Borrower's ILL Status Definitions

Status
Definition
Result if No Action is Taken
Awaiting Lenders
The system is searching all libraries (union databases and Z39.50 targets) registered as potential lenders for your library in both the Preferred Lender List in your library’s Participant Record and the Lender Priority List in the System Wide Record for your consortium to populate the ILL request Lender List. Once “background processing” is completed, and the Lender List for the request has been generated, the request is automatically moved to the Awaiting Approval status category, or is forwarded to the first lender in the Lender List, depending on the ILL permissions granted to the requester.

You may update an Awaiting Lenders request by selecting one of the following options from the Status menu:

Add Lender list – This option permits staff to add one or more Library Codes to the lender list.
    ○ Selecting this option sets lender’s status to Pending.

Add Lender list Mediated – This option permits staff to add one or more Library Codes to the lender list.
    ○ Selecting this option sets borrower’s status for this request to Awaiting Approval

Cancel – This option indicates the ILL request is cancelled.
    ○ Selecting this option sets borrower’s status for this request to Cancelled. The system automatically deletes Cancelled requests after a preset period of time (set in the             System Wide Record) has expired.

 Delete – This option flags the associated request for deletion. The request is deleted during midnight processing.

Awaiting Lenders status is available only if your library or consortium has enabled the optional “Enhanced Request This Item” functionality.
Not applicable
Awaiting Approval
Request is awaiting approval before being sent to lenders. Automatic Approval may beset by System Administration. You may respond to an Awaiting Approval request by selecting one of the following options from the Status menu:

Approved - Send – This option indicates the ILL request has been approved by appropriate library staff, and the request is forwarded to the specified lender(s).        ○ Selecting this option sets lender’s status for this request to Pending.When Approved - Send is selected from the Borrower’s Awaiting Approval List,and the associated request(s) has an invalid lender list (the lender list is empty or contains invalid lenders), the message “One or more requests do not contain valid lenders. Those requests have not been sent.” displays. The associated request(s) remain in the Awaiting Approval status category when the update is submitted.

Cancel – This option indicates the ILL request is cancelled.
    ○ Selecting this option sets borrower’s status for this request to Cancelled.

Delete – This option flags the associated request for deletion. The request is deleted during midnight processing.

 ILL Review – For systems that have enabled the optional “Modify Existing Request” functionality, this option allows for editing of the ILL Request
    ○ Selecting this option sets borrower’s status for this request to ILL Review.

The ILL Review option is available only to Library Super Users or Customer Super Users.
Stays in Awaiting Approval for 730 days.
Not Received
Borrower has not received item from lender, and deadline (days to supply) has expired. You may respond to a Not Received request by selecting one of the following options from the Status menu:

Received – This option indicates the requested material has been received from the lender.
    ○ Selecting this option sets borrower’s status for the ILL request to Received.

Lost – This option indicates that the item has been lost by the patron, the borrowing library, or lost in transit.
    ○ Selecting this option sets lender’s status for the ILL request to Lost.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical status of the associated item before designating the item as Lost.
Stays in Not Received for 730 days.
Not Received/Overdue
Lender has sent an Overdue notification to borrower for an item that has not yet been received by borrower.

Received – This option indicates you have received the item.
    ○ Selecting this option sets borrower’s status for the ILL request to Received.

Lost – This option indicates that the item has been lost in transit.
    ○ Selecting this option sets lender’s status for the ILL request to Lost.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical status of the associated item before designating the item as Lost.
Stays in Not Received/Overdue for 730 days.
Accepted Renewal
Lender allows borrower to renew loan. You may respond to an Accepted Renewal request by selecting one of the following options from the Status menu:

Returned – This option indicates you have shipped the borrowed material back to the lender.
    ○ Selecting this option sets lender’s status for the ILL request to Returned.

Renewal – This option indicates you are requesting another extension of the loan for the borrowed material.
    ○ Selecting this option sets lender’s status for the ILL request to Renew Pending.

Lost – This option indicates the patron who borrowed the material has reported the material as lost.
    ○ Selecting this option sets lender’s status for the ILL request to Lost.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical status of the associated item before designating the item as Lost.
Midnight Processing moves request to Overdue after Days to Return has passed.
Recalled
Lender needs item returned before due date. You may respond to a Recalled request by selecting one of the following options from the Status menu:

Returned – This option indicates the recalled material has been returned to the lender.
    ○ Selecting this option sets lender’s status for the ILL request to Returned.

Received – This option indicates the recalled material has been received from the lender. (You may select this option in the event an item is recalled before the item is received from the lender.)
    ○ Selecting this option sets borrower’s status for the ILL request to Recalled.

Lost – This option indicates the patron who borrowed the material has reported the material as lost, or that you suspect the item has been lost in transit.
    ○ Selecting this option sets lender’s status for the ILL request to Lost.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical status of the associated item before designating the item as Lost.
Midnight Processing moves request to Overdue after Days to Return has passed.
Unfilled
Borrower’s request has been submitted to all lenders in the Lender List, and has not/will not be filled by any lender or was changed to Unfilled after the deadline has expired. You may respond to an Unfilled request by selecting one of the following options from the Status menu:

Approved-Send – This option indicates the ILL request has been approved for resubmittal by appropriate library staff, and the request is forwarded to the specified lender (s).
    ○ Selecting this option sets lender’s status for this request to Pending.
    ○ You must enter the lenders to whom you wish to submit the request in the Lender List on the Full Record Display for the request. You may resubmit the request to the                 same lenders, or send the request to different lenders.

You may need to change the Need By date on the Full Record Display for the ILL request to prevent the request from being placed in Expired status.

Delete – This option flags the associated request for deletion. The request is deleted during midnight processing.

The Full Record Display for requests with a status of Unfilled includes a For Patron: Why Request was not Filled field. Text entered in this field is viewable by the patron through the ILL Request Tracking feature. Text is displayed to the patron in the Status field under the heading Note from library staff. This field is intended to allow library staff to inform the patron of the reason(s) the request was not filled.
Midnight Processing moves request to Expired after Need by date for the request has passed.
Shipped
Lender has shipped requested title to borrower. You may respond to a Shipped request by selecting one of the following options from the Status menu:

 Received – This option indicates you have received the requested material.
    ○ For Returnable (loan) requests, selecting this option sets borrower’s status for the ILL request to Received.
    ○ For Non-returnable (copy) requests, selecting this option sets borrower’s status for the ILL request to Complete.

Lost – This option indicates that the item has been lost by the patron, the borrowing library, or lost in transit.
    ○ Selecting this option sets lender’s status for the ILL request to Lost.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical status of the associated item before designating the item as Lost.

 Cancel Shipped Request – This option indicates the ILL request for an item that has been shipped is cancelled.
    ○ Selecting this option sets borrower’s status for the ILL request to Cancel Shipped Request.
Midnight Processing moves request to Not Received after the Days to Supply has passed.
Complete 
Lender has received material returned by borrower (ILL transaction is complete). The system will automatically delete Complete requests after a preset period of time (set in the System Wide Record – Finished Requests Deleted in) has expired.

 Lost – This option indicates that you suspect the item has been lost in transit.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical statusof the associated item before designating the item as Lost.

Delete – This option flags the associated request for deletion. The request is deleted during midnight processing.
Stays in Complete for 730 days.
Conditional
Lender can supply the requested item subject to the conditions specified. You may respond to a Conditional request by selecting one of the following options from the Status menu:

Accept Condition– This option indicates you accept ALL conditions specified by the lender, and the lender may continue processing the request. You may wish to add a note in the History Notes to confirm acceptance of conditions, agree to the shorter loan period, indicate the delivery service to return the loaned item, etc.
    ○ Selecting this option sets lender’s status for the ILL request to Pending.

 Reject Condition– This option indicates you do not accept ALL conditions specified by the lender.
    ○ Selecting this option forwards the ILL request to the next lender in the Lender List for this request. If the current lender is the final lender in the Lender List,selecting this            option sets borrower’s status for the ILL request to Unfilled.
Stays in Conditional for Days to Respond or until need-by date expires.
ReceivedBorrower has received item from lender. You may respond to a Received request by selecting one of the following options from the Status menu:

Returned – This option indicates you have shipped the borrowed material back to the lender.
    ○ Selecting this option sets lender’s status for the ILL request to Returned.

Renewal – This option indicates you are requesting an extension of the loan of the borrowed material.
    ○ Selecting this option sets lender’s status for the ILL request to Renew Pending.

Lost – This option indicates the patron who borrowed the material has reported the material as lost.
    ○ Selecting this option sets lender’s status for the ILL request to Lost.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical status of the associated item before designating the item as Lost.
Midnight Processing moves request to Not Received after the Days to Supply has passed.
Rejected Renewal Lender denies renewal of loan. You may respond to a Rejected Renewal request by selecting one of the following options from the Status menu:

Returned – This option indicates you have shipped the borrowed material back to the lender institution.
    ○ Selecting this option sets lender’s status for the ILL request to Returned.

Renewal – This option indicates you are requesting an extension of the loan of the borrowed material.
    ○ Selecting this option sets lender’s status for the ILL request to Renew Pending.

Lost – This option indicates the patron who borrowed the material has reported the material as lost.
    ○ Selecting this option sets lender’s status for the ILL request to Lost.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical statusof the associated item before designating the item as Lost.
Midnight Processing moves request to Overdue after Days to Return has passed.
Overdue Borrower has not returned item to lender, and due date has expired. You may respond to an Overdue request by selecting one of the following options from the Status menu:

Returned – This option indicates you have shipped the borrowed material back to the lender institution.
    ○ Selecting this option sets lender’s status for the ILL request to Returned.

Renewal – This option indicates you are requesting an extension of the loan of the borrowed material.
    ○ Selecting this option sets lender’s status for the ILL request to Renew Pending.

Lost – This option indicates the patron who borrowed the material has reported the material as lost.
    ○ Selecting this option sets lender’s status for the ILL request to Lost.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical status of the associated item before designating the item as Lost.
Stays in Overdue for 730 days.
ExpiredNeed By date for the request has passed and the lender has not responded. You may respond to an Expired request by selecting one of the following options from the Status menu:

Approved-Send – This option indicates the ILL request has been approved for resubmittal by appropriate library staff, and the request is forwarded to the specified lender (s).
    ○ Selecting this option sets lender’s status for this request to Pending.
    ○ You must enter the lenders to whom you wish to submit the request in the Lender List on the Full Record Display for the request. You may resubmit the request to the same     lenders, or send the request to different lenders.You may need to change the Need By date on the Full Record Display for the ILL request to prevent the request from being         placed in Expired status.

Received – This option indicates you have received the requested material.
    ○ For Returnable (loan) requests, selecting this option sets borrower’s status for the ILL request to Received.
    ○ For Non-returnable (copy) requests, selecting this option sets borrower’s status for the ILL request to Complete.

Lost – This option indicates that the item has been lost by the patron, the borrowing library, or lost in transit.
    ○ Selecting this option sets lender’s status for the ILL request to Lost.

Depending on the standard practices and procedures for your consortium, it maybe necessary to contact the lender to aid in determining the actual physical statusof the associated item before designating the item as Lost.

ILL Review – For systems that have enabled the optional “Modify Existing Request” functionality, this option allows for editing of the ILL Request (see Modifying an Existing Request on page 66 for details).
    ○ Selecting this option sets borrower’s status for this request to ILL Review.

The ILL Review option is available only to Library SuperUsers or Customer SuperUsers.
Stays in Expired for Days to Delete
Retry Lender asks that borrower resubmit the ILL request at a later date. You may respond to a Retry request by selecting one of the following options from the Status menu:

Approved-Send – This option indicates the ILL request has been approved by appropriate library staff, and the request is forwarded to the specified lender (s).
    ○ Selecting this option sets lender’s status for this request to Pending.

You may need to change the Need By date on the Full Record Display of the ILL request to prevent the request from being placed in Expired status.

Delete – This option flags the associated request for deletion. The request is deleted during midnight processing.

The Full Record Display for requests with a status of Retry includes a For Patron: Why Request was not Filled field. Text entered in this field is viewable by the patron through the ILL Request Tracking feature. Text is displayed to the patron in the Status field under the heading Note from library staff. This field is intended to allow library staff to inform the patron of the reason(s) the request was not filled.

ILL Review – For systems that have enabled the optional “Modify Existing Request” functionality, this option allows for editing of the ILL Request (see Modifying an Existing Request on page 66 for details).
    ○ Selecting this option sets borrower’s status for this request to ILL Review.

The ILL Review option is available only to Library SuperUsers or Customer SuperUsers
Midnight Processing moves request to Expired after Need by date for the request has passed.
Cancelled Request has been cancelled by borrower and will not be sent to any remaining lenders in the Lender List. The system automatically deletes Cancelled requests after a preset period of time (set in the System Wide Record) has expired. You may respond to a Cancelled request by selecting one of the following options from the Status menu:

 Approved-Send – This option indicates the ILL request has been approved by appropriate library staff, and the request is forwarded to the specified lender(s).
    ○ Selecting this option sets lender’s status for this request to Pending.

You may need to change the Need By date on the Full Record Display of the ILL request to prevent the request from being placed in Expired status.

Delete – This option flags the associated request for deletion. The request is deleted during midnight processing.

The Full Record Display for requests with a status of Cancelled includes a For Patron: Why Request was not Filled field. Text entered in this field is viewable by the patron through the ILL Request Tracking feature. Text is displayed to the patron in the Status field under the heading Note from library staff. This field is intended to allow library staff to inform the patron of the reason(s) the request was not filled. 

ILL Review – For systems that have enabled the optional “Modify Existing Request” functionality, this option allows for editing of the ILL Request (see Modifying an Existing Request on page 66 for details).
    ○ Selecting this option sets borrower’s status for this request to ILL Review.

The ILL Review option is available only to Library SuperUsers or Customer SuperUsers.
Midnight Processing moves request to Expired after Need by date for the request has passed.
ILL ReviewThe ILL Review status is available only for systems that have enabled the optional “Modify Existing Request” functionality.

Borrower has determined that the bibliographic record associated with the ILL request is not for the correct item. You may respond to an ILL Review request by selecting one of the following options from the Status menu:

Before changing item status, the ILL Request should be manually edited or “moved” to a different bibliographic record (see Modifying an Existing Request on page 66 for details).

Approved - Send – This option indicates the ILL request has been approved by appropriate library staff, and the request is forwarded to the specified lender(s).
    ○ Selecting this option sets lender’s status for this request to Pending.

Cancel – This option indicates the ILL request is cancelled.
    ○ Selecting this option sets borrower’s status for this request to Cancelled.

Delete – This option flags the associated request for deletion. The request is deleted during midnight processing.
Stays in ILL Review for 730 days.
ILL Review Awaiting Lenders
The ILL Review Awaiting Lenders status is available only for systems that haveenabled the optional “Modify Existing Request” functionality.

The system is searching all libraries (union databases and Z39.50 targets) registered as potential lenders for your library in both the Preferred Lender List in your library’s Participant Record and the Lender Priority List in the System Wide Record for your consortium to populate the ILL request Lender List for requests updated from ILL Review status using an alternate bibliographic record (see Modifying an Existing Request on page 66 for details). Once “background processing” is completed, and the Lender List for the request has been generated, the request is automatically moved to the Awaiting Approval status category, or is forwarded to the first lender in the Lender List, depending on the ILL permissions granted to the requester.

You may update an ILL Review Awaiting Lenders request by selecting one of the following options from the Status menu:

ILL Review – This option indicates the borrower has determined that the bibliographic record associated with the ILL request is not for the correct item.
    ○ Selecting this option sets borrower’s status for this request to ILL Review.
Not applicable
Cancel Shipped Request
Request for an item shipped by a lender has been cancelled by borrower. You may respond to a Cancel Shipped Request request by selecting one of the following options from the Status menu:

Received – This option indicates you have received the requested material.
    ○ For Returnable (loan) requests, selecting this option sets borrower’s status for the ILL request to Received.
    ○ For Non-returnable (copy) requests, selecting this option sets borrower’s status for the ILL request to Complete.

Returned – This option indicates you have shipped the borrowed material back to the lender.
    ○ Selecting this option sets lender’s status for the ILL request to Returned.
Stays in Cancel Shipped Request for 730 days
Patron Renewal Requests
The Patron Renewal Requests status category is shown only for libraries and consortia that have enabled the optional “Mediated Patron Renewal Requests” feature.

Patron has submitted a “renewal” request (from the ILL Request Tracking screen) for an item on initial loan. You may respond to a Patron Renewal Request by selecting one of the following options from the Status menu:

Renewal - This option indicates the patron’s request for renewal is approved and the borrower will request a renewal from the lender.
    ○ Selecting this option sets lender’s status for the ILL request to Renew Pending.

Deny Patron Renewal - This option indicates the patron’s request for renewal is denied.
    ○ Selecting this option sets borrower’s status for the ILL request to Received.

Requests with patron renewal requests are also included in the Received and Overdue statuses. To accept or deny a patron renewal request, you must go into the Patron Renewal Requests status, not Received or Overdue.
The number of days varies.
Patron Cancellation Requests
The Patron Cancellation Requests status category is shown only for libraries and consortia that have enabled the optional “Patron Cancellation of ILL Requests” feature.

Patron has submitted a “cancel” request (from the ILL Request Tracking screen) for an ILL request with a current status of Awaiting Approval, Pending or Will Supply/In Process. You may respond to a Patron Cancellation Request by selecting one of the following options from the Status menu:

 Cancel - This option indicates you accept the patron’s cancellation request, and the ILL request is cancelled.
    ○ Selecting this option sets borrower’s status for the ILL request to Cancelled.

The Cancel option is available only when the status of the ILL request at the time the patron requested the cancellation was Awaiting Approval.

Request Cancel - This option indicates you accept the patron’s cancellation request, and the current lender is notified of the cancellation request. The lender must accept the cancellation before the ILL request is cancelled.
    ○ Selecting this option sets lender’s status for the ILL request to Pending Cancel. The lender must accept the cancellation before the ILL request is cancelled.

The Request Cancel option is available only when the status of the ILL request at the time the patron requested the cancellation was Pending or Will Supply/In Process.

Deny Patron Cancellation -This option indicates you do not accept the patron’s cancellation request, and the request is processed in the normal manner.

The Full Record Display for requests with a status of Patron Cancellation Requests includes a For Patron: Why Request was not Filled field. Text entered in this field is viewable by the patron through the ILL Request Tracking feature. Text is displayed to the patron in the Status field under the heading Note from library staff. This field is intended to allow library staff to inform the patron of the reason(s) the request was not filled.
The number of days varies.
Passed to Local System
The Passed to Local System status category is available only for libraries and consortia that have enabled the optional “Network Handling” feature.

Request has been passed to the local library system for fulfillment. You may respond to a Passed to Local System request by selecting one of the following options from the Status menu:

Delete – This option flags the associated request for deletion. The request is deleted during midnight processing.
Stays in Passed to Local System for Days to Delete.