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Alma Workflows

This guide will help you learn about all of the different workflows in Alma that are specific to Miami Dade College, Learning Resources.

OCLC WorldShare Login

 

Login to OCLC WorldShare

 

Need help or access? Contact aherna19@mdc.edu for assistance.

OCLC Worldshare ILL Guide Created in Collaboration with Christina Dillon & Patricia Gancedo

Discover Items

Discover Items allows you to search for titles for your user.

  1. On the left navigation, click Discover Items.
  2. Scope defaults to All WorldCat, limiting your search to all records in WorldCat.
  3. From the second list, select an index.
  4. In the search field, enter your search terms.
  5. Click Search or press <Enter>.

*These are Basic Search steps, for Advanced Search details visit the OCLC WorldShare ILL, Discover Items - Search page.

Discover Items search window

 

Creating a Request

  1. Once item is located, select Create Request. The request work form appears.

ILL Discover Items Search Results - Create Request button

  1. Apply your constant data record in the Request work form using the Apply constant data drop-down list. Data in a field of a constant data record will always overwrite the value shown in the request. Please email aherna19@mdc.edu for any issues or discrepancies with constant data.

  1. Scroll down to Patron section and provide Patron/Student information. Only visible to us.
  2. Back at the top, under Patron Summary:
    1. Provide a Need Before date (required).
    2. Click View Holdings next to the OCLC field to review and select lenders (rota).

Creating a Rota

  1. Search under State Holdings first (see description of each Holding type below).
  2. Review lenders by response time, Days to Respond, and cost.
  3. Under Supplier column, select Yes, in the order institutions shall receive your request.
  4. Once Lender String complete, click Update request NEW.
  1. Under Lending Libraries, lender policies are now listed for lenders you chose on the Holdings screen.
  2. Request is now ready, click Send Request at the top left of the work form.

*For more information, visit OCLC WorldShare ILL, Borrowing Requests - Create and Edit Requests

Holdings

View Holdings window - Locations list:

  • State - Holdings in your state. Provides fastest delivery, will also be low or no cost to ship.
  • Regional - Holdings in your region. Located further out than state holdings, shipping fees may apply (students are not charged, contact LR director for funds).
  • All - All holdings attached to the record, includes international.

Checking the Status of the Request

  1. Once request has been sent, it will be available under the Borrowing Requests tab on the left navigation pane. See Request History for status information.

Receiving & Lending Item

On OCLC WorldShare

To mark an item as received:

  1. From the Borrowing Requests category, click In Transit.
  2. Click the request ID or Title to display a request.
  3. Click Mark as received.
  4. A confirmation message appears and the request appears under the category Borrowing Requests > Received > Received/In Use.

*For more information, visit OCLC WorldShare ILL, Borrowing Requests - Process Requests - Borrower

On Alma

To check out item to patron/student account:

  1. Log into Alma.
  2. Items from other OCLC institutions will be checked out using a dummy record. See Quick Reference: Alma Accounts page for your specific campus's ILL item record.
  3. Search for the item record, under Physical items - Keywords.
  4. Select More Actions next to the record and choose Items from the drop down menu.

OLL_OCLC_MDCHI entered into search field on Alma, select more actions, then items from drop down

  1. Select Add Item on the top right of the screen.

arrow pointing to Add Item option on Alma

  1. Add the following details:
    1. Description - type in the title of the item and the ILL request ID.
    2. Replacement Cost
    3. Item Policy - select 73 ILL Circulating from the drop down menu.
    4. Barcode - scan the institution's library barcode already on the item.
    5. You can add in any additional details you feel necessary, such as Material type, Physical condition, etc.

options highlighted - barcode, description, replacement cost, and item policy

  1. Click Save.
  2. You can now check out the item to your patron/student. Go to Fulfillment on the left navigation on Alma and select Manage Patron Services. Follow usual check out process from there.

Returning Item to Lender

On Alma

Once item is received from patron/student, return it in Alma following normal Return Process workflows.

Dummy record can now be deleted:

  1. Navigate to your campus's ILL item record (see Quick Reference: Alma Accounts page).
  2. Select More Actions next to the record and choose Items from the drop down menu.
  3. Checkmark the item that has been returned and select Manage Selected from the top right, then choose Withdraw Items:

On OCLC WorldShare

To return an item:

  1. On the left navigation, click Borrowing Requests.
  2. Click Received/In Use.
  3. Click the request ID or Title to display a request.
  4. Click Return item.
  5. A confirmation message appears and the request appears under the category Borrowing Requests > Returned.

*For more information, visit OCLC WorldShare ILL, Borrowing Requests - Return Items