2 Request Manager
Chapter overview
The Request Manager screen is the WorldCat Resource Sharing management hub for your library's interlibrary loan staff. It contains messages and requests you have received from other libraries, or system-generated messages regarding the status of your requests. The screen has three sections: Borrowing, Lending, and Printing.
2.1 Overview
The Request Manager screen displays a summary list of active requests and Workforms that are associated with your OCLC symbol. The list includes incomplete and/or unsubmitted Workforms as well as submitted requests in various stages of the interlibrary loan cycle.
The screen provides a search function that allows you to search both active and closed requests, and provides links to:
- a blank Workform (for staff to manually initiate WCRS requests)
- printing utilities (see Chapter 20, "Printing from Request Manager")
- Batch Processing [see Chapter 12, "Processing Unsubmitted Requests (Borrower)"]
- the WorldCat Services Administrative Module (see Access Administrative Module below)
The Request Manager screen presents borrowing and lending categories in separate columns. Within these columns, categories are grouped by urgency so you can organize your daily work. That is, categories needing decisions or other staff attention are listed first under Action Items. Categories for requests in various steps of a loan cycle are listed under Work in Progress. Categories supplying information, such as Shipped, are listed last under Information.
Request Manager categories
Requests are displayed by category. With the exception of the categories below, a request's category is identical to its status. See section 2.4, "Request Status" for status descriptions.
- Online Produced. This Borrowing category retains an additional copy of all requests submitted/processed within the last 4 system days via:
- staff Workform
- staff Direct Request Workform
- patron ILL Request (with Direct-to-Review option)
- patron ILL Request (with Direct-to-Lender option) that cannot be forwarded to a lender due to some problem
This allows you to view your most recent transactions without searching. Requests are listed in the order submitted, that is, oldest request first.
The status of the original request changes as the request makes its way through the Interlibrary Loan cycle, and this change will be reflected in the Online Produced copy. After 4 system days the Online Produced copy is deleted and the original request remains in the category appropriate to its status.
- Direct Produced This Borrowing category retains an additional copy of all patron-generated requests that have been submitted/processed within the last 4 system days via patron ILL Request (with Direct-to-Lender option). This allows you to view those requests which have gone directly to the Lenders in the selected Custom Holding Path. After 4 system days the Direct Produced copy is deleted and the original request remains in the category appropriate to its status.
- Special Messages. This category contains requests that are now outside the normal flow of the interlibrary loan cycle and require some form of followup/corrective action. Such requests include:
- Receipt not acknowledged by the Borrower
- Overdue
- Return not acknowledged by the Lender
See section 2.5, "Special Messages" for status descriptions.
Request numbering
Requests are tracked by two types of identifying numbers, depending on where they are in the interlibrary loan cycle.
Review number. Unsubmitted Workforms are assigned Review Numbers. The Review Number is a temporary number that appears with the General Record Information on an individual request's Display screen.
Request identifier. The Review Number becomes the Request Identifier when the Workform is submitted. The Request Identifier is shared by the Borrower and the Lender and remains with the request even after it is closed.
Viewing requests
Within each category, the number in the Qty column of the Request Manager screen indicates the number of requests for that category. To view an individual request from a category:
| Action | |
|---|---|
| 1 | Select the underlined Qty number shown for a given category. Result: The Summary screen showing a list of all the requests for that category appears. |
| 2 | Select an underlined request number. Result: The Display screen for the individual request appears. |
If a category contains a single request, the Summary screen does not appear and the Display screen is immediately shown.
Access Administrative Module
If your library's FirstSearch admistrator has enabled access, you can use the Admin Link 
icon to access the WorldCat Services Administrative Module. Selecting the icon opens the WorldCat Services Administrative Module Resource Sharing/Staff ILL Settings/Authorizations screen in a separate window.
2.2 Searching Requests
You can search all active and closed requests for specific requests using a variety of methods:
- Exact Match
- Keyword
- Phrase
- Truncated
Closed requests. Closed requests are defined as requests having a status of: Completed, Expired, Cancelled, Not Received or Unfilled or Lost.
To search requests:
| Action | |
|---|---|
| 1 | Select either the Search Active Requests or the Search Closed Requests radio button. |
| 2 | Enter your search term(s) in the adjacent text box. See the Search Types table below for which method to use with different information. |
| 3 | Select a search type from the adjacent drop-down menu. |
| 4 | Select the Search button. Result: The Display screen, showing all records that match your search, appears |
Search types
You can search for specific requests in a number of ways. The searching process operates differently for different search types.
Usage Note 1: Because WCRS does not display patron information to a Lender, the following Search Types produce results for the Borrower only:
- Patron Department
- Patron ID
- Patron Name
Usage Note 2: Unless otherwise indicated, a Search Type may be used for both Active and Closed requests.
| For this Search Type... | You enter... | For these search method(s) |
|---|---|---|
| Author | The author's name the same way you believe it is stored in the database; include punctuation but ignore leading and trailing spaces. | Keyword Phrase Truncated |
| Borrowing Library | The OCLC Symbol of a library to whom your library has loaned an item (your library is the lender). | Exact match |
| Call Number | The call number of item in the request you want to retrieve. | Keyword Truncated |
| ILLiad Transaction ID (closed requests only) | The Identification number generated by OCLC's ILLiad Resource Management System. | Exact match |
| Lending Library | The OCLC Symbol of a library from whom your library has borrowed an item (your library is the borrower). | Exact match |
| Patron Department | The department of the patron in the request you want to retrieve. | Keyword Phrase Truncated |
| Patron ID (active requests only) | The ID number of the patron in the request you want to retrieve. | Keyword Truncated |
| Patron Name (active requests only) | The name of the patron in the request you want to retrieve. | Keyword Phrase Truncated |
| Request Closed Date (closed requests only) | The date on which the request you want to retrieve was closed, in yyyymmdd format. | Exact match |
| Request Identifier | The system-generated identification number of the request you want to retrieve | Exact match |
| RLG Reference ID (closed requests only) | The identification number generated by the RLG ILL Manager resource sharing system | Exact match |
| Title | The title of the item in the request you want to retrieve. | Keyword Phrase Truncated |
System search rules
For all searches except Exact match:
- Case is ignored.
Examples:
The Guns of August produces the same results as the guns of august
McDonald produces the same result as mcdonald
MacLachlan produces the same result as maclachlan
- Stopwords are ignored.
Examples:
For whom the bell tolls is searched as whom bell tolls
A tale of two cities is searched as tale two cities
- Punctuation is removed and the remaining characters (spaces included) are collapsed.
Examples:
Shakespeare, William searches as Shakespeare William (the space before W remains)
Shakespeare,William searches as ShakespeareWilliam
- Diacritics are stored in the database as Roman characters
Examples:
Search for Paul Valéry as Paul Valery
Search for Cien a ños de soledad as Cien a nos de soledad
Special characters
You can use these special characters as follows:
| Search | Character | Example(s) |
|---|---|---|
| Author | - (hyphen) | Rimsky-Korsakov, Nikolay |
| Title | - (hyphen) | Baden-Powell: founder of the Boy Scouts |
| + (plus sign) | The elements of C++ style | |
| & (ampersand) | A treasury of Gilbert & Sullivan |
Exact match
An exact match search requires you to enter the exact text you want to retrieve. You can use exact match searching for Borrowing Library, Lending Library, ILLiad Transaction ID, Request Identifier and RLG Reference ID searches.
| Search type | How to... |
|---|---|
| Borrowing Library | Enter the institution symbol. Example: To search for items loaned to the LIbrary of Congress, enter: DLC or dlc. |
| ILLiad Transaction ID (closed requests only) | Enter the identification number of the request you want to retrieve. Example: To search for Transaction ID 67354, enter: 67354. |
| Lending Library | Enter the institution symbol. Example: To search for items borrowed from the Library of Congress, enter: DLC or dlc. |
| Request Identifier | Enter the system-generated identification number of the request you want to retrieve. Example: To search for Request #12345678, enter: 12345678. |
| RLG Reference ID (closed requests only) | Enter the identification number of the request you want to retrieve. Example: To search for Reference ID PAUG68394, enter PAUG68394. |
To use an exact match search to track your own library's borrowing and lending activity, see Alternate Searches below.
Keyword
A keyword search retrieves the entire search term as a whole word (that is, bordered by spaces or certain punctuation) anywhere within the request. You can use keyword searching for the searches shown below.
Examples:
| Search Type | Search Term | Results Include... |
|---|---|---|
| Author | Lorca | Garcia Lorca, Federico Lorca, Alberto Lorca, Ernesto Mayorga Lorca, Roberto Sierralta Lorca, Eduardo |
| Philip-Lorca | DiCorcia, Philip-Lorca | |
| Call Number | PR4572 | PR4572.E25 1870 Dickens, Charles. Mystery of Edwin Drood PR4572.M76 1864 Dickens, Charles. Mrs. Lirriper's legacy PR4572.M8 1880 Dickens, Charles. The Mudfog papers, etc. PR4572.S56 1872 Dickens, Charles. Sketches of young couples & young gentlemen |
| 1864 | PR4568.A1 1864 Dickens, Charles Our mutual friend PR4572.M76 1864 Dickens, Charles. Mrs. Lirriper's legacy | |
| Patron Department | renaissance | history of the renaissance renaissance lit |
| Patron ID | 18412316 | 18412316 |
| Patron Name | Sousa | John Sousa John Phillip Sousa Sousa, John Phillip |
| Title | call | Call of the wild Call of the wildflowers Certain trumpets: the call of leaders I heard the owl call my name Making a friendly call |
Boolean expressions. You can combine keywords using Boolean operators AND, OR, and NOT; you may also use parentheses for more complex searches.
- AND (results contain both terms anywhere, in any order)
| Search terms | Results include these titles... |
|---|---|
| twain AND finn | Huckleberry Finn by Mark Twain Mark Twain: Tom Sawyer and Hucklebarry Finn Mark Twain and Huckleberry Finn |
| twain AND sawyer | Mark Twain: author of Tom Sawyer Mark Twain: Tom Sawyer and Huckleberry Finn A Tom Sawyer companion: an autobiographical guided tour with Mark Twain |
- OR (results contain one of the terms anywhere)
| Search terms | Results include these titles... |
|---|---|
| twain OR finn | Adventures of Huckleberry Finn Great novels of Mark Twain A Mark Twain sampler New essays on Adventures of Huckleberry Finn |
| twain OR sawyer | Adventures of Tom Sawyer Great novels of Mark Twain A Mark Twain sampler Tom Sawyer abroad |
- NOT (results contain the first term anywhere and do not contain the second term)
| Search terms | Results include these titles... |
|---|---|
| twain NOT finn | A Connecticut Yankee in criminal court: a Mark Twain mystery Great novels of Mark Twain Mark Twain: author of Tom Sawyer A Mark Twain sampler |
- ( ) (satisfies the condition in parentheses first, then satisfies the entire condition.)
| Search terms | Results include these titles... |
|---|---|
| (finn AND pudd'nhead) AND twain | A study of American culture as portrayed by Mark Twain in the adventures of Huckleberry Finn, a Connecticut Yankee at King Arthur's court, and Pudd'nhead Wilson |
| (finn OR pudd'nhead) AND twain | Down the river, a play: adapted from Pudd'nhead Wilson by Mark Twain Mark Twain: Tom Sawyer and Huckleberry Finn Mark Twain and Huckleberry Finn |
Phrase
A phrase search retrieves the exact phrase between the double quotes as a whole word (that is, bounded by spaces) anywhere within the search type. You can use phrase searching for the searches shown below.
| Search Type | Search Term | Results Include... |
|---|---|---|
| Author | "Garcia Lorca" | Garcia Lorca, Federico |
| "Sierralta Lorca" | Sierralta Lorca, Eduardo | |
| Call Number | — | Not recommended; use keyword or truncated search |
| Patron Department | "lit" | French lang & lit renaissance lit Spanish lit Does not retrieve: Native American literature Does not retrieve: Literary history and criticism |
| Patron ID | — | Not recommended; use keyword or truncated search |
| Patron Name | "Phillip Sousa" | John Phillip Sousa Sousa, John Phillip |
| Title | "call my name" | I heard the owl call my name |
Truncated
A truncated search is used for author, call number, patron department, patron identifier, patron name, and title searches. For these searches, you may enter the partial names or titles with an asterisk (*), with or without a space, in upper- or lower case (case insensitive).
Note: In the following examples, the symbol 
represents a blank space.
| This... | Retrieves... | Results Include... |
|---|---|---|
| rob * | Any name or title beginning with rob+space | Rob Madison Rob Roy |
| rob* | Any name or title beginning with rob | Rob Madison Rob Roy Robert Ludlum Robin Hood, Prince of Thieves |
| lit* | Any term or title beginning with lit | French language & lit renaissance lit Spanish lit Spanish literature |
| nnnn* | Any numeric term such as an ID number | 18412316 |
| PR45* | Any call number beginning with PR45 | PR4536.M4 Metcalf, John C.PR4572.E25 De Quincey: a portrait PR4568.A1 1864 Dickens, Charles. Our mutual friend PR4571.A1 1901 Dickens, Charles. A tale of two cities. PR4588.R6 Romano, John.. Dickens and reality |
| PR457* | Any call number beginning with PR457 | PR4571.A1 1901 Dickens, Charles. A tale of two cities. PR4575.D525 2003 Galvin, John ed. Dickens on screen PR4577.K5 1089 Kitton, Frederic G. Dickens and h is illustrators |
| * smith | Any name or title ending with space+smith | Gene Smith The Life of Joseph Smith |
| * literature | Any name or title ending with space+literature | Spanish literature |
| *smith | Any name or title ending with smith | Gene Smith Jack L. Hammersmith Blacksmith The life of Joseph Smith |
| *smith* | Any name or title containing the string smith | Fundamentals of blacksmithing |
| smith | Any name or title containing only the word smith | Smith |
Alternate searches
You can view all of your library's current borrowing and lending activity using the Request Manager screen.
Borrowing. Identify your library as the Borrowing Library to answer the question From whom have I borrowed? or Who has loaned to me?
| Action | |
|---|---|
| 1 | Select either the Search Active Requests or the Search Closed Requests radio button. |
| 2 | Enter your OCLC symbol in the adjacent text box. |
| 3 | Select the down arrow at the right of the adjacent field and choose Borrowing Library from the drop-down list. |
| 4 | Select the Search button. Result: The Summary screen displays a list of requests for which your library is shown as Borrower. |
Lending. Identify your library as the Lending Library to answer the question To whom have I loaned? or Who has borrowed from me?
| Action | |
|---|---|
| 1 | Select either the Search Active Requests or the Search Closed Requests radio button. |
| 2 | Enter your OCLC symbol in the adjacent text box. |
| 3 | Select the down arrow at the right of the adjacent field and choose Lending Library from the drop-down list. |
| 4 | Select the Search button. Result: The Summary screen displays a list of requests for which your library is shown as Lender(s). |
2.3 Actions
This section describes the buttons on the Display screen. The buttons shown depend on the status of a given request. For example, the content of Pending or In Process requests cannot be edited by the Lender, so no Edit button appears to the Lender.
2.4 Request Status
Each request status defines a specific state or decision point within the interlibrary loan cycle. The control panel at the top of the Display screen shows:
- a request's current status
- whether you are viewing the request as the Borrower or the Lender
The status determines what processing choices (next steps) and actions (buttons) are available to you as Borrower or Lender.
Example: Request 10005039 has a current status of Shipped. As displayed to the Borrower the only next step is to acknowledge receipt of the item (Receive with Today's Date).
When request 10005039 is displayed to the Lender, the available Next Step is Recall. The actions (buttons) for Borrower and Lender are identical.
Status information
Each status description includes the following information:
- Definition: A description of the status.
- Request Manager Category: Indicates the category under which the request is found.
- Response required from: Indicates whether the Borrower or the Lender is responsible for choosing the next step and advancing the request in the loan cycle.
- Next steps/response: Choices available to you at this point in the interlibrary loan cycle (based on the request's current status) and a description of what WCRS does based upon the next step you select.
- Actions: Buttons you select to move the request to the next step in the cycle.
- System default. A description of what WCRS does if Borrower/Lender takes no action.
Cancelled
Definition: Borrower has withdrawn the request for this item.
Request Manager Category: None; locate by searching Closed Requests with Request ID, ILLIAD Transaction ID, or RLG Reference ID.
Response required from: None
Next steps/response: None
Actions: None
System default: None
Conditional
Definition: Lender may be able to supply an item if certain conditions are met or additional loan information is provided. See Lending Notes for more information.
Request Manager Category: Borrowing/Conditional
Response required from: Borrower
Next steps/response (see section 14.3, "Lender Responds Conditional: Borrower Accepts/Declines") :
- Multiple Lenders: WCRS forwards the request to the next potential Lender with status Pending (4 system days).
- Single or last Lender: WCRS changes request status to Unfilled. An Unifilled request will be archived to Closed Requests in 7 system days.
| Borrower Step | System Response |
|---|---|
| I accept the Lender's condition | WCRS returns the request to the Lender with status Conditional/Pending. Note: Be sure to review any Lending Notes to make sure you understand the condition(s). |
| I do not accept the Lender's condition | Multiple Lenders: WCRS forwards the request to the next potential Lender with status Pending (4 system days). Single or last Lender: WCRS changes request status to Unfilled. An Unifilled request will be archived to Closed Requests in 7 system days. |
| Delete record | WCRS archives the request to Closed Requests with a status of Cancelled. |
Actions/Borrower: Update, Edit, Save, New, Reset
Actions/Lender: Edit
System default:If the Borrower takes no action within 4 system days, the request is forwarded to the next symbol in the lender string and an entry is generated in the Request History area of the Display screen. If there are no additional lenders in the string, the request status changes to Unfilled.
Conditional/Pending
Definition: Borrower has agreed to the conditions stipulated. Check Borrowing Notes for additional information.
Request Manager Category: Lending/Conditional Pending
Response required from: Lender
Next steps/response (see section 16.1, "Conditional/Pending") :
| Lender Step | System Response |
|---|---|
| In Process | WCRS changes request status to In Process, indicating that the Lender acknowledges receipt of the request but cannot respond to Borrower immediately; this does not reset the 4-day response limit. |
| Yes | Indicates that the Lender agrees to supply the item; Lender may optionally apply Constant Data at this time. WCRS returns the request to the Borrower with a status of Shipped (duration of loan period). |
| No | Indicates that the Lender cannot supply the item; Lender may optionally supply a Reason for No at this time. Multiple Lenders: WCRS forwards the request to the next potential Lender with status Pending (4 system days). Single or last Lender: WCRS returns the request to the Borrower with a status of Unfilled (7 system days). |
| Conditional | Indicates that the Lender can supply the item if the Borrower agrees to certain conditions; Lender can optionally apply Lending Notes at this time. WCRS returns the request to the Borrower with a status of Conditional (4 system days). |
Actions/Lender: Update, Reset
Actions/Borrower: Update, Edit, New, Reset
System default: If the Lender takes no action within 4 system days the request is forwarded to the next symbol in the lender string and an entry is generated in the Request History area of the Display screen. If there are no additional Lenders in the string, the system returns the request to the Borrower as Unfilled.
Expired
Definition: No Lender could supply the item because the Need Before date triggered the request to expire before all potential Lenders were able to reply.
Request Manager Category: Borrowing/Expired
Response required from: Borrower
Next steps/response (see section 15.4, "Deleting a Request") :
| Borrower Step | System Response |
|---|---|
| Delete record | WCRS archives the request to Closed Requests with a status of Cancelled. |
Actions/Borrower: Update, Save, New, Reset (not closed); New (closed)
Actions/Lender: none
System default: If the Borrower takes no action the request is archived to Closed Requests in 7 system days.
In Process
Definition: Lender has already looked at or printed this request.
Request Manager Category: Lending/In Process
Response required from: Lender
Next steps/response (see section 13.2, "In Process Status"):
| Lender Step | System Response |
|---|---|
| Yes | Indicates that the Lender agrees to supply the item; Lender may optionally apply Constant Data or print shipping label(s) or a bookstrap at this time. WCRS returns the request to the Borrower with a status of Shipped (duration of loan period). |
| No | Indicates that the Lender cannot supply the item; Lender may optionally supply a Reason for No at this time. Multiple Lenders: WCRS forwards the request to the next potential Lender with status Pending (4 system days). Single or last Lender: WCRS returns the request to the Borrower with a status of Unfilled (4 system days). |
| Conditional | Indicates that the Lender can supply the item if the Borrower agrees to certain conditions; Lender can optionally apply Lending Notes at this time. WCRS returns the request to the Borrower with a status of Conditional (4 system days). |
| Borrower Step | System Response |
|---|---|
| Delete record | WCRS archives the request to Closed Requests with a status of Cancelled. |
Actions/Lender: Update, Reset
Actions/Borrower: Update, Edit, New, Reset
System default: If the Lender takes no action within 4 system days the request is forwarded to the next symbol in the lender string and an entry is generated in the Request History area of the Display screen. If there are no additional Lenders in the string, the system returns the request to the Borrower as Unfilled.
No Renewal
Definition: The Lender did not renew the loan. The original Due Date remains in effect.
Request Manager Category: Borrowing/Renewal Denied
Response required from: Borrower
Next steps/response (see section 17.2, "Borrower Returns Item") :
| Borrower Step | System Response |
|---|---|
| Return with Today's Date | WCRS returns the request to the Lender by original Due Date, with status Returned so that the Lender can complete the loan. |
| Lender Steps | System Response |
|---|---|
| Recall | WCRS returns the request to the Borrower with status Recalled indicating that the Lender wants the item back immediately. |
| Complete | WCRS archives the request to Closed Requests with a status of Completed. |
Actions/Borrower: Update, Edit, Reset
Actions/Lender: Update, Edit, Reset
System default: If the Borrower takes no action WCRS automatically sends the Borrower a Special Message: Overdue after 14 system days.
Pending
Definition: A new request, generated when the Borrower selects the Submit button on a completed workform.
Request Manager Category: Lending/Pending
Response required from: Lender
Next steps/response (see section 13.1, "Overview" ) :
| Lender Step | System Response |
|---|---|
| In Process | WCRS changes request status to In Process, indicating that the Lender cannot respond to Borrower immediately; this does not reset the 4-day response limit. |
| Yes | Indicates that the Lender agrees to supply the item; Lender may optionally apply Constant Data or print shipping label(s) or a bookstrap at this time. WCRS returns the request to the Borrower with a status of Shipped (duration of loan period). |
| No | Indicates that the Lender cannot supply the item; Lender may optionally supply a Reason for No at this time. Multiple Lenders: WCRS forwards the request to the next potential Lender with status Pending (4 system days). Single or last Lender: WCRS returns the request to the Borrower with a status of Unfilled. An Unifilled request will be archived to Closed Requests in 7 system days. |
| Conditional | Indicates that the Lender can supply the item if the Borrower agrees to certain conditions; the Lender can optionally apply Lending Notes at this time. WCRS returns the request to the Borrower with a status of Conditional (4 system days). |
| Borrower Step | System Response |
|---|---|
| Delete record | WCRS archives the request to Closed Requests with a status of Cancelled. |
Actions/Lender: Update, Reset
Actions/Borrower: Update, Edit, New, Reset
System default: If the Lender takes no action within 4 system days, the request is forwarded to the next symbol in the lender string and an entry is generated in the Request History area of the Display screen. If there are no additional Lenders in the string, the system returns the request to the Borrower as Unfilled.
Recalled
Definition: Indicates that the Lender either:
- Wants the item returned immediately
- Has sent you (Borrower) an erroneous Yes response
Request Manager Category: Borrowing/Recalled
Response required from: Borrower
Check Lending Notes for additional information.
Next steps/response (see section 15.2, "Responding to a Recall") :
| Borrower Step | System Response |
|---|---|
| Return with Today's Date | WCRS returns the request to the Lender with status Returned so that the Lender can complete the loan. |
| Lender Step | System Response |
|---|---|
| Complete | WCRS archives the request to Closed Requests with a status of Completed. |
Actions/Borrower: Update, Edit, Reset
Actions/Lender: Update, Edit, Reset
System default: If the Borrower takes no action the request status changes to Special Messages/Borrow: Overdue 14 system days after the Due Date.
Received
Definition: Borrower has acknowledged receipt of an item from a Lender.
Request Manager Category: None; locate by searching Active Requests with Request ID or other index.
Response required from: Borrower
Next steps/response (see section 17.2, "Borrower Returns Item") :
| Borrower Step | System Response |
|---|---|
| Return with Today's Date | WCRS returns the request to the Lender with status Returned so that the Lender can complete the loan. The Borrower can choose to print a return label or a bookstrap at this time. |
| Renewal Request | Indicates that the Borrower wants to renew the loan. WCRS returns the request to the Lender with status Renewal requested. |
| Lender Step | System Response |
|---|---|
| Recall | WCRS changes request status to Recalled, indicating that the Lender wants the item returned immediately. |
| Complete | WCRS archives the request to Closed Requests with a status of Completed. This completes the loan cycle for non-returnable items such as photocopies. |
Actions/Borrower: Return, Renewal Request, Edit
Actions/Lender: Recall, Complete, Edit, Lost
System default: If the Borrower does not update the status to Returned within 14 system days of Due Date (7 days for copies) the request status changes to Special Messages: Overdue.
Renewal Granted
Definition. The Lender agrees to renew the loan.
Request Manager Category: Borrowing/Renewal Granted
Response required from: Borrower
Next steps/response (see section 17.2, "Borrower Returns Item") :
| Borrower Step | System Response |
|---|---|
| Return with Today's Date | Indicates that the Borrower is withdrawing the request for renewal; WCRS returns the request to the Lender with status Returned so that the Lender can complete the loan. |
| Renewal Request | Indicates that the Borrower wants a different New Due Date for the renewal. |
| Lender Step | System Response |
|---|---|
| Recall | WCRS changes request status to Recalled, indicating that the Lender wants the item returned immediately. |
| Complete | WCRS archives the request to Closed Requests with a status of Completed. This completes the loan cycle for non-returnable items such as photocopies. |
Actions/Borrower: Return, Renewal Request, Edit
Actions/Lender: Recall, Complete, Edit, Lost
System default: If the Borrower does not update the status to Returned within 14 system days of New Due Date, the request status changes to Special Messages: Overdue.
Renewal Request
Definition: The Borrower wants to renew the loan
Request Manager Category: Lending/Renewal Request
Response required from: Lender
Next steps/response (see section 16.2, "Responding to a Renewal Request") :
| Lender Step | System Response |
|---|---|
| Renewal OK | Indicates that the Lender agrees to renew the loan. |
| No Renewal | Indicates that the Lender does not agree to renew the loan. |
| Recall | Indicates that the Lender does not agree to renew the loan and that the Lender wants the item returned immediately. |
| Complete | WCRS archives the request to Closed Requests with a status of Completed. |
| Borrower Step | System Response |
|---|---|
| Return with Today's Date | Cancels the request for renewal and returns the request to the Lender with status Returned. |
| Renewal Request | Indicates that the Borrower wants to extend the loan and requests a different New Due Date for the renewal. |
Actions/Lender: Update, Edit, Reset
Actions/Borrower: Update, Edit, Reset
System default: If the Borrower does not update the status to Returned within 14 system days of New Due Date the request status changes to Special Messages: Overdue.
Returned
Definition: The Borrower has sent the item back to the Lender.
Request Manager Category: Lending/Returned
Response required from: Lender
Next steps/response (see section 17.3, "Lender Completes Loan Cycle") :
| Lender Step | System Response |
|---|---|
| Complete | WCRS archives the request to Closed Requests with a status of Completed. |
Actions/Lender: Update, Edit, Reset
Actions/Borrower: Edit
System default: If the Lender does not indicate receipt of the item by updating the status to Complete within 14 system days the request status changes to Special Messages: Complete?.
Review
Definition: An electronically generated request that has been:
- Submitted by a patron
- Previously processed by Direct Request
Request Manager Category: Borrowing/Review
Response required from: Borrower
Next steps/response [see Chapter 12, "Processing Unsubmitted Requests (Borrower)"] :
| Borrower Step | System Response |
|---|---|
| Delete record | WCRS archives the request to Closed Requests with a status of Cancelled. |
| Review in process | Indicates that this request needs attention at a later time; WCRS changes the status to Review in process. |
Actions: Submit, Update, Reset
System default: If the Borrower takes no action the request is archived to Closed Records in 14 system days.
Review in process
Definition: Borrower has already looked at or printed this request.
Request Manager Category: Borrowing/Review
Response required from: Borrower
Next steps/response [see Chapter 12, "Processing Unsubmitted Requests (Borrower)"] :
| Borrower Step | System Response |
|---|---|
| Delete record | WCRS archives the request to Closed Requests with a status of Cancelled. |
Actions: Submit, Update, Reset
System default: If the Borrower does not Submit, the request is archived to Closed Records in 14 system days.
Save
Definition: Borrower has set this request aside for further review.
Request Manager Category: Borrowing/Save
Response required from: Borrower
Next steps/response [see Chapter 12, "Processing Unsubmitted Requests (Borrower)"] :
| Borrower Step | System Response |
|---|---|
| Delete record | WCRS archives the request to Closed Requests with a status of Cancelled. |
Actions: Submit, Update, Reset
System default: If the Borrower does not Submit, the request is archived to Closed Requests with a status of Cancelled in 14 system days.
Shipped
Definition: The Lender has sent the item to the Borrower.
Request Manager Category: Borrowing/Shipped
Response required from: Borrower
Next steps/response (see section 14.1, "Lender Responds Yes: Borrower Receives the Item") :
| Borrower Step | System Response |
|---|---|
| Receive with Today's Date | WCRS returns the request to the Lender with a status of Received to indicate that the item has arrived. |
| Lender Step | System Response |
|---|---|
| Recall | WCRS changes request status to Recalled, indicating that the Lender wants the item returned immediately. |
Actions/Borrower: Receive, Edit
Actions/Lender: Recall, Edit, Lost
System default: If the Borrower does not indicate receipt of the item by updating the status to Received within 14 system days (loans) or 7 system days (copies), WCRS automatically sends the Borrower a Special Messages: Received? on behalf of the Lender, asking the Borrower to confirm receipt of the item.
Unfilled
Definition: No Lender could supply the item. Either all Lenders responded No, or the request aged to Unfilled from: Pending, I n Process, Conditional, or Conditional Pending.
Request Manager Category: Borrowing/Unfilled
Response required from: Borrower
Next steps/response (see section 15.4, "Deleting a Request") :
| Borrower Step | System Response |
|---|---|
| Delete record | WCRS archives the request to Closed Requests with a status of Cancelled. |
Actions/Borrower: Update, Edit, Reset (not closed); New (closed)
Actions/Lender: none
System default: If the Borrower takes no action, the request is archived to Closed Requests with a status of Cancelled in 14 system days.
2.5 Special Messages
This section describes the Special Messages that are used to identify overdue or lost items.
Received? (Special Message to Borrower)
Definition: A Shipped item has not been updated to Received within 14 system days (loans) or 7 system days (copies); WCRS automatically sends the Borrower a Special Message: Received? on behalf of the Lender asking the Borrower to confirm receipt of the item.
Response required from: Borrower
Next steps/response (see section 18.2, "Lender to Borrower: Received?") :
| Borrower Step | System Response |
|---|---|
| Yes this item was received | WCRS returns the request to the Lender with status Received. |
| Not received | WCRS returns the request to the Lender with Special Message status Not Received. |
| Lender Step | System Response |
|---|---|
| Recall | WCRS changes request status to Recalled, indicating that the Lender wants the item returned immediately. |
Actions/Borrower: Update, Edit, Reset
Actions/Lender: Update, Edit, Reset
System default: If the Borrower takes no action the request is archived to Closed Requests after 180 calendar days.
Overdue (Special Message to Borrower)
Definition: The Due Date is past and the Borrower has not returned the item to the Lender; WCRS automatically sends the Borrower a Special Message: Overdue on behalf of the Lender 14 system days after the Due Date/New Due Date.
Response required from: Borrower
Next steps/response (see section 18.4, "Lender to Borrower: Overdue") :
| Borrower Steps | System Response |
|---|---|
| Return with Today's Date | WCRS returns the request to the Lender with status Returned. |
| Renewal Request | Indicates that the Borrower wants to extend the loan and requests a different New Due Date for the renewal. |
| Lender Step | System Response |
|---|---|
| Recall | WCRS changes request status to Recalled, indicating that the Lender wants the item returned immediately. |
Actions/Borrower: Update, Edit, Reset
Actions/Lender: Update, Edit, Reset
System default: If the Lender takes no action the request is archived to Closed Requests in 180 calendar days.
Not Received (Special Message to Lender)
Definition: The Borrower responded No to a Special Message: Received? indicating no record of the item's arrival at the borrowing library; WCRS automatically sends the Lender a Special Message: Not Received on behalf of the Borrower indicating that the Lender should contact the Borrower to investigate.
Response required from: Lender
Next steps/response (see section 18.3, "Borrower to Lender: Not Received") :
| Lender Step | System Response |
|---|---|
| Complete | WCRS archives the request to Closed Requests. |
Actions: Update, Edit, Reset
System default: If the Lender takes no action within 180 calendar days the request is deleted.
Complete? (Special Message to Lender)
Definition: A Returned item has not been updated to Complete within 14 system days of the Returned Date; WCRS automatically sends the Lender a Special Message: Complete? on behalf of the Borrower asking the Lender to confirm receipt of the item.
Response required from: Lender
Next steps/response (see section 18.5, "Borrower to Lender: Complete?") :
| Lender Steps | System Response |
|---|---|
| Complete | WCRS archives the request to Closed Requests with a status of Completed. |
Actions/Borrower: Update, Edit, Reset
System default: If the Lender takes no action the request is archived to Closed Requests in 180 calendar days.
2.6 Request History
WorldCat Resource Sharing tracks the progress of a request through the various interlibrary loan cycles by generating an entry in the Request History area of the Display screen. Entries are generated when:
- The request is aged to another Lender in the lender string
- Borrower replies I do not accept to a Conditional response
- A Lender responds No
The Request History is visible to Borrowers only. Each entry shows:
- The date of the response or system action
- The Lender's OCLC symbol
- Actions against the request such as Conditional, Referral; Reasons for No; and system-generated responses such as "Aged to next Lender"
Messages
In addition to Reasons for No (see section 13.4, "Responding No"), you also may see these messages:
| Text | Situation | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Aged to next Lender | System has automatically forwarded the request to the next Lender in the string. | ||||||||||||||||||
| Borrower refused conditions | You refused to accept conditions imposed by Lender in a Conditional response. | ||||||||||||||||||
| Full Text Option - [reason] | Electronic document supplier cannot fill request for one of these reasons: | ||||||||||||||||||
| |||||||||||||||||||
| Referral [yyyymmdd] | Request was referred on date specified. |
2.7 Workform/Request Field Definitions
This section contains an alphabetical listing of all Workform or Request fields.
Address
Description: The patron's address
Area: Patron Information
Source: Borrower — Constant Data record, Direct Request Workform or manual input
Affiliation
Description: The symbols, names, or acronyms of your reciprocal or local groups
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Alert
Description: A note containing information that needs immediate attention by the Borrower.
Area: General Record Information
Source: Lender — Manual input
Article
Description: The selection from a monograph or serial. Enter, in quotes, the author's last name, first name and the title of a journal article.
Area: Bibliographic Information
Source: Borrower — Direct transfer from FirstSearch database or manual input
Author
Description: The name of the author or editor of the requested item. It may be a corporate name.
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record
Note: When completing a Workform, do not use this field for the author of an article or part of a book; use the Article field instead.
Bill To
Description: 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.
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Billing Notes
Description: Additional billing information, if any
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Borrower
Description: Borrowing library's OCLC institution symbol
Area: General Record Information
Source: WorldCat Resource Sharing system
Borrowing Notes
Description: Any additional information needed to clarify the request
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Call Number
Description: The call number of the item that is being loaned
Area: Bibliographic Information
Source: Lender — manual input
Copyright Compliance
Description: Indicates your compliance for photocopy requests. Values are:
CCG (Conforms to CONTU Guidelines)
CCL (Conforms to U.S. Copyright law)
Area: Borrowing Informaton
Source: Borrower — Constant Data record or manual input
Date
Description: The date of the requested issue of a serial
Area: Bibliographic Information
Source: Borrower — obtain from patron
Department
Description: 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:
Chemistry
English
History
Physics
Area: Patron Information
Source: Borrower — Constant Data record, Direct Request or manual input
Direct Notes
Description: Indicates whether or not a request submitted via Direct Request matches an existing profile:
- If a match is found, displays the profile name(s).
- If no match is found, displays the reason for no match.
Area: Bibliographic Information
Source: WorldCat Resource Sharing system
Dissertation
Description: The dissertation note for the requested item
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record (when available)
Due Date
Description: The date by which the item must be returned to the Lender
Area: General Record Information
Source: Lender — Constant Data record or manual input
Edition
Description: A specific edition of the requested item
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record or Constant Data record
Note: The WorldCat Resource Sharing system supplies any unless the patron requests a specific edition.
Electronic Delivery
Description: One or more format/URL pairs
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Email (Borrowing Library)
Description: The borrowing library's e-mail address
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Email (Patron)
Description: The E-mail address at which the patron may be contacted
Area: Patron Information
Source: Borrower — Constant Data record or manual input
Fax (Borrowing Library)
Description: The Borrowing library's fax number
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Fax (Patron)
Description: The patron's fax number
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
ID
Description: 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
Area: Patron Information
Source: Borrower — Constant Data record, Direct Request or manual input
ILL Fee Management (IFM)
Description: Check box that indicates that your library agrees to use the OCLC ILL Fee Management feature to pay for the loan or copy
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Note: Both Borrower and Lender must agree to use IFM in order to complete a transaction
Imprint
Description: The place of publication, publisher, and publication date
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record (when available)
Insurance
Description: The amount for which you have insured this item
Area: Borrowing Information
Source: Borrower — Manual input
ISBN
Description: International Standard Book Number
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record (when available)
ISSN
Description: International Standard Serial Number
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record (when available)
Lenders
Description: OCLC institution symbols of potential lenders (maximum: 5)
Area: General Record Information
Source: Borrower — Custom Holdings Group or manual input
Lending Charges
Description: The amount your library charges to lend the item. Includes handling, photocopying, postage, etc. If there are no charges, enter: $0.
Enter a currency amount only.
Examples:
| Amount | Enter this... | Not this... |
|---|---|---|
| $10.00 | 10.00 | 10.00IFM |
| $8.00 | 8.00 | 8ifm |
| $0.50 | 0.50 | .50ifm |
Area: Lending Information
Source: Lender — Constant Data record
Lending Notes
Description: Additional information to clarify the request such as method of payment, invoicing, renewal options, etc.
Area: Lending Information
Source: Lender — Lending Notes or free-form text input
Note: Lending Notes are required for a Conditional response
Lending Restrictions
Description: Any conditions or other notes from the Lender
Area: Lending Information
Source: Lender — Constant Data record or manual input
Locations
Description: 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.
Area: Borrowing Information
Source: Borrower — Direct Request or manual input
Note: Direct Request supplies additional symbols from the custom holdings path defined by the direct request profile.
Maximum Cost
Description: The maximum amount you will pay to borrow or copy the item. On a Workform, enter a currency amount only.
Examples:
| Amount | Enter this... | Not this... |
|---|---|---|
| $10.00 | 10.00 | 10.00IFM |
| $8.00 | 8.00 | 8ifm |
| $0.50 | 0.50 | .50ifm |
If you will not pay any amount for a loan, you must do one of the following:
- Leave the IFM check box empty and enter free in the Maximum Cost box.
- Check the IFM check box and enter $0 in the Maximum Cost box.
- Check the IFM check box and enter in the Maximum Cost box.
Warning: Do not leave both the IFM check box and the Maximum Cost box empty. If both boxes are empty, the Lender is able to specify a Maximum Cost amount when the request is returned to you with a status of Shipped. You automatically agree to pay the specified amount when you update the request to RECEIVE WITH TODAY'S DATE.
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Need Before
Description: 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
Area: General Record Information
Source: Borrower — Constant Data record or manual input
Note: If the field is empty when the Submit button is selected, a due date of 30 calendar days from tomorrow's date is automatically supplied.
New Due Date
Description: The date to which the Lender is willing to extend the loan period
Area: General Record Information
Source: Manual input by Lender
Notes
Description: Any relevant informaton about the patron
Area: Patron Information
Source: Borrower — Constant Data record, Direct Request or manual input
Example:
Wants to pick up from East Branch after next Tuesday.
Number
Description: The number or issue of the serial
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record (when available) or manual input
OCLC Number
Description: OCLC accession number of the bibliograhic record used to create the request
Area: General Record Information
Source: WorldCat Resource Sharing system
Note: Cannot be edited
Pages
Description: The inclusive pages for photocopies, for example, pp. 52-99
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record or manual input.
Patron
Description: The patron's name. For best results, use the format l ast name, first name, middle name or initial.
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Patron ID
Description: 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
Area: Patron Information
Source: Borrower — Constant Data record, Direct Request or manual input
Phone
Description: The patron's telephone number
Area: Patron Information
Source: Borrower — Constant Data record, Direct Request or manual input
Pickup Location
Description: The location to which the item should be sent by the Lender
Area: Patron Information
Source: Borrower — Constant Data record, Direct Request or manual input
Receive Date
Description: The date the item is received at the borrowing library
Area: General Record Information
Source: WorldCat Resource Sharing system or manual input
Renewal Request
Description: Date on which a request for renewal of the loan was received by the Lender
Area: General Record Information
Source: Manual input by Borrower
Note: Cannot be edited.
Request identifier
Description: WorldCat Resource Sharing control number. Initially displays as NEW; a numeric value is assigned when the request is successfully submitted. If the request is saved the Request Identifier label changes to Review Number.
Area: General Record Information
Source: WorldCat Resource Sharing system
Request Type
Description: Indicates what the borrower will accept. Select Loan or Copy.
Defaults. When no selection is made in this field:
- If information is entered in the Article field, the request is assumed to be from a serial or a selection/chapter from a monograph and the default is copy.
- If no information is entered in the Article field, the request is assumed to be for a book, CD, videocassette or other complete item and the default is loan.
Area: General Record Information
Source: Borrower — Constant Data record or manual input
Return To
Description: The complete return address for the item
Area: Lending Information
Source: Lender — 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 5 lines with a maximum of 27 characters on each line, including spaces. Lines beyond the 5th line do not appear on the resulting address label(s).
Return Via
Description: The preferred method of shipment
Area: Lending Information
Source: WorldCat Resource Sharing system or manual input
Note: If you do not enter information before selecting the Update button, the system supplies Library Mail.
Returned
Description: The date on which the item was sent back to the Lender
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input.
Review Number
Description: Temporary WorldCat Resource Sharing control number. Replaces the Request Identifier field when a request is saved.
Area: General Record Information
Source: WorldCat Resource Sharing system
Series
Description: The Series Note or statement for the requested item
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record (when available) or manual input
Ship Insurance
Description: The amount for which you have insured this loan item, if any
Area: Lending Information
Source: Lender — Manual input
Ship To
Description: 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.
Area: Borrowing Information
Source: Borrower — 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 5 lines with a maximum of 27 characters on each line, including spaces. Lines beyond the 5th line do not appear on the resulting address label(s).
Ship Via
Description: The preferred method of shipment.
Area: Borrowing Information
Source: Borrower — Constant Data record or manual input
Note: If you do not enter the field before selecting the Submit button, the system supplies Library Mail.
Shipped
Description: The date the lending library shipped the requested item
Area: Lending Information
Source: Lender — WCRS system or manual input
Status (General Record Information)
Description: Current report of record's progress through the interlibrary loan cycle
Area: General Record Information
Source: WorldCat Resource Sharing system
Note: Initially displays as Workform. See section 2.4, "Request Status" for individual status descriptions.
Status (Patron information)
Description: A locally assigned group that defines borrowing and landing privileges and restrictions
Examples:
Faculty
Executive
Undergraduate
Juvenile
Area: Patron Information
Source: Borrower — Constant Data record, Direct Request or manual input
Source
Description: Notation indicating the system originating the request:
| FS5ILL | Request transferred from patron Interlibrary Loan Request |
| FSILLSTF | Request transferred from Staff ILL Workform |
| FSIPG | Request transferred using ISO-10161 standard |
| FSISOILL ISOILL | Request transferred using ISO-10161 standard, via Direct Request |
| ILLiad | Request transferred via ILLiad |
| VDX | Request transferred via VDX |
| [locally defined] | You can define a notation of from 1-8 characters that your local system provides in your local workforms. This notation cannot be edited within WorldCat Resource Sharing. |
Area: General Record Information
Source: WorldCat Resource Sharing system
Title
Description: The title of the requested item. Omit leading articles such as A, An, The, La, Le, Der, Die, El etc. if present.
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record
Note: When completing a Workform, do not use this field for the author of an article or part of a book; use the Article field instead.
Uniform Title
Description: The uniform title of the requested item. Omit leading articles such as A, An, The, La, Le, Der, Die, El etc. if present.
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record
Verified
Description: The source of bibliographic citation or location data. OCLC appears if the workform is based on a WorldCat record.
Area: Bibliographic information
Source: Borrower — transfers from bibliographic record as OCLC or Other source. If from FirstSearch, the name of the database and additional bibliographic data will appear.
Note: If you cannot verify a citation, enter Cannot verify.
Volume
Description: The volume number from a set, series, or serial
Area: Bibliographic Information
Source: Borrower — transfers from bibliographic record (when available) or manual input