Receiving and Returning ILL Items

Sue KalerInterlibrary Loan SupervisorWellesley Free Libraryskaler@minlib.net

Items should be shipped directly to the Requesting LibraryWellesley ILL will create OCLC constant data

with your library’s addressLenders should ship directly to youYou will have to inform Wellesley ILL when

you receive the requested itemYou will have to inform Wellesley ILL when

you return the item to the lenderWellesley ILL can mediate between you and

the lender in case of issues

When you receive an itemWas it shipped to the correct place?

Is it for your patron?Is it the correct item?

Check editions and publication dateCheck format

Are there condition issues?Is it complete?

How many parts, pieces, inserts, etc. does it have?Is it a book with a disc inserted?

Contact Wellesley ILL with issues

What about the lender?Who is the lender?Have they imposed restrictions?

In-library use onlyNo renewalsNeeds boxed returnNeeds trackable return from USPS or

Fedex/UPSMust be insured for return

Did they provide a return address?What if there is none?

Sources of Return AddressesPackagingPaperworkMassachusetts Delivery Directory

http://www.masslibsystem.org/deliveryindex.htm

OCLC WorldCat Registry http://www.worldcat.org/registry/InstitutionsAdvanced SearchOCLC Symbol

Google and Telephone

What about the due date?What does the due date mean?Where do you find a due date?Special circumstances:

Library of Congress due datesUniversity of Mass Amherst due dates

Do they really mean No Renewal?

What information does Wellesley need?The ILL Request Number

This is not the Illiad Transaction NumberEnough of the author & title to identify the

itemContents out of the ordinary

Number of parts or reels, CD-Rom not sent, etc.Condition problemsWhere it came from When you think it is dueAmount you were charged

Received FormBookmark this URL

http://www.wellesleyfreelibrary.org/catalog/ill-received-form.asp

Use this form for reporting items you have received that are, indeed, for youIf you think you did not request something, please email us directly

To inform us you are returningUse the returned form at this URL

http://www.wellesleyfreelibrary.org/catalog/ill-returned-form.asp

We need much less information

Alternate checkbox method to receive and returnLog in as if to make an ILL request athttp://www.wellesleyfreelibrary.org/Regional/

Interlibrary_Loan_Request_Form.htmlClick on “check the status of your ILL items”There are check boxes for

Received this itemRequest RenewalReturned this item

There is a button at the bottom to send your updates

How to return itemsMany items come through delivery and can

be returned through deliveryPackaging for delivery

We want them to keep lending to us

Some items come through the mail, but can be returned by deliveryWhy do certain libraries avoid shipping via

delivery but not mind delivery returns? Simplicity for their student workers? Speeding the item to the patron?

Using the U.S. Postal ServiceLibrary Rate is not always the cheapest

You pay for the first whole poundFirst Class is cheaper for very light items

This is true up to about 8 ouncesCheck rates at http://www.usps.com/Click and Ship versus postage meters

EndiciaFlat rate boxes for Priority MailInsurance and tracking

Returning to Alaska or HawaiiLibrary Rate is extremely slowPriority or First Class is the way to go

Check rates for Flat Rate versus your packagingFlat Rate envelopesFlat Rate boxes of several sizes

It gets quite expensive beyond the lightest items

Returning to CanadaLibrary Rate is not an optionThe only options are First Class International orPriority Mail International

Consider Flat Rate envelopes or boxesA U.S. Customs form is needed

Green up to four pounds, white above thatA certain text is needed for Canadian customs

If this is neglected, the Canadian library has to pay customs fees

Canadian customs textAttn: Revenue CanadaTariff: 9993.00.00GST Code 51International Loans Between Libraries(International Act of 1978)No Commercial Value:Any Value Stated Is For Insurance Purposes

Only

Text for National Library of Canada’s itemsAttn: Revenue CanadaTariff: 9813.00.00 or 9814.00.00GST Code 66Property of the National Library of Canada

returnedon Interlibrary Loan

UPS or FedexCertain libraries require return via UPS or Fedex

Library of Congress, Princeton, the Navy Department library in Washington, DC, etc. This is either because mail is irradiated, materials are

deemed to be safer in the hands of a courier, speedy delivery is needed or proof of return is desirable.

In almost all cases UPS Ground or Fedex Ground is OK

These items are automatically insured to a certain limit and extra insurance can be purchased

Costs vary by weight and distance

U.S. Postal Service OptionsYou can get tracking via the post officeYou can get delivery confirmation via the

post officeYou can get insurance via the post officeIn some cases, some combination of these

services may substitute for UPS or FedexLC is OK with this although they prefer UPS