The University of San Francisco: Gleeson Library
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ILLiad FAQ

Introducing ILLiad...

What is ILLiad?

ILLiad is the electronic system you use to request an item through USF’s Gleeson Library | Geschke Center Interlibrary Loan. The name ILLiad can be thought of as an acronym for InterLibrary Loan internet accessible database.

How is ILLiad better than traditional ILL systems?

You will find it easier to submit and manage your interlibrary loan requests. With ILLiad, you enter your name and other personal information into the system only once, at the time of your first request.

You can get information about the status of your request through the web and via email at any time from any location without having to call the ILL Department.

Library personnel are able to serve you better because all data about your request and its handling are stored in a searchable database. We are able to respond quickly to your inquiries about your request. We are also able to gather statistical information about the performance of the libraries that lend to us, enabling us to make better decisions when choosing a lender to supply an item.

The ILLiad system will help the ILL office fill some requests faster than our previous ILL system.

How do I use ILLiad?


First Time Users

  • First time users must register with the Library's ILLiad system.
  • Go to the ILLiad Log on page.
  • Click the First Time Users link at the bottom of the screen.
  • Read the First Time Users information page.
  • Click on the First Time Users Click Here button at the bottom of the page.
  • A New User Registration form will appear. Fill out the required fields.

    ILLiad will ask you to choose a username and password. You may choose any username and password you wish, but please pick one that you will remember. Passwords are case sensitive.

  • After entering your user information, click on the Submit Information button at the bottom of the page.
  • The Main Menu will appear.
  • You should now be able to use ILLiad.
  • When you are finished using ILLiad, click the red Logoff link at the top of the Main Menu.

Please note: currently enrolled USF students, faculty and staff, with the exception of USF Law School patrons, may use Gleeson Library | Geschke Center’s Interlibrary Loan service. ILL requests can be made online via the library’s ILLiad system. Please visit the library’s ILL web page for more information. Material may take2-4 weeks to arrive.

If you are Regional / Distance student, staff, or faculty member, you may visit Gleeson Library | Geschke Center’s Regional and Distance Services page for additional instructions on using ILL.

If you are a USF Law School student, staff member, or faculty member, please use Zief Library’s ILL service.

If you are uncertain as to whether you are entitled to ILL services, please contact the ILL Office at ill@usfca.edu or (415) 422-2662.


I’ve already registered with the ILLiad system.

  • If you’ve already registered with the ILLiad system, please do not register as a First Time User again.
  • Instead, go directly to the ILLiad Log on page.
  • Enter your username and password.
  • Begin making requests (see instructions below).


I forgot my password.

In the event that you forget your password:

  • Go to the ILLiad logon screen and click the "Forgot password?" link.
  • Enter your ILLiad username and click "Reset password."
  • A Password reset e-mail will be sent to the email address you provided when registering with ILLiad.
  • Check your e-mail for a message from ILL, and click the link within the message to continue.
  • Enter a new password (twice!) and click "Set Password."
  • Your password is now changed and you will be logged on to your ILLiad account.


Requesting a Book, Conference Paper, Thesis or Dissertation

Please check the library and Link+ catalogs to be certain that the material you need is not already held by the Library, or available through the library’s LINK+ service. If you can’t find what you’re looking for in the library catalog or through LINK+:

  • Log on to ILLiad.
  • The Main Menu for ILLiad will open and show any outstanding (not yet received) requests you may have.
  • Depending on what type of material you are looking for, click on one of the Book, Conference Paper, or Thesis/Dissertation links below the New Request section of the main menu, located on the left hand side of the screen.
  • A request form will open. Enter as much information about the item you are requesting as possible. Please include information such as author(s), editor(s), publisher, publishing date, publishing place, as well as any other additional information you may have about the item. The more information given, the faster the searching process will be for the Interlibrary Loan Staff.
  • If you have additional information, enter it in the notes field.
  • After completing the request form, click on the Submit Request button at the bottom of the screen.
  • The Main Menu will reappear. At the top of the Main Menu Screen, a note will indicate your request was received and a transaction number will be displayed. Your new request should also show up in the Outstanding Requests queue. The request’s status will read “Awaiting Request Processing.”
  • When you are finished using ILLiad, exit by clicking the red Logoff link at the top of the menu on the left side of the screen.
  • Please remember to submit a separate request for each item.


Receiving Notification that Requests have Arrived

When an item arrives in the Interlibrary Loan Department and is processed by the staff, a notification will be sent to you via the e-mail address specified in your ILLiad User Information. Please always remember to keep your e-mail address current in ILLiad.

Due to the nature of certain e-mail filtering software, notifications from our address, may be sent to some programs' trash or junk mail folders. Please check to make sure that our address is not blocked by your software or e-mail service to ensure you will receive all of your notifications.

Because e-mail can be unreliable, we do expect users to check the status of their requests online. You may do this by clicking on the "Outstanding Requests" button on the ILLiad Main Menu.


Requesting a Journal Article/Book Chapter

Please check the library's journal holdings to be certain that the material you need is not already held by the Library. If you can’t find what you’re looking for at our library:

  • Log on to ILLiad.
  • The Main Menu for ILLiad will open and show any outstanding (not yet received) requests you may have.
  • Depending on whether you are requesting an article or a book chapter, click the Article or Book Chapter link below the New Request section of the main menu, located on the left hand side of the screen. Enter as much information about the item you are requesting as possible. Please include information such as author(s), editor(s), publisher, publishing date, publishing place, as well as any other additional information you may have about the item. The more information given, the faster the searching process will be for the Interlibrary Loan Staff.
  • If you have additional information, enter it in the notes field.
  • After completing the request form, click on the Submit Request button at the bottom of the screen.
  • At the top of the Main Menu Screen, a note will indicate your request was received and a transaction number will be displayed. Your new request should also show up in the Outstanding Requests queue. The request’s status will read “Awaiting Request Processing.”
  • When you are finished using ILLiad, exit by clicking the red Logoff link at the top of the menu on the left side of the screen.


Electronic Delivery of Journal Articles and Book Chapters

Digitized copies of all articles and book chapters will be delivered in PDF format to your ILLiad account. This eliminates several processing steps and will allow you to receive and access your requests more rapidly.

When a request for an article or book chapters is delivered to your ILLiad account, a notification will be sent to you via the e-mail address specified in your ILLiad User Information. Please always remember to keep your e-mail address current in ILLiad.

To view/print electronically delivered articles:

  • Log on to ILLiad.
  • On the Main Menu (towards the left of the screen), scroll down to the View section. 
  • Click on the Electronically Received Articles link.  This will display all the requests that you have available via electronic delivery.
  • You will need Adobe Reader to view your articles. 
  • Select the request you wish to view/print by clicking on the transaction number link.  Then click the PDF icon under the View column. Your article will open.
  • You may read or print the article.  Directions for saving to a disk or your hard drive are below. 
  • After you have read or printed the article, you may click on the Delete button to the right of the requests.  This will remove the article from your outstanding requests list.
  • Please note, electronically delivered PDFs will only be available on your ILLiad account for 30 days. Therefore, please be sure to print or save articles to your desktop if you will need to access them for a longer period of time.
  • When you are finished using ILLiad, exit by clicking the red Logoff link at the top of the menu on the left side of the screen.

To save electronically delivered articles:

  • Log on to ILLiad.
  • On the Main Menu (towards the left of the screen), scroll down to the View section. 
  • Click on the Electronically Received Articles link.  This will display all the requests that you have available via electronic delivery.
  • Find the request you want to save. Right click on the transaction number link.
  • If you are using Internet Explorer as your browser, select Save Target As.   If you are using Netscape as your browser, select Save Link As.
  • Specify where you want the articles saved and name the file.
  • After saving the article, you may view it using Adobe Acrobat.
  • When you are finished using ILLiad, exit by clicking the red Logoff link at the top of the menu on the left side of the screen.


View/Edit Outstanding Requests

Outstanding Requests are requests still being processed by the Interlibrary Loan Staff. They do not include items that are checked out, cancelled, or items that you have already received. 

  • Log on to ILLiad.
  • On the Main Menu (towards the left of the screen), scroll down to the View section. 
  • Click on the Outstanding Requests link.
  • Select the item you wish to view by clicking on the transaction number link. You will then see detailed information about that request.
  • Click the Edit Request link above Transaction Information. From here you may edit the request by changing the existing information or providing additional information. After editing your request, click on the Submit Request button at the bottom of the screen.
  • You may also check the status of a request by clicking on the transaction number button and scrolling to the tracking information.  The last entry is the current status.
  • Click on the Main Menu link on the left to continue using ILLiad
  • When you are finished using ILLiad, exit by clicking the red Logoff link at the top of the menu on the left side of the screen.


Canceling a Request

Please Note: You cannot cancel a request that has already been sent out to a lender (Request Sent status).

  • Log on to ILLiad.
  • On the Main Menu (towards the left of the screen), scroll down to the View section.
  • Click on the Outstanding Requests link.
  • Select the item you wish to view by clicking on the transaction number button. You will then see detailed information about that request.
  • Click on the Cancel Request link above Transaction Information. This will automatically cancel the request.
  • The Main Menu will reappear displaying a message confirming the cancellation of your request.
  • When you are finished using ILLiad, exit by clicking the red Logoff link at the top of the menu on the left side of the screen.


Resubmitting a Request

  • Log on to ILLiad.
  • On the Main Menu (towards the left of the screen), scroll down to the View section.
  • Click on the Cancelled Request link.
  • Select the item you wish to view by clicking on the transaction number button. You will then see detailed information about that request.
  • From here you may edit the request by changing the existing information or providing additional information.
  • Click on the Resubmit Request link above Transaction Information.  This will automatically change the request status to Awaiting Request Processing.
  • When you are finished using ILLiad, exit by clicking the red Logoff link at the top of the menu on the left side of the screen.


Changing Your User Information

Please remember that it is your responsibility to keep track of your account information in ILLiad. If you need to change your contact information on your account (i.e. e-mail address) or if your status (i.e. undergraduate, graduate, staff, faculty, etc.) should change, please change your user information.

To change your user information:

  • Log on to ILLiad.
  • On the Main Menu (towards the left of the screen), scroll down to the Tools section.  Click on the Change User Information link.
  • Edit the fields you wish to change.
  • Click on the Submit Information button.
  • The Main Menu will reappear.
  • When you are finished using ILLiad, exit by clicking the red Logoff link at the top of the menu on the left side of the screen.


Changing a Password

  • Logon to ILLiad using your current username and password.
  • On the menu on the left, scroll down to the Tools area. Click on the Change Password link.
  • Enter your current password and your new password.
  • Click on the Submit Information button.
  • The Main Menu will reappear displaying a message confirming that your password has been successfully changed.
  • When you are finished using ILLiad exit by clicking the red Logoff link at the top of the menu on the left side of the screen.
  • Remember: Passwords are case-sensitive.


Proxies

Faculty members and/or their proxies, please contact the Interlibrary Loan Department prior to initiating any interlibrary loan requests in ILLiad through a proxy. The Interlibrary Loan Department may be reached at (415) 422-4385 or at ill@usfca.edu. 


Explanation of ILLiad statuses

ILLiad uses various statuses to track interlibrary loan requests. These statuses, listed below, may be used to pinpoint the exact location of any given item at any given time. Please note that these statuses reflect the actions of the requesting patron as well as those of the ILL staff.

Awaiting Customer Contact
 The requested item has arrived and has been processed by the ILL staff, but we have not yet notified you that it has arrived.

Awaiting Extensive Searching
 We’ve received your request, but our preliminary searches for your item were unsuccessful.  The ILL coordinator will now do extensive searching to determine if a lender can be found.

Awaiting Post Receipt Processing
 The requested item has arrived, but has not yet been fully processed by the ILL staff.

Awaiting Request Processing
 You’ve successfully submitted your request and it is now ready to be searched by ILL staff and requested from potential lenders.

Awaiting Return Label Processing
 You’ve returned this item to the ILL office and return processing has been started by the ILL staff.  The item is currently awaiting packaging so that it can be returned to the lender.

Cancelled By Customer
 You’ve cancelled this request and no longer require the requested item.

Cancelled By ILL Staff
 The request has been cancelled by the ILL staff.  We’ve sent you an email giving the reason for the cancellation.

Checked Out to Customer
 The item has arrived, has been processed by the ILL staff, and you’ve checked it out. You are responsible for the item until it has been returned to the ILL Department. Please note, the item and its due date is visible on both your ILLiad and main library account (https://ignacio.usfca.edu/patroninfo~S0/).

Customer Notified via E-Mail
 The item has arrived and has been processed by the ILL staff. We’ve notified you of its availability via E-Mail.

Customer Removed from System
 You’ve been deleted from the ILLiad system. Reasons for this may include ineligible status, duplicate records, or disciplinary action for abuse of ILL.

Delivered to Web
 A journal article or book chapter has arrived and has been processed by the ILL staff. A PDF of the article or book chapter has been posted to your ILLiad account page, where it may be viewed and/or downloaded electronically via Adobe Acrobat.

In DD Stacks Searching
 An item you requested is available at Gleeson Library/Geshcke Learning Resource Center. ILL staff is searching our library for the material.

In Print Queue
 The item has arrived and has been partially processed by the ILL staff. It is currently awaiting the printing of its ILL identification label.

Incorrect Item Received and Returned
 An item was received that does not match the item that was requested. It has been returned to the lender and the original item is being re-requested.

Item Checked In
 You’ve returned this item to Gleeson Library/Geshcke Learning Resource Center and the library has checked it in. The item is now ready for return processing.

Received Incorrect/Partial Item
 The item was received but does not match the item that was requested or the order is incomplete. The ILL staff will determine the quickest means to correct this.

Request Finished
 The entire ILLiad request process from Request to Check-in has been completed successfully.  Requests with this status are archived under the "History Requests" link in your ILLiad account.

Note: Cancelled requests are not at "Request Finished" status and thus do not display under "History Requests.”  Cancelled requests may be found under the "Cancelled Requests" link.

Request In Processing
 The request is being processed at this moment.

Request Sent
 The request has been sent to several owning libraries and our ILL office is waiting for a response.


Using ILLiad on Public Workstations

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, when using a public access workstation be sure to:

Delete from the history file of your Web browser those pages that you do not want anyone else viewing. 

OR

Exit from the Web browser before you leave the workstation. This prevents the Back button from accessing the pages you were working with.


How do I contact the Interlibrary Loan Department with ILLiad-related questions or problems?

For questions, please provide the following:

Your name
Your phone number(s)
The ILL transaction number, if known
Brief title (first five words) of book /dissertation/journal
Your question

Contact options:

Phone: (415) 422-5385 speak slowly and clearly, please
Fax: (415) 422-2233
ill@usfca.edu

Every effort is made to respond within one business day. Please try again if you have heard nothing.