Smith Circulation Manual

Borrow Books, Articles, and more via ILLiad

• Create an account and Log in to ILLiad
• Use for books, articles, book chapters, conference proceedings, and other materials not held by Rutgers
• If you need an article or chapter from a non-circulating item at Rutgers, we'll scan it and send it to you.
• You'll be notified by email when your requested item becomes available
• Articles are delivered electronically, usually within 1-2 business days
• Delivery and loan times for books varies • First-time ILLiad users will need to register.

Procedure for renewing ILL items:

• After logging into the Circulation module,
• Click the Charge button from the Circulation toolbar, or select Charge/Renew from the Functions menu. The Charge workspace opens.
• Enter or scan the patron’s barcode in the Barcode field from the Library that is calling and press Enter.
• The patron’s information populates the field in the Patron section of the Charge workspace.
• Click the Charge Items button, or select Charged Item Info (patron) from the Charge/Renew menu. The Charged Items Index dialog box opens.
• Make sure that the item(s) are not overdue.
• Select the item(s) in the index to be renewed.
• Click the Renew button. The item is renewed for another 28 days. The Status column indicates that the item was successfully renewed and the new due date displays in the Due Date column.
• Click the Close button to close the Charge Items Index dialog box and return to the Charge workspace.

ILL Book Returned Without Blue label (No TN Number)

• Login to Alma
• Go to Fulfillment
• Under Fulfillment, click on Borrowing Request from the Resource Sharing section.
• Type in title or author of the book
• The book information is displayed including TN number, borrower’s name, and other information.
• Write down the TN number. TN number will be used as barcodes to scan in the book.
• Check-in the book in Alma with TN number
• Return to Resource Sharing , ILL Services at TSB in Piscataway.

See address below:

Interlibrary Loan Services /Resource Sharing

Technical Services Building 47

Davidson Rd. Piscataway, NJ 08854 – 5603

Interlibrary Loan Internet Accessible Database, better known as ILLiad, is a software system used by libraries around the world to manage lending and borrowing requests. It allows Rutgers ILL staff at the centralized ILL department to send borrowing requests on behalf of Rutgers patrons to other libraries for books, journal articles, and other materials not found in Rutgers collections. ILLiad also allows Rutgers ILL staff to fill lending requests from libraries in the OCLC Policies Directory, members of the New Jersey Library Cooperative, and to SHARES members worldwide. Requests from other libraries may be sent via OCLC (Symbol: NJR) JerseyCat, or by logging into their Rutgers ILLiad account. Smith ILL only handles lending requests.

Smith ILL staff can access ILLiad through the desktop application ILLiad Client. They must also have a LENDING Template Microsoft Word template on their computer to print pull slips. 

An account must be set up for each staff member when onboarding or when there is a change in responsibilities. Although the username might be one's NETID, the ILLiad username and password is not tied to the Rutgers single sign-on (SSO) credentials and Duo. It is an account with a unique password that must be changed yearly when prompted. 

Borrowing and lending requests come in one of two types: loan requests and article requests. Loan requests are requests for physical materials, while article requests are requests for digitized articles or book chapters.

Unless otherwise indicated, physical materials are shipped via UPS CampusShip. There is no additional charge to borrowers for domestic UPS shipments. Loans for member libraries of the New Jersey Library Network are shipped via the LibraryLinkNJ delivery service when possible. Borrowers must make their own arrangements for express or courier service.

Please see the tabs SHIPPING ILLiad LOAN REQUESTS - UPS CampusShip and SHIPPING ILLiad LOAN REQUESTS - LibraryLink NJ for more information on shipping physical materials.

Article/book chapter scans are delivered on ILLiad Client via Odyssey or Article Exchange whenever possible at no additional charge. Make sure to check the Notes section in the Details window for a request to see if the borrower has a preference. 

The following fees apply for libraries that are not covered under one of our resource sharing agreements. Copies of requests and invoices are sent monthly and payable upon receipt. Smith ILL staff is not involved in this process. Billing charges are automatically calculated for each transaction on ILLiad, and all Smith ILL staff must do is click Charge when prompted.

Below are the current fees:

Print materials

• $15 -- North America (U.S. and Canada)
• $30 -- SHARES libraries overseas
• $35 -- IFM libraries overseas
• 3 IFLA vouchers -- IFLA libraries overseas

Digital scans

• $15 -- North America (U.S. and Canada)
• $10 -- SHARES libraries overseas
• $15 -- IFM libraries overseas
• 1 IFLA voucher -- IFLA libraries overseas

• Books
  • Stacks: YES, to libraries in the U.S. and Canada, RLG SHARES members, IFLA voucher scheme participants
  • Chinard Humanities: YES, to libraries in the U.S. and Canada, RLG SHARES members, IFLA voucher scheme participants
  • History of Medicine: YES, to libraries in the U.S. and Canada, RLG SHARES members, IFLA voucher scheme participants. Ultimately up to the discretion of the Special Collections Librarian/Archivist.
  • Permanent Reserve: NO, scans only
  • Reference: NO, scans only
• Periodicals: NO, scans only 
• Audiovisual materials (Media): YES, if not new or booked for class use 
• Dissertations & Theses: YES, if copy in general stacks
• Government documents: YES
• Maps: NO
• Microforms: YES, or scans
• Patents (U.S.): NO, scans only

For official support resources, visit https://www.oclc.org/en/illiad/resources.html.

For the Rutgers Resource Sharing Training Guide, visit https://libguides.rutgers.edu/resource-sharing/FillingILL.

For help with a request, contact ilslend@libraries.rutgers.edu and include the Transaction Number.

Orla Mejia is the Supervisor of Interlibrary Loan Services. Contact her at om80@libraries.rutgers.edu with any access issues or to escalate an issue.

ILLiad loans are shipped through UPS CampusShip and LibraryLinkNJ. UPS CampusShip allows multiple employees of an organization to create shipments from the same account. The organization enrolls in UPS CampusShip and then sets up user access to authorized individuals. You need an account to use UPS CampusShip. To request an account, email upshelp@finance.rutgers.edu with your name, unit location, phone number, fax number, and unit GL string.

Please note that borrowing libraries do not return items directly to Smith Library. They go to the Rutgers ILL Services Department in Piscataway, NJ as indicated on the pull slip, and then to Smith Library. If a book is returned directly to Smith Library, email ilslend@libraries.rutgers.edu with the transaction number and let them know. They will finish the process on ILLiad and instruct you to check the item in Alma and reshelve. 

On the pull slip, check the shipping address of the borrowing library. If the item is staying in New Jersey, check if the borrowing library is a member of LibraryLinkNJ at librarylinknj.org/delivery/delivery-list-label-generator. A separate 4-digit number with the address, called a Delivery ID, may indicate membership. If the Delivery ID and shipping address on the pull slip matches the label, ship through LibraryLink NJ. If they are not a member, if the addresses do not match, or if the item is leaving New Jersey, ship through UPS CampusShip. 

Please see SHIPPING ILLiad LOAN REQUESTS - LibraryLink NJ for instructions on how to ship with LibraryLink NJ. 

1. Log in at https://www.ups.com/us/en/business-solutions/business-shipping-tools/ups-campusship

You will be taken to the Begin Your Shipment page. The page is divided into sections. This guide will go section by section.

2. Where is this shipment going?

1. 1. Select the address from the Address Book if you have saved it. If not, click Enter New Address and fill out the fields. You may need to use abbreviations if there is a character limit (Univ. for “University,” for example).
   2. Check the Validate this street address box. Please note that this may cause issues later in the process if the address does not match exactly what UPS has in their system. If that happens, the box may need to be unchecked.
   3. If this is a new address, under Save Options for Address, select Save as New Entry and give the new address a name for your Address Book. This can be the university name and/or library name.

Below is what a completed form will look like:

3. Where is this shipment coming from?

1. 1. Confirm that your library’s address, contact person, and return address are correct.

4. What are you shipping?

1. 1. Number of Packages should be 1.
   2. For Packaging Type, select Other Packaging.
   3. Weigh the book on the scale at Circulation. You may also want to desensitize it while at Circulation. Enter the weight in pounds under Weight.
   4. Everything else should be blank.

5. How would you like to ship?

1. 1. Confirm that UPS Ground Service is selected for Service.
   2. Check Send E-mail Notifications.

6. Would you like to add reference numbers to this shipment?

1. 1. Confirm that the GL String number is in the field.
   2. For convenience, add the TN number from the pull slip to the Dept Description field.
   3. Ensure the box to add a bar code for the GL string is checked off.

7. How would you like to pay?

1. 1. Confirm that the correct account for your library is selected under Payment Method for Shipping Charges.

8. Would you like to schedule a pickup?

1. 1. Do not check the box to schedule a pickup.
   2. Ensure Review Shipping Details is checked.
   3. Click Next.

9. Next is the Additional Shipping Options page. If Send E-mail Notifications was checked, this page will request the email addresses for these notifications. Enter your email address and those of others who may be interested, and check off Ship, Exception, and Delivery for each one.

10. Next is the Review Your Shipment Details page. Check the four sections: Address Information, Package Information, UPS Shipping Service and Shipping Options, and Payment Information. Confirm that UPS Ground Service is selected, that the right account is being billed, and that the charges make sense. Click Ship Now.

11. Next is the Shipment Confirmation page. There will be a pop-up window with the label. Click Print and exit the pop-up window. Uncheck the box for Label, then check the box for Receipt and click Print. There will be another pop-up window with the receipt. Click Print.

12. Staple the receipt to your copy of the pull slip for your records. Highlight the due date and return address on the patron’s copy of the pull slip. You can also write any special instructions, note any damage on the book, or if there are extra items such as a CD inside the cover or map inserts. Fold and put the pull slip in the middle of the book, pack the item, affix the label on the package, and place the package in the correct bin for UPS mail at the Circulation Desk. You can now close the UPS page.

13. You may want to go into ILLiad and route the request to Item Shipped. However, this usually happens without your intervention. Write or stamp the date and “Filled” on your copy of the pull slip for your records.

To view the latest information on how to request access to the account as well as the University contact person and the UPS contact person, go to https://procurementservices.rutgers.edu/purchasing/united-parcel-service.

Amanda Presler is the Business Manager of the Libraries. You may contact her with issues regarding the financial aspects of CampusShip such as the accounts (066352 for ILL and A9F926 for Ship to Home, supposedly) and unreasonable shipping costs at amanda.presler@rutgers.edu. You can also contact upshelp@finance.rutgers.edu and cc her if desired.

George F. Smith Library of the Health Sciences is a member of LibraryLinkNJ. The LibraryLinkNJ Delivery Service provides prompt transmittal of library materials to provide timely access to the State’s collective library resources for the residents of New Jersey. This is a shared effort of LibraryLinkNJ and its eligible member libraries. An account is not required for a staff member to ship materials.

Please note that borrowing libraries using Library Link NJ do not return items directly to Smith Library. They go to Alexander Library ILL in New Brunswick, NJ as indicated on the pull slip, and then to Smith Library. If a book is returned directly to Smith Library, email ilslend@libraries.rutgers.edu with the transaction number and let them know. They will finish the process on ILLiad and instruct you to check the item in Alma and reshelve. 

On the pull slip, check the shipping address of the borrowing library. If the item is staying in New Jersey, check if the borrowing library is a member of LibraryLinkNJ at librarylinknj.org/delivery/delivery-list-label-generator. A separate 4-digit number with the address, called a Delivery ID, may indicate membership. If the Delivery ID and shipping address matches the label, ship through LibraryLink NJ. If they are not a member, if the addresses do not match, or if the item is leaving New Jersey, ship through UPS CampusShip. 

Please see SHIPPING ILLiad LOAN REQUESTS - UPS CampusShip for instructions on how to ship with UPS CampusShip. 

 1. If the borrowing library is a member of LibraryLink, go to https://librarylinknj.org/delivery/delivery-list-label-generator.

2. Find the borrowing library and ensure the delivery ID, library name, and address match the address on the pull slip. Click Print Labels on the far right. You will be taken to a page with three labels.

3. Right click and click Print. Then click Print again.

4. Cut out the labels and pick one. For Shipping Date, write the shipping date and time. For Attention, write the office, department, or room that should be receiving the item (e.g., Interlibrary Loan, IILL, or Room 65L). This can be found in the address on the pull slip.

5. Highlight the due date and return address on the patron’s copy of the pull slip. Fold and put the pull slip in the item, desensitize the item at Circulation, pack the item, affix the label on the package, and place the package in the correct bin for LibraryLinkNJ mail under the Circulation Desk. Make sure to add a tally mark to the LibraryLinkNJ monthly statistics sheet.

6. You may want to go into ILLiad and route the request to Item Shipped. Write or stamp the date and “Filled - LibraryLink” on your copy of the pull slip for your records.

As a participant of LibraryLinkNJ, Smith Library is required to collect and report monthly statistics. Smith Library is also responsible for communicating issues and requests related to delivery services, such as missed stops. The courier comes to Smith three times a week, scans a barcode on the wall, and collects packages from the LibraryLinkNJ bin under the Circulation Desk.

Keep Monthly Paper Logs of Outgoing Packages

The LibraryLinkNJ office provides monthly Delivery Log forms to aid in tracking delivery statistics. The form is for internal library use only and must be kept for at least 12 months. LibraryLinkNJ staff may contact the library and request the form for a particular month.

1. Visit https://librarylinknj.org/delivery/statslog for PDFs of delivery log forms.
2. Click on the link for the PDF of the current or upcoming month.
3. Print the form and write the following information:
   1. Library Name: Rutgers Smith Library of Health Sciences, Newark (Formerly UMDNJ)
   2. Delivery ID: 1562
   3. Name and contact information of Smith ILL staff
4. Tape the form to the wall at Circulation under the LibraryLinkNJ barcode.
5. Take down the form from the previous month and keep it at ILL.

Track Outgoing Packages

The primary purpose of maintaining ongoing statistics is to document delivery volume for the vendor. The secondary purpose is to document the pattern of resource sharing.

For every outgoing package, a tally mark must be added to the date of delivery on the delivery log form. The statistical unit counted is the package, and each individual label used is equivalent to one package. A count of one package could be a padded envelope with one book, one box with multiple items, or one plastic bag with multiple items. A tote bin with eight plastic bags would count as eight packages. Staff may not count individual items within one package for their delivery statistics.

Report Monthly Statistics

At the beginning of each month (no later than the 10^th), the previous month’s total outgoing packages must be reported to LibraryLinkNJ. An account is not needed for this.

1. Visit https://librarylinknj.org/delivery/stats-report-form for the “Delivery Stats Report Form – Tforce”
2. Complete the form.
   1. Library Name – Delivery ID: Rutgers Smith Library of Health Sciences, Newark (Formerly UMDNJ) - 1562 (20513)
   2. Delivery ID: 1562
   3. Library Name: Rutgers Smith Library of Health Sciences, Newark (Formerly UMDNJ)
   4. Year and Month
   5. Total # of Packages Shipped
   6. Your name, phone number, and email address
3. Do not hit SUBMIT yet. Save a PDF of the form for your records.
   1. Right click and select Print.
   2. Open the dropdown menu for Destination or Printer and select Save as PDF.
   3. Open More settings. Open the dropdown menu for Paper size and select A1 or A2. The default size Letter is too small and will cut off parts of the form.
   4. Click Save. Make sure to include the month and year when naming the file.
4. Hit SUBMIT. You may want to keep a folder on your computer for LibraryLinkNJ stats submissions.

Assistance and Request Forms

To get support for problems, questions, and requests for delivery bins as well as to report library closures, use the Delivery Support Form.

From the home page (https://librarylinknj.org/), go to DELIVERY à DELIVERY SUPPORT FORM.  For Department, DELIVERY is set by default. Do not change this. Complete the form and submit.

Visit https://librarylinknj.org/delivery/policy-procedures for LibraryLink NJ policies and procedures. 

Visit https://librarylinknj.org/about-us/contact to contact LibraryLink NJ. 

Orla Mejia is the Supervisor of Interlibrary Loan Services. Contact her at om80@libraries.rutgers.edu with any questions about the Libraries' use of LibraryLink NJ services. 

Patrons can access ILLiad through a browser and perform several functions from their accounts:

• Submit article, book, or book chapter requests
• Edit active requests
• Cancel active requests
• See cancelled and completed requests
• Access delivered PDFs of articles and chapters 
• Review checked out items
• Request renewals of checked out items

Although Smith ILL does not handle ILLiad borrowing requests from Rutgers patrons, staff should be able to handle their basic inquiries. Below is what ILL staff should know about the patron side of ILLiad and some guidance on how to handle issues. 

1. Rutgers students, faculty, and staff can access RUL's ILLiad portal through the Interlibrary Loan page directly from the Libraries Homepage under the Quicksearch banner or under Find & Borrow --> Borrow from other libraries (interlibrary loan). They must sign in with their NetID and password. In some cases, patrons not eligible for a Rutgers NetID but are eligible to access restricted library resources can access ILLiad through a barcode.

First-time users must register for a new ILLiad account. First Name, Last Name, Status, Email Address, Discipline, and Delivery Location is required.

After signing in or registering, patrons should see the home page:

2. In the red header, select New Requests, then choose Book Request, Article Request, or Book Chapter Request.

3. Fill out the fields with information about the desired item. Below is what is seen for an Article Request:

4. Click Submit Request at the bottom of the page.

Typical turnaround time for an article is 24 to 48 hours. If it has been more than two days since the request had been submitted, you will need to investigate.

1. Ask the patron for the request's Transaction Number, or TN#. You may also find their request with their NetID/Username, Email address, First Name, or Last Name.

2. Open ILLiad Client. The toolbar along the top is how you will find the request:

3. To search by Transaction Number, ensure that "TN" is selected as a search filter and type in the number in the "Number" field. Please note that you will only see this specific request.

~OR~

To search by NetID/Username, Email address, First Name, or Last Name, select the correct filter and type in the information in the "User Information" field. Please note that you will see all past and active requests made by the patron.

4. To narrow results to only Borrowing Requests, click the green icon. The icon will be grayed out when selected. The click the magnifying glass icon to search.

5. If you searched by Transaction Number, the Details window for the one transaction will pop up. If you searched by User Information, you may see a list of the patron's requests. Double click on the request of concern. This will open up the Details window:

6. Click on the History tab. The Tracking and History sections show status changes and by whom it has been handled along with the dates and times. The Resubmission section shows if ILL staff had to resubmit the request. The Notification History section shows when the patron has been sent an email about their request and to which email address, notifying them of delivery or cancellation. The text box below Notification History shows the email sent to the patron. The lower left corner of the window border will simply state the most updated status. You will be able to tell the patron where the request is, where and when the article was delivered, if it has been cancelled, or if there were any issues in its retrieval. If you are unsure of the status of this request, email ilslend@libraries.rutgers.edu with the transaction number and your inquiry.

1. Find out what the patron actually received and what the patron was supposed to receive, or what pages or sections are missing from the PDF. This will help you write an email to the lending library.

2. Write down the patron's name, email address, and Transaction Number (TN#) of the request. 

3. Open ILLiad Client. The toolbar along the top is how you will find the request:

4. Type in the TN# in the "Number" and ensure that "TN" is selected as a search filter. Click on the magnifying glass icon to search. 

5. The Details window will pop up. You may need to click the small arrows to cycle through tabs, but find the Library tab. It will show the library that filled the request and the email address for the Lending Department. If you want to double check that the email is correct, you can always go on Google and find the email address for ILL on the website of that library. Here is the website for the University of Iowa Libraries. We can see that the email address is correct.

6. Send an email to the lending library with your inquiry. Include the TN# and explain the situation. They will likely send you a PDF with the correct article or pages. You can then email it to the patron. If they do not respond by the end of the next day or give you trouble, reach out to ilslend@libraries.rutgers.edu with the Transaction Number and the problem.

Ex Libris Alma is the library management system (LMS) of Rutgers University Libraries. It allows for the management of all resources--print, electronic, and digital--across all RUL collections and libraries. An Alma user is able to see information about a resource such as author, subjects, ISSN, edition, imprint, library, location (area within the library), call number, description, holdings, number of items, barcodes of items, and availability, including due dates of check-out items. Information about a patron such as active and past loans, requests, returns, contact information, and uploads can also be accessed.

As of November 2025, Smith ILL only handles digitization requests for periodicals, while Smith Circulation handles everything else, unless explicitly asked to handle other digitization request types in the case of staff shortage. Physical item requests for periodicals must be rejected. Although requests are typically from Rutgers students, faculty, and staff, there will occasionally be a request from the Resource Sharing Library. Alma is connected to ILLiad, so Alma can show if a request is being processed or if an item was checked out through ILLiad. 

It is recommended that Smith ILL learn how to check in and out books on Alma.

In Smith Library, all Access Services staff have access to Alma, though accounts need to be set up for each staff member when onboarding. Usernames and passwords are the same as Rutgers single sign-on (SSO) credentials and Duo. Alma can be accessed through a web browser, but a Pull Slip template must be installed on the computer to print pull slips.

For official support resources, visit https://exlibris.libguides.com/alma/fulfillment.

Many academic libraries have public LibGuides on how to use Alma. Just Google “Alma LibGuides.”

Christopher Sterback is the System Administrator for the Libraries and the expert in Ex Libris Alma. Contact him at sterback@libraries.rutgers.edu for questions.

Rutgers students, faculty, and staff can submit digitization requests through their library account. 

1. Go to libraries.rutgers.edu and click My Account at the top right.

2. The patron will be prompted to sign in with your Rutgers NetID and password. 

3. The My Account details page will appear. Patrons can see information such as loans and requests (including active digitization requests). The Magnifying Glass and New Search takes the patron to the general QuickSearch search bar. Browse allows the patron to find items by title, author, LC Subject, MeSH subject, LC Call Number, and NLM Call Number. Journals allows the patron to search by a specific journal. Citation Lookup helps when the patron wants something specific but has some missing information. Collection Discovery allows the patron to browse items arranged by specific themes and subjects. 

4. A typical search will look like what is below. Click on the desired result.

5. A bit further down on the Details page for a journal, there will be a list of libraries that have the journal as well as the volumes/issues available at each library. Once the needed volume/journal is located, click the Digitization button to its right. Please note that Article Delivery leads to ILLiad, which is only used if Rutgers does not have the article.

6. Complete the form with citation information and hit Send Digitization Request. The active request will now appear in the patron's library account as well as in the Pick From Shelf list on Alma for fulfillment. 

DOCLINE is the National Library of Medicine's (NLM) interlibrary loan request routing system. The purpose of the system is to improve access to biomedical literature for libraries in the Network of the National Library of Medicine (NNLM) and beyond.

DOCLINE provides efficient lending and borrowing by finding potential lenders for ILL requests via the routing algorithm, which matches requests to lenders, based on their reported journal holdings. This routing algorithm is what makes DOCLINE ILL prompt and accurate. Requests can be created, routed, received, and updated in this system. Requested materials cannot be transmitted through the website. DOCLINE participants can check the status of requests for which they are either the borrowing or lending library. 

The system is intended for reciprocal ILL among biomedical libraries in the United States and Canada. It supports resource sharing among participating libraries by enabling them to borrow from and lend to one another; it is not an article purchasing mechanism. There is no charge for participation in DOCLINE for NNLM members. Interlibrary loan transaction charges vary by lender and it is determined by partnerships and reciprocal agreements among libraries.

DOCLINE is available 24 hours a day, seven days a week. Some DOCLINE activities are suspended on U.S. national holidays. The dates and times used by the DOCLINE System are based on Eastern Time.

The Electronic Fund Transfer System, or EFTS, is a transaction-based electronic billing system for interlibrary loan and document delivery charges. It is maintained by the Medical Library Association (MLA) in support of resource sharing among the medical library community. The primary users are participant libraries in NLM's DOCLINE ILL request routing system. DOCLINE ILL transactions, once complete, are automatically transmitted to EFTS daily for participant libraries. Lenders log into EFTS to approve these transactions and bill borrowers for filled requests, or to manage their accounts and configuration.

Staff access to DOCLINE is not straightforward. A new user's Rutgers email must be used to create a Google account, then they must apply for a new account on DOCLINE, using the Google account to link to Rutgers' institutional DOCLINE account. 

Step 1: Create a Google Account with Your Existing Rutgers Email Address

1. Go to the Google Account Sign In page.

2. Click Create account. From the drop down, select For work or business use.

3. Enter your basic info.

4. Click Use your existing email.

5. Enter your current email address.

6. Click Next.

7. Verify your email address with the code sent to your existing email.

8. Click Next. Follow the onscreen instructions to create a password and complete the process.

Step 2: Apply for a DOCLINE Account

1. Go to DOCLINE.gov and click Apply Now.

2. When asked "Who are you?, select "I am part of a library in DOCLINE, and I would like a user account. (New User Account)."

3. Fill in the form with your first name, last name, email that was used to create the Google account, and the 6-letter Library ID. George F. Smith Library uses the ID NJUNJN. Click Submit. 

Step 3: Log in to DOCLINE

1. DOCLINE will email you to complete a new user's connection to the Rutgers DOCLIINE account. When it is time, go to DOCLINE.gov and click Log in to DOCLINE.

2. Go to the bottom of the page. Click the Google button.

3. You will be prompted to choose a Google account. Choose your Rutgers email and sign in. After signing in, you should see the following:

Like with DOCLINE, EFTS requires that a new user be added to the Rutgers institutional account. First, a user needs a profile in the MLA/EFTS system. Then, they must contact MLA/EFTS and request to be added to the Rutgers account.

Step 1: Create an MLA account

1. Go to mlanet.org and click Sign In/Register on the top right.

2. Click on Register.

3. Fill out the form with your Rutgers email, password, first name, and last name. Click Register.

4. You will be emailed. Follow the directions to reset your password and complete your profile.

Step 2: Request access to Rutgers EFTS account

1. Email efts@mail.mlahq.org requesting access to review and approve transactions through Smith Library's EFTS account. Provide the Library ID NJUNJN.

2. A representative will reach out to you. If they can find your profile, they will add you.

Step 3: Sign in to the Rutgers EFTS Account

1. Go to efts.mlanet.org/ and sign in with your MLA email and password.

2. You will see your library. Click on the blue Access button.

3. You will see the Account Dashboard for your library.

1. Sign in through efts.mlanet.org/. Select the Lending tab from the Account Dashboard.

~OR~

EFTS sends weekly status emails. Click on the blue Review and Approve button. 

2. The Unbilled subtab (marked in green) should automatically open. You will see a list of DOCLINE transactions that have not yet been billed by EFTS. Each transaction will have details such as Request number, Borrower, Cost, Date Filled, and Status. Check the box in the leftmost column for each unbilled transaction, or check Select All. Then click the blue Approve and Bill Selected button.

3. The Status will change to

There will be times when a DOCLINE request is accidentally marked as Filled when it should have been marked as Rejected. The borrowing library will reach out with a DOCLINE inquiry through email, asking for their article or chapter. If Smith ILL staff realize that they cannot provide a scan of the desired article or journal, they must apologize to the borrowing library. Next, they must go into EFTS and find the transaction number, which should appear 24 hours after the transaction is marked as Filled. If it is found that the library is to be billed (usually $12 or $15 depending on the agreement), the price should be set to $0. Nothing needs to be done if it is already at $0.

1. Under the Lending tab/Unbilled subtab, click on the three dots next to the unfilled transaction in the Action column on the right.

2. You will be taken to a table with details about the transaction. Scroll to the bottom and change the price from 0.00. In this transaction, the price was changed from $15.00. Click Save.

1.  Email notifications will be sent whenever there is a new request. This can be buggy, so it is good practice to periodically refresh the browser page. When there is a new request to receipt, it will appear under My Lending - To Receipt on the left half of the page. There are three request types: Normal, Rush, and Urgent Patient Care. Rush and Urgent Patient care should be handled immediately. Click on the red number to open the request(s). 

2. The request details will open. If there is more than one request, scroll down to see all of them. Click Print Requests, then Print. There will be one pull slip for each request.

3. Very important step: For maximum efficiency, stay on the request details page, highlight the article/chapter or title for one request, open QuickSearch, and search for the article/chapter or title in the search bar to see if Smith Library has it. Open a new QuickSearch tab in your browser for every request. The alternative is to manually type in the article/title in QuickSearch, which takes up time if you have several requests or if the titles are long.

For many recently published articles, we usually have an online subscription to the journal. View Online usually brings you to the article, but you can also click on the blue hyperlinked article title to see a list of subscription databases that have the article. Please note that you may have to search within a database or journal if you are not automatically directed to the article.

Or you can search for the article on Google and either find a full text link to the article through the article's PubMed entry or find a direct link to the article in the search results.

Recently published books are usually available as e-books in our databases. Requested chapters can be downloaded individually, usually by scrolling down to the chapter in the Table of Contents and clicking Download Chapter PDF. Do not download the PDF of the entire book. 

If Smith Library only has a physical journal or book, the article or chapter needs to be scanned. What you don't want to do is to leave the ILL office in search of a journal or book to find that 1. We don't own it. 2. We only have an online subscription. or 3. The citation is completely wrong.

2. Once you know where everything is, click Mark All As Receipted and Return to DOCLINE to let the borrower(s) know that you have received their request(s) and that you are looking for the material(s).