Department of Mathematics
Weekly Bulletin

DATE: July 17, 1998

TO: Members of the UIUC Community

RE: MESSAGE 4: Requesting Books

This is the fourth in a series of messages about the new online library system that will be introduced in August. The new version of ILLINET Online will retain many features of the current system and will add important new capabilities.

CHANGES IN HOW TO CHARGE BOOKS ONLINE

One of the biggest differences between the current system and the new system is how requests for library materials are handled. By replacing the "charge" function with the REQUEST function, the new system will offer some clear advantages. First, you're unlikely to receive an overdue notice for a book you don't have once the new system is operational. Second, the new system will automate some research chores, such as keeping track of titles you've requested or checked out, and resubmitting unfilled requests to other libraries. Details on these changes follow.

BETTER CONTROL OF CIRCULATING BOOKS

Under the current system, as soon as you "charge" a book online, it becomes your responsibility, even if it is still sitting on a library shelf or in transit to you. This has caused many difficulties for the Library and for library users.

The new system will remedy this problem by charging a requested book to a temporary status. When you pick up the book (or for eligible borrowers, just before it is shipped to a campus office address), it will be charged to you personally.

The reverse will be true, too. As soon as you return a book to any campus library, it will be discharged from your name. For example, you'll be able to return a Music Library book to the Grainger Engineering Library on the day it's due, without risking it becoming overdue before it arrives home at the Music Library. (Certain high-demand materials are exceptions -- for example, reserve books should still be returned directly to the libraries that own them.)

TITLE REQUESTS

In the current system, if several libraries on campus or in the state own a book you need, you must choose which library's copy to charge. If for some reason that copy is unavailable, your charge is cancelled. It's up to you to look up the title again and try another location.

To facilitate resource sharing among the 45 Illinois libraries whose holdings will be reflected in the new online catalog, the new system takes a different approach. Instead of charging a particular copy, you may REQUEST a title. After checking first for an available copy at UIUC, the system will select an available copy at another library; then it will send a message to that library. If that library cannot supply the book, the system will automatically route your request to another library owning that title. The system is programmed to bypass copies that are non-circulating (for example, reference books), have a loan period of less than one week (for example, books on reserve), or are currently unavailable (for example, charged out to someone else or missing). Unless you specify a shorter time, your request will remain active for a month. If your request cannot be filled by any library, you'll be notified by mail.

ITEM REQUESTS

In certain instances, you'll still be able to request a specific item, rather than a title, using the new system. For example, requests for a single year of a journal or particular volumes of a multi-part set will be possible. This feature will work like our current system works - you'll select a particular item in a particular library. However, if that specific item is not available, the system will not look further for a copy elsewhere.

RECALLING BOOKS

Neither a title-level nor an item-level request will automatically recall a book from another borrower. The REQUEST function searches for currently available copies only. If you must recall a book--for example, because it's the only copy--please ask a library staff member for assistance.

Using the online REQUEST function will almost always be more efficient than recalling a UIUC book from another borrower. This is because the recall process has several time-consuming steps: the UIUC library shortens the original loan period and sends a notice to the borrower; the borrower finishes reading the book and returns it; and the library notifies you that the book is now available. Requesting a book that's currently available at another library will usually be faster. And, thanks to the title-level REQUEST feature, you can look forward to receiving fewer recall notices for books you've borrowed.

POINTS TO REMEMBER

• Use the online REQUEST function whenever you want a book to be sent to a campus office address.
• Use the online REQUEST function whenever you need a book that is not currently available at a UIUC library.
• Because requests are processed the following morning, do not use the REQUEST function to reserve a UIUC book that you intend to pick up the same day. Instead, you should go to the shelf, retrieve the book and charge it out at the library's circulation desk.
• Because the REQUEST function differs significantly from the charge function in our present system, a librarian or staff member will gladly walk you through the process the first time you try it.

DURING THE TRANSITION PERIOD

Approximately 7-10 days before the roll-out of the new system, we will stop using the current system to charge books. During the transition period, please bring UIUC books to library circulation desks to charge them out. Remote (off-campus) charging will not be possible during this period. A future message will explain alternative methods for accessing books at other libraries, including a new collaborative online system within the Big Ten - the CIC Virtual Electronic Library.

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