1) Receiving Requests

Requests are usually received in two forms: paging slips generated by home library catalogues and Interlibrary Loan (ILL) requests. Norlin Library sends Prospector paging slips to PASCAL but all other paging slips are downloaded directly from each library’s catalogue. 

a)    Norlin Requests

(1)  An item list search for Norlin holds on PASCAL items must be performed each morning before that day’s requests are pulled.  To create this list, it is necessary to follow the following steps:

(a)  Telnet via Anzio Lite software to Chinook (the Norlin catalogue).

(b)  Log into M (MANAGEMENT Information).

(c)  Choose L for Create LISTS of Records.

(d)  Key in initials and password.

(e)  Choose file 43.

(f)   Choose N for NEW BOOLEAN Search, Delete the Review File.

(g)  Type 18 for the location field, a for and, and forward slash 8 for holds.

(h)  Type s for Start Search.

(i)    Name search according to the following format: PASCALmkmmddyyholds.

(2)  List search of more than three million Chinook records lasts approximately three hours.  Once search is finished, each item record must be reviewed as follows:

(a)  If status field of an item record is “-“, then item must be retrieved.

(b)  If status field of an item record is ”m”, then item must be retrieved.

(c)  If status field of an item record is “t” or “!”, then item has already been sent to requesting library. 

(d)  If status field of an item record is “( “, then item is a Prospector request and must be retrieved.  

(e)  Print out item records for all items that must be retrieved.   

ILL requests are received throughout the day via fax and Ariel. PASCAL staff pull requests from the stacks twice daily, once in the morning and once in the afternoon.  Any requests received after 3:00 p.m. will not be processed until the next day. 

b)   Requests From Other Libraries

(1)  Paging slips for items owned by libraries other than Norlin can be downloaded from the PRINT Paging Slips option located in the CIRCULATION Subsystem in ADDITIONAL circulation functions.  Both standard paging slips and Prospector paging slips can be printed from the PRINT paging slips menu.  Once a week it is necessary to create a list of PAGED TOO LONG items under the INN-Reach functions menu under the INN-Reach Reports and additional functions menu.   It is also a good idea to run a search once a week under HOLDS management in the CIRCULATION Subsystem to VIEW outstanding holds to be sure that all PASCAL holds have been retrieved and sent to requesting libraries.

2)    Retrieval of Requested Items

a)    Highlight the PASCAL barcode on each request.  Use the home catalogue to look up the depository barcode if it does not appear on the request.  Highlight Ariel address if one is given on the request.  Sort requests first by range and then by section.  Start pulling requests.

b)            Books and Bound Journals

              Retrieve and place paging slip in book.

c)    Articles 

Make sure article title, author, and page numbers match the request form and check the serial’s index, if they do not.  If the requested article cannot be found, consider it an incorrect citation.  Write “bad cite” on the request. The request will be returned by Ariel or faxed back to the lending library. If request information matches the article, place the request form at the end of the article.

Bring pulled materials to the processing area.  Place books and bound journals that need to be sent out in a separate stack so that they can be discharged and placed in transit.  Place items to be copied by the copy machine.

3)  Processing Retrieved Requests

a)    Books  

(1)  Log into the home library’s catalogue via Anzio Lite software and follow these steps:

(a)  Select CIRCULATION Subsystem. 

(b)  Key in initials and password. 

(c)  Choose Check-IN, and then Patron NOT Present. 

(d)  Scan the barcode of the book to discharge it and print the in transit slip. 

(e)  Make one copy of the paging slip, keep the original, stamp it with the current date and send the other with the book. 

(f)    Check the paging slip for the pick-up location

(g)  Write the pick-up in the To field on the book band.

(h)  Put the name of the patron in the patron field if available, last name first. 

(i)    Place a copy of the paging slip and the in transit slip in the book. 

(j)    Date stamp the band with the appropriate dates. 

(k)   Place books in tubs for CCLS pickup.

b)    Journal Articles  

(a)  All requested articles are sent by Ariel directly to the borrowing library unless specified otherwise.  Copy articles starting at the end of the article and going forward so that the article is in page number order when done.  Check the photocopy to make sure the copy is legible, entirely visible on each page and pages have not been skipped.  Do not copy advertisements. Enlarge articles whenever possible.  Check the request for an Ariel address.  Place photocopy face-down on the scanner. Click on scan icon in the upper left-hand corner of the screen to bring up the send screen.  Type in the ILL number in the document I.D.field.  Type in the patron name on the request in the patron field.  If a patron name cannot be found, type the library’s symbol or name.  The document I.D. field and the patron field must be completed before the scanner will scan.  Place any comments you wish to send about the article in the note field (example: tightly bound).  Go to the destination field and type in the Ariel IP address or use the select button to choose one in the address book.  Click on OK and the article will automatically be scanned and sent.  The lending library must be notified when an article is Arieled directly to a third borrowing library.  A copy of the request is Arieled back to the lending library with a note stating the date it was sent.  If an Ariel address is not given on the request, the article will be sent directly to the lending library.  They can then forward the article on to the borrowing library.  If the article is to be faxed, enlarge the text and place the photocopy facedown on the fax machine.  Key in the phone number and press start.  A WATS number is required to send any long distance faxes.

4)  Reshelving

Reshelving returned material can be done while pulling the daily requests or separately at a later time.  The books and bound journals are sorted in order of PASCAL barcode, first by range, then by section.  Items located on the lower shelves can be reshelved separately without use of the order picker.  

5)  Statistics

Statistics are kept on all items sent from PASCAL.  Separate folders are kept for requests and items circulated in the PASCAL stats file located on the S drive.  Monthly charts indicate the origin of a request and the number of items circulated by each home library per day.  Articles that are sent via Ariel or fax are tallied in a separate folder named Ariel and faxes also available in the PASCAL stats folder.  Like requests for entire volumes, Ariel and fax statistics indicate the origin of a request and the ownership of the volume from which the article was copied.  Annual stats are also and available on the S drive in the PASCAL stats folder.   Daily statistics of the number of items reshelved are kept in the Reshelving folder located in the PASCAL stats folder in the PASCAL folder on the G drive.