ILL Requests

After an interlibrary loan (ILL) request is approved by the library, Destiny tracks the copy until it is back in the lending library.

Requests for your materials made by patrons of other libraries appear under To be filled by <my library>.

Requests made by your patrons for materials belonging to other libraries appear under To be filled by other sites.

As a copy moves through the ILL process, status confirmation emails are sent to the Destiny Administrator, Site Administrator and Library Administrator.

Note: The Destiny Administrator must enable the district-defined ILL process for a copy to be tracked with confirmation emails.

The site admin user, who is designated at the site to receive email, gets notices to confirm the following requests/actions:

  • Interlibrary Loan Request Received
  • Interlibrary Loan Request Declined
  • Interlibrary Loan Copy Shipped
  • Interlibrary Loan Copy Received
  • Interlibrary Loan Copy Marked Lost
  • Interlibrary Loan Copy Returning
  • Interlibrary Loan Copy to Return
  • Interlibrary Loan Copy Automatically Marked Lost

Requesting an ILL

  1. Approve: After you approve a patron's request, it is sent to the lending library (selected either by name or randomly on either the Holds/ILL Approval or New Hold Request page).
    The request appears under To be filled by other sites on your Requests list. The Status is Pending.
  2. The lending library can decline the request, or – depending on the delivery method you chose when approving it – ship or pull the requested copy:
    • Decline: If the lending library declines the request, the Status changes to Declined.
      The only option is to delete the request if all participating sites have declined the request.
    • Pull Copy (for immediate holds) or
      Pick Copy (for reserves)
      When they pull or pick the copy, your patron can then check out the copy at the lending library. The Status changes to Ready.
    • Ship It: When the lending library ships the copy to you, the Status changes to En Route. Note that the Ship It and Pick Copy buttons do not appear for reserves until the ready-reserve date arrives.

      Notes:

      • Destiny alerts you anytime a barcode entered is not found or does not match the copy of a particular title before shipping.
      • If the Destiny Administrator enables district-defined ILLs, the Delivery Method drop-down does not appear for the requesting site to make selections during ILL approval.
  1. Receive: When you receive the shipped copy, the Status changes to Ready.
    Remove: If the copy does not arrive, you can mark the copy Lost. This also deletes the ILL from your Requests list.
  2. When the lending library checks out a pulled copy to a patron, the ILL is deleted.
    The transaction proceeds as a normal checkout from that point.
    When you check out the shipped copy to a patron, the Status becomes Checked Out.
  3. Once your patron returns a shipped copy to your library and you check it in, the Status changes to Returning. You will see an alert message in Check In so you can set aside the copy.
  4. Receive: When the lending site receives the returning copy, the ILL is deleted from your Requests list.
    Remove: If the copy does not arrive back, the lending library can mark the copy Lost.

If you are asked to fulfill a request

  1. After the borrowing library approves a patron's request, it appears on your Requests list under To be filled by <my library>.
    The Status is Pending.
  2. You can choose to decline the request, or – depending on the delivery method chosen by the requester – you can ship, pull or pick the requested copy:
    • Decline: If you decline it, the request is removed from your list. On the requesting site's list, the status changes to Declined. The librarian or patron there can then delete the request.
    • Pull Copy (for immediate holds) or
      Pick Copy (for reserves)
      If you pull the copy for patron pickup and place it on your hold shelf, the Status changes to Ready.
      The patron then checks out (and returns) the copy at your library.
      The checkout of a pulled copy deletes the ILL from your Requests list.
    • Ship It: If you ship the copy, the Status changes to En Route. Note that the Ship It and Pick Copy buttons do not appear for reserves until the ready-reserve date arrives.
    Note: If the Destiny Administrator enables district-defined ILLs, the Delivery Method drop-down does not appear for the requesting site to make selections during ILL approval.
  3. When the borrowing library receives the copy, the Status becomes Ready.
    Remove: If the copy is lost en route, however, the borrowing library can mark the copy Lost.
  4. When you check out a pulled copy to the patron, the ILL is deleted.
    The transaction proceeds as a normal checkout from that point.
    When the borrowing library checks out a shipped copy to the patron, the Status becomes Checked Out.
  5. When the patron returns the copy to the borrowing library, the Status becomes Returning.
  1. Receive: When you receive the returning copy, the ILL is deleted from your Requests list.
    Remove: If the copy does not arrive back, you can mark the copy Lost.

For the ILL checkout, Destiny uses the loan period for the default patron type of the lending site.

Print Packing List   

Packing lists can be printed for each pending request listed in the To be filled by <local school name> section and for Ready requests.

Packing lists let staff at the requesting library identify which patrons requested each ILL.

To print a packing list for an ILL:

  1. Select Circulation > Holds/ILL > View Requests.
  2. In the To be filled by <local school name> section, find the ILL request you want, and then click Packing List. The Job Manager opens.
  3. When the packing list is done running, click View.
  4. Place the printed packing list with the item to be sent to the requesting library.

To delete a pending ILL request

From My Info:

  1. Select My Info.
  2. Find the pending ILL request you want to delete, and then click Delete icon. A confirmation message appears.
  3. Click Yes.

From the requesting school:

  1. Select Circulation > Holds/ILL > View Requests.
  2. Find the request you want to delete, and then click Delete icon. A confirmation message appears.
  3. Click Yes.

To renew an ILL

The lending library's loan policies apply to an ILL. If the lending library allows renewals of their materials and they have selected the Allow library materials to be renewed … checkbox in Site Configuration, you can renew the materials in either Check Out or Patron Status.

Patrons with Self-Empowered Patron Access can renew ILL materials in My Info.

Ready-Reserve date

To determine when reserved materials need your attention, Destiny calculates a ready-reserve date.
In Admin > Site Configuration > Circulation sub-tab, Destiny uses the number of days entered next to Ready reservations and subtracts that number from the begin date of the reserve (counting only Open days on your Calendar on the Admin tab).