[ILL-L] Restrictions and conditionals

Wed Oct 22 07:41:12 EDT 2008

I fully realize that I'm "Speaking to the choir" here and that this
listserv's members represent a small percentage of all the ILL staffers
out there.  I agree that any restrictions or conditions should be
included in the paperwork that comes with the material. My Borrowing
staff goes over the paperwork to see and notes any restrictions.  The
staff makes sure that the restrictions are noted both on our borrowing
label, in e-mails to customers, and on the "contact slip" staff uses to
let customers know their material has arrived. We are all puzzled-
however- when return conditions stipulate that the material be returned
via UPS when the book has come to us via US Mail at Library Rate or via
the in-state courier service.

On the Lending side, we are also puzzled when our lending conditions and
restrictions - which are not only all over our policy statement but are
on our paperwork and highlighted on our book labels- are ignored.  For
example-we allow a generous loan period so we don't renew.  We often get
requests for renewals when the book isn't due back for 6 weeks.

Heather Campbell

Manager- Special Services (Interlibrary Loan and Books by Mail)

Jacksonville Public Library (JPL)

303 North Laura Street

Jacksonville, FL 32202-3505 ill at coj.net  (904) 630-2986

________________________________

From: ill-l-bounces at webjunction.org
[mailto:ill-l-bounces at webjunction.org] On Behalf Of Elaine Plotkin
Sent: Tuesday, October 21, 2008 5:04 PM
To: 'Interlibrary Loan Listserv'
Subject: RE: [ILL-L] Restrictions and conditionals

<<I would also like to encourage lenders to clearly define restrictions
not only via conditional message but also in print on the paperwork you
send with the item.  In our cooperative, materials we borrow are shipped
directly to our individual member libraries. Member library staff
process the items for patron use. All they have to go on is the
paperwork since they don't have access to the staff view of WorldCat
Resource Sharing that we use in the central ILL office.

So, when I accept a conditional message about something like in-library
use, I always respond with a note asking the lender to make sure to note
restrictions on the paperwork as well.>>

I totally agree with Cassie on adding any restrictions to the paperwork
that goes with the item that is sent to fill a request.

We have 26 branches and our Central office ILL requests, which we are
responsible for at HT#.  Although we try to communicate any restrictions
that are agreed upon with CONDITIONALS to our branch ILL staff, if the
OCLC work form has any other special instructions (not necessarily
conditionals in this case, but libraries that have special mailing
instructions perhaps), those can be easily missed by staff at branches
checking the items in, unless the paperwork accompanying the item
clearly indicates those instructions.  The staff doesn't necessarily
work with the ILL software and would not see the special instructions.

We appreciate the many loans we receive, but with so many hands working
on ILLs throughout the branches and with our volume of ILLs, it's not
difficult to miss a special instruction.  Many lenders do add special
restrictions and special instructions with accompanying paperwork and it
is GREATLY appreciated.

Just wanted to echo Cassie's sentiments.  I know that ILL operations try
to be as paperless as possible and take as little time with the clerical
part of processing ILL requests, but a moment to add those special
restrictions can save a lot of time in the big scheme, perhaps even
prevent the item from becoming lost.  

Have a great day!  Thanks to all for the many ILLs your institutions
have loaned to us.  All are appreciated.

Elaine S. Plotkin, ILL Manager HT#

Harris County Public Library System

Houston, TX 

interloan at hcpl.net

From: ill-l-bounces at webjunction.org
[mailto:ill-l-bounces at webjunction.org] On Behalf Of MARINGER Cassie
Sent: Tuesday, October 21, 2008 12:16 PM
To: Interlibrary Loan Listserv
Subject: RE: [ILL-L] Restrictions and conditionals

The problem may be that some borrowers don't understand how conditional
messages function, and they may not even read the conditions before
accepting them.

There have been several times when I sent a conditional message asking
for citation information, pointing out that it's a duplicate request,
etc. (even with the line "Please say NO to this message" at the end),
and the borrower responded YES without adjusting the request at all.  It
seems that they just said YES without even reading my message.

I would also like to encourage lenders to clearly define restrictions
not only via conditional message but also in print on the paperwork you
send with the item.  In our cooperative, materials we borrow are shipped
directly to our individual member libraries. Member library staff
process the items for patron use. All they have to go on is the
paperwork since they don't have access to the staff view of WorldCat
Resource Sharing that we use in the central ILL office.

So, when I accept a conditional message about something like in-library
use, I always respond with a note asking the lender to make sure to note
restrictions on the paperwork as well.

Cassie Maringer, Senior Library Assistant, Interlibrary Loans 
Washington County Cooperative Library Services (OQX) 
111 NE Lincoln St MS 58B, Hillsboro OR 97124-3036 
Phone: 503-988-5576  /  Fax 503-988-5221 
Email: cassiem at multcolib.org 

	-----Original Message-----
	From: ill-l-bounces at webjunction.org
[mailto:ill-l-bounces at webjunction.org] On Behalf Of Charlie Brenner
	Sent: Tuesday, October 21, 2008 9:18 AM
	To: Interlibrary Loan Listserv
	Subject: [ILL-L] Restrictions and conditionals

	ILLers- 

	I find that borrowers accept conditionals and restrictions

	on the network, but fail to honor them in practice.

	"Ship in a a box" restrictions r usually not followed at

	least half the time. The same can b said for "no renewals".

	I conditional "In library use" because of the above.

	I understand the workload of some borrowing partners has a
definite

	restricting influence anyway. In the case of rural libraries one

	wonders if cultural and personal influences effect their
carrying

	out these restrictions. I will admit guilt in a couple of such

	cases myself as this community functions along the lines 

	of informality and political exceptions.

	Charlie Brenner

	Interlibrary Loan Manager

	Jackson/Hinds Library System

	300 N. State St.

	Jackson, MS 39201

	601-968-5805

	cbrenner at jhlibrary.com

________________________________

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