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:

The Request Manager screen

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  Admin Link icon 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.

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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 blank character represents a blank space.

This... Retrieves... Results Include...
rob blank character * 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
* blank character smith Any name or title ending with space+smith Gene Smith
      The Life of Joseph Smith
* blank character 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).

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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.

Select... To do this...
New Copy data from the request into a new workform.
Edit Display the request with editable fields as input boxes.
Note: The record's status and your library's role (Borrower or Lender) determine which fields may be edited.
Save Save the request for further review. The system replaces the Request ID (or the word New) with a Review File number. Requests are retained for a maximum of 14 system days. The Review File number will become the Request ID when the request is submitted.
Submit Release a record for further processing by the WorldCat Resource Sharing system according to which Next Step has been selected.
Update Execute any action you have selected or save (replace) existing data with your edits.
Reset Clear all edits you have made and return all input boxes to their original state.
Cancel Return to the record's view-only display and discard any edits you have made.

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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).

Request with status of SHIPPED as viewed by the Borrower.

When request 10005039 is displayed to the Lender, the available Next Step is Recall. The actions (buttons) for Borrower and Lender are identical.

Request with status of SHIPPED as viewed by the Lender.

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.

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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.

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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:
 
Invalid Date Missing Volume Missing Borrower
Invalid Status Missing MaxCost MaxCost Amount
Invalid ISSN Invalid MaxCost No Hits
Missing ISSN Missing Email Too Many Hits
Missing Article Missing Lender Cannot Complete
Missing Date Invalid Lender  
Referral [yyyymmdd] Request was referred on date specified.

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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 0 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  Pop-up calendar icon. .

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

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