Access PA Database and Interlibrary LoansFall 2011

To Find Interlibrary Loan Materials…•Search the Access PA Database

▫Database used to find materials in all participating Access PA libraries (public, school, academic, medical) throughout Pennsylvania

Logging on to Access PA

•Access PA shortcut is on every library circulation computer and reference computer▫Link takes you directly to search page

•POWER Library

How do patrons log-on to the Access PA database?

Patron Perspective - Logging On Through POWER Library•Log on to POWER Library•Under the heading Find A Book, select

the Access Pennsylvania Database link

Patron Perspective - Logging On Through POWER Library•A new window will open to the Access PA

homepage, at the top of the page select the first tab entitled Search the Database

Patron Perspective - Logging On Through POWER Library•A new window will open with a PA state

map •You can search by either:

▫Specific county Click on county name on the map or on the list

counties below▫Entire state

Click on link which is located above the map

Most often you will want to search the entire state

Patron Perspective - Logging On Through POWER Library

• You will always want to search the entire state.

• Only in rare instances will you search by county• For example, a

patron wants to know if the Berks County Library Systems has a title available

Patron Perspective - Logging On Through POWER Library• Select a library type to search

▫You will always want to search All Libraries

Searching Access PA Database•Able to search by title, author, keyword,

ISBN, etc.

How do I request an interlibrary loan item?

To Request ILL Materials

•Patrons MUST come in to the library•Fill out an ILL Request Form and a Fax

Transmittal Sheet▫Both forms are located under the second

computer station at the circulation desk, or are available on the staff wiki

Before filling out any paperwork…•Scan the patron’s library card and make

sure:▫The patron is 18 years or older▫There are no fines or overdue materials on

the account

Fax Transmission

Form• You are responsible for filling out the top portion of the form, and signing at the bottom

• Have the patron read and sign the form

• Make sure the patron is aware of the special loan rules, such as they will be charge $25 for each item that IS NOT picked up, and that fines for ILLs are $1 per item per day with no limits

ILL Request Form

• Fill out the Book Loan Request portion of the form▫Make sure the

book was not published in the last year. Libraries will not send items out for ILL until after 1 year.

• Have the patron fill out the bottom portion

Fax Forms to ILL• Fax both sheets to Lancaster Public Library’s

ILL Department, 717-394-3083▫ Copier shortcut

Select the TEMPLATE button in the upper right corner

Select the PUBLIC TEMPLATE GROUP button Select the FAX TO ILL button

• Staple sheets together and put in the ILL folder under the circulation desk

Interlibrary Loans and Millennium

ILL and the Patron Record• You will see any Pending ILL Request on the

Patron’s ILL Tab• In the example below, the STATUS of the

request is AWAITING ARRIVAL. This means it has not been received by the ILL Department at LPL

• Notice the virtual item does not have a barcode yet. When the ILL Dept. receives the item, they will attach a temporary barcode to it.

NOTE: Pending ILL Requests cannot be cancelled in Millennium Circulation. Contact the ILL Dept. if a patron is asking to cancel an ILL Request.

ILL and the Patron Record•When you access a patron’s account, any

Received Pending Requests will appear with a highlighted red ILL tab showing the number of requests

NOTE: This pop-up box will appear even while the item is In Transit to the pick-up location. It may or may not be on the holdshelf yet. It will be necessary to view the virtual item record to see what date the ILL Dept. placed the item In Transit.

When ILL Material Arrives…• ILL material comes in the delivery. It will have a

yellow strap with a temporary barcode attached to it• The item DOES NOT need to be checked it• Call the patron who requested the ILL material• Put the item on the holdshelf to await pickup

▫We will hold the ILL material until the due date on the book strap. If the item is not picked up, please write “NOT PICKED UP” across the book strap and return the item to the ILL Department. A $25 charge will be added to the patron’s account for not picking up the requested item. ILL Department staff will take care of charging the patron’s account.

Checking Out an ILL Item• Scan the patron’s library card barcode

▫ Make sure their fine amount is below $6 and they do not have any long overdue items.

• Scan the temporary barcode of the ILL item provided by the ILL Dept.

• The due date is automatically put into the system according to what was entered by the ILL Dept. DO NOT modify this date!

• Remind the patron of the special loan rules for ILL items:▫ Fines are $1 per day with no limit▫ We do not handle renewals of ILL materials. If the

patron needs the book longer, they are responsible for calling the ILL Department at the number listed on the book strap within 5 days of the book due date. The ILL Department will then contact the lending library to request an extension.

Do Not Renew ILL Items

•ILL material should NEVER be renewed by anyone other than the ILL Department

Checking In an ILL Item

• In the Check In mode, scan the temporary barcode of the returned ILL item. The following pop-up box will appear:

• Click CHECK-IN. The following pop-up box will appear:

• Click No. Place the item in the LPL crate.