Borrowing instructions & common ILL issues

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Borrowing instructions

Each link leads to a PDF with instructions or information. For some tasks, instructions differ for BCL libraries and OWLS libraries.

• Items NOT available through ILL
• Searching tips
• How to request an item in WISCAT
• Blank request form instructions
• How to request Newspaper Microfilm 
• BCL - How to request multiple copies of a book
• OWLS - How to request multiple copies of a book

Common ILL issues

Item requested but not received

If a lender has updated a request to "Shipped" and you haven't received it within the number of days profiled (usually 7), the request will automatically move to the "Not Received" status in your request manager. This action is to alert you that there is a problem with this request. 

Open the request to the full view and check the history information to find the date the item was shipped. If the request was updated to "shipped" more than two weeks ago, contact the lender immediately. If you need assistance locating lender contact information, email RL&LL dpirllill@dpi.wi.gov (link sends e-mail).  Provide your library name, WISCAT code and request number.

Remember, it is in the borrowing library's best interest to resolve these issues quickly.  The borrower is responsible for the item from the time it leaves the lending library to the time it arrives back at the lender.
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Item received but not requested

Contact the library (borrower or lender) before returning the item. You may be asked to forward the item to the borrowing library. Contact RL&LL  for additional information on items lent through OCLC.

Two copies of the requested item received
This situation can occur due to one of the following:

• A potential lending library receives a request and does not update the request to “shipped” status before the request expires at their location as a lender.  The request moves on to the next lender, who does update the request to “shipped.”
• There is a disruption with WISCAT’s ISO ILL connection to OCLC.  The OCLC library has updated the request to “shipped” status in their OCLC ILL software, but the message does not get through to WISCAT and the request moves on to the next lender in WISCAT. The borrower then receives two copies of the item and the WISCAT and/or sometimes the lending library’s OCLC ILL software no longer reflects what has actually occurred with the transaction.
• An OCLC library accidentally fills the item after the request has left the OCLC lending library’s site in OCLC and the request in WISCAT moves on to another library that ends up filling the item too.

Instructions: You will need to manage this request “off the grid” and of course, return the second item.  If one of the lenders is an out-of-state OCLC lender, please also contact RL&LL.  RL&LL will need to update the status of the request manually in RL&LL’s OCLC Worldshare and/or Wiscat accounts.
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Items that are overdue, lost or can't be returned

OWLS libraries

Contact the lender as soon as possible to inform them the item is lost (overdue, etc.).  You may ask the lending library to renew the item while the issue is being investigated; however, you must abide by the lending library’s determination. If the lender generates an invoice, it must be paid promptly. Do not wait for payment from your patron to reimburse the lending library. 

Only the lending library should update a request in WISCAT to “lost” status. When the lender confirms receipt of the item or payment of  the invoice, they should update the request to “delete.” ​

Brown County libraries

Contact NFLS as soon as possible to inform them the item is lost (overdue, etc.).

NFLS may ask the lending library to renew the item while the issue is being investigated; however, we must abide by the lending library’s determination. Contact NFLS for payment information of the item. Do NOT wait for the patron to pay their fine to inform NFLS of the lost item. 

Only the lending library should update a request in WISCAT to “lost” status. When the lender confirms receipt of the item or payment of the invoice, they should update the request to “delete.”