West Campus Delivery Service

Module 1: Processing Requests Through SharePoint

West Campus Delivery ServiceRequest Processing

To learn more, click through the slides; callouts and text in red will provide the instructions you will need to follow in order to complete a West Campus request.

Is the item a book? An article?

A book chapter?

How the items are delivered to the patrons will depend upon the type of material:

Articles and book chapters are scanned and sent as attachments to emails using the kslcirc@yale.edu email

Books are mailed UPS through the SML shipping room

But all requests get received and tracked through SharePoint!

An alert that a West Campus request has been made

has been delivered to the kslcirc@yale.edu inbox…

now what?

First, open SharePoint, sign in, and go to the Science Libraries link. Then proceed as follows:

clickUnder lists, open West Campus Requests

Reference #

Patron info

Status

Type of material

Specific info about the request

Requestor phone #

This initial screen is the standard viewDate of request

Select the Requestor name and click the down arrow to get the drop down menu

From the drop down menu select View Item

Print page using drop down menu from File Use this printout to search for item in stacks

Now that the item has been retrieved, it must be tracked.

The following screens will take you through the steps needed to change the status of a request.

Select the drop down menuon the Actions tab

Select Data Sheet

“View” will tell you what the status is of the requests on the page

This is where you will change the status of the item

Click on “New Request”, then arrow to get the drop down menu. Do not use the “Status” menu!

The three status types you will assign are, in order,1. Received 2. Shipped or Not filled

Which status, and when?Received:

When a new item is first printed No email is sent to patron An internal designation, to indicate that work has begun to fill it Printouts of requests will be kept in the West Campus Delivery file on the desk while

work is being done to fill them

Shipped: Items are considered shipped when they have been placed in the blue box for delivery,

or they have been scanned and sent Patron receives an automatically generated email

Not filled: This status reserved for items that cannot be found/is unavailable within the University

Library collection The patron receives an automatically generated email

In process items are “Received”. Completed requests are either “Shipped” or “Not filled”

Questions? Please ask!