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COVID-19: Managing Temporary ILL Closures in Illume (SHAREit V6)

March 16, 2020

For libraries or institutions impacted by COVID-19, we'd like to remind you of several options for managing your Interlibrary Loan requests & temporary closures within Illume.

Lending & Borrowing Temporary Closure Tips:

  • Lending Temporary Closures - Temporarily deflect new loan requests sent to your Lender Pending by updating the Holiday List with your closure dates. We recommend adding an End Date longer than expected as you can easily remove it and return to full service at any time. Reminder: "Maintain Participant Record" has been renamed "Participant Record' but is otherwise the same as in V5.
  • Borrowing Suspensions - Temporarily suspend new Borrower requests by deactivating guest Patron-initiated requesting within your Staff Dashboard > ILL Admin > Participant Record > Show Request This Button un-check "Guests".

COVID-19 Home Page or Footer Notice Tips:

  • COVID-19 Home Page Notice - Add a special notice to your Illume Home Page to let your patrons know of temporary service interruptions due to COVID-19. Check-out our new COVID-19 Notice example video (no sound) [MP4; 4m32s] and please let us know if you'd like assistance adding a notice.
  • UX Admin - Update your Home Page or Footer to include notifications of any Interlibrary Loan suspensions or delays in service due to possible closures within our system. Important: Auto-Graphics has updated how Footers are managed in UX Admin -- If you'd like to add or edit your Footer please contact us directly.

Managing Requests During COVID-19 Closures:

  • System-wide Settings: We have temporarily extended the system-wide consortial settings within SHAREit, so requests that would normally delete within 90 days will now remain twice as long. Requests, such as Complete or Expired, which are automatically deleted by the system are now retained for 180 days. We hope this will allow libraries to return to service without worrying that Need by (Expiry) dates will automatically cause ongoing requests to be deleted. For libraries with large request numbers that may be impacted by increased Title Browse load times due to this change - please contact us for assistance.
  • Request Manager Workflow: Many libraries have also made great suggestions for managing requests during this time! Among them recommendations that Borrower libraries update Received requests with the "Renewal" status. And if possible, Lender libraries please mark those requests as "Accept Renewal" and do not mark requests as "Lost". Have additional suggestions to help member libraries use the software in ways that keep our system & ourselves healthy? Contact us!
  • Lender Policy Renewal Rejections: Some lender libraries have their system Lender Policy set-up to automaticallly reject requests for Renewals. We recommend they temporarily allow renewals during Covid-19 closures so borrower libraries can easily request renewals. Login as an Admin and locate the lending policy under Staff Dashboard > ILL Admin > Participant Record > Lending. Update formats such as Books to "Y" in the "Renew" column and click "Submit" to save. Contact us for assistance!

Non-returnable (Copy) Requesting Only Tips:

  • Direct Delivery of Article Requests - For libraries supplying Non-returnable (copy) requests, this is a reminder that you can use the Desktop Delivery feature within SHAREit to deliver lender attached articles directly to your patrons with Guest ILL Tracking or through Patron Notices.
  • Lending Policy - The Lending Policy allows your library to deflect requests based on Format (eg. Book) while allowing requests created from Non-returnable (copy) formats such as Serials and Newspapers.
  • Borrowing Policy - The Borrowing Policy can be set-up to block Patrons and/or Staff from creating new requests based on Format (eg. Book); while still allowing requests to be created for Non-returnable (copy) formats such as eSerial and Periodical.

If you have any questions or would like assistance updating your Illume please don't hesitate to contact us. The Illume Administrative Support Centre will continue to remain open!

Libraries/Institutions Temporarily Suspending Interlibrary Loans

Check-out our list of libraries accepting Returns or open for new requests here:

The following list may not be complete; please contact a library directly for additional information.