ILL Books on Demand RUSH Items

The current Books on Demand policy is available on Libwire at https://intranet.library.umass.edu/intranet/Apps/detail_view.cfm?MenuID=21&CategoryID=2&ID=77. It was last updated and approved by Leadership Council in December 2021.

ILL Staff Temporarily, until Acquisitions/Cataloging have the capacity, ILL does not automatically send loan requests from patrons which were published in the last 3 years to Acquisitions Review as described in the Books on Demand policy. Instead, ILL staff send requests that either they have not been able to borrow from another library, or which the patron has asked to be purchased and added to the collections if possible to the Acquisitions Review queue in ILLiad.

Acquisition Specialist (with the Acquisitions Unit Coordinator as a backup)

In ILLiad, reviews each request in the Acquisitions Review queue. If it is not possible to purchase, or there are other questions, adds a note and routes to the Routed from Acquisitions queue in ILLiad.

If it is possible to purchase:

• Places the order
• Creates an order record in FOLIO with a note “ILL RUSH - TN[ILLiad Transaction Number]” and a hold for the patron (if Hold for Pickup) or for the ILL account (if Mail to Address)
• Adds a note to the request in ILLiad
• Adds “azz” to the Lending String in ILLiad
• Sends the ILLiad notification “Acquisitions - On Order” (this notifies the patron that the item will be purchased and that they will received another notification when the item is available, and routes the request to the Acquisitions on Order queue)

When the purchased e-book is available, Acquisition Specialist (with the Acquisitions Unit Coordinator as a backup):

• Acquisitions -Finds the ebook in GOBI, selects it adds “ILL RUSH, patron name, patron email, and platform” to notes field, and orders the ebook. The PO will appear in FOLIO. Acquisitions staff then completes the PO, POL, and Inventory work in FOLIO and Connexion
• When the URL is available Acquisitions staff adds the URL to FOLIO and makes the other needed updates to the record.
• Sends the ILLiad notification “Acquisitions - ebook available”, edited to include a link to the specific ebook (this notifies the patron with how to access the item, and routes the request to the Request Finished queue.)

Acquisitions Staff Unpacks mail, puts items on book cart for receiving

Acquisitions Staff

• Adds barcode to item
• Receives item in FOLIO
• Adds check-in note - To enter the note:
  • In the Instance record, click carrot beside “Holdings: UM W.E.B. du Bois General Collections.”
  • Click barcode to get to the item record
  • click “Edit” in dropdown under “Actions” on the upper right
  • Scroll down and click on button that reads “Add Check in/ Check out note” under “Loan and availability.”
  • Choose “Check in.”
  • Add note : “Please return to IRM Rush Return shelf between Jaime Taylor’s and Susan Pease’s desks.”
  • Check box “Staff only.”
  • Click button at bottom right of page “Save and close.”
• Prints FOLIO page, which includes the note “ILL RUSH - TN[ILLiad Transaction Number]”
• Places item with FOLIO printout on ILL shelf for ILL Books on Demand Rush items

ILL Staff

• Uses TN# from FOLIO printout to bring up the request in ILLiad
• If patron is marked Hold for Pickup, send the notification “*Requested through the 5C Catalog”, and give book to Circulation to go on appropriate hold shelf
• If the patron is marked Mail to Address, follow the instructions in “Library Express Requesting & Shipping Workflow” documentation.

The item then goes out to the patron; when the item is returned, Circulation staff will bring the item back to the Rush returns shelf in IRM for cataloging and end processing to be completed. See also the RUSH procedures documented here: http://www.library.umass.edu/wikis/acp/doku.php?id=rush_cataloging_and_processing_workflow

See also: flowcharts here https://docs.google.com/document/d/1NWqDw70Zs3yl4-Y0IVQbHuVa0-g8ojjBD1XTC9PPYu0/edit?usp=sharing