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Training: Academic Specialist

ILL Basics

To manage resource sharing lending requests, you must have one of the following roles:

  • Fulfillment Services Operator (for the resource-sharing library)
  • Fulfillment Services Manager (for the resource-sharing library)

Shipping Address to Minitex for Borrowing or Lending Request:

Minitex ILL

15 Andersen Library 

University of Minnesota 222 21st Ave S

Minneapolis, MN 55455

ILL Process

1. Receiving a Lending Request

  • Navigate to:
     Fulfillment > Resource Sharing > Lending Requests
  • Requests from partner libraries or other branches will be listed here.

2. Checking Availability of the Item

  • If the item is available:
  • Confirm the item is in good condition and prepare it for shipment.
    • Click "Actions" > "Print Slip" to generate a lending request slip. This will be emailed to you. Once printed out the slip be sure to have the XPX barcode sticking out the top of the lended item (be sure the barcode shows up on the printed slip)
  • If the item is unavailable (e.g., checked out or missing):
    • Click "Reject" under Actions, providing the rejection reason (e.g., "Item not available").

3. Shipping the Requested Item

  • Once the item is found and processed, click on: "Ship Item" > Enter Tracking Information (Optional) > Confirm Shipment
  • Alma updates the request status to "Shipped" and notifies the requesting library.

4. Monitoring and Updating Request Status

  • Use the "Lending Requests" page to track shipped items.
    • If the loan is cancelled by the borrowing library, mark the request as "Cancelled."
  • You can also view "Overdue" requests if a loan return is delayed.

5. Receiving the Item Back

  • When the item is returned, navigate to: Fulfillment > Scan In Items
    • Scan the barcode to update its status and return it to your library's collection.

6. Handling Lost or Damaged Items

  • If the item is lost/damaged, you can record it under: Fulfillment > Resource Sharing > Lending Requests > Actions > Mark as Lost/Damaged
     This will allow you to charge fees, if applicable.

 Creating a Borrowing Request

  1.  Navigate to:   Fulfillment > Resource Sharing > Borrowing Requests
  2. Click “Create Request”.
  3. Fill in the details, such as: Title, Author, and ISBN/ISSN  and Patron's Name (who requested the item). Submit the request to a partner library.

   Monitoring the Borrowing Request

  1.   Navigate to Borrowing Requests to check the status of the request. 
  2.    Request Statuses include:
  3.    Request Sent: Sent to the partner library.
  4.    Shipped: The lending library has sent the item.
  5.    In Transit: The item is being shipped to your library.
  6.    Received: Your library has received the item.

  Receiving the Item from the Lending Library

  1. Once the item arrives:  Navigate to Fulfillment > Scan In Items.
  2. Scan the barcode to update the status to “Received”.
  3. The system will notify the patron that the item is ready for pickup.

   Lending Period and Renewals

  1.   Check the due date provided by the lending library.
  2.   If the patron needs an extension, navigate to the borrowing request:
  3.   Click “Request Renewal”.
  4.   Alma sends the renewal request to the lending library. 
  5.  The request status will update based on the partner’s response (e.g., "Renewed" or "Denied").

   Returning the Item to the Lending Library

  1.  When the patron returns the item, navigate to:  Fulfillment > Scan in Items This changes the status to “Return in Transit”.
  2. Package the item and ship it back to the lending library.
  3. Update the request status to “Returned” by marking the item as shipped.

Handling Overdue or Lost Items

  Overdue Notices: Alma will notify you if the item is overdue based on the lending library’s due date.

  Lost Items: If the patron reports the item as lost:

  Mark the item as “Lost” in the borrowing request.

    Alma allows you to manage any fines or replacement fees issued by the lending library  

  If the request is no longer needed:

  •     Go to Borrowing Requests > Actions > Cancel Request.
  •     Provide a reason, and the lending library will be notified.