Setting up ILL Participant Record in MassCat

Setting up the ILL Participant Record in MassCat

Click on the “Staff Menu” button on the toolbar:

Click on the “Maintain Participant Record” option on the menu on the left side of the screen:

After a moment, the participant record form will appear in the right side of the screen. The following information needs to be filled out:

1. Lender Information Section:

Library Code: Automatically filled in with the 4-letter library code

Library Name: Automatically filled in

Agency Code: Leave blank

Broker Code: Leave blank

Copyright Code: Leave blank

By: Leave blank

Days to Respond: 4

Days to Supply: 4

Days to Return: 35

OCLC Symbol: Leave blank, even if you have an OCLC symbol.

OCLC Authorization: Leave blank.

OCLC Password: Leave blank.

Days Open: Check off boxes next to all days library is open and someone is available to respond to ILL requests.

Preferred Lender List: Fill in with 4-letter codes for other MassCat libraries with whom you would prefer to borrow from. Discuss the process of choosing your preferred lenders with your Regional Library Office. (Please Note: this does not mean you cannot/will not be able to borrow from other libraries. The Preferred Lender List diverts your request to the libraries in that list first, then moves the request to the rest of the MassCat membership.)

System Wide: Do not use

Notes: Add any notes pertaining to the collections at your library. If portions of your collection do not circulate, for example, enter that information here.

2. Address/Contact Information Section:

Address 1/Address 2/ City/ State/ Zip: Fill in library’s mailing address

Ship to Address: If you are on the Regional Delivery system, fill in your delivery address (e.g., via Western, via Southeastern, etc.)

Route Schedule: Fill in the day(s) that the delivery van comes to your library.

ILL Contact Name: Fill in the name of the ILL Manager at your library.

ILL Phone Number: Fill in the telephone number of the ILL Manager at your library.

ILL Contact Title: Fill in the title of the ILL Manager at your library.

ILL Email Address: Fill in the email address of the ILL Manager at your library.

ILL Fax Number: Fill in the fax number of the ILL Manager at your library.

3. Holiday List Section:

Holiday list: The Holiday List is used by the system in conjunction with the Days Open list to calculate the date by which your library needs to respond to a particular request.

Dates of holidays should be entered in the Holiday List only when those holidays fall on a normal business day for your library. For example, if your library is normally closed on Mondays, then you do not need to add any holidays that fall on Mondays to your Holiday List.

Enter date ranges for extended closings or vacations in the Holiday List as well.

Use Month/Day/Year format: MM/DD/YYYY.

For single-day holidays, enter the same date in both the “Start Date” and the “End Date” boxes.

4. ISO 10160/10161 External Communications Section:

Leave this whole section blank. NEVER change the “Transmit via ISO” option to “yes.”

5. Other Related Information Section:

Answer the questions in the area and provide any necessary explanation. This information will be included as part of the information provided to the public when a user clicks on your library’s name in the catalog.

6. URL Information Section:

E-mail Notification: If you wish to be notified via email when any ILL requests are sent to your library, click on the button next to “yes.” If you do not wish to be notified via email, leave the button next to “no” filled in.

E-mail Notification Address: Fill in the email address you wish notifications to be sent to.

Library Catalog (URL): Enter the URL of your library's catalog, if available.

Library Homepage (URL): Enter the URL of your library’s homepage, if available.

ILL Hours Open: Fill in the hours of your ILL staff if different that library’s hours of operation.

Directions: Type in directions to your library, if open to the public.

Directions (URL): If your directions to your library are available at your library’s Website, enter the URL to the directions Webpage here.

Regulations (URL): If your library has an ILL policy posted on your library’s Website, enter the URL for your ILL policy Webpage here.

System Message (URL): Leave blank.

ILL Message (URL): Leave blank.

ILL Help Page URL: If your library has a Webpage containing information regarding ILL services at your library, enter the URL for that Webpage here.

Library Help Page (URL): If your library has a Webpage containing general information relating to the use of your library, enter the URL for that Webpage here.

Click the “Update” button near the top of the screen.

Wait a moment for the record to be updated. When you see the message: “Participant Record Successfully Updated!” appear at the top of the form, close the window.