Another ILL Transaction Example

Since I posted some examples of ILL transactions earlier this week I have heard from some libraries who have quarantine protocols in place that didn't work with our examples as far as when their staff would handle materials to update the NHAIS ILL System. Here is another example, which is an acceptable process as far as the Quarantine of ILL Materials that accounts for that concern. 

Setting materials to "shipped" before they go into quarantine is essential to the functioning of the ILL system. If an item is not available for your staff to handle when the request comes in you should immediately mark that request "will not supply" so it moves on to the next potential lender.

 

Example Transaction #4

•  9/15 – Lilac placed a request which has a system-generated “need by” date of 10/29/2020 (45 days away). If no one fills the request by then it will expire.
•  9/16 - Birch got the request from Lilac on Wednesday and marked it “shipped” at 4pm that day. The system-generated due date is 11/13/2020 (60 days away).
• The item went into quarantine for 72 hours so it could be sent on the van after 4pm on Saturday, 9/19 (the library is closed but the quarantine time expires then)
•  NHSL van picked up the item at Birch on Tuesday, 9/22
•  NHSL van delivered the item to Lilac at 1pm on Tuesday, 9/29 and it went into quarantine for 72 hours so it could be handled after 1pm on Friday, 10/2
•  Item was marked “received” in the NHAIS ILL System on Monday, 10/5
• Patron was notified that their item was available on 10/5 and checked it out on 10/8 with a due date of 10/29
• Item was returned by the patron at 4pm on 10/29 and it went into quarantine for 72 hours so it could be handled after 4pm on Sunday, 11/1 (the library is closed but the Quarantine time expires then)
• Item was marked “returned” in the NHAIS ILL System on Monday, 11/2
•   NHSL van picked up the item at Lilac on Tuesday, 11/10
•  Item became “overdue” in the NHAIS ILL System on 11/13. There are no fines or penalties for this, but the transaction will now be found in a different place on the Lender's Request Manager screen.
  
• NHSL van returned the item to Birch on Thursday, 11/12 and it was put into quarantine for 72 hours before staff processed it so it was checked in through the NHAIS ILL System moving it into “complete” status on Monday, 11/16.

NHSL staff has looked at a variety of scenarios to set appropriate default need-by and due dates in the system to accommodate the 72 hour quarantine of materials. It will be important that libraries not modify these dates on individual transactions to make the timelines shorter as the transactions cannot safely occur in a shorter timeline. Returning things to the owning library before they are due is always fine. 

[This post edited 1/17/24 to remove an obsolete link.]