1.  RUSH CATALOGING

1.1  Arrival and distribution

When a rush ordered item arrives, the Acquisitions Receiving Coordinator or a designated Acquistions staff member

RUSH AND NOTIFY MATERIALS

RUSH ordering

The CD librarian places the RUSH order.  The order is created within one working day after it is received in the Cataloging Section.

When the order is created, the word RUSH is entered in the order record:

• on  Extended Information in the Instruct field
• on Additional Line Item Information in the Instruct field (note to vendor)
• on  Additional  Line Item Information in the Comment field following the cataloger/CD’s initials.  “Rush order only” note is entered here, if the item does not require rush cataloging, as instructed by the CD librarian.
  

RUSH requests

If an item is requested either as RUSH notify or regular notify but has not yet been received, the following procedures will apply:

• A note is made in the comments line of the order, indicating patron’s name and any additional pertinent information.  When the item arrives, the normal RUSH/Notify procedure applies.
  
• The appropriate CD librarian is informed of the status of the item.  It is the responsibility of the CDL to contact the patron

RUSH cataloging

When the item arrives, the Receiving Coordinator inserts a light blue rush flag and delivers it to the Copy Cataloging Unit.  The Head of Copy Cataloging catalogs the item or distributes it to another cataloger as appropriate to complete the catalogingdesignated Copy Cataloger for cataloging or distribution.  If the designated Copy Cataloger is absent, consult with Unit Supervisor.  Rush music scores and sound recordings are delivered directly to the appropriate music cataloger.
Music Catalog Librarian.

1.2  Approvals and Firm orders

Rush A rush request for an item , which has been received on approval or as a firm order should be forwarded to the Head of Copy Cataloging either on a Book request/notification form or by e-mail.
is distributed to a number of designated staff members via email.

1.3  Cataloging time

The primary designated staff member retrieves the requested item and distributes it to the appropriate staff member to be cataloged.  Though unavoidable circumstances (e.g., staff absences, obscurity of subject or language) may make processing of some rush requests slower, the vast majority of requests are filled within no more than two days, and often within 24 hours.  In extraordinary circumstances, library staff may work together to shorten RUSH processing time to as little as an hour.  Such circumstances require advance agreement among the library staff involved, so that user expectations are raised only when very quick processing at all points can be guaranteed.  Occasionally, a minimal-level record may be created to ensure expedited processing.  When the item has been returned, we will upgrade the record to full-level cataloging.

1.4  Processing

The rush item is cataloged within one working day.  After the item is cataloged it is hand-carried to the marking table.
If an item requires stiffening, the rush flag is displayed prominently on top of any other flags when the item is placed on the in-house binding shelf.
Marking Table.  All formats of a rush mixed media item should be delivered together to the Marking Table.  If no Preservation staff member is available at the time of delivery, rush items are delivered to the designated Copy Catalogers , the  Metadata/Copy Cataloging Team Lead (afternoon) or the Preservation Librarian, all of whom are cross-trained to mark materials in all formats.

1.5  Binding

For items which require commercial binding, For paperbacks which exceed the 1.5” limit for in-house binding use the following procedure:  catalog as usual, penciling ; pencil the control # a few inches above the bottom edge of the t.p. and affix barcode to back inside cover.  Write (in pencil) above barcode: ‘Send "Send to Commercial Binding when returned’.  Deliver item directly to Marking Tabledischarged." Needs to go in CIRC NOTE in the Item Record. Deliver item as instructed in section 1.4, as though it were a RUSH hardback.  Once item has been returned to Circulation and checked back in it is sent to Commercial Binding.

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2.  NON-RUSH NOTIFY

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CATALOGING

2.1  Arrival and distribution

When the item arrives, the Acquisitions Receiving Coordinator inserts a green notify flag with the name/dept./email address of the person to be notified into the item and delivers it to the designated Copy Cataloging UnitCataloger.  The Head of Copy Cataloging catalogs the item or distributes it to another cataloger as appropriate to complete the catalogingIf the designated Copy Cataloger is absent, consult with Unit Supervisor.  Notify music scores and sound recordings are delivered directly to the appropriate music cataloger.Music Catalog Librarian.

2.2  Cataloging time

The non-rush notify item is cataloged within one working week. 

2.3  Processing

After the item is cataloged it is delivered to the high priority shelf by the Marking Table.