The document provides an overview of using Millennium ILL for circulating interlibrary loan items at TUT Library. It describes the key steps for entering new ILL requests, receiving items, checking items out to patrons, returning items, and generating statistics. Setting up the ILL module involved completing worksheets with the systems librarian and defining request types. Staff were trained on using Millennium ILL though it meant redoing some manual processes.

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Compiled by Nokuphiwa 1

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MILLENNIUM ILL TRAINING
• TUT LIS decided to use Millennium ILL for the purposes of
circulating ILL items that have been received from the Lending
Library instead of circulating such items manually because there
is no Interface between Request and Millennium.
• Prior the decision to use Millennium ILL, we circulated lent
resources manually and it was difficult to properly manage and
administer such ILL resources.
• Though using Millennium ILL meant that ILL staff have to redo
the process they did on Request, TUT ILL staff have been
cooperative.
• Because the item has already been requested and received on
Request, some fields are omitted when we create the new

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MILLENNIUM ILL TRAINING
request on Millennium ILL.
• Before Millennium ILL can be used, the Systems Librarian has
to setup the ILL module together with Innovative by completing
the ILL Worksheets.
• After the module has been setup, the System Librarian has to
setup the system parameters, i.e. defining request type.

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MILLENNIUM ILL TRAINING
• TUT uses Millennium ILL for the purposes of circulating items
that are not in the institution’s Millennium database.
• Before entering a request on the system, make sure that the
Lending Library’s patron record with the correct email address is
on the system otherwise you will not be able to place a request
for the Lending Library if their patron record is not on your
system.
• Millennium ILL has another system ARTEmail that makes it
possible to send nonreturnable items like photocopies directly to
the patron, in that case the virtual record is not created instead
the request will be transferred from the New Request file to the
Filled Request file.

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ENTERING NEW REQUEST:
• Log onto Millennium ILL
• Choose the Enter Request option as shown below:

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•Select the relevant index for the patron record to request the item as
illustrated:

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•Enter either the patrons’ name or barcode and click the search button
•The screen displays the patron record, the material type being requested.
• On this screen, you can also view the previous requests made by the
patron.
•

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•Enter the request data fields as prompted by the system:

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•When you have entered all the request information, the screen with all
data fields will display.

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•Click the Acquire button on the same screen.
•Screen with the Acquisition Method displays, select the email request to
another supplier.

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•Enter the lending library’s university’s ID e.g. u 2570
Click on next:

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•Since you will not be sending the request to the lending library click next.
•The print screen displays, choose the email printer option and enter
own email address:

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•The status report displays.
•Save the request by clicking on Close.
•The request you have created is then saved on the New Request
file.
NEW REQUEST FILE:
•On the New Request menu, the following options are available:
•Acquire the item
•Cancel the request
•Notify the patron of their request.
•On the ILL menu option, click on the New Request button.
•The list of all the new requests displays, highlight the request you
created that you want to cancel and double click on it as
illustrated below:

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•On this screen staff is able to either cancel the request or change the
supplier and enter another supplier’s details or notify the patron of their
request.

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• To acquire the item, click on the acquire button as illustrated.

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To cancel the request, double click on the request
Click on the cancel button
The system asks if you want to send the message to the patron

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To notify the patron, click on the notify button and type the message
on the page provided as illustrated:

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•To change the lending library, click on the Acquire button
•Enter the details of the new lending library.
•The request is then saved in the Pending file and ready to be received.
PENDING REQUEST:
The pending file has a list of all the requests that are awaiting to be
received.
•Click on the pending button

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•Double-click on the request you want to receive.
•Click on the Receive button and enter all the item details as prompted by
the system:

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•TUT library decided to use their own barcode, however it is also possible
to use the item barcode of the item just received (the lending institutions
item barcode).
•For an item that has to be returned to the lending institution enter the
return date.

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•The system warns of incomplete fields because the item has been
requested and received on Request we just continue.

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•The barcode we enter is TUT LIS barcode
•The due date is also the lending library’s due date, however with TUT
Libraries we decided make the due date 2 days earlier than the lending
library’s due date.
•The system then prompts you to print the pick-up notice.
•It is not necessary to print the pick-up notice because you already have
received the item from the lending library.
•The system will then include on the patron record that they have an ILL
item awaiting pickup if the patron has not checked out the item.

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CHECKING OUT THE ITEM:
•ILL items can be checked out either at the Circulation Desk or at the
ILL department.
•Circulation Desk mode is available on the ILL module, it is not
necessary to log out of Millennium ILL and log in at Millennium
Circulation.
•The item is then ready to be checked out to the patron.

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•When creating a new request, Millennium ILL creates a virtual item on
the database
•To view the virtual item, highlight the ILL item to be checked out and right
click to select the virtual item on the list:

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•Select the check out mode and check out the item as illustrated below:

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•After the item has been checked out to the patron, close the screen to
save the transaction.
•If you display the patron record, the ILL checked out item with the ILL
location will display as illustrated below:

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•After the item has been checked out, Millennium ILL moves the item
details to the Returns file.
•The returns file is a file of all the items that are to be returned and sent
back to their institutions.
•However, items that are not returnable e.g. photocopies, that
transaction will not be saved in the returns file.

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RETURNING THE ILL ITEM AT CIRCULATION:
•Select the check-in button either on the Circulation desk mode or on the
Check-In menu option.
•Enter the item barcode that is being returned
•If the item is checked in at Circulation desk, the message that says the
item belongs to the locations (Pretoria) ILL displays select checkin.
• Print the in transit slip and sent the item to the ILL.

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RETURNING THE ITEM ON MILLENNIUM ILL
• There are two methods of returning the item on the ILL mode:
1. Highlight the item and click on update:

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2. Double-click on the item, the item data displays, click on Update:

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•Enter the returned on date

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FILLED REQUEST FILE:
•Millennium ILL keeps statistics of all the filled requests.

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•The total button at the top right has numerical item type statistics:

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•Patron type statistics:

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PCODE 1 (FACULTY) STATS:

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PCODE 2 (STUDY LEVELS) STATS:

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•PCODE 3 (DEPARTMENTAL) STATS

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Compiled by Nokuphiwa