Borrowing Request Process
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Resources from Other College Library search
Blank Form
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Search Alma using the Network Zone
Fulfillment > Resource Sharing > Borrowing Requests
Create Request >from Search > Repository
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Search a title or topic to see what other college libraries in Ontario have access tooto
Browse to see what is available or refine the search by selecting a specific college from the Facets:
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Once a patron locates an item they want:
Select Resource Sharing (or whatever your library has labelled that request) under the How to Get It section,
Fill out the form with the required information ,(pickup location is mandatory)
Click Send Request.
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Managing Borrowing Requests
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Fulfillment Services Operator (in the scope of a scoped to your resource sharing library)
Fulfillment Services Manager (in the scope of a scoped to your resource sharing library)
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Once a request is placed to borrow material from another institution, the following happensare created:
A temporary BIB record is created, which is automatically suppressed
A temporary holding
A temporary item
A hold request linked to the temporary item
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Unless you have set up automated approval, you will need to activate that each request before the request is sent to the Lending Library.
Ensure you are working in your Resource Sharing Library.
Fulfillment > Resource Sharing > Borrowing Requests,
In the Borrowing Request screen:
Status will be displayed (Example: Ready to be sent),
The Requester information will be provided,
The External ID will be displayed,
Clicking on Edit will allow you to edit any temporary record information. :
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e. Facets on the left-hand side help filter results, especially if wanting to view a certain pick-up location, etc
Click on the more action icon (…) to choose one of the following actions:
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We recommend always adding an active NOTE to requests so that they populate the Dashboards for you and the Lending Library.
Reject a request:
Click row more action items (…) and Reject - this moves the request on to the next rota partner. It does not cancel the request altogether.
Cancel a request:
Click row actions and Cancel - this will cancel the Use this if you do not want to use the proposed Lending Library (ie you have recently borrowed items from a Library and want to re-calculate your Rota etc) Keep in mind that once all holdings are rejected, the item will be cancelled and removed from the active Borrowing Requests list.
Cancel a request:
Click more actions (…) and Cancel - this will cancel the request altogether and remove it from your active borrowing list.
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After you have “sent” the request to the Lending Library, you will await confirmation of shipping. Once the item has shipped, the status will change to Shipped Physically.
Receive Borrowing Requests
When If the Lending Library rejects your request, it will recalculate the Rota, but the status will return to Ready to Send. You will need to re-send the request to the new Lending Library.
Receive Borrowing Requests
When an item arrives at your Library from the Lending Institution, you will want to receive it through your Resource Sharing circ desk. After receiving it, your institution (Alma) will send an email (Borrower Receive Email Letter) to the lending library, letting them know it has arrived at its destination (if configured). To receive an item:
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Temporary Barcode: Enter the item’s temporary barcode if different than above.
Automatically Print slip: Yes will print the Resource Sharing Receive Slip letter.
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This will prompt a dialogue box similar to what is described above, with the barcode and External ID pre-populated. This may be an easier step if you do not have the printed receipt slip in hand.
Holdshelf Management
Once a Resource Sharing item has been received at your Institution, it follows the same workflow 
*It is recommended at this point to add the Replacement Cost to the Temporary record. The default is $75 unless otherwise instructed by the Lending Library.
Holdshelf Management
Once a Resource Sharing item has been received at your Institution, it follows the same workflow as any other institutional item:
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The process status of the item will change from Loaned to patron to Renew requested. Once the Lending Library makes their decision, the process status will change to Renewed by Partner or Renew Request not Accepted. If your institution has recall set up, your patrons may receive a recall notice if a Resource Sharing item has been recalled by the lending library.
*Renewals are not guaranteed. You must await the Lending Library Approval. Renewals past the 42 day limit will automatically be rejected.
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The temporary BIB record, temporary holding, and temporary item are removed from the system. The returned item can then be shipped back to the lending institution.
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Manage overdue and Lost requests
Patrons will may receive a Courtesy notification reminder as if configured by your institution. For example, this reminder may be 3 days before the item is due.
If an item passes it’s due date, the workflow follows your institutional Overdue and Lost Loan profile. For example, that this may include (timelines will be specific to your institution):
Notification the day the item is due= Overdue Notice Letter
Notification (eg. 7 days) after the item is due= Ful Overdue And Lost Loan Notification Letter (following Overdue Notification Type 1-5)
Notification (eg. 14 days) after the item is due=Ful Overdue And Lost Loan Notification Letter (following Overdue Notification Type 1-5)
Notification (eg. 21 days) after the item is due= Ful Overdue And Lost Loan Letter
After the final notification, the item status changes to LOST. The replacement cost (if entered in the temporary record) is applied to the item, and the patron is blocked (according to your institutional block preferences).
*It is the responsibility of each institution to determine their approach to reimbursement of replacement costs with the Lending Institution.
Lending
Fulfillment > Resource Sharing > Lending Requests
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Find and approve a lending request that is ready to be fulfilled
Retrieve the requested resource, either by moving a physical item, or pick from shelf
Ship the resource
Receive the item back from the borrowing institution and scan it into the library to be re-shelved.
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After facet filtering, you can further filter within this list using the secondary search options above the results:
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View details about the request by clicking on the brief record in the list. The Details pane opens. To view the full request, click more actions and select Edit or View. This will open the Temporary Record.
Assign Delegation-
You can choose to assign requests to specific staff if desired. This may be useful if you use a virtual Resource Sharing library and share responsibilities for ILL between libraries.
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On the Lending Requests page (Fulfillment > Resource Sharing > Lending Requests), select Assign from the row more actions (…) list for the relevant task. The Assign To dialog box opens.
From the Assign to drop-down list, select an operator.
The list of operators includes only those users who have the Fulfillment Services Operator role.
Select the Send as e-mail check box to notify the operator of the new assignment.
In the Note field, enter notes, as needed. The field is limited to 1,000 characters.
Select Assign To. The request is assigned to the selected user.
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You will need to decide how you want to proceed with a lending request. The following options apply:
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Approve-
To reject There are two ways to approve a lending request:
On the Lending Will Supply
Inform Borrowing Library that you will supply the requested item. This gives you time to ship the item if you do not want to Ship immediately.
More actions> Will Supply
Ship Item Physically
Ship the item associated with the request. The Shipping Items page opens. Complete as required.
More actions> Ship Item Physically
Reject-
To reject a lending request:
On the Lending Requests page (Fulfillment > Resource Sharing > Lending Requests), select more actions> Reject for a request. The Reject Request dialog box opens.
Select a reason for the rejection in the Reject reason field.
Optionally, add a note for the rejection in the Internal note and Note to Partner fields.
Select Reject. The Reject reason and Internal note are added to the request as Notes.
An Unfill message is sent to the borrowing library, which marks the partner request as Rejected.
Approve-
There are two ways to approve a lending request:
Inform Borrowing Library that you will supply the requested item. This status only appears if the item has not shipped.
More actions> Will Supply
Ship Item Physically- Ship the item associated with the request. The Shipping Items page opens. Complete as required.
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Renew-
A requesting library may request a renewal if their patron requires more time. In this case, the status will change to Renew Requested.
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