Interlibrary Loans Borrowing Workflow

INTERLIBRARY LOANS BORROWING WORKFLOW

Patron Places Request

• All patron requests are placed in Quick Find via the patron
• The patron must be logged in to their account to place a request
• Patrons place requests by:
  • Selecting Include Results from Other Libraries after a Quick Find search
  • Changing the filter when doing a search to Beyond University of Regina
  • Filling out the Blank Request form, either from the more actions ellipsis (…) or after a search of other libraries does not yield results

Requests Move into Alma Rapido Resource Sharing

• All patron requests go into Alma Rapido Resource Sharing
• When Rapido is used in Quick Find to submit a request the following should occur:
  • A Rota is built by the system
  • Locations are found in the following sequence:
    • RapidILL (digital requests)
    • Rapido Canadian Pod
    • Peer to Peer Alma Resource Sharing Partners (Canadian Libraries)
    • Rapido North American Pod
    • Relais – lender of last resort – Request is moved to Relais
  • All requests should go to partners without mediation by staff
    • Mediation is required if there is an error in the citation and the system or another library notifies us of an issue
    • A note is entered by the patron
    • Requests that are not filled by Rapido will be mediated before moving to Relais
• When the Blank Request Form is used in Quick Find  to submit a request the following should occur:
  • The request will go into one of the Task Lists in borrowing:
    • Blank Request Form with Patron Note
    • Digital Blank Request Form
    • Physical Blank Request Form
  • Staff must mediate the request update as required following procedures
  • The system will locate a partner in the following sequence:
    • RapidILL (digital requests)
    • Rapido Canadian Pod
    • Peer to Peer Alma Resource Sharing Partners (Canadian Libraries)
    • Rapido North American Pod
    • Relais – lender of last resort – Request is moved to Relais
      • Digital Requests will require further mediation of Relais is selected as a Partner
• Follow all procedures for processing requests

Requests Moved to Lender of Last Resort – Relais

• If Rapido and Peer to Peer could not find a partner to fill the request the lender of last resort is used which is currently set as Relais
• If the request is sent to Relais work now must be handled in both Rapido, Relais and Worldshare (if Relais cannot find a partner)
• Relais will try to send the request to a partner unmediated, if no partner is found staff will mediate the request and find suppliers either from Relais or Worldshare
• Follow all procedures for processing requests

Filling Requests

• Requests are filled in the following way:
  • Digital Requests filled by RapidILL or Peer to Peer Alma Resource Sharing Partners:
    • Request is filled by the lending library and the digital file is sent directly to the patron
  • Physical Requests filled by Rapido or Peer to Peer Alma Resource Sharing Partners:
    • Item is received at the library and Alma Rapido Resource Sharing is used to supply the item to the patron
    • Return items in Alma Rapido Resource Sharing
  • Digital Requests filled by Relais and Worldshare
    • Digital request is received via email link or pdf from Relais partners, pdf is saved and filled in Relais
    • Digital request is received via article exchange in Worldshare, pdf is saved an filled in Relais
    • The original Rapido request must be cancelled
  • Physical Requests filled by Relais or Worldshare:
    • Item is received in Relais and Worldshare (if required)
    • Relais will create a PAT request in Alma Rapido Resource Sharing
    • The original Rapido request must be cancelled
    • Return item in Relais and/or Worldshare – this will automatically update Alma Rapido Resource Sharing request that was created

Patron Renewal Requests

• Patrons can request renewals using their Library Quick Find Account
• Renewals will populate in Alma Rapido Resource Sharing Borrowing Tasks
• Staff will mediate the borrowing request based on the lending library who provided the item
  • Rapido Partners or Alma Peer to Peer Partners
    • Submit renewal request in Alma Rapido Request
    • Update Patron Account in Alma with new renewal date
    • Update borrowing request information?
  • Relais and Worldshare
    • Submit renewal request in Relais or Worldshare
    • Update Relais
    • Update patron account in Alma with new renewal date
    • Update borrowing request information