Flash chat: Quick reference

OCLC WorldShare® Interlibrary Loan:
Borrowing
Creating an account
You may also see a branch selection pop-up window.
Select your branch and click OK to proceed.
Please see Getting Started with OCLC WorldShare®
Interlibrary Loan for instructions on creating an
account.
Navigating the system
Please do not use the browser Back button. Instead,
click a link on the screen to return to a previous page.
Accessing the WorldShare ILL system
To access the site, go to the custom URL you
bookmarked after creating an account.
Note: For questions, please contact OCLC Support at
[email protected].
The Home screen lists all of your borrowing and lending
requests, a search option for finding requests, and the
ability to search WorldCat and create requests.
You will be directed to WorldShare Interlibrary Loan
(there may be a slight delay before the screen
refreshes).
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OCLC WorldShare® Interlibrary Loan: Borrowing
Creating requests
Discover Items to create requests
You may search for items and create a request under Discover Items in OCLC WorldShare Interlibrary Loan.
To discover items:
Step
Action
1
For a basic search, choose the type of search from the drop-down lists. Or see Advanced Search.
2
Type your search terms in the box provided.
3
Click Search. Matching results appear, along with holdings display options.
4
On the Results screen, you may search or view items using one of the following options:
A. If available, click the View Now link for open access resources. The resource will open in a new
window.
B. Search for versions with the same title and author by clicking the link.
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OCLC WorldShare® Interlibrary Loan: Borrowing
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To display holdings, use one of the following options:
A. Click State Holdings, Regional Holdings or All Holdings.
Note: Regional Holdings includes all holdings in contiguous states.
B. To filter by Custom Holdings Path, Profiled Group, Year, or Volume, use the dropdown filters and the
text boxes to enter filters. Click Go to see results based on the selected filters.
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On the Holdings screen, you also have several options:
A. Hover your cursor over the
logo next to the title to see brief bibliographic data.
B. Click Yes (or anywhere in the Yes box) to add a Supplier to your lender string.
Note: Once a lender has been added to the lender string, the hyperlink in the Supplier column will no
longer be clickable. If a lender is removed from the lender string, your ability to click on Yes in the
Supplier column is restored. This selection status will be maintained as you move through all holdings
lists.
C. Click the
logo next to the library’s name to go the OCLC Policies Directory and confirm a lender’s
policies. The OCLC Policies Directory for the lender will open in a new window.
D. Click the library name to go to the library’s online catalog.
Note: This link is maintained in the WorldCat Registry, http://www.worldcat.org/registry/Institutions.
In the Registry, you are able to configure your OPAC to provide deep links to the specific OCLC number
or other identifiers.
E. View suppliers’ Days To Respond. Then click Create Request.
Note: If an item is Held by your library, you will see the
icon at the top of the Holdings screen,
indicating that your library has a holding set on that item in WorldCat. You will also see this icon on the top of
the Request work form.
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OCLC WorldShare® Interlibrary Loan: Borrowing
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Apply your constant data record in the Request work form.
Note: When a different Constant Data is applied to a record, the fields are briefly highlighted in green as a
visual indicator of the change.
Note: Data in a field of a constant data record will always overwrite the value shown in the request.
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On the request workform, provide a Needed By: date (required).
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OCLC WorldShare® Interlibrary Loan: Borrowing
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Under Borrowing Library, the Address field is required for both Shipping and Billing.
10
Under Lending Libraries, lender policies are listed for any lenders you chose on the Holdings screen.
To add more lenders, type the institution symbol(s) of up to 15 of your preferred lender(s) in the Lender String
field, separated by commas.
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Optional: Provide Patron information.
12
If applicable, direct notes and supplier history, including reasons for no, will appear under Request History after
the request is sent.
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OCLC WorldShare® Interlibrary Loan: Borrowing
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Click Send Request. A confirmation message appears and the request appears under the category Borrowing
Requests > Produced > Awaiting Response.
Note: If you wish to save the request to submit in the future, click Save For Review.
14
Click the hot linked Request ID in the confirmation message to search that request ID number.
15
The request is re-displayed.
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OCLC WorldShare® Interlibrary Loan: Borrowing
Advanced Search
When you click the Discover Items heading, an Advanced Search form will open in the main panel of the screen.
Completing a basic search will pre-populate the Advanced Search form with the terms from the original search. You can
also conduct a search using only the Advanced Search form.
With advanced search you can:
 Use multiple search boxes to do Boolean operators searches
 Use more Index types than basic search allows
Search by these additional criteria:
Criteria
Formats
Language
Year(s)
Source of Cataloging
Language of Cataloging
Description
The format of the item for which you are performing the advanced search.
Examples: book, audiobook
The language of the item.
The years of publication.
Example: single year (1980)
Whether or not the item was cataloged by the Library of Congress.
Language in which the item was originally cataloged.
To perform an advanced search:
Step Action
1
Limit your search to:
 My Library Holdings: searches for records in your local holdings.
 My Group Holdings: searches for records in your group's holdings.
 All WorldCat: searches for records in WorldCat.
2
Select one or more of the index types.
3
Based on the index type selected, enter the appropriate text in the search box.
4
Select up to three combinations of boolean operators (below) and index types, and search text by clicking the
plus sign (+) to add additional form fields.
5
Fill out the remaining search form fields:
 Format
 Language
 Year(s)
 Source of Cataloging
 Language of Cataloging
6
When you click Search, the Advanced Search form collapses at the top of the screen to allow for easier
browsing of items. Click anywhere in the Advanced Search heading to expand the form or click the Advanced
Search link in the Discover Items tab.
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OCLC WorldShare® Interlibrary Loan: Borrowing
Expert Search
Expert searching is when you perform a complete, full text search in a single string. Expert searches consist of a
combination of an index label and search terms. These combinations can be lined by boolean operators that are
capitalized (AND, NOT, OR). Hover your cursor over the
next to the search box for examples of how to use Boolean
operators and a link to expert searching instructions. Enter an expert search in the Basic search text box:
Types of indexes:
Type
Word
examples:
au:
su:
ti:
Word
phrase
examples:
au=
se=
ti=
Number
examples:
gn:
bn:
in:
nl:
Number
phrase
examples:
bn=
in=
nl=
Description
A word search typically uses a combination of an index label, a colon (:), and a single complete word that
is contained anywhere in the item's record, including: titles, notes, abstracts, summaries, descriptions
and subjects.
When entering a keyword search, you can enter the word in uppercase or lowercase.
A word phrase search typically uses a combination of an index label, equal sign (=) and multiple complete
words that are contained anywhere in the item's record, including: titles, notes, abstracts, summaries,
descriptions and subjects.
When entering a phrase search, you can:
 Enter words in uppercase or lowercase.
 Enter multiple words in any order.
A numeric search typically uses a combination of an index label, a colon (:) and numbers that are
contained in the item's record.
 For numbers only, use a colon (:)
 For number phrases, use an equal sign (=)
 In class number searches:
o Include periods.
o Omit all other punctuation in class numbers
o Omit spaces
Example: gn:dd:616.46
A numeric phrase search typically uses a combination of an index label, an equal sign (=) and numbers
that are contained in the item's record.
 In class number searches:
o Include periods.
o Omit all other punctuation in class numbers
o Omit spaces
Example: bn=dd:616.46
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OCLC WorldShare® Interlibrary Loan: Borrowing
Boolean operators
Use Boolean operators to combine search terms.
Operator
Description
Examples
AND
Finds all term anywhere in a record.
woman AND history AND 1970-
OR
Finds any single term or all terms.
woolf, virginia OR woolf, leonard AND 1900
NOT
Excludes the term that follows NOT.
civil war NOT battle NOT united states
Managing requests
Your requests appear in the left navigation menu, and under Quick Links on the Home screen. The main categories are
listed first, followed by sub-categories for easier organization. Click a category to see all requests in that category.
Note: Categories with no current requests will not appear in the list.
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OCLC WorldShare® Interlibrary Loan: Borrowing
Processing New For Review requests
Step Action
1
From the Borrowing Requests category, click New For Review. The initial categories of Not Reviewed and
Reviewed are listed.
Note: Requests under Not Reviewed are requests that have not been seen by your staff. These requests
originate from a source outside of WorldShare ILL.
Requests with a status of Reviewed have been saved by your staff, using the Save For Review feature.
Click the request ID or Title to display a request.
2
Review and confirm the information in the Request Details section.
3
If the citation needs to be verified, click the magnifying glass icon, next to the Title, Author or standard
number fields, to search WorldCat via Discover Items. A contextual search is launched for the terms selected,
and the Results screen appears.
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OCLC WorldShare® Interlibrary Loan: Borrowing
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On the Results screen, you have two options:
A. Click the item you wish to request. Bibliographic information appears.
If applicable, click Apply data.
OR
B. Click a link to holdings, or use a Custom Holdings Path or Profiled group. On the Holdings screen, add
lenders to the Lender String, then click Update request.
5
The request form appears, and the bibliographic data is updated.
6
Apply your constant data, and click Send Request.
7
A confirmation message appears and the request is updated.
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OCLC WorldShare® Interlibrary Loan: Borrowing
Processing Open Access requests
Step Action
1
Click Discover Items.
2
Search for a journal or magazine title by typing your search terms in the box provided.
3
Click Search. Matching results appear, along with holdings display options.
4
On the Results screen, click the View Now link.
Note: The resource will open in a new window.
5
In the WorldShare ILL window, click the Regional Holdings link from the Results screen.
6
On the Holdings screen, click Create Request.
Note: The View Now link is also available on this screen.
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OCLC WorldShare® Interlibrary Loan: Borrowing
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On the request workform, click Save For Review. A confirmation message appears and the request appears
under the category Borrowing Requests > New For Review.
8
Click the hot linked Request ID in the confirmation message:
Or access the request from the Borrowing Requests > New For Review category.
9
Click the Email button and fill out the form to send the patron the open access link for the item requested.
10
Open the request and click Open Access to record fulfillment of the item. A confirmation message appears,
and the request is updated to Closed/Open Access.
Note: It is important to email the patron the Open Access link to the request before clicking Open Access
because when the request is updated to Closed/Open Access, the patron information attached to the request
will be cleared.
Note: Requests filled via Open Access will be included in monthly statistical reporting.
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OCLC WorldShare® Interlibrary Loan: Borrowing
Receive items (from In Transit status)
Step Action
1
From the Borrowing Requests category, click In Transit. Click the request ID or Title to display a request.
Note: Request queues where batch processing is available include an icon in the left navigation sidebar.
2
Click Mark as received.
3
A confirmation message appears and the request appears under the category Borrowing Requests > Received
> Received/In Use.
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OCLC WorldShare® Interlibrary Loan: Borrowing
Return item (from Received status)
Step Action
1
From the Borrowing Requests category, click Received. Click the request ID or Title to display a request.
Note: Request queues where batch processing is available include an icon in the left navigation sidebar.
2
Click Return item.
3
A confirmation message appears and the request appears under the category Borrowing Requests > Returned.
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OCLC WorldShare® Interlibrary Loan: Borrowing
Renew item (from Received Status)
Step Action
1
From the Borrowing Requests category, click Received. Click the request ID or Title to display a request.
2
Supply a Desired due date, and click Renew item.
Note: When suggesting a desired due date, be sure to consult the lender’s renewal policies by scrolling down in
the request form and clicking the
icon to open the lender’s Policies Directory profile.
3
A confirmation message appears and the request appears under the category Borrowing Requests > Received
> Renewal Requested.
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OCLC WorldShare® Interlibrary Loan: Borrowing
Respond to Conditionals from Lenders (from Produced Status)
Step
Action
1
From the Borrowing Requests category, click Conditional. Review the Conditions column to see the lender’s
conditions. Then click the request ID or Title to display a request.
2
Respond to the Lender’s condition with one of the options shown.
3
A confirmation message appears.
If you replied Yes, the request is returned to the Lending library and appears under Lending Requests > Can
You Supply? > Conditions Accepted.
If you replied No, the request goes to the next Lender in the lender string.
If you replied Cancel Request, the request is cancelled.
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OCLC WorldShare® Interlibrary Loan: Borrowing
E-mail a copy of a request
Send a formatted e-mail of the request details to any e-mail address using the Email button at the top right of any
request screen.
Note: When a library sends an e-mail, the e-mail address in the From field will also receive a copy of the e-mail.
Editing requests
In some cases, it is possible to edit requests once they have been submitted. Following are scenarios where editing is
currently allowed.
Produced requests
You may edit a Produced request that has not yet shipped by a lender in the following queues:
 Awaiting Response
 Direct Produced
 Conditional
Note: Editing is not allowed on closed requests.
Searching for requests
From the Interlibrary Loan Home screen,
you may search active and closed
requests by:










Request ID
Borrower Symbol
Lender Symbol
Author
Title
Article Title (active requests only)
Patron Name (borrower active
requests only)
Patron ID (borrower active
requests only)
Patron Department
Local ID (borrower active
requests only)
Note: Results are limited to the 500 most recent requests.
Note: After patron requests have been closed, all patron information that could identify an individual is discarded for
privacy and legal reasons. Only Borrower Active Requests can be searched by Patron Name, Patron ID, and Local ID.
To search for requests:
Step Action
1
Choose a search option from the drop-down list.
2
Type a keyword or number in the field provided.
3
Click the circle next to either Active Requests or Closed Requests.
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OCLC WorldShare® Interlibrary Loan: Borrowing
4
Click Go. The system responds with any matching requests, divided into Borrower and Lender requests.
5
Click a request.
Support
E-mail: [email protected]
Telephone: 1-800-848-5800 (USA) or
+1-614-793-8682
(7:00 am to 9:00 pm, US Eastern time, Monday–Friday)
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©2014 OCLC Online Computer Library Center, Inc. All rights reserved. The following OCLC
product and service names are trademarks or service marks of OCLC Online Computer
Library Center, Inc.: FirstSearch, OCLC, WorldCat, WorldShare, WorldShare Interlibrary
Loan, WorldShare Platform and “The world’s libraries. Connected.” The OCLC, WorldCat
and WorldShare symbols are service marks of OCLC. Third-party product service names are
trademarks or service marks of their respective companies. OCLC grants permission to
photocopy this publication as needed.
19
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