The Minitex MNLINK ILL Committee recommends the following best practice guidelines for filling requests from Minitex:
Respond to the request as quickly as possible. When your library is unable to fill the request in a reasonable amount of time, please respond with report code 10 - “preferred delivery time not possible.”
Provide the most generous loan period possible and make sure to indicate the due date on the request slip. Include that with the item ensuring the borrowing request number and barcode information are visible when sending.
Libraries should loan entire volumes or seasons of series, unless the request indicates a specific volume is needed. If multiple volumes are being sent for one request, place a rubber band around the set, or place a copy of the request in each volume or audiovisual container.
If the entire multi-volume set is requested, but your library can only fill the first volume, note that when updating the request to “sent” on the ILL system and on the request.
Review renewal requests daily and grant them whenever possible.
Minimize recalls because it is often quicker to request the needed item via ILL than to recall. Consider noting that an item is not renewable on the request slip when shipping the item to the borrower.
Whether or not your library participates in the delivery system, please ensure the item is properly packaged.
For scans or electronic resources that your license allows you to use for filling interlibrary loan requests, please transmit them to Minitex using the following guidelines:
- Include the Minitex referral request number in the subject line (note that a copy or scan of the request is not necessary.)
- Transmit using your preferred software to firstname.lastname@example.org
Report codes for unfilled requests
Use these codes to notify Minitex of the reason you cannot fill a request.
1 In use/on loan/on hold
3 Not on the shelf / Temporarily missing
4 Not owned – title
5 Lacking volume / issue
6 Branch location not accessible
7 On order
8 Cost exceeds limit
9 Technical processing/mending/pending
10 Preferred delivery time not possible
11 Poor condition
12 At bindery
13 Volume/issue not yet available (use for print source only)
14 Not licensed to fill / publisher embargo / abstract only / e-book only (when loan is requested) / downloadable files (music / movies)
15 Required delivery service not supported
16 Prepayment required
17 Other unfilled reason - referral library did not supply a reason
19 Not found as cited
20 Send a photocopy of the source
22 Genealogical – submit names, cities, town, counties with copyright code
24 Too new to lend or refer
25 Lost or pages missing
26 On reserve for a class
27 Popular title / in constant demand
29 No response/reply from referral lending library
33 In use. Cannot refer to Wisconsin academic libraries
34 Location temporarily inaccessible
35 Location not accessible to Minitex