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Resource Sharing
Requesting Audio-Visual Materials
WISCAT Borrowing Libraries: When creating audiovisual requests, base your request on a bibliographic record for the specific format desired by the patron. A note MUST be added in the Special Instructions field confirming the desired format (please see some examples below):
If there is a mis-match between the format in the bibliographic citation chosen and the note in the Special Instructions field, Resource for Libraries and Lifelong Learning (RL&LL) staff will be contacting the borrowing library to request clarification. The request WILL NOT be referred until clarification is provided.
If your patrons create their own requests, ILL staff may need to add the format note to the Special Instructions field. ILL staff should also resolve any discrepancies between the format in the bibliographic record and the note in the Special Instructions field before approving the request.
Lending Libraries: Please follow all notes in the Special Instructions field. If you are a lender that only prints the brief Pick List, remember that the Special Instructions are not included on the Pick List. You MUST check the full text of the request to make sure you are sending the correct item! Before updating AV items to Shipped status, you need to view the full request rather than sending what may be the incorrect format.
If the borrowing library has not specified what format they need, and the request contains the AGCN (Auto-Graphics Control Number), search the number on WISCAT or use the link back into WISCAT from the full display of the request.
If you still cannot determine the format needed, please update the status of the request to Conditional, with Reason: Other. In the History Notes, ask the borrowing library what format their patron needs.
AV Lending Charts and Wisconsin ILL Reply Codes
Requests for Multiple Part Sets or Series
Requesting multi-part items is complicated because some libraries catalog and circulate titles with multiple parts individually, while others catalog and circulate all parts of the item as a set.
While these examples refer to VHS and DVD sets, this pertains to ALL audiovisual formats.
Borrower: Requests can be created in either way, but it’s helpful to select the bibliographic record that has the largest number of holdings, and format your request accordingly.
For instance, if you need all parts of Dexter, Season One and you find on a record containing all the parts which has 4 holdings, and records for each part cataloged separately which have 20 holdings each, create separate requests for each part. Be sure to include a Special Instructions note like this: want parts 1-6 -- please send them in order or want parts 1-6 in any order.
The borrower must make a new request for items not received.
Lender: If your policies allow sending more than one part per request, please send any parts available in sequence, starting with part 1 through the end unless you do not have a part. In that case, stop at the part that begins the gap. The borrowing library must make a new request for the parts still wanted by the patron.
Example: You have part 1-3, 12, and 14 of a 15-part set. Do not send all parts you have, but only send parts 1-3. Update the request to Shipped indicating the parts being sent.
When in doubt, lenders should send a Conditional Response to the request, asking what specifically is needed. The borrower then must update the request to Accept Condition and provide the needed information in the Special Instructions field.
Reducing the Risk of Losing a CD or DVD Included with a Book
Many libraries circulate books that are published with CDs or DVDs. If these items aren’t returned with the book, the borrowing library is liable for replacement charges. If the lending library is unable to purchase a new disk without the book, the charges for replacing both can be high.
Lenders - When you check out an item with an accompanying CD, make sure the CD is in its packaging during the checkout process. It would not hurt to make a photocopied bookmark that says INCLUDES ACCOMPANYING CD on lime green or neon orange. Place the bookmark in the book so the borrowing library can't miss it.
Borrowers - Check incoming materials before giving them to the patron. Note if there is any accompanying material - CD, audiocassette, chart, etc. If so, make sure the patron is "reminded" not to forget all of the parts when returning it. If the lender notifies you that a CD or other part is missing, don't panic. Contact the patron as it is likely the object (eg, CD) is in their computer/home or vehicle stereo, or close to where they were using the book.
If both parties keep track of what is shipped and returned, the likelihood of problems occurring because the item is missing will decrease.
Receiving the Wrong Audiovisual Format
First, verify that you received the requested format BEFORE updating a request for audiovisual materials to Received, and, to save embarrassment, BEFORE notifying the patron that the item arrived.
If the borrower requested the item correctly: used a bibliographic record for the desired format and included the desired audiovisual format in the Special Instructions field. If the borrower made an error, return the item to the lender: it was not the lender’s fault. The borrower must make a new request for the patron.
If the borrower created the request correctly as described above, they should verify that the lender owns the correct format. If so, the borrower should contact the lender to have them send the correct item against the existing request.
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