Section II, Chapter C
Procedures for Approvals
1. OVERVIEW OF APPROVAL VENDORS
Approval books are received from the following vendors:
- YBP (Yankee Book Peddler) – Domestic publishers (multi-disciplinary)
L&C (Lindsay and Croft)YBP UK (Yankee Book Peddler UK) – UK publishers (multi-disciplinary)- Harrassowitz – German language titles (with occasional English or Latin) (primarily fiction, social sciences, religion, history, and philosophy)
- Puvill (Puvill Libros) – Spanish language titles from Spanish publishers (primarily philosophy, literary studies, and medieval history)
- Latinam (Latin American Book Store) – Spanish language titles from Latin American publishers (primarily fiction, literary criticism, linguistics, some political history)
- Abrams – (art and architecture)
- Time Warner – (art and architecture)
- Worldwide – (art and architecture)
- Front – Variety of languages scores, sound recordings, and books on music
2. PROCEDURES (BY VENDOR)
At the present time records for YBP and L&C YBP U.K. are received in the form of OCLC/PromptCat records. These procedures are detailed below (sections 3 & 4).
The procedures for the remaining vendors are outlined in sections 5 & 6.
2.1 Vendor Approval slips (ALL vendors)
The vendor slips should always remain with the books, through to the point of actual cataloging.
Slips from all vendors typically include bibliographical, authorial, ISBN, place-of-publication, series, and price information. YBP, L&C YBP U.K., and Latinam also include brief but useful descriptive material, and both YBP and L&C YBP U.K. include a suggested call number stem. The descriptive information on slips from Harrassowitz, Puvill, and Front is less fulsome but can also be helpful. Abrams, Time Warner, and Worldwide do not provide vendor slips but receive white flags, supplied by Acquisitions. Both vendor slips and flags often include important notes from CD-Librarians or other catalogers requesting special treatment or attention to location.
3. YBP (Yankee Book Peddler, Yankee)
3.1 New shipment
Notification of a new shipment of titles is received via email from Acquisitions.
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The appropriate file is retrieved through the use of standard File Transfer Protocol (ftp), and is stored on the designated Copy Cataloger’s H-drive.
3.2 Acquisitions workflow
Once Acquisitions personnel have received the physical shipment, the YBP books are tattle-taped and placed on a book cart in loose alphabetical order (all titles beginning with letter ‘A’ together, all titles beginning with letter ‘B’ together, and so on). YBP-UK books are not tattle-taped when received, but they are grouped via the vendor and then placed in loose alphabetical order on a book cart.
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- Review Date is blank until the records have been loaded into Sirsi. Once that has occurred, then Now Ready is written next to Review Date.
3.3 Loading Records
The file for each shipment is loaded into Sirsi upon instruction from the Acquisitions Receiving Coordinator, at which time an email is sent out to members of the Acquisitions, Cataloging and Metadata Services, and the Collection Development Department, with specific information regarding the shipment.
Once the list has been run and completed, in the Finished Reports screen in Sirsi, the cataloger who ran the report can see if Sirsi flagged any titles as possible duplicates. This is done by clicking the View button with the report in question currently highlighted. This list is then printed and given to the Copy Cataloger responsible for pre-cataloging the book cart.
3.4 Title-by-title pre-cataloging
Book carts are brought over to Cataloging and Metadata Services the day after the Review Date posted on the label.
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The following note will appear near the bottom of the bib record for all YBP Approvals:
910 __ |aYBP/PromptCat
3.5 Duplicates
Duplicates are also items that are exact reprints or facsimiles of the original work. Verify that the original work is not damaged or missing before returning the duplicate item. The title page verso will usually let you know that the book is a reprint and will make it easy to find the exact original work in Sirsi.
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Duplicate records in Sirsi will not be deleted until all duplicates from a given shipment have been consolidated and are ready to be given to the Acquisitions Receiving Coordinator for return to YBP. We are supposed to delete the duplicate record before giving the book back to Acquisitions.
3.6 Series verification
If title is part of a series, series is checked in Sirsi to verify it is not on Standing Order. Check the Series title in the Series Title List Approval spreadsheet. The list was given by David. Need to ask Mang to run a report to find new standing order series title from 9/13/12 to present. From now on, when Marco or Sara add a order a new standing order title, they need to email me so I can add it to the spreadsheet.
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The book is then placed on the Decision Shelf in Acquisitions, with dated, initialed white flag indicating ‘new’ series and requesting a decision from the appropriate CD-Ref librarian. (Note: the CD/Ref librarian’s name does not need to be spelled out on the slip as it is his or her responsibility to review materials according to their assigned disciplines.) A book can remain on the Decision Shelf for approximately 1 month, after which it is returned to the appropriate cataloger, whether a decision has been made or not. The 590 note is deleted at the point of actual cataloging.
3.7 Provisional records
If the book has a provisional record, OCLC will be searched for better copy and, if found, a new record will be imported to overlay the provisional. (Sirsi control number needs to be changed prior to running overlay report).
3.8 Vendor slips & post-pre-cat disposition of books
Mark all vendor slips with DLC, CIP, GMC, MC, UKM or 0, along with Sirsi control numbers.
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A decision from the appropriate CD librarian is required for an approval book to be added to the reference collection. The book, with YBP slip, is placed on the Approvals Reference Decision Shelf in Acquisitions; and is returned to the appropriate cataloger after 1 month, whether a decision has been made or not. A 590 note is placed in the bib record indicating the book’s current location (see 3.6 above for correct wording).
3.10 BIC titles
Books destined for review by the Business Librarian are pulled from the shipment and placed on a shelf in Acquisitions. Once these have been reviewed, the Approvals Receiving Clerk will notify the appropriate member of Copy Cataloging that they are ready. The Business Librarian will have noted, on the approval slip, whether the book is to be cataloged for the Business School or for Fondren Stacks. (Note: all Business books are loaded into ‘Fondren’ location and thus will require a change of ‘library’ and ‘current location’ prior to cataloging.) I don't know if this still happens. Need to check with Robert on how he is notified of which books need to go to the Business Library.
3.11 OCLC Holdings
OCLC holdings are automatically updated by PromptCat 30 days after the shipment’s invoice date.
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When a book has been cataloged, vendor approval slips can be tossed.
4. L&C (Lindsay and Croft) YBP U.K. (Yankee Book Peddler U.K.)
L&C YBP U.K.approval titles are supplied by OCLC/PromptCat via the same ftp procedure as YBP approvals.
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910 __ |aLindsay/PromptCat
5. Harrassowitz, Puvill, Latinam, Abrams, Time Warner, and Worldwide
Unlike YBP and L&C YBP U.K., these vendors do not provide records (records will only be in Sirsi if there is a duplicate item).
While mixed approval books are separated by vendor within a cart they are not alphabetized.
5.1 Duplicates
When searching Sirsi for duplicate titles use the standard author/title combination search.
Take special care when dealing with the possibility of dual US/UK publications (i.e., identical books but with different publishers, ISBNs, minor differences in title, inversion of authors’ names, etc.).
5.2 Series
Like YBP and L&C YBP U.K.approvals, all series should also be searched in order to avoid duplicating titles to be received through Standing Orders.
5.3 Importing records from OCLC
Search OCLC for records and import using the approvalfondren template report in Sirsi.
5.4 Harrassowitz and Puvill records
Harrassowitz and Puvill create their own OCLC records:
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These records are typically provisional in character and books with such copy are treated as no-copy and delivered to the Original Catalogers after 3 months on the “OHX/No-Copy” book cart(s) without better copy being found. If better copy is found in OCLC before the end of 3 months, the new copy is overlaid in Sirsi and the books are distributed to either the Copy Cataloging Unit (for DLC, CIP, and GMC books) or the Senior Copy Cataloging Unit (for MC and UKM books).
5.5 Provisional records
Create provisional records when no record is found in OCLC.
5.6 Vendor slips
Mark all vendor slips with DLC, CIP, GMC, MC, UKM, OHX, PL, or 0, along with the OCLC control number (or, the Sirsi control number for provisional records) and the date the record is created in Sirsi and place slips back into books.
5.7 Tattletaping
Mixed approval books are NOT tattletaped in Acquisitions before being delivered to Cataloging and Metadata Services. Tattletaping is done either by appropriate Cataloger(s) or by students, if available, and is only done once all titles have been checked in Sirsi for duplicates and new records have been brought into Sirsi.
5.8 Distribution of books
After tattletaping, place DLC, CIP, GMC, and MC fiction books on carts for cataloging by Copy Cataloging Unit, all other MC and UKM books are placed on the Senior Copy Cataloging Unit book cart(s) and OHX, PL, and other no-copy books are placed on the “OHX/No-Copy” cart(s) for 3 (or 5 months; needs to be confirmed) months or until better copy is found in OCLC.
6. Front Approval (Music Scores)
Scores received on the Front approval plan are placed on a designated shelf in Acquisitions by the Receiving Clerk for review by the Music Librarian. After the Music Librarian has reviewed the shipment, the designated Copy Cataloger takes the items from the shelf and pre-catalogs them. After the items have been pre-cataloged they are delivered to the Music Catalog Librarian who incorporates the items into his own workflow.
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