Unfilled or unfillable requests will resolve to one of four status; Retry, Unfilled, Expired, or ILL Review.

Unfilled

When a request has been marked as “Will Not Supply” by all of the available lenders, the request will resolve to the Unfilled status.

Requests in Unfilled can be processed as follows:

  • Approve-send : resubmits the requests to lenders in the Lender List
  • Delete:  sets the record to be deleted during the midnight record processing
  • ILL Review:  allows the request to be associated with a different bibliographic record
  • If no action is taken request will change to Expired after the Need By date has passed


 

Retry Status

A request will resolve to the Retry status under if any of these conditions happen after a lender list is constructed:

  1. The items are lendable, but unavailable at all of the libraries in the lender list, i.e. they are checked out.
  2. A potential lending library indicated that they were currently unable to supply the requested material, but may be able to supply the material at a later date.  They can indicate this by setting the request response to Retry or by selecting Will Not Supply and a nonterminal reason. 
  3. None of the staff at the libraries in the lender list responded to the request within the time limit.  The system assumes they may be able to provide the title in the future. 

Requests in Retry can be processed as follows:

  • Approve-send : resubmits the requests to lenders in the Lender List
  • Delete:  sets the record to be deleted during the midnight record processing
  • ILL Review:  allows the request to be associated with a different bibliographic record
  • If no action is taken request will change to Expired after the Need by date has passed


Retry and Patron’s My Account Status

Request in the Retry status appear in the patron’s account until filled, cancelled by the patron, deleted by staff, or becoming Expired.  Requests in Retry are included in the count of active patron requests. 


Patron Email Notification

Libraries have the option to send a patron email notification when an item goes into the Retry status.  It is not automatically enabled, the central office will need to configure it.  Keep in mind, if the patron notification email is activated for Retry, depending on the request, the patron may receive a Retry email only minutes after submitting their request. 


Staff Responsibility with Items in Retry Status

Staff should regularly set requests in Retry to Approve-send to continue to try and obtain the items for their patrons.  If the patron is no longer interested in an item, staff can set the requests in Retry to Delete.  Be sure to communicate with patrons, because they will not receive any notice if their request is deleted. 


If staff do not take action on a Retry request, the patron will not receive the item and, unless email notifications are enabled, they will not receive any information on the progress of their request. 

 

Expired

When the Need By date has passed and no lender has supplied item the request will resolve to the Expired status. 


A request will not be marked as Expired if the lender has taken action (for example, if the Need By Date passes while the item is Shipped, it will not Expire, but remain in Shipped).  Requests in Retry or Unfilled will move to Expired during the midnight processing after the Need By Date has passed. 


Requests in the Expired status can be processed as follows:

  • Approve-send :  Staff must manually enter a new lender list
  • Received:  sets the record to the Received status.  This may occur if a lending library supplied the request but neglected to set the request to Shipped.
  • ILL Review:  allows the request to be associated with a different bibliographic record
  • Lost: The use of this status is not recommended unless absolutely necessary.  If an item is lost, contact the Lending Library to resolve replacement costs. 
  • If no action is taken, the request will be deleted after 7 days

 

ILL Review

Sometimes it is helpful to associate a request with a different bibliographic record.  For example, a patron’s request may go unfilled or expire if the title is not available.  However, let’s say a large print edition of the same title is available and the patron does not mind the large print, a staff member can use the ILL Review status to re-send the patron’s request, this time with the record for the large print edition. 


When a request needs to be moved to a different bibliographic record, and the ILL Staff have the appropriate permissions, the request can be placed in the ILL Review status.  Requests in ILL Review can be associated with a new bibliographic record as follows:

  1. Make note the Request number from the Borrower’s ILL Review List

2. Search for and select the new record to be associated with the request

3. From the Detail record view select the “Modify Existing Request” button

4. In the “Modify Existing Request” pop-up window:

  1. Enter the Request ID
  2. Check the “Generate New Lender List” box.
  3. Click Save

You will then be notified that the request modification was successful.

5. Return to the ILL Admin dashboard and select ILL Review. 


6. To approve the request without review, select “Approve-send” from the status list for the title in Borrower’s ILL Review List


7. To review the request prior to sending, or to modify any request information, click to open the detailed view from the Borrower’s ILL Review List.

 

8. Make any desired modifications to the request, including the lender string


9. Select Approve-send and Submit the request.