Purchase on Demand

Department: Interlibrary Loan

Procedure: Purchase on Demand

Rev. 8 October 2008

Rev. 7 August 2014

Rev. 18 March 2016

Rev. 1 August 2018

Rev. 5 November 2020

Rev. 18 January 2022

Purpose: This procedure describes how we will implement our Purchase on Demand policy

Overview: Many libraries will not lend recent imprints. Rather than have our patrons wait until we can find a library to fill these requests, the library has developed a Purchase on Demand program. This procedure explains the steps done by Interlibrary loan staff to order these materials and track them. The last step in the process is to forward the materials to Technical Services, where they will be cataloged like any other purchase.

Required Knowledge/Skills: Basic understanding of bibliographic records. Knowledge of ILLIAD and FOLIO.

Equipment/Supplies: Networked PC loaded with the above software.

Procedure:

1. When a request comes in that meets the publication date guidelines of the Purchase on Demand (PoD) policy, those items will be automatically routed to a PoD queue within ILLiad.

2. The ILLM will check catalog holdings in FOLIO prior to any purchasing to be sure that the title has not been ordered. The ILLM will then check availability of title in e-book format through Summon

3. Assuming the request meets all of the guidelines listed in the PoD policy, the Interlibrary Loan Manager (ILLM) will order a copy of the item from Amazon, GOBI or another vendor.  Purchasing from Amazon is the preferred choice for a print copy.  If the print book exceeds the $150 limit, availability of an e-book through GOBI will be checked.   For Amazon purchases, charge the item to the ILL department credit card. 

4. If the item does NOT meet the PoD policy criteria, the ILLM may attempt to get the request via regular ILL assuming it meets ILL criteria.

5. When the Amazon order is placed, the ILLM will create an order record in FOLIO for the item. To do this:

• Login to FOLIO.

• Open the Orders app.

• Limit your search to Orders.

• Under Actions on the right, click on +New.

• Choose Amazon book (AMAZ) as the template to use.

• Record the PO number for ILL records

• Click on Save and Close

• On the next screen that opens up, choose PO lines and then add PO line.

• Insert the title, price, quantity and fund distribution (ILL Purchase on Demand Monographs ILL)

• Save and Open order

6. Once the item arrives, it may be processed like any other ILL borrowing request. Because there is no lending library, the ILLM must put in a due date, or else the patron will not receive overdue notices.

7. After the patron returns the item, the ILLM will flag it with the FOLIO order record number and put it on the shelf labeled “Incoming Resources” in Technical Services.

8. The Technical Services staff will receive and catalog the item just like any other purchase.

Department: Interlibrary Loan

Policy: Purchase On Demand Criteria

30 September 2008

Rev. 6 September 2012

Many libraries will not lend recent imprints. Rather than have our patrons wait until we can find a library to fill these requests, the library is developing a Purchase on Demand program. Valparaiso University’s Purchase on Demand pilot project began September 2008. When patrons request new items published in the current or previous two calendar years, those items will be purchased through Amazon instead of going through normal ILL borrowing, assuming the requests meet the following criteria.

Not Allowed

• textbooks (you can search the bookstore's website to see if a book is required for a class)

• test prep materials

• computer manuals

• audio CDs (music, books on tape)

• dictionaries, encyclopedias, workbooks

• Juvenile books

• obvious popular titles that we wouldn't collect anyway (e.g. 3-hour diet: how low-carbs make you fat, or The Automatic Millionaire Workbook)

• Books we already own as ebooks; if the patron wants print; just order through normal ILL

• Self-published books

Years Allowed

• Current calendar year plus three previous calendar years (ex. In 2014, 2011-2014 books will be purchased; changed from two years to three in August 2014)

Price/Format Restrictions

• price limit: $150

• English-language materials only

• Paperback/e-book are the preferred formats

• Fiction, DVD/VHS are allowed, purchase DVD if available according to Acquisitions policies.