Interlibrary Loan Committee Agenda/Minutes

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2019 Meetings

January 16, 2020 Meeting Minutes

January 16, 2020 Meeting

Intro — Tessa Mitchell new ILL Chair

Goals for the committee

I want this committee to help each other and help other that join spark. To try and combine our difference practices into one or even make up new and easy way for everyone to use ILL

Migration

Helping new Spark members when coming on to Spark.
Better workflow for ILL
Make sure they are not using the barcode off the book they receive from other libraries
Have an ILL manual for different ways to do ILL

ILL Accounts

Consolidate ILL accounts
- Some libraries use one account for ILL checkouts
- Some libraries use one account for each database such as SHAREit(Access), OCLC in-state and OCLC out-of-state
- Some libraries use different accounts for each library they are loaning out their materials to.
Issue with other libraries using the other library barcode as ILL— should we tell new user not to use the book barcode
Standards for putting in New ILL Accounts
- Having last names be the library full name
- Fields to collect library type— most do not see a use for this Spark
Standard Duration Rule for ILL
- libraries use SHAREit due date for checking out material to other libraries
- libraries use their own loan period some range from 3 to 6 weeks with some renewable
- libraries adjust due dates in Spark
- Standardizing check out periods for patrons to have longer due date for ILL
  - unsure if this is possible
Expired Accounts
- Most libraries don't worry about them.
- Some like to leave them alone. Easy to just renew them then to put a new account in

Fee/Fines

Do you charge other library overdue fine
- it seems like no library charge other libraries for overdue material
  - just replacement cost for lost/damage material
Do you charge your patrons overdue fee
- Each library has different prices for charging their patron but is seems like most do charge patron for overdue material
- some libraries will not allow their patron to request ILL material until their account is in good standing
  - different threshold block

Carrie left a link for materials that was gathered on the first ILL meeting http://sparkpa.helpspot.com/index.php?pg=kb.page&id=232

We will be doing a survey of some of the question that were asked doing the meeting

Do you charge patrons fees for not picking up ILL
- Some libraries do and some don't
- Price range from $0.50-$25
Pre-cat, short records, reusable barcode
- some libraries use pre-cat
- only a very few use short records
- some use reusable barcode

Committee next step

To do
- A survey of spark libraries in regards to ILL practices
- ILL Charter

July 29, 2019 Meeting Minutes

Online Meeting: July 25, 2019 at 10 AM to 12 PM

Meeting Facilitator: Jennifer Bruch

Meeting Secretary: Valerie Mann

Attendees: Jennifer Bruch, Carrie Cleary, Lugene Shelly, Mary Beth Long, Valerie Mann, Angie Devers, Jessica Laganosky, Jayme Stonbraker, Ian Sheddan, Vicki Stasiak, Victoria Stachnik, Jennifer Dell-Beni, Rhonda Duell, Sarah MacNeill, Heidi Moyer, Tessa Mitchell, Marie Crispino, Tina Thomas, Sylvia Orner

Links of Importance shared with the group:

SPARK Users general listserv (for any level user) https://mail.palibrary.org/mailman/listinfo/spark-users
ILL Knowledge Book https://sparkpa.helpspot.com//index.php?pg=kb.book&id=14
ILL Forums https://sparkpa.helpspot.com//index.php?pg=forums.topics&id=6
State Definition of ILL https://sparkpa.helpspot.com//index.php?pg=kb.page&id=233
Video of Meeting https://sparkpa.helpspot.com//index.php?pg=kb.page&id=234

Task Force vs. Committee?

Discussed: Should this group remain a temporary task force or should it become a permanent committee.
Conclusion: Since ILL is undergoing constant change, i.e. goals, issues, technology--it was decided to form a permanent committee.

What goals or interests do members have for this group?

Discussed: It was clear from discussion that item record creation, tracking goals, current practices with respect to use of pre-cat records vary considerably among libraries. Some interests and goals included:
1. Learn about workflows and processes from other libraries (priorities, time span, fees, etc.)
2. Discuss ILL Code and Guidelines as they apply to SPARK libraries and Resource Shares
3. Define the many types of ILL and Resource Sharing (outside and inside of SPARK)
4. Determine statistical needs on the state and local levels
5. Create Best Practices and Training Materials for New SPARK Members
6. Discuss moving towards Resource Sharing across SPARK by more libraries (currently only Blair County, Cambria County, Lackawanna County are doing what is defined as SPARK level Resource Sharing)
7. What is workflow for searching for items to ILL (Local->SPARK->ShareIt->OCLC= 4 separate searches)
8. If you have an online form for ILL requests, do you then fill a paper version for it?
Conclusion: Participants may supply to the committee documentation of their library’s ILL workflow via sparkpa.helpspot.com. This submission can include priorities, goals, and problems, SPARK-related disruptions. Lugene and Carrie expressed particular need to share ways Evergreen issues affect workflows.

Define the difference between ILL and Resource Sharing?

Discussed: How does what the state considers an ILL differ from each library’s understanding? How does it differ from a Resource Share? How does that definition affect the statistics we report every year?
For the sake of this discussion, we tried to define the difference as follows:
1. ILL- Item received from another library that is requested through ShareIt or OCLC
2. Resource Share- Item received from another library requested by the Evergreen ILS
Conclusion: Too soon to define. These definitions will change or expand as the group continues to meet. We may have different workflows and thus vocabularies for things like federated systems, district, resource sharing partners, in-state ILL, and ILL outside of state, etc. We also need to determine how the state ILL code and guidelines apply to Resource Sharing in SPARK.

Call for documentation and examples of the following:

ILL Workflow Processes
ILL Policies for various types of ILL (Resident Patrons, Access Patrons, District Libraries, District Patrons, etc.)
Statistic collection examples
ILL Book Straps
ILL Online Request Forms

Challenges that were brought forward:

Visibility- How can we make SPARK libraries more visible to each other during the ILL process?
Disruption- How can we can we avoid or best handle disruptive experiences during ILL transactions between SPARK libraries?
Resource Sharing- is the end goal of ILL’s between SPARK libraries to eventually progress to an exclusively “Resource Sharing” model? What holds us back from the goal?
Statistics- Many libraries are doing a mix of OCLC, ShareIt, and Resource Sharing on a local level. This results in a complicated statistic gathering process each month. What gets counted as an ILL, a Resource Share, and what gets counted as a regular circulation, etc.?

Shared Examples of Online ILL Submission Form:

Lower Macungie

https://www.lowermaclib.org/services/borrow-a-book-from-another-library/

Adams County

https://www.adamslibrary.org/form/request-ill-form

Emmaus Public Library

https://docs.google.com/forms/d/e/1FAIpQLSfnczwP7bhj2osRLXFvLuDUYjX5rm0JHJSzP5XnSCCUitssqQ/viewform?usp=send_form

Parkland Community Library

https://www.parklandlibrary.org/explore/interlibrary-loans/

York County Libraries

https://www.yorklibraries.org/library-services-programs/borrow-outside-york-libraries/

Easton Area Public Library

http://eastonpl.org/EAPLILLForm.html

Google Sites

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