Inter-Library Loan

How to generate paging lists

  1. Select NOTICES from the Function menu.
  2. Click on Title Paging List-under notice types.
  3. Click on Prepare icon.
  4. A Select form printer box will pop-up.
  5. Local printer should be highlighted-click print.
  6. Printer box will pop-up with name of local printer-click print.
  7. System will generate notice-click send notices, click OK.
  8. Once printed, select Clear notices and close out of the screen.

When back to the original Notices screen, do the same for Inn-reach Paging List or Slips and repeat steps 3-8. Repeat the process again after selecting Item Paging List or Slips.

How to place an item in transit

Items paged within MINERVA (on Paging List or Item Paging Slips)

    1. Select “Check-in” from the Function menu.
    2. Fill or unlock DVD &/or CD cases; Verify correct number of discs in DVDs, Audio CDs  and/or Music CDs.
      Note existing damage if significance on all items!
    3. Scan item barcode.
    4. Pop-up screen appears-select the top choice “Fulfill Hold.”
    5. Pop-up screen states patron name and home library select set status to: In transit to “name of requesting library.”
    6. print transit slip-select YES.

For Minerva paged items that are not found

If another library owns the item– change the status of your item to “missing” and DO NOT CANCEL THE HOLD! The system will select another copy to fulfill the hold.

If you are the only owning library – change the item status to missing & cancel the hold. Select “YES” to “Print Cancellation Notice”. (The notice will print at requesting patron’s library when they run the Hold Cancellation Notices job.)

Items requested by Inn-Reach Libraries (MAINECAT)

  1. Select “Inn-Reach” icon from Sierra’s left sidebar menu.
  2. Select “Check out.
  3. ”Fill or unlock DVD &/or CD cases; Verify correct number of discs in DVDs, Audio CDs &/or Music CDs. Note existing damage if significant on all items!
  4. Scan item barcode.
  5. Pop up screen stating status of IR paged and where to send item.
  6. Select “OK.”
  7. Click on up one level icon to return.

For Inn-Reach paged items that are not found

  1. Change the status of your copy to “missing” and cancel the INN-REACH request.
  2. Select appropriate reason for canceling the hold.

Packaging ILLs

MINERVA Libraries – use MINERVA bags; NON-MINERVA Libraries – use jiffy bags
(Those libraries not on the delivery list must be mailed via USPS.) Affix mailing label on proper bag type. Mailing label for each library can be found at:

http://www.maine.gov/msl/libs/interlib/delivall.shtml

Package CD’s, DVD’s, and VHS & any other AV material in bubble wrap or protective material. Do not use tape on materials belonging to other libraries. Do not use staples on packing materials.

Unpacking Items in Poor Condition

Material belonging to another library

Before scanning an item out of transit the following steps should occur. When unpacking library materials, and before checking in, please note the following:

Confirm all parts are present and intact by counting the discs and pieces.

If the item is slightly damaged (loose binding, wrinkled pages, old or well worn) but still useable by your patron without risking further damage to the item, you may choose to note the condition the item was in when received at your library. This may be done by creating in-house forms that make clear and specific note of the type of damage (i.e. case arrived broken, slight water damage, binding loose, etc.) When checking the item out to your patron, please advise them to keep the form with the item until they return it.

If there is significant damage to an item that is not caused by general use or already noted ex. water damage, crushed case, broken disc, missing parts,
DO NOT CIRCULATE THE ITEM!
By choosing to circulate severely damaged items you are taking on the responsibility of replacement of that item as the last scan.

Please forward the item on to the owning library with a brief note or you can directly contact the owning library. Member library contact information is available at: http://www.maineinfonet.org/mainecat/libcontacts/.

Do not check-in the item or the last patron may be lost. Scanning the item in the Search/Hold function allows you to identify, cancel and reset your patron’s hold. If needed. visit the Modifying broken holds on high demand items section found under the Intra-Minerva portion of the best practices manual.

When in doubt regarding the condition, scan the item in Search/ Holds function to determine where the item is coming from; if the owning library sent it, it is safe to assume they are aware of the condition.

Material being returned to your library

If there is significant damage to an item returned to your library after an ILL transaction that is not caused by general use, you may bill the library that last scanned the item. If a damaged item is returned to you, do NOT contact the last patron who checked out the item – please contact that patron’s home library.

Delivery damage

AV cases crushed in the delivery process (pieces of the case are in the packing material) or items damaged by water (all items and/or delivery bag are wet) should be handled through the ILL Delivery Customer Service Feedback form found here: https://www.maine.gov/msl/libs/interlib/illfeedback.htm

Dispute of damage

In the event that there is a dispute between libraries regarding responsibility or repayment for damaged items, please notify the Circulation Standards Committee.
https://www.maineinfonet.org/minerva/governance/circulation/

Scanning out of Transit

Items returning to home library

  1. Select “Check In” from the Function menu.
  2. Scan Barcode.
  3. Message screen appears “Item status ‘IN TRANSIT and has been cleared.”
  4. Select OK

Run “Hold Pick-up Notices” to notify patrons with emails.

Renewing another library’s item

Minerva items received for your patron through ILL have a preset renewal period.

Most items check out for an initial three-week loan period, and can be renewed for a single two-week period if there are no holds. An attempt to renew the item further will be blocked by the system.

Do NOT override such a block. Contact the owning library for permission to authorize an additional renewal. Most libraries are flexible is the owning library’s decision. Checking an item off and then back onto a patron’s account is NOT an acceptable practice.

System restriction on INN-Reach

INN-Reach items usually have one renewal (2 weeks for the long loan or 1 week for the short loan). These renewals are part of the loan rule and will be allowed automatically. However, some items do not have a renewal, so it is not a blanket rule. DO NOT override a blocked renewal or override to create an extra renewal. This is not reflected in the owning library’s checkout, so it is only an illusion of renewal.

If there is some reason why your patron needs to keep an item for longer than the allowed loan, you can try to contact the owning library and ask if they are willing to let you keep it for longer. This is entirely from the kindness of their hearts.

For a complete list of ILL contacts:

https://www.maineinfonet.org/mainecat/libcontacts/

Returning ILL item, scanning into transit, and transit slips

  1. When an ILL item is returned by your patron, scan it in using Check-In (No Patron), as you would any material.
  2. A message appears displaying options, select “Set status to In Transit. Check in”.
  3. The item has now been checked off your patron’s record and has a status of “In Transit,” accurately reflecting that the item is on its way from one location to another.
  4. The next message reads “Item belongs at location [XYZ] , Print transit slip?” Your answer will depend on your library’s practice.

Delivery Issues and Questions

General contact information, FAQs and other information can be found at:

http://www.state.me.us/msl/libs/interlib/delivery.shtml

Intra-Minerva Loan Rule Policy

Printed and audio materials circulate for 21 days and may be renewed one time for an additional 14 days. If additional time is needed after the first renewal the borrowing library must contact the lending library for permission to override the system.

Video, Music CD’s or Cassettes materials circulate for 21 days and may be renewed for an additional 14 days.The exception to this rule is if the owning library adds a note (an item message or a note on the packaging) directing an extension of the original
loan period. If additional time is needed after the first renewal the
borrowing library must contact the lending library for permission to
override the system.

The ability to renew is contingent upon the fact that no holds exist for the item.

Interlibrary Loan Questions or Problems

General questions should be posted the Circulation listserv:

minervacirc@lists.maine.gov

When library specific questions or problems arise during the Minerva Inter-library loan process the ILL/Circulation contact is encouraged to contact their counterpart. Contact information can be found at:

https://www.maineinfonet.org/mainecat/libcontacts/

If the situation persists, the Director should contact his or her counterpart.

If these steps fail to bring a resolution, the Minerva Executive Board should be contacted by the library director.

Executive Board information can be found at:

https://www.maineinfonet.org/minerva/governance/executive/