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How to use COLOMBO (Interlibrary Loans)

Things to know

  • An alternative to Interlibrary Loans (ILL) is direct borrowing from academic institutions using the BCI card. If you can locate what you want at a nearby academic library, it may be faster to pick it up yourself using the BCI card.
  • Before making a request through Colombo, check to see if Concordia already owns the item you need. To do this, check the Libraries' Discovery Search.
  • Books in electronic format cannot be borrowed via Colombo at this time. If there is an ebook you want try suggesting a purchase.
  • Colombo requests cannot be rushed - requests are handled on first-come first-served basis. Colombo allows you to pick a date after which the item you are requesting will no longer be needed. Note that this will not speed up your request but will cause it to be automatically cancelled if the request cannot be filled by the date you indicate.
  • Make only ONE request per item. ILL staff will check with ALL possible lenders for you, whether or not you have specified a particular location to borrow from.
  • Once you make a request contact the Interlibrary Loans (ILL) Office, and if possible quote the ILL/request number, for any questions you have, for example:
    • To make changes to a request
    • For an update on a request (ex: when do you expect my request to arrive?)
    • For any other questions (ex: why did my request disappear?)
  • Watch the video - Requesting Interlibrary Loans (ILL) Using COLOMBO video (3:33)
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How to request a book

ADVANCED SEARCH
Colombo advanced search feature
  1. If you have an ISBN, change the drop down menu to the appropriate field and enter it – no  other information will be necessary – go to step 5.
  2. If you do not have an ISBN, enter the title of the book in quotes
  3. Enter the name of an author or editor.
  4. Pick the profile that best fits your search. The profile comprises a group of institutions whose collections will be queried when you click “search”. “Suggested verification sources [shared]” is recommended (includes major national research collections and some large US collections).
  5. Click on “Search”.
SEARCH RESULTS
Colombo search results
  1. To view the full record for a book click on the title or on “details”. To get back to the list of results click on “Search Results”.
  2. Choose the record that best describes the item you are looking for – there may be more than one record that answers your need, just choose one. Click on “Get it”.

    HINT: do not worry about the location (i.e “collection”) as the item may not be requested from the library that is identified. This step is only to confirm the identity of the book that you are seeking.

  3. If you get a long list of results, you can have them sorted by relevance by clicking on “Show Best Results”.
  4. To redo your search click on “Advanced Search”.
  5. If no titles match what you need, click on Create Request and fill the appropriate form.
MAKING YOUR REQUEST
making your request - part one

making your request - part two
  1. Should you need more than one chapter from the same book, or if you simply want to review the entire book please request a “loan” – this is the default.
  2. Should you want to request only one chapter from the book:
    1. Change the service to “copy”.
    2. Fill in the “Part Details” with information about the chapter (ex: title & page).
  3. Optionally, you can specify a date after which the item will no longer be needed. Note: if not filled, your request will automatically be cancelled after this date.
  4. Specify your pickup location – Webster (downtown campus) or Vanier (Loyola campus) Library.
  5. Click on Request.
  6. The next screen will confirm your request and will include a ILL/request number with which you can track your request.
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How to request an article

ADVANCED SEARCH
how to request an article with advanced search
  1. If you have an ISSN, change the drop down menu to the appropriate field and enter it – no  other information will be necessary – go to step 3.
  2. If you do not have an ISSN, enter the title of the journal in quotes, but NOT the title of the article.
  3. Pick the profile that best fits your search – this comprises a group of institutions whose collections will be queried when you click “search” – “Suggested verification sources [shared]” is recommended  (includes major national research collections and some large US collections).
  4. Click on “Search”
SEARCH RESULTS
how to request an article - search results
  1. To view the full record for a journal click on the title or on “details”. To get back to the list of results click on “Search Results”.
  2. Choose the record that best describes the item you are looking for – there may be more than one record that answers your need, just choose one. Click on “Get it”.

    HINT: do not worry about the location (i.e “collection”) as the item may not be requested from the library that is identified. This step is only to confirm the identity of the journal that you are seeking.

  3. If you get a long list of results, you can have them sorted by relevance by clicking on “Show Best Results”.
  4. To redo your search click on “Advanced Search”.
  5. If no titles match what you need, click on Create Request and fill the appropriate form.
MAKING YOUR REQUEST
how to request an article - making your request

how to request an article - making your request part 2
  1. By default a request for an article is a “copy” request. You will receive a paper copy of the article.
  2. Add citation information identifying the article you need. Only one article per request.
  3. Optionally, you can specify a date after which the item will no longer be needed. Note: if not filled, your request will automatically be cancelled after this date.
  4. The “Holdings” section of the request, containing location info, may be quite detailed.  You can ignore this.
  5. Specify your pickup location – Webster (downtown campus) or Vanier (Loyola campus) Library.
  6. Click on Request.
  7. The next screen will confirm your request and will include an ILL/request number with which you can track your request.
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Create request: When advanced search fails

when advanced search fails - create a request

when advanced search fails - create a request form
  1. To manually fill a form with the information about the item you want to request click “Create Request”. Note: you do not need to identify a location for your item.
  2. Choose the format of the item you will be requesting from the drop down menu. Note: ILL can only obtain hardcopy formats (example: ebooks cannot be borrowed via Colombo).
  3. Service type “Loan” leads to the loan of an item (ex: book), whereas service type “Copy” leads to receiving a copy of an item that does not need to be returned. Note: copies are only available for parts of items, ex: one article from a journal, one chapter from a book.
  4. Fill the form with as much information as you have about the item.
  5. Optionally, you can specify a date after which the item will no longer be needed. Note: if not filled, your request will automatically be cancelled after this date.
  6. Include any additional information in the “Special Instructions” text box.
  7. Specify your pickup location – Webster (downtown campus) or Vanier (Loyola campus) Library.
  8. Click on Request.
  9. The next screen will confirm your request and will include an ILL/request number with which you can track your request.
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Monitoring your requests

monitoring your requests
  1. To see a list of your current and past requests (up to 18 months in the past), click on “My Requests”.
  2. Click on the box next to “Show everything” to see all requests, not just current.
  3. The ILL number is a unique number associated with your request. It will also appear on the yellow sheet that accompanies your requested material when you pick it up at the Circulation Desk. If your request does not appear or disappears DO NOT re-request. For information about a request quote this number, if possible, when contacting the Interlibrary Loans Office.
  4. You will be provided with the “Status” of the request. Here is a list of the most common statuses:
    • Idle - your request has been received by the Concordia ILL staff and will be processed soon.
    • Pending - your request has been sent to a potential lending library and awaits a reply.
    • Shipped - your requested item has been shipped from a lending library.
    • Not Supplied - Concordia ILL staff are seeking other potential lenders.
    • Cancel Pending/Cancelled - your request is in the process of/or has been cancelled.
    • Received - your requested item has arrived and is ready for pickup. Check your email for details.
    • Returned - your requested item has been sent back to the lending library.
  5. Clicking on “Details” will provide you with more information about the item requested.
  6. To cancel a request, look for a button next to “Details” titled “Cancel”. If it does not appear it is no longer possible to cancel.
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Retrieving your requests

Articles & parts of works

If your request is for an article or for part of a work, in most cases you will obtain a digital copy of your request. You will receive an email notification once the item you have requested has been received by the library. This notification will include:

  • The ILL/request number (see Monitoring Your Requests)
  • Identification of material requested
  • A copyright statement
  • An access link/URL which will lead you to a webpage with a copyright statement. You will be asked to confirm that you have understood the legal uses of the document before proceeding to your document.
  • Note: once you receive the above notification, your request will also be accessible from the My Requests section in Colombo.
  • Once viewed, the digital copy of your request will remain available to you for 5 working days following viewing it for the first time.

Books and hard copy items

If your request is for a book or other hard copy item, you will receive an email notification once the item you have requested has been received by the library. This notification will include:

  • The ILL/request number (see Monitoring Your Requests)
  • The pickup location (Webster or Vanier). Note that there is a 24 hour delay for material retrieved at Vanier Library.
  • Identification of material requested
  • A copyright statement

If you have any concerns or questions about your request at this point, you can simply reply to the email notification.

Depending on your pickup location, the item can be retrieved from either Webster Library Loans Desk (LB-2) or Vanier Circulation Desk (VL-1).

When you pick-up an item it should have a label with the following information (see example below)

  • Date due
  • The ILL/request number
  • Identification of material requested
retrieving your request
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Renewals & returns

Renew:

To request a renewal once you have logged into Colombo, follow these steps:

  • Click on My Requests on the left side of the screen
  • Identify the item you want to renew
  • Check the due date. We ask that you wait until 2-3 days before this date before requesting a renewal.
  • Click on the button "Renew" to the right of the information about the request (see image below)
My Requests renew button
  • You will subsequently be asked to provide a "desired due date" (format: 01 jan 2017)
  • In a couple of days you should receive an email confirming or denying your request for a renewal. If confirmed, a new due date will be provided and will also appear in My Requests. If denied, please return the item by the due date. Should you need the item longer please re-request via Colombo.

Returns:

  • Return by the due date displayed on the label affixed to your ILL item or by the date provided upon renewal.
  • Return to Webster Library or Vanier Library Circulation Desk during hours of operation.
  • Ensure the label remains affixed to the item.
  • Failure to return an item on time may lead to a suspension of your borrowing privileges at Concordia Libraries.
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page last updated on: Thursday 14 September 2017
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