Checking in Loans from Lending Libraries

When a loan comes in from a lending library, it must be checked in in ILLiad, processed with a band, and given a Millennium item before it can be dispersed to the patron.

  1. In Millennium, click “Search/Holds” in the left sidebar.
    The location of the search/holds button in Millennium
  2. In the title search box, enter “Interlibrary Loan Material 3” (or press F12 if you have the hot key set up).  Then press enter on the keyboard to search.
    How to find the ILL material item in Millennium
  3. When the Millennium record loads, change the view from “h Holds/Bookings” to “i Item.”
    A screen capture showing how to change the view of the record in Millennium
  4. In ILLiad, go to the borrowing ribbon.
    The location of the borrowing ribbon in ILLiad
  5. Click the button to “Check In From Lending Library.”
    An image of the Check In From Lending Library button
  6. In the ILL number box, scan the bar code or type the ILL number and press enter.
    The location of the search box area in ILLiad check in
  7. Wrap a band around the item (or place the item in an envelope with a staff use only sticker if it will not accommodate a band) and secure it with tape.  Do not attach tape to the inside cover of the book (use a slip of scrap paper).  Make sure all paperwork from the lending library remains in the book.  Using it as the thing the band it tape to will ensure it will not fall out at a later time.
  8. Check the delivery location in ILLiad.  If it says anything other than “COO” it will need special attention.
    1. Items with TMC, UCG, ARC or DEP get an item location sticker placed at the top of the band.
    2. Items with MTA get marked as such for notice later.
      A screen capture showing where to find the delivery location in ILLiad check in
  9. If the book is library use only, place a library use only sticker at the top of the band/envelope.
  10. If the book looks damaged or fragile, place a handle with care sticker above the staff use only area of the band.
  11. Write the transaction number near the top of the band.
  12. In Millennium, click the “Attach New Item” button.
    The location of the attach new item button
  13. Click the “Attach New Item” button.
    The location of the attach new item button
  14. In the text box, scan the bar code or type the transaction number and press enter.
    How to create the barcode by inputting the ILL number
  15. Click the insert button.
    The insert button in Millennium
  16. Select “c Call Number” in the drop down menu.
  17. Copy the title of the book from ILLiad, then paste the title into the call number box and press enter.
    ILL Call Number Insert

    1. If you need to insert a special message, click the insert button.
      The insert button in Millennium
    2. In the drop down field, select “m Message,” then type your message in the text box.
      Click OK.
      A screen capture showing how to insert a message in a Millennium item
  18. Click the save icon to save the record.
  19. Click the summary tab to navigate back to the main record.
    The location of the summary tab from within a Millennium item
  20. Press the “Check In” button and place the book in a pile.
    The location of the check in button
  21. Repeat from Step 6 for each loan item.
  22. In the borrowing ribbon, click on the bottom half of the print receives button and select “Move Loans to Print Queue.”
    A demonstration of how to print the stickers for received items
  23. On the pop up to print labels, select your printer, then hit “Print.”
    On the pop up to print slips, click “Cancel.”
    The pop up to print loan slips
  24. Print the file of labels onto label sheets.  Place these labels on the corresponding books atop the transaction numbers you wrote on the bands.
  25. Close the files of the labels.  Do not save any changes.
  26. Refresh the ILLiad screen.
  27. Double click to open the queue “Customer Notified via E-mail.”
    The location of the customer notified via email in ILLiad
  28. Route all requests in the queue to “Checked Out to Customer.”
    A screen capture showing how to route a request to Checked Out to Customer
  29. Click “OK” on the pop up message.
  30. Refresh ILLiad.