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University at Buffalo Libraries

Charles B. Sears Law Library SUNY Buffalo Law School

Purchase-on-demand via Interlibrary Loan (PODILL)


Background:

PODILL is an off-shoot of ‘just in time’ purchasing for the collection. Unlike CTS’s tracking of a central PODILL pilot program, we do not track PODILL within ALEPH bibliographic records.  Rather, it is tracked and tallied by the person in charge of ordering.

It is assumed that, because the purchase was made via a request placed in ILLiad, the purchased item is not needed as an office copy.

Section I is a product of conversations with the Head of Access Services to optimize the ILLiad system’s methods of communication, and to cut down on his administrative burden. 

Section II (a) was discussed in Tech Services meetings that included Circulation. As of conversations with the Head of Access Services on 12/15/2011, faculty and non-faculty PODILL requests will be processed in the same way for his administrative ease.

Procedure:

  1. Review of ILLiad Requests  (Collection Management)
  2. Ordering of PODILL materials (Collection Management)
    1. PODILL Non-faculty Request
      1. Hold & Notify in Circulation Module
    2. PODILL Faculty Request: General Notes
  3. Intake of PODILL materials (Acquisitions)
  4. Cataloging of PODILL materials (Cataloging): General Note
  5. Delivery of PODILL materials (Circulation)

I.  Review of ILLiad Requests (Collection Management)

Review items within ILLiad using the following steps:

  1. Logon to ILLiad
  2. Go to the Borrowing Queue:   click the “Borrowing” tab below the “Home” tab a few inches below the top on the left.
  3. Check to see if the "In Review by Collection Development" queue exists in the list below the borrowing tab.
    • If there isn't one, it means there are no active requests that meet the collection development criteria at this time, or they have already timed-out and moved onto the "Awaiting Request  Processing" queue.
    • If there is a queue, double click on the "In Review by Collection Development" queue or right click on it and select "View Requests" to open this list.


  4. Within the list, double click on the first request in the list or right click on it and select "View Request".  The request will open in another window, with the request number and the phrase "Borrowing Request" at the top of the window.  The bulk of the request is captured below:


  5. Evaluate title for Purchase on Demand
  6. If Yes, click on Shipping Options tab and select "CD-Yes". If purchased for non-faculty, make note of the Username which appears below the transaction number (e.g., "userabc" is the non-faculty username in the figure above.)


  7. Click on Email and select "Coll. Dev. to Acq."


    An email will pop up notifying Acquisitions and ILL. Click the Send button. At this point the transaction will go into the Coll. Dev. Recommends Purchase queue.
  8. If No, click on Shipping Options tab and select "CD-No."  Add note explaining rejection of purchase-on-demand in notes field by right clicking within the note box.


    The note contains your text, a date and time stamp, and an "Added by" field.
  9. Exit out of the borrowing request, click on "Save Changes" when prompted while exiting request.

II.  Ordering of PODILL Materials (Collection Management)

For all orders, follow normal ordering procedure through appropriate vendor. 

A.  PODILL for Non-faculty members

  1. In addition to the normal process for adding information about a recently purchased item to ALEPH:
    1. In Tab 2, "General Notes Field," add the letters "POD" and the ILLiad request number (also known as the "Borrowing Request number"), AND


    2. Place "Hold" via Circulation module on title for patron identified in ILLiad:
      1. First, locate the patron's full name or ID number by searching by UBIT name (found in Step 6 of the process above):

        • Enter the UBIT name you pulled from ILLiad into the search box while the patron tab is open. (The red arrow is pointing to the search box.) Press enter.
        • This will display the patron's circulation account and active loans.  It also shows the full name of the patron (blue arrow) and the ID number used by the system (green arrow).
      2. In Circulation module, search for the title using the binoculars tab:


      3. After locating and opening the title by double-clicking, click on the bold "Item":


      4. Once you've clicked on this, the middle portion of your screen should display "Item Details".  On the right side of this display are options:


      5. Click on "Hold Request." A prompt box will pop up requesting the patron ID:


      6. Enter in the patron ID (e.g., ""ID123456") you'd collected in step I; OR click on the ellipses to open up a search box to search by the patron name that you found in step i:


      7. Override the error, if it pops up:


      8. Add any notes in the notes field of the request, and hit okay:


B.  PODILL for Faculty

  1. PODILL for Faculty is processed in the same way as for non-faculty outlined above EXCEPT:
    1. "Hold & Notify" in Circulation module is placed within Delivery+ account to avoid notification emails being sent to individual faculty members, and
    2. In Tab 2, "General Notes" field,  note: "PODILL ##### . Delivery+: [Professor X]."

III. Intake of PODILL materials (Acquisitions)

Title is arrived, and given two slips:

  • "Hold & Notify" (pink)
  • "POD-ILL" (blue) with POD# written in from general notes field on Tab (step a above).  If it is a faculty PODILL, write faculty name on slip as well.

In ALEPH, the General tab will look similar to this:

Note: In addition to "POD #####" for the ILLiad order number, if a faculty request, the item will have routing information in the general library notes field in Tab 2.  Currently, this information follows this convention: "Delivery+: [Professor's name]".


IV.  Cataloging of PODILL materials (Cataloging)

General Note:  PODILL materials are cataloged in keeping with regular items in the collection.  No special notations are made in ALEPH records. Processed items are sorted and placed on appropriate shelves in Circulation.


V.  Delivery of PODILL materials (Circulation)

  1. Title is delivered to Circulation by Cataloging.
  2. Law ILL is notified to close order via blue slip in wire basket outside John’s office.
  3. Item is delivered to faculty members by Delivery+ support people.

Related Procedures:

 

Content last updated: tb 1/3/11