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OPALS
Inter-library Loan Guide
 
OPALS Union configuration supports interlibrary loan services (requests, responses, packing list printouts, and tracking) in a large geographic region or among local affiliated locations.

Main Menu | My Requests | ILL Responses | Manual Request | ILL Stats Report | Configuration

Configuration

System/Library Editor

To Add or Edit the System/Library List:
  1. Select Administration >Preferences>System/Library List from the main menu.
  2. The OPALS system will take the codes found here and insert them into all records when any importing is done.
  3. The System code will be inserted into 852 subfield "a" and the Library code will be inserted into 852 subfield "b".
  4. In the case of a UNION database, you will be asked which System code and which Library code to use when importing records.
  5. If using ILL, the complete address and contact information should be added.The correct system must be listed on the left before you can add a new library to the right. When the information is complete, click Save.
Edit a Users ILL Access
  1. Select Users> Edit from the main menu.
  2. Type the Username or barcode of the user that has ILL privileges.
  3. Click Edit ILL Access on the right of the screen.
  4. Select which libraries the user can Place a Request or Fill a Request.
  5. When done with selections, Click Save.

My Requests

Finding and requesting an item 
  1. Search the catalog for an item that you would like to borrow.
  2. Click on the title link to expand the record and display the details..
  3. The expanded record displays the location codes on the right hand side of the screen. You can “mouse-over” the location codes to bubble-display the exact school name.
  4. Select ILL> My Requests from the main menu.
  5. Enter your username and password if prompted. This is the same username / password that you use to access the OPALS ILL database.
  6. The screen will display the list of schools that could lend this item to you.
  7. To make ILL request(s). Check up to three locations.
  8. Choose an expiry date for the request by clicking on the calendar. If you do not manually choose an expiry date, the default is 28 days.
  9. You may add a "Public Note" (ex. Please send by FedEx... etc.).
  10. You may add a "Private Note" (ex. Item for John Smith ID#123 ... only you will see this private note).
  11. Click on "Send Request". System will email the request to the selected libraries. They will receive a message that includes a link to the ILL system with your request.
  12. To manually examine your requests without using the email link, Select ILL >My Requests from the main menu. You can view any request details by clicking on the ILL ID number.

ILL Responses
Fill a Request | Renew A request

ILL Lenders can also check from within OPALS ILL to see if they have any requests.

Filling a request:
  1. Login to the system to check if you have received requests for ILL's. If prompted, the username /password is the same as the one you use to access  OPALS ILL (you may also have received an email that contains a link taking you to the ILL program to decide whether to fill it or not.)
  2. Select ILL >ILL Responses from the main menu.
  3. The system will display requests for you to consider.
  4. Clicking on the title link displays complete information about the book, other locations  and access to the MARC record.
  5. Click on the ILL ID number to display details about the request. OPALS ILL will display complete information about the request.
  6. If you decide to proceed, you can add a message to the requester by placing it in the "Public Note" box (ex. need back by June 14, 2005).
  7. You can also make a note to yourself in the “Private Notes” box.
  8. Before pressing the Fill button to fill the request, you may change the date that the item is due by clicking the calendar icon next to Due Date. Select the Date that you wish the item to be returned. The default is one month from today.
  9. Click on the "Fill" button below to confirm that you are sending this item. The system will display packing slip information in a box that you can printout, fold and place in a window envelope to attach to the parcel.
  10. The system confirms that an email will be sent to the requester, letting them know that the item is in transit.
  11. System will remember that you have loaned this item to another school and its details (no post it notes or ad hoc systems to manage).
Renew a Request
  1. Renewals are submitted via email through the ILL system by the Requester.
  2. Select the link in the Email to display the transaction for which a renewal has been requested. Or Login to ILL and choose My Responses then click on the ILL Transaction Number that is listed in the Renewal email that you received.
  3. If you decide to proceed, you can add a message to the requester by placing it in the "Public Note" box (ex. need back by June 14, 2005).
  4. You can also make a note to yourself in the “Private Notes” box.
  5. Before pressing the Renew button to renew the request, you will want to change the date that the item is due by clicking the calendar icon next to Due Date. Select the date that you wish the item to be returned. The default is the previous due date.
  6. Click on the "Renew" button below to confirm that you are sending this item. 
  7. The system confirms that an email will be sent to the requester, letting them know that the item has been renewed.

Manual Request

  1. If a title that you are looking for is not found in the catalog, you can select ILL >Manual Request from the main menu.
  2. Select up to 3 System boxes to send the request to the System Coordinator.
  3. Type the description of the item you are requesting in the Description box. The Title and Author should be included.
  4. Select the Library that you are requesting from.
  5. Choose an expiry date for the request by clicking on the calendar. If you do not select a date from the calendar the default is 28 days. 
  6. You can add a "Public Note" (ex. Please send by FedEx... etc.).
  7. You can also add a "Private Note" (ex. Item for John Smith ID#123, only you will see this private note).
  8. Click on "Send Request". System will email the request to the selected Systems. They will receive a message that includes a link to the ILL system and to this request.

ILL Stats Report

ILL administrators and librarians can enter their logins and passwords to access system stats, which include: Stats for ILL coordinators, Stats for buildings (... administrators can scope to individual sites - depending on their setup), and an Activity report for each building including the number of open, filled, returned, canceled, rejected, expired requests.
  1. Select ILL >ILL Stats Report from the main menu.
  2. Check to see if the date range is correct for the stats you wish to see.
  3. The stats for your library will be displayed within the page.
  4. If you are responsible for more than one library, a drop down box will appear after the text "Ill Stats Report for . . . "
  5. Select the library for which you need statistics.