Receiving and Returning ILL Items

1. Receiving and Returning ILL Items • Sue Kaler • Interlibrary Loan Supervisor • Wellesley Free Library • skaler@minlib.net

2. Items should be shipped directly to the Requesting Library • Wellesley ILL will create OCLC constant data with your library’s address • Lenders should ship directly to you • You will have to inform Wellesley ILL when you receive the requested item • You will have to inform Wellesley ILL when you return the item to the lender • Wellesley ILL can mediate between you and the lender in case of issues

3. When you receive an item • Was it shipped to the correct place? • Is it for your patron? • Is it the correct item? • Check editions and publication date • Check 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

4. What about the lender? • Who is the lender? • Have they imposed restrictions? • In-library use only • No renewals • Needs boxed return • Needs trackable return from USPS or Fedex/UPS • Must be insured for return • Did they provide a return address? • What if there is none?

5. Sources of Return Addresses • Packaging • Paperwork • Massachusetts Delivery Directory http://www.masslibsystem.org/deliveryindex.htm • OCLC WorldCat Registry http://www.worldcat.org/registry/Institutions • Advanced Search • OCLC Symbol • Google and Telephone

8. What about the due date? • What does the due date mean? • Where do you find a due date? • Special circumstances: • Library of Congress due dates • University of Mass Amherst due dates • Do they really mean No Renewal?

9. What information does Wellesley need? • The ILL Request Number • This is not the Illiad Transaction Number • Enough of the author & title to identify the item • Contents out of the ordinary • Number of parts or reels, CD-Rom not sent, etc. • Condition problems • Where it came from • When you think it is due • Amount you were charged

10. Received Form • Bookmark this URL http://www.wellesleyfreelibrary.org/catalog/ill-received-form.asp • Use this form for reporting items you have received that are, indeed, for you • If you think you did not request something, please email us directly

12. To inform us you are returning • Use the returned form at this URL • http://www.wellesleyfreelibrary.org/catalog/ill-returned-form.asp • We need much less information

14. Alternate checkbox method to receive and return • Log in as if to make an ILL request at http://www.wellesleyfreelibrary.org/Regional/Interlibrary_Loan_Request_Form.html • Click on “check the status of your ILL items” • There are check boxes for • Received this item • Request Renewal • Returned this item • There is a button at the bottom to send your updates

16. How to return items • Many items come through delivery and can be returned through delivery • Packaging for delivery • We want them to keep lending to us • Some items come through the mail, but can be returned by delivery • Why do certain libraries avoid shipping via delivery but not mind delivery returns? • Simplicity for their student workers? • Speeding the item to the patron?

17. Using the U.S. Postal Service • Library Rate is not always the cheapest • You pay for the first whole pound • First Class is cheaper for very light items • This is true up to about 8 ounces • Check rates at http://www.usps.com/ • Click and Ship versus postage meters • Endicia • Flat rate boxes for Priority Mail • Insurance and tracking

18. Returning to Alaska or Hawaii • Library Rate is extremely slow • Priority or First Class is the way to go • Check rates for Flat Rate versus your packaging • Flat Rate envelopes • Flat Rate boxes of several sizes • It gets quite expensive beyond the lightest items

19. Returning to Canada • Library Rate is not an option • The only options are First Class International or • Priority Mail International • Consider Flat Rate envelopes or boxes • A U.S. Customs form is needed • Green up to four pounds, white above that • A certain text is needed for Canadian customs • If this is neglected, the Canadian library has to pay customs fees

20. Canadian customs text Attn: Revenue Canada Tariff: 9993.00.00 GST Code 51 International Loans Between Libraries (International Act of 1978) No Commercial Value: Any Value Stated Is For Insurance Purposes Only

21. Text for National Library of Canada’s items Attn: Revenue Canada Tariff: 9813.00.00 or 9814.00.00 GST Code 66 Property of the National Library of Canada returned on Interlibrary Loan

22. UPS or Fedex • Certain 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

23. U.S. Postal Service Options • You can get tracking via the post office • You can get delivery confirmation via the post office • You can get insurance via the post office • In some cases, some combination of these services may substitute for UPS or Fedex • LC is OK with this although they prefer UPS