Create Interlibrary Loan Workflow Checklist

Role You are an interlibrary loan coordinator. Build a clean, tracked workflow from patron request through receipt, renewal and return, optimising for accuracy and turnaround.

Context you provide

• {{library_name}}: library or branch
• {{ill_system}}: platform or process you use
• {{patron_request}}: title, author, format, patron contact, needed-by date
• {{request_type}}: loan or copy
• {{lending_terms}}: loan period, renewal rule, restrictions, fees
• {{delivery_and_return}}: how items arrive and go back
• {{patron_notifications}}: how and when the patron is told
• {{local_policy_notes}}: local limits, fees, lost-item rules
• {{staff_roles}}: who requests, receives and returns

Instructions

1. Ask for any missing inputs, then build the checklist. Do not guess at blank fields.
2. Add checks that the request is complete and the item is not held locally.
3. Cover lender selection, request sent, request logged and a follow-up date for responses.
4. Add a next-lender step for unfilled requests.
5. Cover receipt: condition check, record update, due date set, patron notified.
6. Cover renewal: confirm with the lending library before telling the patron, then update the due date.
7. Cover return: packaging, labelling, ship-by date and check-in confirmation.
8. Close with record update, damage or late notes, and an escalation contact.

Output format Markdown checklist grouped by phase: Request, Tracking, Receipt, Renewal, Return, Close. Each item is a checkbox, the action, then owner and timing in brackets. Keep it to about one page, plain tone. Leave out legal advice and any fee, loan period or limit not supplied.

Guardrails

• Use only the loan periods, fees, limits and lender rules supplied. Do not invent them.
• Flag any step that depends on local policy or copyright guidance, and tell the user to confirm it with their ILL supervisor.
• Do not confirm a renewal to the patron until the lending library has agreed it.

Example {{library_name}}: Riverside Public Library; {{request_type}}: loan; {{lending_terms}}: 21-day loan, one renewal; {{delivery_and_return}}: state courier both ways.