Special Collections Request form procedures:
1. Each request for the loan/copy of an item located in a UC Special Collections Library will be sent to the borrowing library for review.
2. Borrowing library’s ILL unit will double-check for circulating copy.
3. The ILL unit will verify and notify the Special Collections library that the Request is a CDL Request (“source” field in OCLC record will be PIRXXXX).
4. The Special Collections Library will fill out the form. “Special Collections Request Loan Form: Approved/Rejected” [PDF] will be used for loans/copies that are approved. A master copy of the form is attached. [PDF]
5. The Special Collections Library, in conjunction with the ILL unit, will be responsible for completing the appropriate form.
Rejected Request (Lending library)
(a) Fill out the “borrowing library” section.
(b) Write in the OCLC number.
(c) Date the request is received in Special Collections.
(d) Date the request is rejected.
(e) Date the ILL unit is notified of the decision. ILL unit will immediately update OCLC to “no” status.
(f) Send request form immediately to Cathy Holdeman for statistical recording.
Approved Request (Lending library):
(a) Fill out the “borrowing library” section.
(b) Write in the OCLC number.
(c) Date the request is received in Special Collections.
(d) Date the request is accepted or an extension requested.
(e) Date the ILL unit is notified of the decision. ILL unit will immediately update OCLC to “yes” and “shipped” statuses.
(f) Fill out the “lending library use only” section checking the shipping method, use requirements and length of loan.
(g) Depending on library procedures give material with form to ILL unit for packaging or package in Special Collections library.
Approved Request (Borrowing library):
(a) Borrowing library dates the request form when item is received; notifies ILL unit to update OCLC to “received” status.
(b) Borrowing library dates request form when item is packaged and returned to the lending library.
(c) Borrowing library notifies ILL unit to update OCLC to “returned” status.
(d) The same delivery method, unless otherwise noted, must be used.
Approved Request (Lending library):
(a) Lending library annotates the date the item is returned and ILL unit is notified to update the status “to complete” on OCLC.
(b) Send completed approved request form immediately Cathy Holdeman for statistical recording.
3 April 2001