Skip to Main Content

System Wide Holds - Training Guide

The purpose of this guide is to provide staff a reference resource for processing Requests and Holds on NLPL materials.

ILL Mail System

All Inter-Library Loan related requests and information is done through the ILL Mail System, located through the staff portal -> ILL Mail.

Screenshot of Staff Portal page, with ILL Mail circled.

** To gain access to this mail system you will need a username & password assigned to your library from your regional librarian or IT personnel. **

Out-of-Province Library (OOP) Requests to NLPL

These requests are sent directly to the NLPL Library Technician IVs in St. John’s. We will loan materials to any public library in Canada.

Once the request is received, Horizon is searched to determine which location(s) in NL own a copy of the requested item.

Once a location is determined the ILL request is forwarded to the location.

To fulfill an OOP ILL request you have received:

  1.  Locate the item(s) in your library. 
    *If the item is checked out at the time of the request – see “Make Request for an Out-Of-Province Library.”
  2. Check out the item(s) to the requesting library – see instructions below.
  3. Package the item(s) and mail directly to the requesting library using the address provided in the OOP ILL request email.
    *    This address may also be found in the library’s Horizon record or shipping tool.
  4. Reply to the forwarded email – this will be sent to/received by the Tech IVs in St. John’s – with the date the item(s) has been retrieved from your shelf for packaging or was/will be shipped from your location.

To check out an item(s) to an OOP Library:

  1. Go to Borrower -> Find Borrower (F4)
  2. Using “Borrower Last Name Alphabetical” or “Borrower Name Keyword” search options, type in the name of the Library.
  3. If the account has any blocks override them and check the item out to the library.

 

*Do not stamp a due date on the item – the borrowing library will do that when they check the item out to their borrower.

 

The item(s) can now be packaged and mailed to the borrowing/requesting library.

To make a request for an out-of-province library:

  1. Open your library’s Horizon record.
    In the check out window of Horizon type in the 3-letter code for your library into the barcode field. Click OK or press Enter.
    *If there are any blocks, override them.
  2. Make the request – see “Make Request”
    Within the request window leave a comment to let other staff know details about this request including the request number. Click “Request.”

 

Out-of-Province Library Requests by NLPL

Patrons may make requests for items that are not in the NL Public Library system.
We are able to place requests with other library systems for these items (i.e. MUN; a different provincial Public Library system; etc.)

**Please note: we only request books via OOP. DVDs, CDs, etc. are not items that we offer as part of our ILL service to patrons.**

To place a request for an OOP item on behalf of a patron:

  1. Collect item information (Author & Title).

  2. Collect patron’s information (Name, Library card number, contact phone number).

  3. Check Horizon to ensure the item cannot be obtained via System Wide Holds (SWH).

  4. Submit the request to divisional LTII.

 

** OOP ILL items will have a shorter loan period to patrons (usually 14 days). Renewals may be able to be obtained, however this needs to be confirmed with the loaning library. Requests for renewals should be forwarded to the divisional LTII and/or the PRL LTIVs.

The item won't be in Horizon yet, so when the item arrives let the borrower know.

When the borrower comes in to check out the item, 'Fast Add' it to the system:

1. Go to the Checkout window

2. Scan the borrower's card

3. Select from the top menu Item > New Item

*A pop-up window appears:

Horizon Window - Fast Add Pop-up

4. Click on Bib & Item

5. The Fast-Add window opens:

Horizon Window - Fast Add Details

*Enter details for:

Title: as it appears on the item

Barcode: scan (if there isn't a barcode, attach an NLPL barcode to the ILL paperwork and scan that - do NOT attach our barcodes or a due date label to an item belonging to another library system)

Location: (the 3 letter code for your library)

Collection: fr oop

Call: oop

Item: oop

Items borrowed from out-of-province cannot be renewed using Horizon.  To request an extension you will need to contact the lending library using the contact information in the ILL paperwork.

When preparing your library's book for mailing, which are being sent out of province, follow the instructions below.

1) Print off the request email that was forwarded to you (which contains the book's information). Clearly print your library's information into the space provided at the bottom for the NLPL/NFSG branch information.

2) Create a return label for the item. Add your library code/branch name (which should match the code on the inside on the book) somewhere on the return label. Place return label inside the book along with the request email paperwork, mentioned in #1 above.

3) Package the item as normal for shipping and mail out.