Purpose: Instructions for sending out a reel of microfilm on Inter-library loan
1. Sort the requests into two categories—monographs and serials.
Check monographs to see if there is already a barcode on the microfilm box. If not, check with the Department's Library Assistant II for assistance. Monographs are mailed in their own cardboard boxes. Serials are transferred into metal tins so they can temporarily be assigned a barcode.
2. Check the reels out to Inter-Library Loan.
Section A: Sending out monographs using the barcode on the box.
When opening the Circulation module in Millennium, a window pops up that asks, “Print date due slips?” Select "No".
In the text box after “Key or Scan Item or Patron Barcode,” type “no-ill lending.” The “n” tells the system you’re about to type in a “name”; the rest is an abbreviation for Orono ILL. Press Enter or click on Search.
Master window for Millennium circulation module
Next, scan (or type) the barcode located on the microform box. A popup ← window titled "Message" will appear.
Select “Override” in that one also.
Change the due date by clicking on the button at the right that says “Change Due Date.” Select a new due date within the calendar, and click “OK.”
IMPORTANT: Go down to the Search / Holds Option in the sidebar on the left. If necessary, use the drop down menu next to the Index: field to search by b BARCODE. Scan the barcode on the reel.
Double click on the item record for this reel. (Below, this is the line highlighted in blue.)
Check the field labeled ICODE2. If it has a letter “n” there, change it to a dash. Then choose Close.
Monograph reels are now ready to be given to the ILL department to be mailed out.
Section B: Sending out serials using a barcode on a separate tin.
If the piece has been transferred to a tin, the system will not recognize the barcode. When you scan it, a large grey window comes up — almost the size of a full screen — labeled “Item-on-fly.”
Option One is to type the title to find the record for this item. The on-the-fly information will appear to the public when they access URSUS.
For newspapers, the correct record is typically one that has the word newspaper in brackets following the title.
You will be led though a series of prompts for information. The first one is location. Change it to "omic" and click on "Next".
From there, choose:
- Copy: leave at 1 and press Enter or click on Next.
- I type: change to 11 (for a microform rather than 1, which is a book) and click "Next".
- Call #: Not needed for a serial item. Click Next.
- Volume: All in CAPITAL LETTERS type the date range of the reel, and/or a reel number as the volume.
After typing this information and click "Next". This will end the series of prompts. Click on the Close icon in the upper right hand corner and Yes to save. Follow the instructions above to finish out the transaction. Choose "Override" and "Yes" to recognize that this is an On-the-fly transaction. Change the due date for all the reels being checked out.
Option Two is to create separate on-the-fly records for each reel being checked out. The disadvantage to this is that the records are suppressed from the public display. However, if you cannot quickly identify an appropriate record through a title search, you can select the "New" icon in the menu at the top of the screen.
A series of pop-up windows and prompts, much like those mentioned above, appear.
- The first prompt is for the author. This isn’t usually needed, and you can skip it by pressing Enter or clicking on "Next".
- You will then be asked for the title. This one is important. All in CAPS, type the full title and the dates of the reel.
- After clicking on "Next" once in a while a screen will come up indicating that the title you just typed closely matches another one already in the system and thus this might be a duplicate record. This is fine for an on-the-fly record. Just close this window (by clicking on the “Close” icon).
- The next window that pops up is labeled “Select Template.” From here, the procedure is the same as above. Go back to the "Note →" above and follow the instructions from there down.
- Scan the barcode on the next tin and repeat this process for all reels being sent out ILL.
Finally, close the ILL record so that others in the library can access it. If it is left open, everyone else is locked out of it.