The MassCat system automatically sends an email notice to libraries when they receive a new ILL request. The email message contains wording similar to the message below:
“A new ILL request (RequestID: ######) has been received for Your Library Name (XXXX). To process the ILL request, please log into ILL Administration or see your library's interlibrary loan administrator.”
“This automated notification has been sent to you because your e-mail notification option has been enabled within the Auto-Graphics ILL Participant record for your library.”
The email message your library receives will have an actual request ID number and your library’s name and code will be contained in the message. Once you have received the email message, follow the steps below to respond to the request.
Note: You must respond to an ILL request within FOUR DAYS of receiving the request. If you do not respond to the request within four days, the request will be moved on to the next library in the lending string (if there is one) by the ILL system.
How to Respond to an ILL Request:
Login to MassCat using your library code, username and password:
Click on the “Staff Menu” button on the toolbar:
Click on the “Status Browse” option on the menu at the left side of the screen:
A split window will appear with Borrower status information on the left side and Lender status information on the right side. Click on the blue link called “pending” on the LENDER side of the window. This is the list on the right. (Note: You can click on either the “Pending (By Title)” link or the “Pending (By Call Number)” link. It makes no difference.):
You will be presented with a listing of titles that libraries are requesting a loan for. Depending upon the level of activity in your ILL account, there may be only one title in this list or there may be several titles in this list:
Click on the title to view the ILL request. The request form is larger than the window. You will need to scroll down window to view the entire request:
Select your response from the drop down list in the “Status” window. Click on the arrow to get the list:
Definitions of Possible Responses:
In Process – Request has been accepted by lender but has not yet been filled. (Note: If you choose this response, you will need to log back into this request and change the status to “SHIPPED” once you send the item to the borrowing library. Failure to change the status to “SHIPPED” will prevent the borrowing library from finishing the ILL transaction when they receive the item at their library.)
Will Supply – Lender will supply requested title to borrower. (Note: If you choose this response, you will need to log back into this request and change the status to “SHIPPED” once you send the item to the borrowing library. Failure to change the status to “SHIPPED” will prevent the borrowing library from finishing the ILL transaction when they receive the item at their library.)
Shipped – Lender has shipped requested title to borrower.
Not on Shelf – Title is part of lender’s collection, but is currently unavailable for loan. If you choose this response, the system will automatically move the request to the next library in the lending string.
Not in Collection – Title is not part of lender’s collection. If you choose this response, the system will automatically move the request to the next library in the lending string.
Not Lendable – Title is not part of lender’s circulating collection. If you choose this response, the system will automatically move the request to the next library in the lending string.
Retry – Lender is currently unable to supply requested title, but may be able to supply at a later date. If you choose this response, the system will automatically move the ILL request to the next library in the lending string and will only return the request to your library if no other library is able to fill the request.
Once you have chosen a response for the request, click on the “Submit” button at the top of the screen.
After a moment or two you will receive the message: “Request number ###### has been updated.”
Note: If you have chosen “Shipped” as your response, you should immediately prepare the item for shipping and place the item either in the mail or into your delivery bin as soon as possible.
You may continue responding to other ILL requests if necessary, or you may log out of the system.