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

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: https://illumebc.ca/news-events/news/2020/05/covid-19-re-opening-interlibrary-loan-services-illume-shareit-v6#libraries

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

• BC Institute of Technology (March 23rd: Suspended ILL services for Returnable (loan) materials ; June 30th accepting returns of materials)
• Beaver Valley Public Library (March 19th: Suspended all ILL services)
• Bowen Public Library (March 17th: Suspended all ILL services)
• Burnaby Public Library (March 17th: Suspended all ILL services)
• Camosun College (March 23rd: Suspended ILL services for Returnable (loan) materials)
• Capilano University (March 18th: Suspended ILL services for Returnable (loan) materials ; May 22nd accepting returns of materials.)
• College of New Caledonia (March 20th: Suspended ILL services for Returnable (loan) materials ; July 27th accepting returns of materials)
• Coquitlam Public Library (March 17th: Suspended all ILL services ; Please do not return any physical materials at this time)
• Douglas College (March 18th: Suspended ILL services for Returnable (loan) materials ; July 20th accepting returns of materials.)
• Emily Carr University of Art + Design (March 17th: Suspended ILL services for Returnable (loan) materials ; Please do not return any physical materials at this time)
• Fort St. John Public Library (March 17th: Suspended all ILL services ; Please do not return any physical materials at this time)
• Grand Forks & District Public Library (March 17th: Suspended all ILL services)
• Greater Victoria Public Library (March 16th: Suspended all ILL services)
• Justice Institute of BC (March 17th: Suspended ILL services for Returnable (loan) materials ; May 19th accepting returns of materials)
• Kwantlen Polytechnic University (March 18th: Suspended ILL services for Returnable (loan) materials)
• Langara College (March 16th: Suspended ILL services for Returnable (loan) materials ; June 12th accepting returns of materials)
• Lillooet Area Public Library (March 18th: Suspended all ILL services until at least April 3rd)
• Literacy BC / Decoda Literacy Solutions (March 17th: Suspended all ILL services)
• Nakusp Public Library (March 17th: Suspended all ILL services)
• Nelson Public Library (March 18th: Suspended all ILL services)
• New Westminster Public Library (March 17th: Suspended all ILL services for at least 2 weeks)
• Nicola Valley Institute of Technology (March 18th: Suspended ILL services for Returnable (loan) materials ; May 22nd reopened for Returns & new requests)
• North Island College (March 18th: Suspended all ILL services ; May 22nd accepting returns of material.)
• Northern Lights College (March 19th: Suspended all ILL services)
• Okanagan College (March 18th: Suspended ILL services for Returnable (loan) materials ; May 22nd accepting returns of materials)
• Okanagan Regional Library (March 19th: Suspended all ILL services)
• Penticton Public Library (March 17th: Suspended all ILL services until April 6th)
• Port Moody Public Library (March 17th: Suspended all ILL services)
• Prince George Public Library (March 17th: Suspended all ILL services ; Returning recently received materials)
• Prince Rupert Public Library (March 17th: Suspended all ILL services)
• Richmond Public Library (March 19th: Suspended all ILL services)
• Royal Roads University (March 18th: Suspended ILL services for Returnable (loan) materials ; May 21st accepting returns of materials)
• Salt Spring Public Library (March 17th: Suspended all ILL services)
• Sechelt Public Library (March 17th: Suspended all ILL services)
• Smithers Public Library (March 16th: Suspended all ILL services)
• Squamish Public Library (March 17th: Suspended all ILL services)
• Surrey Public Libraries (March 17th: Suspended all ILL services ; Returned all academic print materials)
• Taylor Public Library (March 18th: Suspended all ILL services until at least March 31st)
• Terrace Public Library (March 17th: Suspended all ILL services)
• Thompson Rivers University (March 18th: Suspended ILL services for Returnable (loan) materials ; Please do not return any physical materials at this time)
• Tumbler Ridge Public Library (March 17th: Suspended all ILL services)
• University of Northern British Columbia (March 17th: Suspended ILL services for Returnable (loan) materials ; May 25th accepting returns of materials)
• University of the Fraser Valley (March 16th: Suspended ILL services for Returnable (loan) materials ; May 27th accepting returns of materials)
• University of Victoria (March 16th: Suspended ILL services for Returnable (loan) materials  July 7th accepting returns of materials)
• Vancouver Community College (March 18th: Suspended ILL services for Returnable (loan) materials ; Please do not return any physical materials at this time)
• Vancouver Island Regional Library (March 16th: Suspended all ILL services)
• Vancouver Island University (April 9th: Providing Non-returnable (Copy) requests only for items available electronically)
• Vancouver Public Library (March 17th: Suspended all ILL services)
• Yukon College (March 18th: Suspended ILL services for Returnable (loan) materials ; May 19th accepting returns of materials and limited physical ILLs fufilled)