1. Access PA Database and
Interlibrary Loans
Fall 2013

2. To Find Interlibrary Loan Materials…
• Search the Access PA Database
▫ Database used to find materials in all participating
Access PA libraries (public, school, academic,
medical) throughout Pennsylvania

3. Logging on to Access PA
• Access PA shortcut is on every library
circulation computer
• You can also log on by using one of the following:
▫ Access PA link
▫ POWER Library link

4. How do patrons log-on to the
Access PA database?

5. Patron Perspective - Logging On Through
Access Pennsylvania Link

6. Patron Perspective - Logging On Through
Access Pennsylvania Link
• A new window will open to the Access PA
homepage, at the top of the page select the first
tab entitled Search the Database

7. Patron Perspective - Logging On Through
Access Pennsylvania Link
• A new window will open with a PA state map
• You can search by either:
▫ Specific county
 Click on county name on the map or on the list
counties below
▫ Entire state
 Click on link which is located above the map
 Most often you will want to search the entire state

8. Patron Perspective - Logging On Through
Access Pennsylvania Link
• You will always
want to search the
entire state.
• Only in rare
instances will you
search by county
• For example, a
patron wants to
know if the Berks
County Library
Systems has a
title available

9. Searching Access PA Database
• Able to search by title, author, keyword, ISBN,
etc.

10. Patron Perspective - Logging On Through
Access Pennsylvania Link
• Select a library type to search
▫ You will always want to search All Libraries

11. If patrons go through Power
Library it will look like this . . .
Patrons would
need to click here
for Access PA

12. Patron Perspective - Logging On Through
POWER Library
Patrons would enter a Keyword,
the Author, Title, or Subject

13. The search results will look similar
to the OPAC

14. To borrow an interlibrary loan item, a patron
would need to contact their local library

15. How do I request an interlibrary
loan (ILL) item?

16. To Request ILL Materials
• Patrons MUST come in to the library
• Fill out an ILL Request Form and a Fax
Transmittal Sheet

17. Before filling out any paperwork…
• Scan the patron’s library card and make sure:
▫ The patron is 18 years or older
▫ There are no fines or overdue materials on the
account

18. Fax Transmission
Form
• You are responsible for
filling out the top portion
of the form, and signing at
the bottom
• Have the patron read and
sign the form
• Make sure the patron is
aware of the special loan
rules, such as they will be
charge $25 for each item
that IS NOT picked up,
and that fines for ILLs are
$1 per item per day with
no limits

19. ILL Request Form
• Fill out the Book Loan
Request portion of
the form
▫ Make sure the book
was not published in
the last year.
Libraries will not
send items out for
ILL until after 1 year.
• Have the patron fill
out the bottom
portion

20. Fax Forms to ILL
• ILL forms can be sent by fax or online:
▫ To access the form online enter the following URL
address:
 https://catalog.lancasterlibraries.org/illb
▫ The ILL agreement will still need to be signed by the
patron requesting the items & sent by fax:
https://catalog.lancasterlibraries.org/screens/ILL_Agre
ement.pdf
▫ To fax the paperwork, send both sheets to Lancaster
Public Library’s ILL Department, 717-394-3083
▫ Staple sheets together and place in the ILL file folder in
the black rolling file located behind the circulation desk
until the item has been returned

21. Interlibrary Loans and Millennium

22. ILL and the Patron Record
• You will see any Pending ILL Request on the
Patron’s ILL Tab
• In the example below, the STATUS of the request is
AWAITING ARRIVAL. This means it has not been
received by the ILL Department at LPL
• Notice the virtual item does not have a barcode yet.
When the ILL Dept. receives the item, they will
attach a temporary barcode to it.
NOTE: Pending ILL Requests cannot be cancelled in Millennium Circulation.
Contact the ILL Dept. if a patron is asking to cancel an ILL Request.

23. ILL and the Patron Record
• When you access a patron’s account, any
Received Pending Requests will appear with a
highlighted red ILL tab showing the number of
requests
NOTE: This pop-up box will appear even while the item is In Transit to
the pick-up location. It may or may not be on the holdshelf yet. It will be
necessary to view the virtual item record to see what date the ILL Dept.
placed the item In Transit.

24. When ILL Material Arrives…
• ILL material comes in the delivery. It will have a yellow
strap with a temporary barcode attached to it
• The item DOES NOT need to be checked it
• Call the patron who requested the ILL material
• Put the item on the holdshelf to await pickup
▫ We will hold the ILL material until the due date on the
book strap. If the item is not picked up, please write
“NOT PICKED UP” across the book strap and return
the item to the ILL Department. A $25 charge will be
added to the patron’s account for not picking up the
requested item. ILL Department staff will take care of
charging the patron’s account.

25. Checking Out an ILL Item
• Scan the patron’s library card barcode
▫ Make sure their fine amount is below $6 and they do not have
any long overdue items.
• Scan the temporary barcode of the ILL item provided by the
ILL Dept.
• The due date is automatically put into the system according to
what was entered by the ILL Dept. DO NOT modify this
date!
• Remind the patron of the special loan rules for ILL items:
▫ Fines are $1 per day with no limit
▫ We do not handle renewals of ILL materials. If the patron needs
the book longer, they are responsible for calling the ILL
Department at the number listed on the book strap within 5 days
of the book due date. The ILL Department will then contact the
lending library to request an extension.

26. Do Not Renew ILL Items
• ILL material should NEVER be renewed by
anyone other than the ILL Department

27. Checking In an ILL Item
• In the Check In mode, scan the temporary barcode
of the returned ILL item. The following pop-up box
will appear:
• Click CHECK-IN. The following pop-up box will
appear:
• Click No. Place the item in the LPL crate.