1.  INTRODUCTION

These procedures are general; in special instances consult with Unit Supervisor.

1.1  Sources of order

 

There are two types of orders: form selections and others. All orders originate with selectors.

  • Form selections are submitted on standardized order forms from vendors such as YBP, L&C, Puvill, HARRG, AADL, TOUZOTEURO, Casalini, etc.  Many vendors are moving away from paper slips and relying on electronic transmission of this information.  The selectors will then select titles to be purchased electronically, download & print files, and then submit the paper files for the actual ordering process
  • Selectors may submit others in a variety of different forms (e.g., hand or typewritten index cards, photocopies of book reviews, publisher's catalogs, advertising brochures, personal requests in memo form from faculty members, etc.).

1.2  Order information

 

All orders must come through the Acquisitions Section where they are checked for the following necessary information:

  • Fund code  (assigned by selectors)
  • Vendor code   (assigned by selectors or Head of Acquisitions)
  • Price  (supplied by selectors)
  • Selector’s initials
  • Date stamp / Head of Acquisition’s initials
  • Assistant University Librarian for Collections’ initials for any new subscriptions
  • Selector instructions (e.g., Restricted, LSC-SPECL, etc.)

2.  PRE-ORDER VERIFICATION:

2.1  Receiving orders in cataloging

 

When orders come to Cataloging from Acquisitions they are deposited in one of three baskets:

  • Regular orders
  • Rush orders (see section 6 of this chapter)
  • Music scores and sound recordings (see sub-section 5.2 of this chapter)

2.2  Checking for duplicates

 

Search in Sirsi right before ordering to verify that the item is not already in the collection or already on order.  Selectors are responsible for the first-round check for duplicates.

2.3  Duplicate orders

 

On duplicate orders draw a diagonal line through the order and note any information, which might be of use to the selectors (e.g., Sirsi control number, call number, on order, received on approval, already in stacks, etc.).  When an item is being received on subscription or standing order, indicate the series, serial, etc. that it is entered under (see also sub-section 2.6).  Place the duplicate orders in the "Duplicates" box, located beside the order basket.

2.4  Serials, sets, and other possible standing orders

 

The type of order (Subscription, Standing order, Analytics, etc.) depends on the format of the item and the way it is to be cataloged, as instructed by the selector.  If the order has no instructions, check with the appropriate selector.  Consult with the Unit Supervisor in case of unclear instruction.

2.5  Fill-ins and back orders

 

Fill-in(s) to an analyzed series or a class sep series, are firm ordered as separate monographs. Fill-in(s) to a set are firm ordered on the set record. Back-orders for a serial are firm ordered on the serial record.

2.6  Check series

When a monograph is part of a series, search the series title in Sirsi in the “periodicals” category.  If the Library receives the series on standing order, treat as a duplicate order (see sub-section 2.3).

2.7  Check sets

When a volume number is indicated, search the catalog by author or title for standing order or set.

2.8  Searching orders on OCLC

 

Orders are now ready to be searched on OCLC.  When more than one record is retrieved, select the one that corresponds to the edition information on the order.  When more than one record is retrieved for the same edition, the hierarchy of preference is:

  • DLC (full-level)
  • DLC (CIP/PCC records)
  • GMC
  • MC
  • OHX (Harrassowitz)

Record the OCLC number on the order.  This number becomes the Sirsi control number and can be used to call up the record in the system.

2.9  Double-checking series information

 

While some vendors, such as YBP, L&C, and Harrassowitz, are consistent in providing correct series information, many other vendors are not.  When an OCLC record is found to contain a previously unsuspected series statement, the series should be searched in Sirsi, particularly if the series is numbered. If the series is received on standing order or subscription, treat as a duplicate order (see sub-section 2.3).

2.10  Importing to Sirsi

 

Transfer the record into Sirsi (see Transferring Records into Sirsi, Section IX, Chapter B.)

2.11  Provisional records

 

When no record is found in OCLC, note [0] on order form and create provisional record. Write the provisional record control number on order slip.

NOTE: OCLC holdings are not updated when order is placed nor are they updated in any other instance when the item is not actually in hand.

3.  STEP-BY-STEP ORDERING:

3.1  Introduction

The following applies to ALL order types. Individual instances of differentiation will be discussed within the context of separate categories in Section 4.  Multiple order lines may be attached to each PO (see sub-section 3.6)

Click on the ‘Create Order’ Wizard (See Figure II.A.1 for basic, recurring, or dated order options). Locate the bib record in Sirsi by title, author, or control number. With new versions of Sirsi, the 'Create order' wizard no longer exists. Now it's just 'Orders' wizard.

Figure II.A.1.  Basic, Recurring or Dated order icons

3.2  Creating New Order

  • Vendor ID: Assigned by Head of Acquisitions or by selector

Vendor ID must be in correct (often abbreviated) form.

  • Order Type: Selected from the drop down list (see Section 4)
  • Fiscal Cycle: which is set to current fiscal year

3.3  Order Extended Information

 

Any information input here will appear near the top of each individual line, and thus must be appropriate to the entire order. (See Figure II.A.2)

Figure II.A.2.  Extended information fields

3.4   Order line Information

Any information input here applies only to the respective order line

  • New order line
    • Unit price: Supplied by the selector.
    • However, in instances where price is unavailable, use a default price of $35.  If the price given is in a foreign currency, usually the assigned vendor’s currency is coded accordingly.  However, if the price given is not in the correct monetary format, use a currency converter to convert prices into correct monetary format for the vendor (http://www.oanda.com/convert/classic). Need to use a different website that has more up-to-date monetary exchange (www.xe.com)
    • Quantity: Use default value “1” unless ordering multiple copies
    • ISBN/ISSN: Extracted from the bibliographic record
    • Parts in set:  Used for fill-ins, complete set, or standing order (see sub-section 4.1) No longer use 'Standing order' in 'Parts in set'- needs to be remove.

Additional order line information

  *Need to have examples screen-shots for each one below.*

  • CATALOG#: Publisher’s catalog number, if available Some vendors require the 'Item number' here. Stout, HARRU, Shamansky, Worldwide, (There may be others)
  • DESC: Note to vendor
  • INSTRUCT: Note to vendor (i.e. volume number, I.P. address, etc.)
  • SHIP TO: Not used for ordering
  • NOTE: Not used for ordering
  • COMMENT: Type-in your initials and the selector’s initials plus any internal notes (see section 4 for specific notes as they apply to different order type/category) example: lm js/cd

Add screenshot here.

3.5  Funding and Distributions

  • Fund ID: Assigned by the selector. (See Figure II.A.3)

Figure II.A.3.  Fund selected as FAR

  • Please note that KRF and KILLGORE funds default to REF holding code, FICTION fund defaults to FOF holding code, and 020 defaults to BIC holding code, unless otherwise requested by the selector.
  • All orders by Jet Prendeville are sent to the ART location unless otherwise requested
  • Holding code: Use the logical code (see Holdings Codes & Item Types) unless the selector requests a special location. (See Figure II.A.4)

Figure II.A.4.  Holding code selected as DVD-VIDEO1

3.6  Adding new order lines

If a new line(s) is to be added to order, click on Add New Order line and locate the next item and repeat the sequence. (25 lines are the maximum) When the order is completed, type TODAY in the Date ready field. If the purchase order is not to be printed, set Date ready to NEVER.

 

NOTE: No order should exceed 25 lines in length; funds, locations, etc., may be mixed on one PO.--Delete this line

4.  ADDITIONAL PROCEDURES, BASED ON ORDER TYPE

4.1   Basic order

  • Single item & sets (non-standing order)
  • Procedures below apply to all Basic order types; special instances or notes are listed separately under each type.
    • New order line
    • Parts in set: Indicating range of set ordered (v.1 ; v.1%4, etc.) when ordering part of or a complete set.  A % sign is used between the numbers for consecutive volumes; a “#” sign is used between the numbers of non-consecutive volumes, e.g., v.1%3#5#7%12.  This information will then display in OPAC in translated format (v.1-3, 5, 7-12). (See Figure II.A.5 for example) 

Figure II.A.5.  Use percent and number signs, instead of dashes and commas.

  • Additional order line information
    • CATALOG#: Note designed to indicate publisher’s catalog numbers if available
    • INSTRUCT: Note to vendor designed to clarify and/or specify request or to indicate range of set desired (“please send latest available ed.”, “please send v.1 only”; “Please send complete 4-vol. set”, “Please send v.1-v.3, v.5, v.7-12 only”, etc.)
    • COMMENT: Any additional notes should always come after cataloger’s and selector’s initials (‘Notify xxxx for pre-cat Ref. decision’; ‘Please notify Prof. S.’; ‘This is a copy 2’, etc.)

All notify notes are translated into actual flags when orders are received in Acquisitions.

APPROVAL: Not used 

EFIRM: Electronic materials on firm order (CD-ROMs, electronic books, electronic journal back-files, etc.)

Under the Instruct line, on all electronic orders: NOTE: For IP access please note that our IP ranges are 128.42..* and 168.7..*

  • New order line
    • INSTRUCT:Note to vendor designed to clarify and/or specify request (“CD-ROM”; “DVD-ROM”; “Internet access”, etc.)
      • Funding and Distributions
      • Holding code:Use logical code for the material ordered, unless specified otherwise by the selector (INTERNET, REFDESKCD, RESERVCD, RESERVDVD, etc.)
        • Bibliographic record
        • Electronic location and access (856): The 856 field will changed to a 956 field until we are notified that the access has become available.

EREFFIRM: Reference monographs in digital format on firm order, with a single initial

purchase price (see EREFMAINT order type)

Under the Instruct line, on all electronic orders: NOTE: For IP access please note that our IP ranges are 128.42..* and 168.7..*

  • New order line
    • INSTRUCT:Note to vendor designed to clarify and/or specify request (“CD-ROM”; “DVD-ROM”; “Internet access”, etc.)
      • Funding and Distributions
      • Holding code:Use logical code for the material ordered, unless specified otherwise by the selector (INTERNET, REFDESKCD, etc.)
        • Bibliographic record                                                                                               
        • Electronic location and access (856): The 856 field will changed to a 956 field until we are notified that the access has become available.

FIRM: Print materials on firm order

GIFT: Not used

MICROFIRM: microform materials received on firm order (microfilms, microfiche, etc.)

  • New order line
    • INSTRUCT:Note to vendor designed to clarify and/or specify request (“20 microfilm reels”; “30 microfiche”, etc.)
      • Funding and Distributions
      • Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (GOVFICHE, GOVFILM, etc.)

VIDEO: Visual materials on firm order (VHS, DVD videos, etc.)

  • New order line
    • INSTRUCT: Note to vendor designed to clarify and/or specify request (“VHS format”; “DVD format”, etc.)
    • Funding and Distributions
      • Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (VIDEOTAPE1, DVD-VIDEO1, etc.)
    • Default price for DVDs are $25

 Add screenshot here

4.2  Recurring orders

               'Recurring orders' is rarely used (For ESTAND only) The information below should be updated. Most of the information below should be under 'Subscription' type orders.

NOTE: POs for recurring orders have only 1 line*.*

 

ANAL: Analytics received on standing order (class together, analyzed series) 

  • Order Extended Info
  • INSTRUCT: Fund= xxx-MS (See Figure II.A.6 for example)

Figure II.A.6.  Note to vendor for fund FAR-MS

 

  • New Order line
    • Unit price: This well is grayed-out for any types of recurring order. The price can be filled-in by Edit order after the order has been created.  From here NOTE: Do not use Edit order except for viewing or filling in Unit price for recurring orders.
    • Parts in set:“STANDING ORDER” (Use all caps)--No longer type 'STANDING ORDER' in the 'Parts in set'.
      • Additional order line information
      • DESC: Notes to vendor (“v.1-“ ; “2013-“, etc.) (See Figure II.A.7) 

Figure II.A.7. Note to vendor for the start volume

  • INSTRUCT: Notes to vendor to specify the range of order (“Please begin standing order with v.1”; “Please send 2013 and all future volumes”, etc.) (See Figure II.A.8) 

Figure II.A.8. Note to vendor to start the volume and to continue to send future volumes

Funding and Distributions

  • Fund ID: Should be suffixed with --MS (exception: Fund 2s, which can be used for either basic or recurring orders)
  • ‘Date ready’ should be “Today”
  • ‘Date to claim’ should be changed to 3 months into the future.–We do not add a claim date anymore.

STANDING: Print materials received on standing order.

NOTE: When an OCLC record for the series is missing the call number, and has “NST” in 040 tag it is usually a Class sep.  When the record has a call number, it is usually an analytic type of series.  When in doubt, verify series authority record for further information.  Consult with Unit Supervisor for any other questions.

Monographic sets: (incomplete, publication continuing into future)

  • Order Extended Info
  • INSTRUCT:Fund= xxx-MS
  • NOTE: THIS IS A STO; DUPLICATE/CHANGE TO STO WHEN 1ST COPY ARRIVES
    • COMMENT:   L1= sets (the space after the “=” is required; Acquisitions relies on this exact format to run their reports)
    • New Order line
      • Unit price: This well is grayed out for any types of recurring order. The price can be filled-in by Edit Order after the order has been created.
      • Parts in set: “STANDING ORDER” (use all caps)--No longer type 'STANDING ORDER' in the 'Parts in set'.
      • DESC:Notes to vendor (“v.1-“ ; “2013-“, etc.) 
        • INSTRUCT: Notes to vendor to specify the range of order (“Please begin standing order with v.1” ; “Please send 2013 and all future volumes”)
        • COMMENT: Input internal notes following initials (“set standing order” ; “projected 12-vol. set” ; “v. 1 rec’d on approval”, etc.)
        • Funding and Distributions
          • Fund ID: Should be suffixed with --MS (exception: Fund 2s, which can be used for either basic or recurring orders)
          • ‘Date ready’ should be “Today”
          • ‘Date to claim’ should be changed to 3 months into the future.–We do not add a claim date anymore.
  • Additional order line information

Class Sep Series: (a monographic series ordered from a single ‘dummy serial record’ wherein each title is cataloged as a separate item (i.e. individual call numbers, subject headings, etc.). The dummy record is coded in serial format.  Occasionally a series is ordered commencing with the most current volume, with the possibility of filling in earlier volumes.

  • The dummy record is the record from which the series order is launched.  The information required in a dummy record is typically brief.
    • Series title is required.
    • Publication information is desirable -- place, publisher, and date of 1st volume (date followed by a hyphen. ex.: 2013- .
    • Editorial or other authorial information, even if available, is not necessary, as these functions may change over the lifetime of a series.
    • In the MARC holdings record, under the 852 field, type-in: |c STACKS |z SEARCH UNDER INDIVIDUAL AUTHOR/TITLE FOR ITEMS IN THIS SERIES (all caps are required (for details see: MARC Holdings Records, Section III, Chapter M)). (See Figure II.A.9)

Figure II.A.9.  Class sep message in the holdings

  • Order Extended Info
  • INSTRUCT:Fund=xxx-MS
  • NOTE: THIS IS A STO; DUPLICATE/CHANGE TO STO WHEN 1ST COPY ARRIVES
    • COMMENT: L1= sers class sep (the space after the “= ” is required; Acquisitions relies on this exact format to run their reports)
    • New Order line
      • Unit price: This well is grayed-out for any types of recurring order until the order is created; then the price can be filled in by Edit Order.
      • Parts in set:“STANDING ORDER” (use all caps) --No longer type 'STANDING ORDER' in the 'Parts in set'.
        • Additional order line information
        • DESC:Notes to vendor (“v.1-“ ; “2013-“, etc.) 
          • INSTRUCT:Notes to vendor to specify the range of order (“Please begin standing order with v.1” ; “Please send 2013 and all future volumes”)
            • COMMENT: Input internal notes following initials (“class sep series standing order” ; “v. 1 rec’d on approval”, etc.)
      • Funding and Distributions
        • Fund ID: Should be suffixed with --MS (exception: Fund 2s, which can be used for either basic or recurring orders)
        • § ‘Date ready’ should be “Today”
        • § ‘Date to claim’ should be changed to 3 months into the future.–We do not add a claim date anymore.

ESTAND: Electronic materials received on standing order- use 'Subscription' type under the 'Add Dated Order' icon (this order type is rarely used)–ESTAND is the only one used under 'Recurring orders' (But rarely)

  • Order Extended Info
  • INSTRUCT: Fund= xxx-ELECT
  • NOTE: THIS IS A STO; DUPLICATE/CHANGE TO STO WHEN 1ST COPY ARRIVES 
  • § COMMENT:L1= Do not print
    • New Order line
      • § Unit price: Fill-in the total price§
        • Additional order line information
        • § DESC:Notes to vendor (“v.1-“ ; “2013-“, etc.) 
          • INSTRUCT: "Please begin access to Online journal with volume ??-, NOTE: For IP access please note that our IP ranges are 128.42*.* and 168.7.*"
        • Funding and Distributions
          • § Fund ID: Should be suffixed with --ELECT (exception: Fund 2s, which can be used for either basic or recurring orders)
          • § Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (INTERNET, REFDESKCD, RESERVCD, RESERVDVD, etc.)
          • § ‘Date ready’ should be “Today” (But not on the "Do not print" orders- should be left blank)
          • § ‘Date to claim’ should be changed to 3 months into the future. (But not on the "Do not print" orders- should be left blank)–We do not add a claim date anymore.

MICROSTAND: Microform materials received on standing order (microfilms, microfiche, etc.) Marco has never used this. Do we need to delete it, or keep just in case? Maybe ask Jiun.

  • Order Extended Info
  • § INSTRUCT:   Fund=xxx-MS
  • § COMMENT:  L1= sets or sers class sep
    • § Unit price: This well is grayed-out for any types of recurring order. The price can be filled-in by Edit order after the order has been created.
    • § Parts in set:“STANDING ORDER” (use all caps)--No longer type 'STANDING ORDER' in the 'Parts in set'.
      • Additional order line information
      • § DESC:Notes to vendor (“v.1-“ ; “2013-“, etc.) 
        • § INSTRUCT:Notes to vendor to specify the range of order (“Please begin standing order with v.1”; “Please send 2013 and all future volumes”; “Microfilms”; “Microfiche”, etc.)
          • § Fund ID: Should be suffixed with --MS (exception: Fund 2s, which can be used for either basic or recurring orders)
          • § Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (GOVFICHE, GOVFILM, etc.)
          • § ‘Date to claim’ should be changed to 3 months into the future.–We do not add a claim date anymore.
  • New Order line
  • Funding and Distributions

4.3  Dated order

 

NOTE: POs for dated orders have only 1 order line

All new dated orders charged to a serial fund (xxxS) require AUL for Collections’ initials.

SUBSCRIPT: Print materials received on subscription

  • Order Extended Info
  • INSTRUCT: Fund= xxxS
    • New Order line
    • Days in sub period: “0”
    • Renewal date:“NEVER”  (Use capital letters)–Should a note be added to go back to the order after changing the "1" to "0," because a "Renewal date" is automatically added to the field after "update order" button is pressed?
      • Additional order line information
      • DESC:Date of 1st item requested (“v.1-“ ; “2013-“, etc.) 
        • INSTRUCT: Very similar to recurrent order notes (‘please begin new subscription with Issue 1, no. 1, 2013, & continue with all future issues’, etc.)
        • Funding and Distributions
          • Fund ID: Should be suffixed with “S” (i.e., HISS, MUSS) (exception: Fund ALLEN)
          • Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (STKSERL, ARTSERL, etc.)
          • ‘Date ready’ should be “Today”
            ‘Date to claim’: 3 months into future –We do not add a claim date anymore. 

EFIRMMAINT: charge for ongoing access to an EFIRM item

EREFMAINT: charge for ongoing access to an EREFIRM item

 

ESUBTEXT: Non-full-text electronic materials received on subscription (indexes or abstracts to full-text electronic resources)

Under the Instruct line, on all electronic orders. NOTE: For IP access please note that our IP ranges are 128.42..* and 168.7..*

  • Order Extended Info
  • INSTRUCT: Fund= xxxS
  • New Order line
  • Days in sub period: “0”
  • Renewal date: “NEVER”  (Use capital letters)–Should a note be added to go back to the order after changing the "1" to "0," because a "Renewal date" is automatically added to the field after "update order" button is pressed?
  • Additional order line information
  • DESC:Date of 1st item requested (“v.1-“ ; “2013-“, etc.) 
    • INSTRUCT: Very similar to recurrent order notes (“Please allow access to new online subscription with 2013 & continue with all future services,” etc.) (See Figure II.A.10)

Figure II.A.10.  This example is for v.16 (2002) as the starting volume.

  • Funding and Distributions
  • Fund ID:(Assigned by the selector) (See Figure II.A.11)
    • Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (INTERNET, REFDESKCD, RESERVCD, RESERVDVD, etc.) (See Figure II.A.11)
    • ‘Date ready’ should be “Today” (See Figure II.A.12)
    • ‘Date to claim’: 3 months into future. (See Figure II.A.12)–We do not add a claim date anymore.

Figure II.A.11.  ENGS selected as the Fund ID, INTERNET selected for the holding code

Figure II.A.12.  ‘Date ready’ set for October 20, 2005, ‘Date to claim’ set for three months into future.–We do not add a claim date anymore.

ETEXT: Full-text electronic materials received on subscription (electronic full-text journals, remote databases, etc.)

Under the Instruct line, on all electronic orders. NOTE: For IP access please note that our IP ranges are 128.42..* and 168.7..*

  • Order ‘Extended Info’
  • INSTRUCT: Fund= xxxS–A serial fund is rarely used for ETEXT, it looks more like "XXX-ELECT."
    • New Order line
    • Days in sub period: “0”
    • Renewal date:“NEVER”  (Use capital letters) –Should a note be added to go back to the order after changing the "1" to "0," because a "Renewal date" is automatically added to the field after "update order" button is pressed?
      • Additional order line information
        • DESC: Date of 1st item requested (“v.1-“ ; “2013-“, etc.) 
        • INSTRUCT: Similar to recurrent order notes (‘Please allow access to new online subscription with 2013 & continue with all future services,’ etc.)
        • Funding and Distributions
          • Fund ID: (Assigned by the selector)
          • Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (INTERNET, REFDESKCD, RESERVCD, RESERVDVD, etc.)
          • ‘Date ready’ should be “Today.” (Do nothing if it’s a ‘Do not print slip’ Hit ‘Close’)
          • ‘Date to claim’: 3 months into future. (Do nothing if it’s a ‘Do not print slip’ Hit ‘close’)–We do not add a claim date anymore.

          Need to add information about 856 and 956 note

MEMBERSHIP: Rarely used; usually requested by Acquisitions.  Consult with the Unit SupervisorAcquisitionsin this instance.

MICROSUBSC: Microform materials received on subscription (not very common)

  • Order Extended Info
  • INSTRUCT: Fund= xxxS
  • New Order line
  • Days in sub period: “0”
  • Renewal date: “NEVER”

Additional order line information

  • DESC: Date of 1st item requested (“v.1-“ ; “2013-“, etc.) 
  • INSTRUCT: Similar to recurrent order notes (‘please begin new subscription with Issue 1, no. 1, 2013, & continue with all future issues’, etc.)
  • Funding and Distributions
  • Fund ID: (Assigned by the selector)
  • Holding code: Use logical code for the material ordered, unless specified otherwise by the selector (GOVFICHE, GOVFILM, etc.)
  • ‘Date ready’ should be “Today”
  • ‘Date to claim’: 3 months into future–We don't add a claim date anymore.

PACKAGE: Rarely used; usually requested by Acquisitions.  Consult with Unit Supervisor Acquisitions in this instance.

5. OTHER SPECIAL INSTRUCTIONS:

 

5.1 Fill-ins and back orders + recurring or dated orders

Two orders are placed (One for each order type)

A new order to begin with the most current issue is ordered as a new recurring or dated order. The back issues are ordered as a basic order (firm)

NOTE: If a multi-volume record (Set or serial) exists in Sirsi but new order is being placed (either for back issues or as a reinstitution of standing order or subscription) attach order to the latest call number line by highlighting it before creating order.  Never attach orders to INHOUSE call number line.

5.2 Music orders

 

Music orders are created in the same fashion as other firm orders.  The exceptions are that the Music Librarian provides an OCLC number on the order when copy in Worldcat exists.  If no copy exists for an order, an 028 field with the publisher/manufacturer number must be included in the provisional record (see Creating a Provisional Record, Section II, Chapter B).

 

5.3 Prepayment

Order Extended Info

INSTRUCT: PREPAYMENT

Any orders requiring prepayment should not be placed in the ‘to be filed’ basket but should be given directly to the Firm Order Receiving Coordinator in Acquisitions or another Acquisitions staff as specified on the original order.

5.4 Replacement orders or orders for a different location

 

You will need to create a dummy XX call number with no copy structure to which the order will be attached.

  • Additional order line information
  • COMMENT: (‘Replacement order’; ‘This copy is for Reserve HIST 431’, etc.)
  • INSTRUCT:  (For the vendor's benefit, Insert a note that identifies the book as a replacement, such as "Replacement for lost/damaged copy.")

Adding a dummy call number with “XX” in front. A dummy call number is created when ordering replacement copy or added copy for a different location. 

Highlight and copy the call number you need- using the ‘Modify order’ icon in the ‘Vol/Copy’ tab. (See Figure II.A.13)

Figure II.A.13.  ‘Modify order’ icon

Use the ‘Add volumes and call numbers’ icon in Workflows to add a new call number (For replacement copies, a second copy, or a 2nd copy for the Reserve desk). (See Figure II.A.14)

Figure II.A.14.  ‘Add volumes and call numbers’ icon

Click the ‘All volumes’ tab, next click on the ‘Add Call Number 1’ icon. (See figure II.A.15)

Figure II.A.15.  Add Call Number 1 icon

Click in the button shown in Figure II.A.16 if the slip is from Business to select the right library. Except for CD-Rom material- these all go in FONDREN selection.

       

Figure II.A.16.  Button used to select other libraries.

Paste the call number you copied at the beginning, next add the “XX” (In capital letters) in front of the call number. Click the “OK 1” button on the bottom of the screen. (See Figure II.A.17)

Figure II.A.17.  Adding an “XX” to call number

Go back to the list that shows both call numbers and highlight the call number with the ‘XX’ and then you can click on the ‘Add Basic Order’ icon to create order. (See Figure II.A.18) 

Figure II.A.18.  Create basic order icon

5.5 Standing order decision shelf. When the first volume from a multi-volume set, or a series, arrives on Approval, permission for a Standing Order must be received from the appropriate selector.  These volumes, along with the STO decision slip requesting fund and other specific information, are placed on the STO-decision shelf in the Acquisitions area, where they are periodically reviewed and returned to the appropriate cataloger.  During the period that these volumes are awaiting review a note should be placed in a 590 note on the bibliographic record (“CURRENTLY ON CD STO-DECISION SHELF”).  These notes will be deleted during cataloging.–Does this section needs to be updated? Ask Jiun?

6.  RUSH ORDERS

 

All rush orders should arrive in Cataloging clearly marked RUSH or RUSH ORDER ONLY (rush order only is for materials only requiring rush ordering but not rush cataloging).

Rush orders are placed by Head of Acquisitions or her designate in the Cataloging Rush basket.  This basket is emptied at least once per working day, more often when there is a high volume of RUSH orders.

RUSH orders of greater urgency should be handed directly to Head of Acquisitions or her designate.  Acquisitions staff deliver regular RUSH orders to the RUSH order basket in Cataloging, where they are searched for duplication, entered in Sirsi, and ordered with the vendor through Web, telephone, or paper purchase order, as appropriate.  Purchase orders are printed at least daily, and mailed as quickly as possible thereafter.  The Cataloging RUSH basket is emptied several times per working day.  Acquisitions staff hand-carry urgent RUSH orders directly to a Copy Cataloger.  (a.k.a., Super-RUSH) Paperwork is returned to the selector on request.  Under normal circumstances, a RUSH order is fully processed within 24 hours and no more than 48 hours of its arrival in Cataloging and Metadata Services and often much less.

  • Order Extended Info:
    • INSTRUCT: “RUSH” or “RUSH ORDER ONLY” (See figure II.A.19)–NOTE: Miss-marked many times, 'RUSH orders' have a destination. (i.e., NOTIFY:..., Reserve ...) 'Rush Order Only' do not. Therefore orders need to reflect the right notes to avoid putting a blue flag on items that are meant to be 'Rush Order Only' and so they may end-up at the Circulation Desk for no apparent reason and no one to claim them.
    • COMMENT: If paid by credit card “Credit Card/Do not print”; “NO MAIL”, “DO NOT PRINT”, etc. (See figure II.A.19)

Figure II.A.19.  Type the word, “RUSH” in the Instruct line and “Credit card/ Do not print” in the Comment line.

New Order line

  • COMMENT: After your & selector’s initials, input any specific requests from the selector, “RUSH reserve HIST 432”, “RUSH” or “RUSH ORDER ONLY”, “NOTIFY: Dr. J. Smith”, etc.
    NOTE: For Credit card or any NO MAIL orders leave ‘Date ready’ field “NEVER”
    Vendor = PENDING (attach only one line to each order). PENDING is a dummy vendor primarily used for Internet/online orders.  When using this vendor the ‘Date ready’ remains “NEVER” and the order is returned to the Head of Acquisitions for the eventual assigning of a real vendor.  Please attach ONLY one line to each order in this case.    

If  RUSHes are not stamped with Return to JL, or Return to Liliana, put them in the regular basket.

 

Can we add a vendor list that shows the abbreviations and their corresponding names (from Sirsi) to this document?

 

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