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Jessup University

Create faster, more efficient workflows for resource sharing

photo: Jessup University Paul Nystrom Library interior
Interior of the Jessup University Library.
logo: Jessup University

"Rebuilding our entire ILL workflow allowed us to drastically increase our capacity to handle requests and it greatly improved our turnaround times. It made ILL easier, which then increased our borrowing and lending output by almost 30% for borrowing, and just over 20% for lending.”

Michael Kares
Electronic Resources Librarian, Jessup University Library

Prior to 2023, Jessup University’s interlibrary loan workflow was complex, relying on several platforms and requiring a great deal of manual request entry. In response to staff turnover and overly complex processes, the library staff set out to rebuild their entire ILL workflow. Their goal was to qualify for OCLC’s Express digital delivery program, which enables exceptionally fast digital resource sharing among a select group of libraries using OCLC ILL services. However, to accomplish this goal, the team had to improve its lending turnaround times significantly.

Speed delivery using the latest WorldShare ILL features

In January 2023, the ILL team rebuilt its entire workflow around WorldShare ILL's latest features. For lending, the team integrated its serial holdings using WorldShare Collection Manager, allowing their ILL staff to fill most article requests in one or two clicks. For borrowing, the team configured and deployed the WorldShare OpenURL request form, providing a single reliable access point for students to request items.

“As a result of implementing the latest WorldShare ILL features, our library’s lending copy turnaround times dropped from 45.25 hours in 2022 to 9.75 hours in 2024."

In the following months, the library team tested and refined its custom holdings groups, setting up workflows through the Automated request manager (ARM) to automate the process of building smart lender strings. They also started filling all borrowing requests via WorldShare ILL, rather than using their other ILL platform, to improve their turnaround times. They also enabled real-time availability for print lending requests, ensuring Jessup library staff can only see loan requests that they could actually fill with items available on their shelves. These moves helped save valuable staff time and allowed them to shift their focus to providing a top-notch library experience to their users. “Rebuilding our entire ILL workflow allowed us to drastically increase our capacity to handle requests and it greatly improved our turnaround times. It made ILL easier, which then increased our borrowing and lending output by almost 30% for borrowing, and just over 20% for lending.” Michael Kares, Electronic Resources Librarian, said.

Save time and fill requests quickly

In early 2023, Jessup qualified for the Express program, allowing the ILL team to fill borrowing requests even faster. Likewise, its lending turnaround times remain well under where they need to be to continue to qualify for Express—an average of 18 hours or less turnaround time. In the past year, they’ve kept that pace up. “As a result of implementing the latest WorldShare ILL features, our library’s lending copy turnaround times dropped from 45.25 hours in 2022 to 9.75 hours in 2024,” Michael said.

Jessup also controls ILL costs by participating in the LVIS (Libraries Very Interested in Sharing) group, a reciprocal sharing group they’ve been a part of for many years. With this membership, combined with the Express program which is available at no extra cost, the library is better able to control their ILL expenses. “We accomplished all of this with just one staff member to oversee our ILL,” said Michael. “I anticipate that by early 2025, our turnaround times are going to be even better once we bring students on board to help us.”

Location

  • Rocklin, California, USA

Library at a glance

  • Nationally-ranked Christian university serving more than 1,800 students
  • Main campus in Rocklin, CA, with additional campuses in San Jose, CA, Portland, OR, and online
  • 70 undergraduate and graduate programs, with Certificate and Doctorate programs available

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