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RICAT ILL: Process ILL Requests

You must be a certified member of the LORI network to participate in interlibrary loan.

Process ILL Requests in RICAT

When you log into your RICAT site as administrator or library staff, a flag next to a red-bordered exclamation point appears in the upper right corner, next to "Processing Needed," whenever a hold or ILL-related action needs your attention. Please be sure to check your site frequently for anything on your Processing Needed page that needs approval or action. Remember that there is an eager patron on the other end of that request.

If your flag disappears, that only means that none of the records on Processing Needed require any pending action on your part, but the records are still there.

To see your Processing Needed page when the red flag disappears, follow these steps:

  • Click the Reports tab
  • Click Library Reports
  • In the Holds section, click Holds - View all current holds and reserves

A printable PDF version of these instructions is available at the bottom of this page.

 

How to fill and track ILL requests for another RILINK library

(sending one of your items to another school):

[Note: Incoming ILL requests will appear in the "To be filled by [your school library name]" section of your Processing Needed page.]


1. From your RICAT site home page, click on Processing Needed (red flag - upper right)

2. If there is an intermediate screen listing both Holds/ILL Requests and Reviews, click View next to Holds/ILL Requests

3a. [Optional] Sort your Processing Needed page to show only requests to be filled by your school and print list:

      a. Click Customize View (at top near Printable)

      b. On the bottom row of detail view items, uncheck everything except ILL Requests

      c. Click Update

      d. Click Printable to print a list of current requests

      e. After printing, repeat Step 3a to re-check all detail view options and click Update

OR

3b. [Optional] Select and highlight any new Pending requests in the "To be filled by [your school library name]" section and use your browser's Print Selection command to print out the new requests

4. [For any new ILL requests for which Steps 5-11 have not yet been performed] Bring your list to the stacks and retrieve items you agree to fill; make notes on list accordingly; carry items to be filled back to computer

5. For any ILL request that cannot be filled, click Decline (may be done at any time)

6. For any ILL request you have agreed to fill, click Ship It

7. Pack up each item according to the LORI Delivery Best Practices and Packaging Guidelines and insert a LORI Delivery Slip in each item. Place the item in your LORI delivery bin for pickup, or, if you are a satellite library, send the item to your hub library using your school or district transportation service. 

8. For each item you place in the delivery bin, be sure to record a hash mark on the monthly ILL statistics tally sheet for Items Loaned. Remember to electronically report the previous month's ILL tallies at the beginning of each month.

9. [DOD libraries only] Place a DOD pickup request (needed only for the first item of each pickup cycle). Report any missed pickup or delivery issues to OLIS staff via the form on the LORI Delivery Help Desk page.

10. The ILL request status on Processing Needed will now read En Route. When the borrowing school receives the item in delivery and clicks Receive, the ILL request status on Processing Needed will change to Ready or Checked Out.

11. When the borrowing school returns the item, the ILL request status on Processing Needed will change to Returning. When the item is received back in delivery at your library, click Receive next to the ILL request record on Processing Needed. (Do not attempt to check in the item; you must click Receive on Processing Needed.) The item may then be shelved unless a message appears that the item is trapped for a new hold request. In that case, repeat Steps 5 through 11, as applicable.

An updated printable PDF version of these instructions will be available soon. 

 

How to track and process ILL requests for one of your own patrons (borrowing an item from another school):

The instructions below apply only after ILL requests have been filled by supplying libraries. For instructions on placing ILL requests for patrons, see the Place ILL for Patron tab or the Patron-Initiated Requests tab in the navigation menu above. Once an ILL request has been placed, please allow a minimum of 24-48 hours for status updates for that request. (Most updates occur much sooner than that.)

When an ILL request cannot be filled by any RILINK member (for whatever reason), the status of the request will change to Declined and the request will move to the bottom section of your Processing Needed page. If this occurs, try placing the hold again at a later date, or try using LORI ILL or the OLIS FirstSearch ILL Clearinghouse.

When an ILL request can be filled by another RILINK member library, the status of the request will change from Pending to En Route. Follow the steps below to track the request, to receive it, to check it out to your patron, to check it back in, and to return it to the loaning library:

How to track outgoing ILL requests (borrowing an item from another RILINK library)
How to receive ILL items that have arrived in delivery
How to check out ILL items to your patrons
How to check in ILL items
How to return ILL items to the loaning library

 

How to track outgoing ILL requests (borrowing an item from another RILINK library):

[Note: Outgoing ILL requests will appear in the "To be filled by other sites" section of your Processing Needed page.]


1. From your RICAT site home page, click on Processing Needed (red flag - upper right)

2. If there is an intermediate screen listing both Holds/ILL Requests and Reviews, click View next to Holds/ILL Requests

3. Use a browser "find" command to jump to the patron name or ILL request title on Processing Needed to check status, or just scroll through the page to find what you're looking for. If an ILL request has not been filled (or has not been moved from one potential supplier to another) after 48 hours, try contacting the school librarian where the request currently "sits" to request action. RILINK member contact information is available in the RILINK Member Directory. For assistance with any stalled requests, please send an email to the RILINK ILL Help Desk at ill@rilink.org or contact any RILINK staff member for assistance.

4. If the ILL request status reads En Route, wait for the item to show up in your next LORI delivery. Report any missed pickup or delivery issues to OLIS staff via the form on the LORI Delivery Help Desk page. If the ILL request status reads Declined, the item is not available from any RILINK member library at the current time. (Also try LORI ILL or the OLIS FirstSearch ILL Clearinghouse.) If the ILL request status reads Expired, please send an email to the RILINK ILL Help Desk at ill@rilink.org or contact any RILINK staff member for assistance.

 

How to receive ILL items that have arrived in delivery:

1. Retrieve the delivered item from your LORI delivery bin. 

2. On Processing Needed, use a browser "find" command to jump to that item on the page (using a keyword from the title of the item), or scroll to the item's location on the list.

3. Verify that the barcode number on the item in hand matches the barcode number of the item on Processing Needed. (If the barcode numbers do not match, please send an email to the RILINK ILL Help Desk at ill@rilink.org or contact any RILINK staff member for assistance.)

4. Click Receive next to the ILL request record (far right button). BE VERY CAREFUL TO NOT CLICK THE REMOVE BUTTON BY MISTAKE. The status of the ILL request will change from En Route to Ready. Place the item on your hold shelf with patron-identifying information.

5. For each item for which you click Receive in Step 4, be sure to record a hash mark on the monthly ILL statistics tally sheet for Items Borrowed. Remember to electronically report the previous month's ILL tallies at the beginning of each month.

 

How to check out ILL items to your patrons:

Important note before proceeding: Never attempt to use the regular Check Out function on the Circulation tab to check out ILL items to patrons. Always follow the steps below.

 

1. Retrieve the item from the Holds shelf.

2a. Find the ILL request for the item on Processing Needed. (Use a browser "find" command to jump to the record using title keywords or patron name.) Verify that the status of the request reads Ready. Click the patron edit icon on the right (eyeglasses next to patron name). The patron's Holds screen will open. Click the ILL Checkout button next to the ILL request record for the item. The status of the ILL request will change to Checked Out.

OR

2b. Click the Circulation tab > click Holds/ILL > Enter the patron's name or ID in the Find box and click Go! On the patron's Holds screen, click the ILL Checkout button next to the ILL request record for the item. The status of the ILL request will change to Checked Out. 

 

How to check in ILL items:

1. Retrieve the item from your book return bin. 

2. Click Circulation > click Check In > scan the barcode of the item. The status of the ILL request will now change to Returning.

 

How to return ILL items to the loaning library

1. Pack up each item according to the LORI Delivery Best Practices and Packaging Guidelines and insert a LORI Delivery Slip in each item. Place the item in your LORI delivery bin for pickup. 

2. [DOD libraries only] Place a DOD pickup request (needed only for the first item of the pickup cycle). Report any missed pickup or delivery issues to OLIS staff via the form on the LORI Delivery Help Desk page. 

Note: If you are a DOD library, you do not need to place a DOD request when borrowing items from other schools. Your item will automatically be delivered to you if the request is filled. You will need to place a DOD request when you are ready to return the item to the loaning library, per the instructions above.

 

3. The ILL request status on Processing Needed will now read Returning until the loaning library receives the item in delivery and applies RICAT processing to receive the item on their end. At this point, the ILL request will disappear from your Processing Needed page. If an ILL request record reads Returning for longer than two weeks, consult these troubleshooting tips. If additional assistance is needed, please send an email to the RILINK ILL Help Desk at ill@rilink.org or contact any RILINK staff member.

How to decline ILL requests*:

[Note: Incoming ILL requests will appear in the "To be filled by [your school library name]" section of your Processing Needed page.]


1. From your RICAT site home page, click on Processing Needed (flag - upper right)

2. Scroll down to the section of the list "To be filled by [name of your school library]"

3. Next to each incoming request, look all the way to the right for the Decline button

4. Click Decline and in the new box that appears, click Yes to proceed with the decline, and click No if you've changed your mind; you may also add an optional reason for the decline

5. The request will now move along to the next potential supplier, or if your library was the last available holding, the requesting library will be notified that the request has been declined

 

*When in doubt, decline requests rather than letting requests linger on your Processing Needed page. Remember there is an eager patron on the other end waiting for that item!

 

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Additional Resources

To request assistance with resource sharing and interlibrary loan issues, please send an email to the RILINK ILL Help Desk at ill@rilink.org. Additional help may also be requested by contacting RILINK staff directly.

Please also review the information on the linked document below, which will be updated for 2015-2016 as time permits:

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LORI ILL & OLIS ILL Clearinghouse

REVISED January 24, 2018

We must always exhaust all available copies within our own consortium first before borrowing from other LORI libraries.

When desired titles (books, A/V, or articles) are not available from other RILINK member libraries, titles may be requested via interlibrary loan from other LORI member libraries

Please note: Depending on the option chosen below, LORI ILL borrowing may require an Ocean State Libraries (OSL) card and PIN. If no OSL card is available, contact the individual library directly to see if other arrangements can be made. 

 

Before proceeding, be sure to verify availability of titles before placing requests by searching the appropriate catalog. Then choose any one of the following LORI ILL options (choose Option 4 for direct delivery to school library locations):

 

OPTION 1. Contact your local public library directly to order desired items. (Requires OSL library card and PIN.) 

OPTION 2. Place a request directly through the OSL catalog using your own (or your patron's) Ocean State Libraries card. (Requires OSL library card and PIN.) 

Please note: LORI ILL items requested through Options 1 and 2 above can only be delivered to public libraries. School delivery is not available for the first two options.

 

OPTION 3. Apply for an OSL card for your school library through OLIS. Then use the OSL card to place the request in the OSL catalog. Requested items will be delivered to OLIS, which will forward the item through LORI Delivery to your school library. (Your library must be a LORI member library to use this option.)

OPTION 4. Submit the LORI ILL Request form. (Does not require OSL library card and PIN. Form is created and maintained by OLIS staff. RILINK staff cannot track the form. Form is to be submitted by library staff only. Do not direct patrons to submit the form.)

Submission of the LORI ILL Request form will generate an email to the potential supplying library/ies designated on the form. If the request is filled, the item/s will be delivered directly to the school library that submitted the form. If no response is received within 3 business days, please follow up with the supplying library directly to determine the status of the request. 

Please note: Unlike with the previous LORI ILL system (Relais), tracking of LORI ILL requests in RICAT is no longer available. After the LORI ILL item is received in delivery, please create a temporary record to check it out to your patron. Please contact RILINK Staff if you need further assistance.

 

Still can't find the title? Try the OLIS ILL Clearinghouse.

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