[ILL-L] End-of-year procedures

[Jennifer Block]

This is a concern at Princeton where there are no summer classes, although
some students do remain during the summer for research purposes.  We give a
due date of Dean's Date on all undergraduate items (where the lending
library's due date falls past that date), and any renewals are also given
that date.  Dean's Date is the date all written coursework is due but is
before the end of exams which allows sufficient followup for items that have
not been returned.  If a student notifies us that he/she will be in
Princeton over the summer, we will adjust their due dates accordingly.  
 
For outstanding item, we run two ILLiad queries, one for graduating students
and the other for other undergraduates that have outstanding ILL materials.
Those queries are exported to Excel spreadsheets and then imported into Word
where we run a mail merge and send customized emails via Outlook.  Sending
emails via Outlook allows us control over the font and to
bold/underline/color text.  If followup is needed we contact students'
advisors.
 
Jennifer Block
Interlibrary Services Librarian
Princeton University
One Washington Road
Princeton, New Jersey  08544-2098
Phone:  609-258-5704
FAX:     609-258-0441
Ariel IP: 128.112.205.74
Email:  jblock at princeton.edu
 
 


  _____  

From: ill-l-bounces at webjunction.org [mailto:ill-l-bounces at webjunction.org]
On Behalf Of Mulvey, Dan
Sent: Monday, May 07, 2007 3:19 PM
To: Interlibrary Loan Listserv
Subject: [ILL-L] End-of-year procedures


I'm curious if other academic ILL departments have procedures to ensure
students return all their ILL books before leaving campus.  
 
I usually give a "holding" due date of the last day of the semester on all
student loans and send reminders the week before listing the titles they
have out, that they will be billed for books not returned, and that seniors'
diplomas and transcripts will be held until books are returned or bills
paid.  This is all to avoid having to track down books over the summer with
letters home - which usually happens with one or two each year.
 
We are a small operation and our volume allows this - I'm sure mileage may
vary relative to the size of your institution.  I'm wondering if it's all
necessary, though, and in the interest of streamlining the process, would
like to hear what some of you do.
 
Dan

 
Daniel J. Mulvey
Interlibrary Loan Coordinator
Warren Hunting Smith Library
Hobart and William Smith Colleges
Geneva, NY  14456
phone: 315-781-3550
fax: 315-781-3560
mulvey at hws.edu

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