Oak Street Library Facility
Information for Library Staff

General Considerations

Monographic transfers and new serial transfers to the OSLF from departmental libraries will be accepted at the OSLF beginning January 3, 2006.  Beginning January 3, library units do not need prior approval to send material to the OSLF, and there is no limit on the amount of material you can send.
The following types of serial transfers to the OSLF are currently being accepted:
  • Superceded volumes when older volumes are already at the OSLF.
  • Most recent bound volume of serials that are already at the OSLF.
The following preparation activities must be done by or arranged for by the sending library PRIOR to the piece(s) arriving at the OSLF:
  • Voyager bib and/or holding record maintenance
  • Barcoding of physical piece(s)
  • Linking of physical barcode to correct item record in Voyager
  • Assignment of valid OSLF location code
  • Assignment of valid OSLF item type
  • Binding preparation for unbound issues
  • Stabilization treatment, if needed
  • Insertion of a valid OSLF transfer streamer produced from the Oak Street Transfers Program at http://www.library.uiuc.edu/voyager/oakstreetverify/index.html
  • Packing and shipping arrangements for large quantities of materials

Material Type Guidelines

Print materials, including monographs, bound serials, and archival boxes, are all acceptable.  At the present time, there is only a limited amount of shelving for folio-sized materials; please contact John Andrick about availability PRIOR to sending folios.
Unbound issues should be sent first to the Binding Unit with a note on the binding streamer that states that the volume should be sent to the OSLF after binding.   Absolutely no unbound issues of serials will be accepted at the OSLF.
We are looking at options for map storage, but these have not yet been finalized; please contact Betsy Kruger PRIOR to sending any maps.   Map storage definitely will be limited in the first module of the OSLF.
Laserdiscs and CD-ROMS can be sent to the OSLF, however they must be in hard protective containers, such as jewel boxes.  Please contact Betsy Kruger prior to sending.
We are looking at options for photograph album storage, but these have not yet been finalized; please contact Betsy Kruger PRIOR to sending any phonograph albums.
The stability of film and magnetic tape (microfilm, microfiche, photographic negatives, motion pictures, video tapes, audio tapes, etc.) differs depending on its composition.  As some types of film deteriorate, they can cause materials around them to deteriorate faster as well. Other types of film are more stable and do not cause a problem.  Please contact Tom Teper to evaluate any film material for its suitability for storage at the OSLF.  No film material will be accepted without it first being approved by Tom Teper.

Updating Voyager Records

You must use the PICK & SCAN functionality in Voyager to make these changes.  Making location changes via the "Item - Item Edit" menu in the Voyager clients will only result in changing the item's permanent location code, but not it's holding location code.  PICK & SCAN will allow you to change both permanent location code AND holding location code.  Both must be changed to valid OSLF codes prior to sending pieces.  Your PICK & SCAN screen should look like the one below, except that your location codes and item types may vary.

   wpeE.jpg (32868 bytes)

  1. Assign one of the following valid OSLF item types:

     

  2. Assign a valid OSLF location code from the list below:

     

  3. Update bibliographic and holding records if necessary

Stabilization Guidelines for Material Being Transferred to the OSLF

If you determine that the piece needs to receive stabilization treatment by the Conservation Unit prior to being sent to the OSLF, be sure to check the Conservation checkbox on the input screen of the Oak Street Transfers Program.  This will result in the production of a routing streamer to the Conservation Unit rather than directly to the OSLF.
Use the following guidelines to determine if stabilization might be necessary.  Contact Jennifer HainTeper if you have questions about these criteria. 
  • Candidates for stabilization include books with:
    • loose, detached, or missing covers
    • torn, loose or detached pages
    • brittle, crumbling, or fracturing paper
    • leather bindings tha are powdery (this is known as "red rot," though it is actually more brown)
    • soft cover bindings that offer little to no structural support
    • volumes that create shelving problems such as odd size or warped covers.

Shipping Your Materials to the OSLF

To the OSLF:  Each departmental library will receive two plastic totes in January 2006 to use for sending items to the OSLF.  Library Shipping will take a maximum of 4 totes of material from your library to the OSLF each week.  If you have a large quantity of material to sendk, you will need to pack it carefully and contact Library Facilities for pick-up and delivery to the OSLF or to the Conservation Unit.
To the OSLF via the Conservation Unit: If you have less than 100 volumes at a time going to the Conservation Unit for stabilization, just put them onto your regular shipping shelves.  Call Jen Hain Teper to arrange for pick-up of more than 100 volumes. DO NOT put items that must first go to the Conservation Unit into the OSLF plastic totes.

Binding and Cataloging for Oak Street

You cannot send unbound issues of a journal directly to the OSLF, but you can send such issues to the Binding Unitto have them bound and then sent on to the OSLF. Indicate on the binding streamer that the volume should be sent to the OSLF after binding.
To have approval plan materials cataloged and sent to the OSLF, simply write "Oak Street" at the top of the selection streamer.
To have a gift piece cataloged and sent directly to the OSLF, send the piece to Acquisitions with a "Cat for OS" streamer in it.
To order a new item that you want to have housed at the OSLF, make "Oak Street" your order location.

 

Special OSLF Locations and Processing Procedures for Building Use Only Materials

Materials housed at the OSLF that can only be used onsite in the original owning library require special procedures.  Library units wishing to limit use of particular materials in this way should contact Betsy Kruger if they do not yet have one of the special OSLF location codes described below.  OSLF does not have staff to monitor patron use of material onsite, so if the material you are sending requires such supervision, please follow these guidelines for insuring that the material is sent to your library to be used.  The OSLF also does not have staff to rewrap wrapped newspapers, so all these must be used onsite at the original sending unit.

Voyager records
  • Bibliographic record -- All items must have full bibliographic records in Voyager.  Archival boxes much each have a brief bibliographic record in Voyager that contains collection name and whatever additional data/subject access you wish to give it.
  • Item record -- Each physical piece must have a corresponding item record in Voyager against which requests can be placed.  For archival boxes, item records should only be created at the box level, not for individual folders. 
  • Use the public note field available in the Voyager MFHD record to read something like "Please consult staff in the Illinois HIstorical Survey Library to request material."  This should help dissuade users from placing OPAC requests themselves.
  • Make sure you have assigned the appropriate special Voyager location code for your unit.  These serve two purposes.  Along with the public note field in the MFHD record, they help to direct the OPAC user to your unit for assistance in requesting the material (e.g., making sure the box being requested has the material they are looking for.) Secondly these special codes provide an additional prompt for OSLF staff as they ar printing out their callslips that the material requires special handling/use procedures to be followed. Currently, the following special codes have already been created:
  • rbos (staff client name: Rare Bk Oak St[req only]) Can be used only for items sent by the Rare Book and Manuscripts Library that must be used onsite in the Rare Book and Manuscripts Library. See Guidelines for Sending to the OSLF Materials That Can Only Be Used Onsite in the Sending Library below.
  • uaos (staff client name: Archives Oak St[req only]) Can be used only for items sent by the University Archives that must be used onsite in the University Archives. See Guidelines for Sending to the OSLF Materials That Can Only Be Used Onsite in the Sending Library below.
  • ihos (staff client name: Il H Srvy Oak St[reqonly]) Can be used only for items sent by the Illinois Historical Survey that must be used onsite in theIllinois Historical Survey. See Guidelines for Sending to the OSLF Materials That Can Only Be Used Onsite in the Sending Library below.
  • uasos (staff client name: ArchivesSousaOakSt [reqonl]) Can be used only for items sent by the Sousa Archives that must be used onsite in theSousa Archives. See Guidelines for Sending to the OSLF Materials That Can Only Be Used Onsite in the Sending Library below.
  • neos (staff name: Newspaper Oak St [req only]) Can be used only for items sent by the History, Philosophy, and Newspaper Library that must be used onsite in that library. See Guidelines for Sending to the OSLF Materials That Can Only Be Used Onsite in the Sending Library below.
  • spos (staff name: Slavic Oak St [req only]) Can be used only for items sent by the Slavic Library that must be used onsite in the Slavic Library. See Guidelines for Sending to the OSLF Materials That Can Only Be Used Onsite in the Sending Library below.
  • maos (staff client name: Map/Geo Oak St [req only]) Can be used only for items sent by the Map and Geography Library that must be used onsite in that library. See Guidelines for Sending to the OSLF Materials That Can Only Be Used Onsite in the Sending Library below.
  • muos (staff client name: Music Oak St [req only]) Can be used only for items sent by the Music Library that must be used onsite in the Music Library. See "Guidelines for Sending to the OSLF Materials That Can Only Be Used Onsite in the Sending Library" below.
  • Item type -- Always assign the BOOK 16/4 LOCAL REQUEST or SER 2WK/BUO LOCAL REQUEST item type.  The LOCAL REQUEST item types prevent users from other CARLI schools from requesting these items. Do not assign BOOK2 or SER2 as these item types do not prevent requests from CARLI users and will also start producing overdue notices to the patron after 16 hours and fining them $5/day.  More often than not, the user will be consulting the material in your unit over a period of days, perhaps even a week or two if they are using archival materials.  The BOOK 16/4 LOCAL REQUEST and SER 2WK/BUO LOCAL REQUEST item types will not produce overdue notices until 36 days after the date on which you charge out the box to the user (recommended for your internal tracking purposes).
  • Assign "in process" status to the item record in Voyager.  This will prevent the item from being selected to fill a request until it has been accessioned at the OSLF (at which point this status will be cleared).
Physical preparation  
  • Each archival box should be barcoded on the outside.   Wrapped newspapers should also be barcoded on the outside.
  • Item should be stamped "Building Use Only at Illinois Historical Survey (Rare Book and Manuscript Library, University Archives, etc.);" or have a label with that information written on it.
  • All items MUST be accompanied by a streamer produced from the Oak Street Transfers Program at http://www.library.uiuc.edu/voyager/oakstreetverify/index.html.   Any pieces received at the OSLF without this streamer will be returned to the sending library. See complete information under Updating Voyager Records section above.
Unit's internal records (in-house or web inventories) for boxed archival materials should associate individual items/folders with the appropriate box number or item barcode.
Mediated request process
  • The OPAC record directs user to your unit for assistance; OPAC requesting for users cannot be disabled, but the location name and public note in the MFHD should dissuade most users from doing this. The LOCAL REQUEST item type prevents patrons from other CARLI schools from requesting these items. While Voyager cannot control the pick-up location selected by the user, Oak Street staff will ALWAYS ignore the requested pickup location and deliver these materials directly to your library for on-site use by the patron.
  • If the material being requested is boxed archival materials, use your internal inventory records to determine which box the desired material is in, and using the Voyager circulation client, place a request using the patron's borrower ID.  
  • Voyager will direct this request to the OSLF callslip queue, and material will be retrieved.
  • You will need to notify us if any special handling procedures need to be followed during shipping so that we can convey these to Library Shipping.
  • Upon receipt of material in your unit, it will need to be browsed/discharged via the Voyager circulation client.  This will produce a notice of availability that will be automatically emailed to the requesting patron.
  • Charge out the items to the patron's ID (or unit ID if that's what you are using).  Even though the patron is not physically removing the material from your unit, charging it out on Voyager will both result in a circ transaction statistic and will provide a tracking mechanism should you need it.
  • When patron is finished with the material and prior to sending the material back to the OSLF, discharge the items.  This will put the material into "In Transit to Oak Street" status in Voyager.  This status will be cleared when the material is reshelved at the OSLF.  It is also important to discharge the material so that it does not stay on the patron's account and create overdue fines when it reaches its due date.

Ongoing Selection for the OSLF

At any time, subject selectors are welcome to streamer monographs in the Bookstacks for eventual transfer to the OSLF.  Simply insert an "Oak Street" streamer into the piece, and write your initials or your unit name on the streamer.  Contact Gil Witte if you need a supply of these streamers. 
Do not streamer serials or MSETS; instead, fill out the Oak Street Serial and Mset Selection Form and mail it to Gil witte, 203 Main Library. Bookstacks staff will not transfer any serial title to the OSLF without first obtaining permission from Karen Schmidt or the appropriate selector
To maintain the Bookstacks at a fill capacity of approximately 85%, incoming transfers and new receipts need to be balanced each year with transfers of other Bookstacks materials out to the OSLF.  Betsy Kruger is working with the Collection Development Committee to develop a process for doing this.  Stay tuned.

Procedures for Transferring Items Back from the OSLF to a Departmental Library or Bookstacks

A subject selector can request at any time to have an item at OSLF transferred back to their library or into the Bookstacks.  Please email John Andrick to make these arrangements.   Selectors wishing to transfer an entire serial run back from the OSLF into the Bookstacks will need to obtain prior approval from Betsy Kruger.  Approval will depend on space availability in the Bookstakcs; if space is problematic, the selector may be asked to transfer another serial in the nearby vicinity to the OSLF before the transfer can be made.
Beginning in 2008, an annual list of monographs that have circulated from the OSLF more than three times in three years will be produced and distributed in January.  Selectors should review this list and notify John Andrick if there are any titles they would like to have transferred back to their unit or into the Bookstacks.
If volumes of the same serial title are requested repeatedly by users, we may suggest that the title be returned to the open shelves in a departmental library or Bookstacks, space permitting.

When to Refer Users to the OSLF

Most users should just request items they need from the OSLF via the online catalog, selecting a pickup location that is most convenient for them.  The OSLF is not listed as a pickup location in the online catalog.
If a user needs to consult a long run of a serial, they should be referred to the OSLF for onsite use in our public reading room.  Please tell users that retrieval may take up to an hour so they should call ahead of time to arrange for retrieval before going over to the OSLF.
  • the OSLF is located at 809 S. Oak Street near the intersection of Oak and Daniel Streets.  This location is approximately 8 blocks from the Main Library. (Map) Phone number is 265-9476.
If a user ever requests an entire run of a serial to be delivered to a pickup location or via campus mail, OS staff will contact the user and request that they use the material onsite at the OSLF.  There is an OPAC workstation and a photocopy machine in the public reading room.

Rush Requests--CALL 265-9475 or  265-9475

Material is available for on-site pickup or use at OSLF within one (1) hour if we are retrieving a single volume; and within two (2) hours if we are retrieving multiple volumes and IF the phone request is received by 3:30pm for a single volume OR by 2:30pm for multiple volumes.  Phone requests received AFTER these times will be available for onsite pickup or use at OSLF after 9:30am on the next business day.  The OSLF is NOT open on weekends.
Rush delivery to the Main Circulation Desk--On a limited basis, and to assist patrons who may not be able to easily get to the OSLF, Oak Street staff may be able to deliver the piece that same day to the Main Bookstacks Circulation Desk that same day, depending upon what time we receive the request.  Please note that this is an exceptional service, requiring an OS staff member to walk or drive the piece over the the Main Library, and so can only be provided as time and staffing permit.  Nonetheless, if you have a situation that warrants this, please inquire as to feasibility when you call to place your rush request.
There is no such thing as a RUSH request for OS material to be put into Library shipping or into campus mail since there is no way OS staff can guarantee how fast Library Shipping or Campus Mail Delivery will actually get the material to the pick-up location or the patrons office. Just place the request as usual via the OPAC, as we process these requests twice a day. They will get into Library Shipping or Campus Mail later than day or early the next--it doesn't take any longer to get a requested Oak Street item to a specified pick-up location or into campus mail than it does an item from any other departmental library.
When calling in a RUSH request to OS, please be prepared to give us the following information:
  • Patron name, patron barcode number, patron email or phone
  • Item brief title
  • Item volume number, if any
  • Item barcode
  • Your name and library phone number
  • If a serial, did you check to see if there is online full-text access?  (Many of the Library's JSTOR titles have been moved to the OSLF.
Before sending a patron over to OSLF to pick-up an item, please make sure they are aware of the 1-2 hour time requirement for retrieval (described above).

 

Central Circulation and Bookstacks
UIUC Online Library Catalog Interlibrary Loan
University of Illinois at Urbana-Champaign Homepage  
Last updated 7.3.06