Receiving and Returning ILL Items
 Sue Kaler
 Interlibrary Loan Supervisor
 Wellesley Free Library
 skaler@minlib.net
Items should be shipped directly to
the Requesting Library
 Wellesley ILL will create OCLC constant data with
your library’s address
 Lenders should ship directly to you
 You will have to inform Wellesley ILL when you receive
the requested item
 You will have to inform Wellesley ILL when you return
the item to the lender
 Wellesley ILL can mediate between you and the lender
in case of issues
When you receive an item
 Was it shipped to the correct place?
 Is it for your patron?
 Is it the correct item?
 Check editions and publication date
 Check format
 Are there condition issues?
 Is it complete?
 How many parts, pieces, inserts, etc. does it have?
 Is it a book with a disc inserted?
 Contact Wellesley ILL with issues
What about the lender?
 Who is the lender?
 Have they imposed restrictions?
 In-library use only
 No renewals
 Needs boxed return
 Needs trackable return from USPS or Fedex/UPS
 Must be insured for return
 Did they provide a return address?
 What if there is none?
Sources of Return Addresses
 Packaging
 Paperwork
 Massachusetts Delivery Directory
http://www.masslibsystem.org/deliveryindex.htm
 OCLC WorldCat Registry
http://www.worldcat.org/registry/Institutions
 Advanced Search
 OCLC Symbol
 Google and Telephone
What about the due date?
 What does the due date mean?
 Where do you find a due date?
 Special circumstances:
 Library of Congress due dates
 University of Mass Amherst due dates
 Do they really mean No Renewal?
What information does Wellesley
need?
 The ILL Request Number
 This is not the Illiad Transaction Number
 Enough of the author & title to identify the item
 Contents out of the ordinary
 Number of parts or reels, CD-Rom not sent, etc.
 Condition problems
 Where it came from
 When you think it is due
 Amount you were charged
Received Form
 Bookmark this URL
http://www.wellesleyfreelibrary.org/catalog/
ill-received-form.asp
 Use this form for reporting items you have
received that are, indeed, for you
 If you think you did not request
something, please email us directly
To inform us you are returning
Use the returned form at this
URL
http://www.wellesleyfreelibrary.
org/catalog/ill-returnedform.asp
We need much less information
Alternate checkbox method to
receive and return
 Log in as if to make an ILL request at
http://www.wellesleyfreelibrary.org/Regional/Interlibrary_Lo
an_Request_Form.html
 Click on “check the status of your ILL items”
 There are check boxes for
 Received this item
 Request Renewal
 Returned this item
 There is a button at the bottom to send your updates
How to return items
 Many items come through delivery and can be
returned through delivery
 Packaging for delivery

We want them to keep lending to us
 Some items come through the mail, but can be
returned by delivery
 Why do certain libraries avoid shipping via delivery but
not mind delivery returns?


Simplicity for their student workers?
Speeding the item to the patron?
Using the U.S. Postal Service
 Library Rate is not always the cheapest
 You pay for the first whole pound
 First Class is cheaper for very light items
 This is true up to about 8 ounces
 Check rates at http://www.usps.com/
 Click and Ship versus postage meters
 Endicia
 Flat rate boxes for Priority Mail
 Insurance and tracking
Returning to Alaska or Hawaii
 Library Rate is extremely slow
 Priority or First Class is the way to go
 Check rates for Flat Rate versus your
packaging
 Flat Rate envelopes
 Flat Rate boxes of several sizes
 It gets quite expensive beyond the lightest
items
Returning to Canada
 Library Rate is not an option
 The only options are First Class International or
 Priority Mail International
 Consider Flat Rate envelopes or boxes
 A U.S. Customs form is needed
 Green up to four pounds, white above that
 A certain text is needed for Canadian customs
 If this is neglected, the Canadian library has to pay
customs fees
Canadian customs text
Attn: Revenue Canada
Tariff: 9993.00.00
GST Code 51
International Loans Between Libraries
(International Act of 1978)
No Commercial Value:
Any Value Stated Is For Insurance Purposes Only
Text for National Library of
Canada’s items
Attn: Revenue Canada
Tariff: 9813.00.00 or 9814.00.00
GST Code 66
Property of the National Library of Canada returned
on Interlibrary Loan
UPS or Fedex
 Certain libraries require return via UPS or Fedex
 Library of Congress, Princeton, the Navy Department
library in Washington, DC, etc.

This is either because mail is irradiated, materials are deemed
to be safer in the hands of a courier, speedy delivery is needed
or proof of return is desirable.
 In almost all cases UPS Ground or Fedex Ground is OK
 These items are automatically insured to a certain limit
and extra insurance can be purchased
 Costs vary by weight and distance
U.S. Postal Service Options
 You can get tracking via the post office
 You can get delivery confirmation via the
post office
 You can get insurance via the post office
 In some cases, some combination of these
services may substitute for UPS or Fedex
 LC is OK with this although they prefer UPS