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Statewide Interlibrary Loan: Statewide ILL

ILL Forms

For this summer, I suggest that we use a "brief ILL form." In the CT ILL Loan Policy (in the box directly above), the  "Pre-populated E-mail" column has a list of cells for "E-mail form." When you click an "E-mail form" cell in the policy, it should (theoretically) open an e-mail message and pre-populate the message with:

  • the “To” field pre-populated with the e-mail address,
  • the subject field pre-populated with “ILL Request -”
  • the body of the message pre-populated with these fields: Title:, Author:, Format:, Shelf Loc / Call #:, Other Info, and Ship to (incl. Ccar #).

This feature unfortunately will not work with all e-mail programs. It seems to work with most desktop versions of Outlook, but I’m not sure about other e-mail programs.

If the "E-mail Form" links in the CT ILL Loan Policy don't work, you can try the methods below.

Brief ILL Forms: Text File

You can create a text file and put it on your desktop. When you need it, you can open an e-mail and copy/paste the text from the file into the body of your e-mail message. Tip: when you create the file, add your library's "Ship to" information right into the text file so you don't have to re-type it each time you use it.

You can create a "Returnables" text file with these fields in the file:

Title:
Author:
Format:
Shelf Location / Call Number:
Other Info (ISBN, OCLC number, if known, etc.): 
Ship to (incl. Ccar #):

You can create a "Returnables" text file with these fields in the file:

Author of article:
Title of article:
Serial/Journal title:
Volume:
Issue:
Date:
Pages:
ISSN:
Other info (OCLC number, if known, etc.):
Ship to (incl. Fax):

Brief ILL Forms: Your E-mail Signature

You could copy and paste the fields immediately above (in the 'Text File' section) and make them your e-mail signature. When you open an e-mail message, you can then insert your signature which would be the brief ILL form. This works best if your e-mail system supports multiple signatures. Tip: when you create the signature, add your library's "Ship to" information right into the form so you don't have to re-type it each time you use it.

Brief ILL Forms: E-mail Template

The 2 links below should pre-populate the "Subject" and body of an e-mail message (does not work with all e-mail programs):

Brief ILL Forms: FAX Template

The links below are Word templates for ILL FAX requests.If you need to FAX a request to another library you can use your current ILL fax form or you can use the template below. I suggest you download the template, input your library's information, including the Ship to and Ccar route, onto the FAX template and then save the document to your computer. When you need to use the FAX form, you won't

The full ALA ILL forms are in the box "Other ILL Forms" at the bottom of this page.

Library Catalogs in Connecticut

Shared Connecticut Library Catalogs

Individual Connecticut Library Catalogs:

Alphabetical by library name:

Other Library Catalogs:

 

Connecticut Union List of Serials (CULS)

The Connecticut Union List of Serials (CULS) is a list of print and microfilm journal and newspaper holdings for close to 400 libraries in CT.  It is hosted and maintained at OCLC. There are approximately 60,000 titles and 150,000 holdings in CULS. 

There are 3 Excel versions of CULS below, each sorted differently:

  • Sorted Alphabetically by Title
  • Sorted by OCLC #
  • Sorted by ISBN/ISSN

Some things to keep in mind and some tips on using the Excel version of CULS:

  • The data is current as of mid January 2017. (Note: due to budget cuts, we no longer have a subscription to update the Union List past this date.  Libraries may maintain their holdings on OCLC directly with a subscription)
  • Each file is about 10 MB - they are on the large side.
  • Each file contains more than 155,000 rows.
  • It is abbreviated because the columns containing 'leader' information and publisher information, among a few others, were removed. This helped reduce the size of the file and there are only 7 columns in the spreadsheet. (There were more than 60 columns in the original files.)
  • Some titles, OCLC#s or ISBN/ISSNs are listed multiple times, i.e. appear on multiple rows. This is because there is one row for each library that owns the title (or OCLC# or ISBN/ISSN).
  • The summary of a library's holdings is in column F "Holdings Summary."
  • For the "Sorted by ISBN/ISSN" version - rows without an ISBN or ISSN are at the bottom of the sheet and they are alphabetical by title.
  • For the "Sorted Alphabetically by Title" version - the alphabetical arrangement is by Excel. Titles that start with symbols appear first on the list, followed by titles beginning with numbers, followed alphabetically A-Z. Also, for example, all of titles beginning with "A" are filed under the letter A and all titles beginning with "The" are filed under the letter T.

Ccar: Routing Slips

These are blank deliverIT CT routing slips in Word and PDF formats. You can use the Word version to edit the slip, for example by adding your library name and route number, before printing the slip.

For printing on letter size paper:

For printing on legal size paper:

Multi Copy Sets

The Excel spreadsheet below contains a list of 'book club titles." The list is by title, so you can quickly look up a title and see how many copies a library owns. It also contains a link to the library's catalog so you can see if the title is available (when I could create such a link) and a contact e-mail address.

The following libraries are represented in this list:

  • Acton Public Library, Old Saybrook (added 10/6/2016)
  • Blackstone Memorial Library, Branford (added 10/6/2016)
  • Easton Public Library (added 10/6/2016)
  • Groton Public Library (added 11/15/2016)
  • Manchester Public Library (added 10/6/2016)
  • Middletown Library Service Center (added 10/6/2016)
  • Miller Library, Hamden (added 11/14/2016)
  • North Haven Memorial Library (added 1/9/2017)
  • Norwalk Public Library (added 10/7/2016)
  • Ridgefield Library (added 10/7/2016)

Multi-Copy Requests

To subscribe to this list, send an email message to listserv@list.ct.gov, leave the subject line blank, type “subscribe csl-ct-ill” without quotes in the body of the message, and send it. You will receive an automated message which will require you to confirm your subscription request.    

Tip: To help organize your e-mail you might want to create a folder. Some e-mail systems have a feature that will automatically sort or send an incoming message to a folder. Here's a tip sheet with details on creating folders and sorting messages to a folder:

Borrowing Requests Log - Template

If you need a mechanism to keep track of what patron borrowed what item (so you know who to contact when the item arrives), you can use the Excel template below. You can download and save the Excel file to your local drive.

Bookstraps - Template

Here is a blank bookstrap in Word format. You can edit the bookstrap as you wish so that it suits your needs. 

Suggestions:

  • If you use the bookstraps as a lending library, you can fill out the "Lending library name" and "Ccar route" portions of the strap and then save the file on your computer.
  • If you use the bookstap as a borrowing library, you can fill out the return 'To..." Library name, town, and phone portions of the strap and then save it on your computer.

Please note: I omitted fields for patron name and contact info. You can add them if you wish, but two caveats relating to patron confidentiality:

  1. If the patron's name and contact information is on the bookstrap, you should shred the strap when you remove it.
  2. Patrons may not want to display their name and contact information on the cover of the book when it's in their possession, so they may be inclined to remove the bookstrap.

ILL Statistics - Template

If you will be tallying your filled and unfilled statistics and you need a tally sheet, you can use the templates below. You can save any of the templates on your local computer and modify them as you wish.

Other ILL Forms

Other Forms

The following 2 links will open blank ALA ILL Forms. The Word version is suitable to complete and attached to an e-mail message.

Modified ILL Form: E-mail Template - The documents below are in text format and are suitable for copy/pasting into an e-mail message.

Modified ILL Form: E-mail Template - The 2 links below should pre-populate the "Subject" and body of an e-mail message (does not work with all e-mail programs):

Interlibrary Loan Code

The Reference and User Services Association (RUSA) of the American Library Association (ALA) provides the Interlibrary Loan Code for the United States (linked below). The code was revised by the Codes, Guidelines, and Technical Standards Committee; and Sharing and Transforming Access to Resources Section (STARS) in 2008 and 2015. It was approved by RUSA Board January 11, 2016. 

The Explanatory Supplement to the code (also linked below) points out that the code "does not override individual or consortial agreements or regional or state codes which may be more liberal or more prescriptive. This national code is intended to provide guidelines for exchanges between libraries where no other agreement applies." Offline requests will fall under this code.

ILL - Items from the Service Centers

Contact

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