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The AIS Desk Staff LibGuide: Interlibrary Loan

We have begun receiving our first Rapido Loans. The materials are on the ILL hold shelf, organized by patron name. 

The paperwork for Rapido has the patron name in Red at the top of the paperwork in the book strap pocket. Tap the CatCard to open the user's library account. You will check the material out in Alma just like a regular UA Library book.

The paperwork for material received in ILLiad prior to 5/19/2025 has the patron name in Black at the top of the paperwork in the book strap pocket. You will continue to use Web Circ to check out anything received prior to 5/19/2025. 

NOTICE: 

Due dates in Alma for Rapido ILLs are NOT correct. The due date on the paperwork in the loan sleeve is the due date the patron must follow

Transition to Rapdio

To help patrons learn the new process for placing interlibrary loan requests, please feel free to direct them to the following resources:

Users still have access to their legacy ILLiad accounts to manage requests placed prior May 16, 2025. 

All patron ILLiad accounts will be deactivated on December 19, 2025. 

The issue - Some patrons may be more comfortable using our previous ILL request form and find our new process unfamiliar. 

What’s changing - We’re no longer sending patrons a direct link to the ILL request form. 

What to do - Use these talking points to explain what Interlibrary Loan is (and the benefits) and how to request materials using our new process.

Talking point 
Our library search helps you find and immediately access what’s available in our collection.

  1. Did you know that you can submit requests to other libraries for materials we don’t have?
  2. Did you know that our Interlibrary Loan system is designed specifically to help you quickly find items we don’t own?

Talking point
Using library search is the best, easiest way to find and request library materials because:

  1. You get what you need faster.
  2. If we have it, you’ll have instant access to the item you need.
  3. If we don’t have it, you can automatically request that we borrow it from another library.
    1. No extra steps or forms are needed.      

Talking point
Placing an interlibrary loan request through our library search is fast because:

  1. Citation details are accurately captured.
    1. You don’t need to take time to manually submit details again.

     2. Our system automatically sends your request for processing if we need to borrow materials from another library.

Please forward questions about interlibrary loan to our ILL/DocDel queue in LibAnswers (dda@lib.arizona.edu). We have different areas of focus in ILL. If you create a LibAnswers ticket, the appropriate staff person will respond. If you email a staff person directly you may choose the wrong person and the response may be delayed unnecessarily.

Troubleshooting ILL Checkout Problems

If the item you are looking for is not on the shelf:

First, double-check the following:

  • Was the item was not pushed back behind other items on the shelf?
  • Does the letter range of the clients last name continue to a second or third shelf? Check the entire letter range.

Next, 

  • Check for oversized items on the bottom shelf directly below.
  • Inquire if the clients name changed recently.
  • Check the clients email notification to confirm they are at the right location.
    • Is the item at the HSL Library - Tucson? Is it in Special Collections (Library Use Only)?
  • You can browse the shelf by title to see if the items is shelved out of order. Only check the shelf where you expect to find the book. We often get copies of the same title for different individuals. If you find the title, confirm you have the copy borrowed for the specific individual and match the TN/External Identifier to the TN/External Identifier in the user notification.
  • Contact RS staff to have a look (dda@lib.arizona.edu). Provide the ILLiad TN or Rapido External Identifier and client's name.

If an item is incorrect: 

  1. Put the book back on the ILL hold shelf.
  2. Contact RS staff to have a look (dda@lib.arizona.edu). Provide the ILLiad TN or Rapido External Identifier and client's name.

If the patron no longer wants the item:

  • Put the book back on the ILL hold shelf.
  • Contact RS staff to have a look (dda@lib.arizona.edu). Provide the ILLiad TN or Rapido External Identifier and client's name.

If the patron's account is blocked:

  • If the clients ILLiad account is blocked do not check the item out or give the item to the user.
  • Contact RS staff at dda@lib.arizona.edu to follow up with the user.
    • Provide the ILLiad TN or Rapido External Identifier and client's name.

If an item is checked out to the wrong patron:

  1. Place the item on the ILL return cart.
  2. Put the book back on the ILL hold shelf.
  3. Contact RS staff (dda@lib.arizona.edu) to have a look. Provide the ILLiad TN or Rapido External Identifier and the name of the client the book was intended for.

Troubleshooting ILL Return Problems

WebCirc Prevents Returning ILL:  

  • Provide the patron with their stamped return receipt
  • Write a note to alert the ILL staff that the item could not be returned in WebCirc
  • Place the item on the ILL return cart

Patron has lost ILL paperwork/ strap:

OPTION 1

  • Ask the patron to write their name and UA email on Post It note.   
  • Add a note to the item to indicate patron has lost paperwork. 
  • Add both notes to the item and place it on the ILL Return cart. 
  • We cannot provide a return receipt for the patron if they have lost their paperwork. 

OPTION 2 (WebCirc/ILLiad Only)

  • Look up patron's ILL account in WebCirc and locate the request TN number.
  • Using the TN number, return the item in WebCirc
  • Add a note to the item with the TN number and a message to say patron has lost paperwork. 
  • Add both notes to the item and place it on the ILL Return cart. 
  • We cannot provide a return receipt for the patron if they have lost their paperwork. 

Checking out an ILL item using WebCirc

STEP 1:

  • Ask the patron for their CatCard to verify their identity.
  • Take the CatCard with you to the reception storage area to help you locate the ILL item.

STEP 2:

  • Locate the ILL item(s) that are ready for the patron to check out.
  • Items are arranged alphabetically on the shelf.
    • Patrons sometimes have multiple last names. Check under both letters if you have trouble locating the item.
    • Also check for oversized items on the bottom shelf directly below.
  • Once you have located the item(s), bring them back to the desk to check out and return the CatCard to the patron.

STEP 3:

Login in using this link: Web Circ Login  or use Desk Icon

Username:  maininfo

Password: ill9

Do not use Alma for ILL checkouts or returns.

ILL step 1 image

STEP 4: 

  • Verify that you are in the Requests tab
  • Place the cursor in the Check Out field

 

STEP 5: 

  • Locate the TN number of the ILL material. 
  • Verify that all the pieces are being checked out (multiple piece sets will have the same TN number)

 

STEP 6: 

  • Scan the TN Number of the ILL material being returned into the Check Out field in ILL WebCirc
  • Verify that the TN Number for the item you scanned shows it has been successfully checked out.  This message appears at the top of the window. 

Checking Out ILLs in Alma with Rapido

STEP 1:

While in "Manage Patron Services" in Alma, have the patron tap their CatCard (physical or digital) on the card reader at the desk.

 

STEP 2:

In their account, check the patrons "Request" tab to confirm the ILL is ready for pick up (blue icon stating "On Hold Shelf")

*Note: Confirm the pick up location as "Interlibrary Loan, Main Library".

 

STEP 3:

Locate the ILL on the ILL hold shelf in reception storage behind the Main 2nd floor desk, organized by last name. Materials with the patrons name in RED are circulated using Alma, materials with the patrons name in BLACK are circulated via WebCirc. Return to the desk with the item.

*Note: if you cannot locate the item under their last name, check for if it has been pushed to the back of the shelf, if the names are shifted down to the next shelf, or if it is an oversized item which is located on the bottom shelves directly below the letter.

STEP 4:

Confirm with the patron that the material(s) you have is the material they requested. Under the "Loans" tab, scan the items barcode into their account. Rapido creates a unique barcode for the material which will be checked on to their account.

*Note: Due dates in Alma are not always correct, if the patron asks the due date they should follow is the date on the slip of paper in the blue ILL strap that comes with the material.

Returning ILLs in Alma with Rapido

STEP 1:

Confirm the material the patron has handed to you is the material noted on the slip. Check for multiple parts ("PIECES"), for Discs inside CD and DVD cases, and for materials included in the loan (example: discs included in books).

STEP 2:

In Alma, check the material in using the "Scan In Items" page. Once the item is scanned in click "Exit" to send the patron an email return receipt.

STEP 3:

Place the ILL on the ILL cart in reception storage behind the Main 2nd floor desk located next to the book drop basket.

Returning an ILL Item in WebCirc

STEP 1:

Login in using this link: Web Circ Login  or use Desk Icon

Username:  maininfo

Password: ill9

ILL step 1 image

STEP 2: 

  • Verify that you are in the Requests tab
  • Place the cursor in the Mark Returned field

 

STEP 3: 

  • Locate the TN number of the ILL material. 
  • Verify that all the pieces are being returned (multiple piece sets will have the same TN number)
    • If pieces are missing, do not check the item back in. 
    • Inform patron that pieces are missing and we cannot check the item back in until all pieces are with it. 
  • If all pieces are with the return, you may proceed with the return. 

 

STEP 4: 

  • Scan the TN Number of the ILL material being returned into the Mark Returned field in ILL WebCirc
  • Verify that the TN Number for the item you scanned shows it has been successfully scanned in.  This message appears at the top of the window. 

STEP 5: 

  • Locate the Return Receipt that you will provide to the patron. 

ILL Return Book Slip

FINAL STEPS:

  • Date stamp the Return Receipt and provide it the patron.  Do this for each item that is returned. 
  • Take the items you have returned in ILL Webcirc and place them on the ILL Return cart 

ILL date stamper image