This guide explains how our library provided remote service and library-owned materials to our campus students, staff, and faculty when the library was closed due to the COVID-19 pandemic. If you have questions, please email firstname.lastname@example.org.
Requests from Wheaton College students, staff, and faculty for library-owned materials are submitted through a JotForm on the library website. The JotForm is dynamic and requests information based on the responses to the step-by-step inquiries. Request types include:
Physical item to be shipped to patron
Physical item to be picked up
Scanned book chapter
Scanned journal article
Using a JotForm integration with Google Sheets, all form submissions are populated into a Google Sheet workbook immediately upon submission.
On a daily basis, library staff transfer the submission data to Microsoft Excel workbooks, which are stored in Box Storage where staff can access them.
A master Excel File is maintained that retains all the requests submitted via the JotForm. The Google Sheet data is transferred to this file daily, with a different Excel tab for each day.
Each day, the Master File data is reviewed for completeness and accuracy, and the data for each type of request is transferred to a separate Excel workbook created just for that request type, with a different tab for each day.
Four mail merge templates in Microsoft Word, one for each type of request, are used to create pull-slips for the materials listed in the Excel workbooks, and items are retrieved for processing. The pull-slips are also designed to be used as cover sheets for the scans, to be included with physical items to be shipped or picked up, and to provide useful information to the patron.
When the items are retrieved, they are processed according to the type of request for the appropriate delivery method.
Workflow steps are tracked in the workbooks to ensure completion. The workbook records will help us provide statistics later.
See the other tabs in this LibGuide for workflow details.
See the Resources tab for details on the terms in bold above.