whether or not the item has been received.

Loan cycle with item lost in transit from Lender to Borrower.

Borrower response.

  • Yes.  If the Borrower determines that the item has actually been received, the Borrower returns the request to the Lender with a status of Received and the cycle proceeds normally.
  • No.  If the item cannot be located, the Borrower returns the request to the Lender as Special Message: Not Received and should supply any relevant information in the Borrowing Notes. The Lender should attempt to trace the item.
  • No response.  If the Borrower fails to respond to the Received? message, the message is archived to Closed Requests 180 system days after the message date. If the Lender fails to respond to the Not Received message, the message is archived to Closed Requests 180 system days after the message date.

Not received by the Borrower and then located

If a Borrower has responded Not Received to a Special message: Received? and then discovers that the item has in fact been received, the Borrower should update the status of the request to Received and explain the circumstances in the Borrowing Notes.

Loan cycle with item lost in transit from Lender to Borrower but then located by Borrower.

The cycle then completes normally. Note that there is no change in the Due Date because of the erroneous Not Received.

Not received by Lender

Note: Unless otherwise stated, all date ranges shown below are system days.

Once a Borrower has sent an item back and updated the request status to Returned, the Lender should complete the cycle by returning the request to the Borrower with a status of Complete. If the request status remains as Returned at the end of 30 system days, WCRS automatically sends the Lender a Special Message: Complete? on behalf of the Borrower. The Lender must now verify whether or not the item has been returned.

Loan cycle with item lost in return transit from Borrower to Lender.

Lender response.

  • Yes.  If the Lender determines that the item has actually been returned to their library, the Lender returns the request to the Borrower with a status of Complete and the request is closed.
  • No.  If the item cannot be located, the Lender should contact the Borrower and/or attempt to trace the item. If the item cannot be located the Lender can choose to close out the cycle by updating the status to Complete and (optionally) note the loss of the item in the Lending Notes.
  • No response.  If the Lender fails to respond to the Complete? message, the message is archived to Closed Requests 180 system days after the message date.

Not received by Lender and then located

If the Lender has responded Complete to a Special message: Complete? and then discovers that the item has in fact been received, the Lender may retrieve the closed request and note that the item is not lost in Lending Notes, or follow the specified local practice.

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4.5 IFM Failure

An IFM Failure cycle occurs when the maximum amount a Borrower is willing to pay (Maximum cost) is less than the loan cost (Lending charges) specified by any of the potential Lenders in the lender string.

Loan cycle which closes as Unfilled because borrower's Maximum Cost is too low.

Here a Borrower is willing to pay at most $7.50 for the loan of an item. The first Lender has set its Lending Charges at $12.00. Since $7.50 is less than $12.00, the first Lender responds No and forwards the request to the next Lender. The second lender has set its Lending Charges at $8.00. This is a smaller cost than the first Lender, but is still more than the $7.50 that the Borrower is willing to pay. The second lender also responds No and the request returns to the Borrower as Unfilled.

See Chapter 9, "OCLC ILL Fee Management Service" for more information.

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