Frequently Asked Questions About ILLiad


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General Questions | ILLiad Accounts | ILLiad Requests | Loansome Doc

General Questions

 What is Interlibrary Loan?

Interlibrary Loan is a service that provides access to materials not owned by Dykes Library. Through cooperative agreements, participating libraries share their collections with students, faculty, and staff from other libraries. Dykes Library takes part in such an agreement.

 What is ILLiad?

ILLiad is an online system that allows Dykes Library to provide access to materials held by this library, and by other libraries throughout the country. Through ILLiad, we provide borrowing and document delivery services to the KUMC community and other affiliates, as well as lending services to other libraries.

 What are the advantages of using ILLiad to get interlibrary loan requests?

  1. You can get information about the status of your requests (current and previous) online via ILLiad at any time from any location.
  2. Your personal information, which you provide during initial registration, is stored within the system. If any of your information changes, you can easily update it simply by logging into ILLiad.
  3. Requests are handled rapidly and accurately, as problems relating to the misinterpretation of hand-written requests are eliminated.
  4. You can get many of your requests quickly through Electronic Delivery. Our turnaround time for article requests, from the time the request is made until the time you are notified, is typically 1-2 business days. Book requests usually take less than a week.

 Who do I contact if I have problems with or questions about ILLiad or interlibrary loan services?

The Document Delivery office can be reached by phone at 913-588-5073, or by email at DykesILS@kumc.edu. Also, see our website at https://illiad.lib.ku.edu/kkp/logon.html, or click on the Ask A Librarian link.

ILLiad Accounts

 Why do I need a username and password?

Your username and password allow us to give you secure access to information about your interlibrary loan requests. Username and password authentication also enables you to edit your personal information and to set up billing accounts when you first register. From then on, those fields will populate each interlibrary loan request you make, meaning you won't need to enter your personal and billing information each time.

 How do I get a username and password?

KUMC Staff/Students: Please use your Novell/Outlook username and password.

Non-KUMC users: Please request a username and password by submitting the ILLiad Username and Password Request Form. You will need to supply us with your first and last name, email address, area code, and phone number. After your request is processed, you will receive an email from DykesILS@kumc.edu that will include your ILLiad username and a temporary password. The subject line of the email will read "[secure] New ILLiad Account". Be sure to check your Junk Mail folder because sometimes these emails are treated as spam. Follow the instructions from the email you receive to log into myKUMC. After changing your temporary password to something meaningful to you, you will be able to register in ILLiad.

 Can I use someone else's username and password, such as my supervisor, when I submit requests?

Using another person's username and password is not a secure method. Request information is tied to the personal information and payment method supplied by the individual who registers with ILLiad. Request status and electronic document delivery will be sent to the email address of the person submitting the request. It is better to log in as yourself and have the request billed appropriately by including the payment method for each client or supervisor for whom you do the requesting.

 How do I change my personal information?

Log in to ILLiad. Click on Change User Information under the Tools heading to modify your personal information such as change of address, phone number, document delivery method, etc. However, you will not be able to change your billing payment method in this way. Please see "How can I change my billing payment methods?" below for information on how to do that.

 How can I change my billing payment methods?

When you first create an account you will have the option to add any (or all) of these three payment methods: Invoice Monthly, Provide Only If Free - KUMC Only, and KUMC Billing/Grant Number. If you need to add or modify your payment method(s) later on, please add a note in the individual request or contact the Document Delivery office at 913-588-5073 or DykesILS@kumc.edu

 Why would I want to use various billing accounts?

If you request interlibrary loans on behalf of several individuals who may use different billing fee structures, setting up billing accounts under your name for the various clients you assist can be helpful. Once created, the accounts are listed under a pull down menu and you simply need to select which account you want the request to be billed under.

 Is credit card payment an option?

Yes. After you receive your invoice, you may pay it online by clicking the green Pay Your Fees button on the left side of this page. Follow the instructions on the Payment Site page in order to make your payment(s). This page can be used whether you have selected Invoice Monthly as your payment method, or if you are using a KUMC Billing/Grant Number. If you have questions about the process, please call us at 913-588-5073. Unfortunately, for security reasons we cannot take payment information over the phone.

 What if I forget my password?

In the event that you forget your password, please contact Customer Support at 913-588-7995. They can reset your password allowing you access to myKUMC and ILLiad. After logging in, please change your password in the myKUMC portal.

 Is security a problem if I use a public workstation?

Potentially. Web browsers cache information and create a history file on the local workstation. This allows a subsequent user of the workstation to access the system under your name using the browser's Back button to recall a page from the cache, or by finding a page with your personal information in the browser's history file. If you are concerned about the security of your interlibrary loan requests, you can take the following steps:

  1. Access ILLiad only from your personal computer or an otherwise secure workstation.
  2. If using a public access workstation, close your browser completely after you log off.

ILLiad Requests

 How do I submit a request?

After logging into ILLiad look for the Submit a New Request section in the left-hand navigation. Click the appropriate request type and fill out as much identifying information as possible. (Be sure to select your preferred Payment Method from the dropdown menu at the top of the page.) Submitting more information helps to guarantee you get the right material; however, if you are unsure about what information to enter into a field (such as volume/issue number), it is better to leave that field blank. Click Submit Request. You will be redirected to the home page and should receive a status line stating that a new request was submitted along with a new transaction number.

 How can I check the status of my request?

ILLiad provides tracking of current requests. Log into your ILLiad account and choose the Outstanding Requests option under the View Your heading. You may also call the Document Delivery office at 913-588-5073 or stop by during regular business hours, 8 am - 5 pm, Monday - Friday.

 How can I check to see what I've requested in the past?

Log into your ILLiad account and choose the Request History option under the View Your heading.

 How am I notified when a book or articles arrives?

Patrons are notified via email. However, you can also look in your ILLiad account online to see your notifications by clicking on the Notifications link under the View Your heading.

 How do I view my electronically delivered documents?

By default, all documents are delivered electronically in Adobe's Portable Document Format (PDF) to your ILLiad account. When a document is available for your viewing, an email will be sent to you. To retrieve the document, do the following:

  1. Login to ILLiad using your username and password.
  2. Choose the Electronically Received Articles button under the main heading View Your. This displays all the requests available to you electronically.
  3. Select the request you want to review by choosing the appropriate transaction number.
  4. Read, print, or save your document to your own computer. The document will be accessible for 21 days from the date of notification.

 Is electronic delivery the only option?

No. Electronically delivery is the default delivery method. However, if you do not want to receive documents electronically, please contact the Document Delivery office at 913-588-5073 or by email at DykesILS@kumc.edu.

 Can you fax documents to me?

Yes. Faxing is not a current delivery method option in ILLiad, but you can call or email us to request delivery by fax. You may also add a note in the request. Call us at 913-588-5073 or write us at DykesILS@kumc.edu.

 Will you accept paper requests, phone requests, or faxed lists of citations?

No. All requests must be received through ILLiad. If you need assistance, please contact the Document Delivery office by phone at 913-588-5073, or by email at DykesILS@kumc.edu.

 Can I renew items?

Yes, although the length of the renewal allowed may vary, depending on the lending policies of the libraries we borrow from. Only one renewal per item is permitted.

  1. Log into ILLiad using your username and password.
  2. Choose Checked Out Items under the main heading View Your.
  3. Select the transaction number of the items you want to renew. Choose Renew Request.
  4. You will see this message: Thank you for submitting a renewal request for (transaction number 123XXXX). You will receive an email with more information regarding this request. No further renewals will be allowed.
  5. Shortly afterwards, you will receive an email stating whether your renewal request has been granted or denied by the lending library and the new due date (if granted).

 I submitted a request with the wrong information. Can I change it?

Yes, as long as Document Delivery office personnel have not yet processed the request.

  1. Log in to ILLiad using your username and password.
  2. Choose Outstanding Requests under the main heading View Your.
  3. Choose the appropriate transaction number and then choose Edit Request.
  4. Edit information.
  5. Choose Submit Request.

 I submitted a request but now I want to cancel it. Can I?

Yes, as long as Document Delivery office personnel have not yet processed the request.

  1. Login to ILLiad using your username and password.
  2. Choose Outstanding Requests under the main heading View Your.
  3. Choose the appropriate transaction number and then choose Cancel Request.
  4. Choose Submit Request.

If you do not have the option to cancel online, it still might be possible to cancel your request. Call the Document Delivery office at 913-588-5073 to see if the request can still be cancelled.

 How much time do I have to cancel or modify a request?

During our regular business hours (Monday - Friday, 8 am - 5 pm), staff generally acts on submitted requests within four hours of receipt. Rush requests are acted upon within less than four hours. You will have more time to cancel or modify your request if it is submitted after business hours or on weekends. Call the Document Delivery office at 913-588-5073, and we will try to work with you. However, once the article or loan has been obtained from the lending library, cost-recovery fees will apply, unless there are extenuating circumstances.

Loansome Doc

 Can I request articles through Loansome Doc rather than through ILLiad?

Yes. Loansome Doc is another online system that PubMed users can use to order documents. If you are a new user, you will need to register. (See "How do I register for a Loansome Doc Account?")

KUMC Patrons:
Please use the PubMed link on the Dykes Library home page to order.
Non-KUMC Patrons:
Please use the PubMed for Non-Affiliates link located on the Databases List page.

When ordering via Loansome Doc, citation information does not have to be retyped. If you are in the list view, check the box next to the citation you wish to order; if there is only a single citation you do not have to check a box. Near the bottom of the page you will see the Send to dropdown; click on the arrow and select Order. See our fee information to determine costs.

For more information about Loansome Doc, please visit the National Library of Medicine's FAQ page.

 How do I register for a Loansome Doc Account?

First time users must register to use Loansome Doc by following these steps:

  1. Call the Document Delivery office at 913-588-5073 to obtain the KUMC Loansome Doc LIBID.
  2. Complete the NLM Loansome Doc Registration form for the National Library of Medicine, providing KUMC's LIBID when asked.
  3. An ILLiad account is required to use Loansome Doc. If you don't have an account, you need to register for one. (See "Why do I need a username and password?" and "How do I get a username and password?")