10 Creating a WCRS Request (Borrower)
Chapter overview
All interlibrary loans require certain information in order to initiate a WorldCat Resource Sharing request. A request can begin the interlibrary loan cycle one of three ways: as a patron Interlibrary Loan Request, as the staff Workform, and as the staff Direct Request Workform. This chapter describes the layout and fields in these request forms. The chapter also describes the format of the initial WCRS Request sent to the Lender with a status of Pending.
10.1 Interlibrary Loan Request (Patron)
The Interlibrary Loan Request screen enables patrons to initiate interlibrary loans without assistance from library staff. Once a patron completes the form and selects the Submit button, the form becomes a request.
Access
The Interlibrary Loan Request screen is available to library patrons when the ILL Access check box is checked on the WorldCat Services Administrative Module's Resource Sharing > Patron ILL Settings > ILL Processing screen:
When this box is checked, the patron's WorldCat Detailed Record screen contains the ILL icon in the Control panel and the Borrow this item from another library link in the Get This Item area.
Selecting the icon or the ilnk displays the request screen.
Request display
The Interlibrary Loan Request contains data that is supplied by the system, actions (buttons) that move the request to the next step in the cycle, and fields to hold information that must be entered by the patron.
System-supplied data. The control panel at the top of the Interlibrary Loan Request displays data that identifies the item to be borrowed. This data is automatically extracted from the record that you are viewing when you select the ILL icon.
| Label | Description |
|---|---|
| Current database | Database that contains the item |
| Title | Title of the requested item (article or book) |
| Author | Name of the author(s) or editor(s) of the requested item (article or book) |
Actions. These buttons are available on the Interlibrary Loan Request:
| Button | Function | Result |
|---|---|---|
| Submit | Releases a request for further processing by the WorldCat Resource Sharing system. |
|
| Clear | Deletes any information the patron has entered. | Returns all patron fields to blank; system-supplied data remains. |
| Cancel | Terminates request processing. | Returns the patron to the WorldCat Detailed Record screen and displays this message: Your resource sharing request has been cancelled. |
Editable fields. These fields contain information supplied by the patron. Default required fields are identified by an asterisk (*). If the WorldCat Direct Delivery option is enabled, the fields marked with a plus sign (+) are also required.
The complete list of fields is shown below. Your FirstSearch administrator may choose not to display all of them, or choose to make addtional fields required. The labels given here are default values that may be customized for your library's clientele by your FirstSearch administrator. For example, the label Last Name might be changed to Surname, Family Name, Apellido, or Nom de Famille. Also, your administrator may choose not to supply values for Dept or Branch, Pick-up Location, or Status. If the field is displayed but no values are supplied, the down-arrow does not function.
| Field | Description |
|---|---|
| * First Name | First or given name. |
| * Last Name | Last or family name. |
| * Address | First line of the mailing address to which notifications are sent. |
| + City | City of the mailing address. |
| + State/Region/Prov. | State, province, or other regional designation of the mailing address. |
| + Postal Code | Postal or zip code of the mailing address. |
| + Country | The country of the mailing address. |
| *Telephone | A telephone number affiliated with this request. |
| Fax | A fax number affiliated with this request. |
| E-mail address at which the patron may be contacted. | |
| Patron ID | The series of letters and/or numbers that a library uses to identfy a specific patron such as a Library Card number or a local Library ID. |
| Dept or Branch | A library-defined list that typically identifies a group with which the patron is associated. Your library may or may not utilize such groups; check with library staff for more information. Examples:
|
| Date Needed | The date by which you want to receive the item. |
| Pick-up Location | A library-defined group that identifies the location to which the item will be sent by the lending library. Your library may or may not utilize such groups; check with library staff for more information. |
| Max Cost | The maximum amount you are willing to pay to borrow the item. |
| Status | A library-defined group that specifies your borrowing and lending privileges and restrictions. Your library may or may not utilize such groups; check with library staff for more information. Examples:
|
| Comments | Any additional information the library should know about this request. |
Submitting the request
When the patron selects the Submit button one of two things happens:
-
Direct Request. If your library allows Direct Request processing of patron requests and if all of the information is complete, the request is sent to the first lender on the Custom Holdings lender string with a status of Pending . A temporary (4 system days) copy of the request is also placed in the Borrower Direct Request category.
If the request contains errors or is missing required information, the request is placed in the Borrower Review category with a status of Review and a Review Number (rather than a Request ID).
- Staff review. If your library does not allow Direct Request processing, the request is placed in the Review category for evaluation by library staff. The request has a status of Review and a Review Number (rather than a Request ID).
10.2 Workform (Staff)
The Workform is a template for creating a WorldCat Resource Sharing request. It supplies the Lender with information about the item your library wishes to borrow. After you complete the Workform and select the Submit button, the Workform becomes a request.
Note: Although interlibrary loans can be initiated for materials found in most FirstSearch databases, this Guide assumes that library staff are working in the WorldCat database, which is available to all WorldCat Resource Sharing users.
A Workform contains the following:
- System-supplied data
- Data transferred from the bibliographic record
- Borrower (library) information transferred from constant data
At initial display the Request Identifier: is shown as NEW. Once the Submit button is selected, each request is assigned a Request ID that is shared by the Borrower and the Lender. In Request Manager you can only access those requests that show your OCLC symbol as Borrower or as Lender.
Access
You access a Workform in one of three ways:
-
Bibliographic Record. The control panel of the Detailed Record screen contains the Staff ILL icon.
Selecting this icon generates a Workform to which data from the bibliographic record as well as borrowing information from the active Constant Data Record has been transferred.
- Libraries that Own Item. The Libraries that Own Item screen provides two ways to display a Workform.
- The control panel contains the Staff ILL icon (shown above). Selecting this icon generates a Workform to which data from the bibliographic record and borrowing information from the active Constant Data Record have been transferred.
-
The Lenders: field below the control panel contains a text box that allows you to enter OCLC symbols for up to five potential lenders and ten additional lenders. You can use the additional lenders if the request goes unfilled without having to search and display holdings again.
Entering symbols and selecting the Transfer to ILL Staff workform button generates a Workform to which data from the bibliographic record, borrowing information from the active Constant Data Record and the OCLC symbol(s) that you entered have been transferred.
Note: If you select the Transfer to ILL Staff workform button without entering any OCLC symbols, the Workform is generated with an empty Lenders: field.
For information on limiting/selecting potential lenders see: section 10.4, "Lender String Using Group or Custom Holdings"
-
Blank Workform. The Navigation menu of the Request Manager screen contains a link to a blank Workform.
Selecting this link generates a Workform to which information from the active Constant Data Record (but no bibliography data) has been transferred. Required fields are indicated by an asterisk (*).
Constant Data
A Constant Data Record is a set of stored information that is written into or applied to a Workform. The use of constant data saves keystrokes, reduces errors, and ensures consistency within WCRS requests. Example uses of Constant Data Records include:
| Situation | Suggestion |
|---|---|
| You regularly borrow photocopies as well as items that must be returned. | Create one Constant Data Record for loans and another for copies. |
| You have established policies for the amount you will pay for each type of interlibrary loan material. | Create a Constant Data Record for each type of material with its appropriate Maximum Cost. |
| You handle all loan transactions at your main library, but want lenders to ship items directly to branches when necessary. | Create Constant Data Records with a different Ship To: address for each branch. |
| Some faculty members are regular ILL customers. | Create a Constant Data Record for each high-volume customer. |
Constant Data Records are created and edited within the WorldCat Services Administrative Module, on the Resource Sharing > Staff ILL Settings > Constant Data Records screen. Constant Data Records can be created for a library as Borrower or as Lender. Multiple different Constant Data Records can be created to fit various routine borrowing or lending situations; you can create a maximum of 1,000 Constant Data Records. For more information, see: Constant Data in Chapter 5, "Resource Sharing Functions in the WorldCat Services Administrative Module".
To apply a Constant Data Record:
| Action |
|---|
| Select the down arrow at the right of the Apply Constant Data: field, then choose a Constant Data Record from the resulting drop-down list. Result: This message appears below the Control panel: Constant Data Record has been applied: [record name] |
Once you have applied a Constant Data Record you can modify the data transferred to the Workform without affecting the actual record.
Actions (Buttons)
These buttons are available on the Workform:
| Button | Function | Result |
|---|---|---|
| Submit | Releases the Workform for further processing by the WorldCat Resource Sharing system. |
|
| Reset | Deletes any information you have entered. | Information you entered is cleared; data supplied by the system remains. |
| Save | Stores the Workform for further work or review. | Replaces NEW with a Review Number, places the request in the Borrower's Save category with a status of Save , and displays this message: Your resource sharing request was saved successfully. |
Workform information
The Workform is divided into several areas:
- General Record Information
- Request History
- Bibliographic Information
- Holdings information
- Borrowing Information
- Lending Information
- Patron Information
Not all of these areas are present when a request is first created. For example, Request History is empty at this time and therefore not displayed, and Lending Information only appears after a Lender has actually agreed to a loan.
In addition, not all fields within an area may be populated. Bibliographic Information is transferred directly from a bibliographic record; fields for information not present, such as a uniform title or an edition statement, remain empty. Some fields may be added after the request has been submitted and reflect interaction between the Borrower and the Lender during the loan cycle.
Required fields are identified with an asterisk (*).
See section 2.7, "Workform/Request Field Definitions" for an alphabetical listing of all Workform/Request fields.
General Record Information. This area provides information about the request and its status. Required fields are identified with an asterisk (*).
| Field | Description |
|---|---|
| Request Identifier | WorldCat Resource Sharing control number. Initially displays as NEW; a numeric value is assigned when the request is successfully submitted. |
| Request Date | Date on which the Borrower initiates the request, given in yyyymmdd format. |
| OCLC Number | OCLC accession number of the WorldCat record used to create the request. |
| Borrower | Borrower's OCLC institution symbol. |
| *Lenders | Up to five OCLC institution symbols of potential lenders. |
| Request Type | Indicates what the borrower will accept. Select Loan or Copy. Defaults. When no selection is made in this field:
|
| Status | Current report of record's progress through the interlibrary loan cycle. Displays as Workform. |
| Source | System-supplied notation indicating the system originating the request. |
| *Need Before | The date by which the Borrower wants to receive the requested item. To assign a period of up to 99 days, enter +nn for the system to calculate a date that is 1-99 calendar days from today's date. You can also enter an exact date in format yyyymmdd, or use the pop-up calendar  .Examples: +21 (21 days from today's date) 20081015 |
Bibliographic Information. This area provides information about the item to be borrowed, transferred directly from the bibliographic record. Required fields are identified with an asterisk (*).
| Field | Description |
|---|---|
| Author | The name of the author or editor of the requested item. It may be a corporate name. Source: Transfers from bibliographic record. Note: Do not use this field for the author of an article or part of a book. Use the Article field instead. |
| Uniform Title | The uniform title of the requested item. Omit leading articles such as A, An, The, La, Le etc. Source: Transfers from bibliographic record. |
| *Title | The title of the requested item. Omit leading articles such as A, An, The, La, Le, Der, Die, etc. Source: Transfers from bibliographic record. Note: Do not use this field for the title of a journal article. Use the Article field instead. |
| ISBN | International Standard Book Number. Source: Transfers from bibliographic record (when available). |
| ISSN | International Standard Serial Number. Source: Transfers from bibliographic record (when available). |
| Edition | A specific edition of the requested item. The system supplies any unless the patron requests a specific edition. Source: Transfers from bibliographic record or Constant Data Record. |
| Imprint | The place of publication, publisher, and publication date. Source: Transfers from bibliographic record (when available). |
| Series | The Series Note or statement for the requested item. Source: Transfers from bibliographic record (when available) or manual input. |
| Dissertation | The dissertation note for the requested item. >Source: Transfers from bibliographic record (when available). |
| Article Author | The name of the author or editor of the article. Enter, in quotes, the author's last name and first name. Source: Direct transfer from FirstSearch database or manual input. |
| Article Title | The selection from a monograph or serial. Enter, in quotes, the journal article title. Source: Direct transfer from FirstSearch database or manual input. |
| Volume | The volume number from a set, series, or serial. Source: Transfers from bibliographic record (when available) or manual input. |
| Number | The number or issue of the serial. Source: Transfers from bibliographic record (when available) or manual input. |
| Date | The date of the requested issue of a serial. Source: Obtain from patron. |
| Pages | The inclusive pages for photocopies, for example, pp. 52-99. Source: Transfers from bibliographic record (when available) or manual input. |
| *Verified | The source of bibliographic citation or location data. OCLC appears if the workform is based on a WorldCat record. Source: Transfers from bibliographic record as OCLC or Other source. If from FirstSearch, the name of the database and additional bibliographic data will appear. If you cannot verify a citation, enter Cannot verify. |
Borrower Information. This area provides information about the borrowing library. Required fields are identified with an asterisk (*).
| Field | Description | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Patron | The patron's name. For best results, use the format l ast name, first name, middle name or initial. Source: Transfers from bibliographic record or manual input. Note: Do not enter patron identification numbers in this field. Use the ID field information instead. | ||||||||||||
| *Ship To | The borrowing library's complete mailing address using a slash (/) or <ENTER> to separate each line of the address (substitute a hyphen for slashes in a library's name or address). If you use a delivery service, enter a slash before the delivery service address. Source: Constant Data Record or manual input. Note: In order to use the Print Labels using Adobe Reader function available with batch update, you must limit this address to 6 lines with a maximum of 27 characters on each line, including spaces. Lines beyond the 6th line do not appear on the resulting address label(s). | ||||||||||||
| *Bill To | The billing address or contact information only if different from the information in the Ship To: field. If you do not enter anything in this field before you select the Submit button, the system supplies Same, i.e. same as Ship To. | ||||||||||||
| Ship Via | The preferred method of shipment. If you do not enter data in the field before selecting the Submit button, the system supplies Library Mail. | ||||||||||||
| Electronic Delivery | One or more format/URL pairs:
| ||||||||||||
| ILL Fee Management (IFM) | When checked, indicates that your library agrees to use the OCLC ILL Fee Management feature to pay for the loan or copy. | ||||||||||||
| Maximum Cost | The maximum amount you will pay to borrow or copy the item. Enter a currency amount only. Examples:
| ||||||||||||
| Copyright Compliance | Indicates your compliance for photocopy requests. Values are:
| ||||||||||||
| Billing Notes | Additional billing information, if any. | ||||||||||||
| Fax | The borrowing library's Fax number. | ||||||||||||
| The borrowing library's e-mail address. | |||||||||||||
| Affiliation | The symbols, names, or acronyms of your reciprocal or local groups. | ||||||||||||
| Locations | Placeholder for symbols of additional potential Lenders. If the request returns Unfilled, you may use these symbols to create a new lender string if you wish to initiate a new request. Direct Request supplies additional symbols from the Custom Holdings Path defined by the direct request profile. | ||||||||||||
| Borrowing Notes | Any additional information needed to clarify the request. |
Patron Information. This area provides information about the patron who wants to borrow the item.
| Field | Description |
|---|---|
| ID | A number and/or character string used for patron identification. |
| Department | The patron's department. |
| Status | A locally assigned group that defines borrowing and lending privileges and restrictions. Examples:
|
| Address | The patron's address. |
| Phone | The patron's telephone number. |
| The patron's e-mail address. | |
| Fax | The patron's Fax number. |
| Pickup Location | The location to which the item should be sent by the Lender. |
| Notes | Any relevant information about the patron. Source: Constant Data Record, Direct Request or manual input. Example: Wants to pickup from East Branch after next Tuesday. |
Note: These fields do not display to the Lender.
Submitting the Workform
You can submit the Workform or you can save it for further work.
- Submit. If you select the Submit button, the NEW designation is replaced by a Request ID and the request is sent to the first potential lender in the lender string with a status of Pending.
- Save. If you select the Save button the NEW designation is replaced by a Review Number and the request is placed in the Request Manager Save category with a status of Save.
10.3 Direct Request Workform (Staff)
Staff members of libraries that are set up for Direct Request processing can also initiate loans via the Direct Request Workform. See Chapter 8, "OCLC FirstSearch/ILL Direct Request Link" for more information.
Access
You access the Direct Request Workform via the Direct Request icon in the Control panel of the Detailed Record screen.
Actions (Buttons)
These buttons are available on the Direct Request Workform:
| Button | Function | Result |
|---|---|---|
| Submit | Releases a request for further processing by the WorldCat Resource Sharing system. |
|
| Clear | Deletes any information the user has entered. | Returns all input fields to blank; system-supplied data remains. |
| Cancel | Terminates request processing. | Returns you to the WorldCat Detailed Record screen and displays this message: Your resource sharing request has been cancelled. |
Workform information
The Workform is divided into two areas: Bibliographic Information and Patron & Borrowing Information.
Bibliographic Information. This area provides information about the item to be borrowed. All data, when available, is transferred directly from the bibliographic record.
| Field | Description |
|---|---|
| OCLC Number | Accession number of the WorldCat record used to create the request. |
| Author | The name of the author or editor of the requested item. It may be a corporate name. Source: Transfers from bibliographic record. Note: Do not use this field for the author of an article or part of a book. Use the Article field instead. |
| Title | The title of the requested item. Omit leading articles such as A, An, The, La, Le, Der, Die, etc. Source: Transfers from bibliographic record. Note: Do not use this field for the title of a journal article. Use the Article field instead. |
| ISBN | International Standard Book Number. Source: Transfers from bibliographic record (when available). |
| ISSN | International Standard Serial Number. Source: Transfers from bibliographic record (when available). |
| Edition | A specific edition of the requested item. The system supplies any unless the patron requests a specific edition. Source: Transfers from bibliographic record or Constant Data Record. |
| Imprint | The place of publication, publisher, and publication date. Source: Transfers from bibliographic record (when available). |
| Pages | The inclusive pages for photocopies, for example, pp. 52-99. Source: Transfers from bibliographic record (when available) or manual input. |
| Verified | The source of bibliographic citation or location data. OCLC appears if the workform is based on a WorldCat record. Source: Transfers from bibliographic record as OCLC or Other source. If from FirstSearch, the name of the database and additional bibliographic data will appear. If you cannot verify a citation, enter Cannot verify. |
Patron and Borrowing Information. The information in this area is identical to the information supplied by the patron on the Interlibray Loan Request. See Request Display in section 10.1, "Interlibrary Loan Request (Patron)".
Submitting the Direct Request Workform
You must submit a Direct Request Workform at the time you complete it; you cannot save it for additional work. If your submission is successful, the request is sent to the first Lender on the Custom Holdings lender string with a status of Pending. The request is also placed in the Borrower's Direct Request category for 4 system days.
back to top10.4 E-mail Workform (Staff)
You can e-mail ILL requests for hard-to-find items owned only by libraries that are not suppliers through WorldCat Resource Sharing but will accept e-mail requests.
To send a request, click the E-mail ILL icon on the Detailed Record or Libraries that Own Item screen.
A form appears containing full bibliographic information. Enter the e-mail address of the potential lender, your library's interlibrary loan e-mail address, and any other information you wish, and click the Send button.
back to top10.5 Lender String Using Group or Custom Holdings
You can narrow the list of potential lenders by having WorldCat Resource Sharing display libraries that have their holdings attached to an item you want to borrow. You can do this by specifying:
- An OCLC-defined Group
- A Custom Holdings Path
Group Holdings
You can display a list of potential lending libraries that are members of a given OCLC group.
| Action | |
|---|---|
| 1 | Enter the code for your desired group in the Group Holdings field. |
| 2 | Serials only:
|
| 3 | Click the Select button. Result: The Libraries that Own Item screen is displayed, showing all libraries in the selected Group that own the item. |
| 4 | Enter up to five OCLC symbols in the Lenders: field. |
| 5 | Select the Transfer to ILL Staff workform button. Results: A Workform is generated, populated with:
|
Custom Holdings
If your library has created one or more Custom Holdings Paths, you can generate a Workform that contains a suggested lender string based on the path.
| Action | |
|---|---|
| 1 | From the WorldCat List of Records, WorldCat Detailed Record, or Libraries that Own Item screen, select the down arrow at the right of the Custom Holdings Path drop-down list, then choose a path name. |
| 2 | Serials only:
|
| 3 | Click the Select button. Result: The Libraries that Own Item screen is displayed, with the Lenders field populated with up to five OCLC symbols of libraries in the selected Custom Holdings Path that own the item. |
| 4 | Select the Transfer to ILL Staff workform button. Results: A Workform is generated, populated with:
|
10.6 Example Initial Request
This is the Borrower's view of an example Pending request that has just been submitted to the first Lender via WorldCat Resource Sharing.
