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Section II, Chapter A

Ordering Procedures

1.  INTRODUCTIONORDERING PROCEDURES

These procedures are general; in special instances consult with the Head of the Copy Cataloging Unit Supervisor.

1.1  Sources of order

There are 2 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& HC, Puvill, Harrassowitz, AADL, Touzot, 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.gOther orders can be submitted by CD librarians in a variety of different forms (i.e., hand or typewritten index cards, photocopies of book reviews, photocopies of pages from Books in Print, 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

         Head of Collection Development’s initials (for ‘new serials’ only)  

STEP-BY-STEP ORDERING:

• 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

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

• regular Regular orders
• rush Rush orders (see also Rush Materials procedures section 6 of this chapter)
• music Music scores and sound recordings
  (see sub-section 5.2 of this chapter)

2.2  Checking for duplicates

Search in Sirsi right before ordering 2)  It is the responsibility of the CD librarian to check SIRSI for order duplications. However, if the order is over two weeks old, search in SIRSI 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 3)  Duplicate orders.

 On On duplicate orders draw a diagonal line through the order and note any information, which might be of use to the CD librarian (SIRSI 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 Paragraph 4 of this section sub-section 2.6).  Place the duplicate orders in the "DUPLICATESDuplicates" box, located beside the order basket.

2.4)  Serials, sets, and other possible standing orders.

The type of order (SUBSCRIPTIONSubscription, STANDING ORDERStanding order, ANALYTICSAnalytics, etc.) depends on the way format of the item and the way it is to be cataloged, as instructed by the CD librarianselector.  If the order has no instructioninstructions, check with the appropriate CD librarianselector.  In Consult with the Unit Supervisor in case of unclear or conflicting decisions consult with Head of the Copy Cataloging Unitinstruction.

2.5)  Fill-ins and back orders

FillTreat as a firm order a back order for a serial or 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  6)     Check series.

When a monograph is part of a series, search  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 also Paragraph 3 of this section sub-section 2.3).

6a)  2.7  Check sets

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

7)  For serial subscription some vendors (e.g. EBSCO, FAXON, etc.) require the serial title number for claiming purposes.  Head of Acquisitions will note the title number on the order if it is available at the time of ordering.  Serial title number is entered in the CATALOG # field of the order record.  Otherwise the title number will be entered by Head of Acquisitions when the invoice is received. 

8)  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)

     GMC

     MC

     UKM

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 Always record the OCLC number on the order.  This number becomes the Sirsi control number and is the quickest means by which can be used to call up the record in the system.

The record can be saved in OCLC (for 14 calendar days) by typing save or s and depressing F11.  The number for the saved record, assigned by OCLC, will appear at the top of an otherwise blank screen.  Write this save number down immediately and use it for future retrieval of the record (this avoids additional OCLC search billing).

9)  Double-checking series information

2.9  Double-checking series information

While some vendors, such as YBP, L&C, and Harrassowitz, are consistent While some vendors, such as YBP, L & H, and Harrassowitz, are consistent in providing correct series information, many other vendors are not.  When a an OCLC record is found to contain a previously unsuspected series statement, the series should be searched in SIRSISirsi, particularly if the series is numbered. If the series is received on standing order or subscription, treat as a duplicate order (see Paragraph 3 above*)*. 
sub-section 2.3).

2.10  Importing to Sirsi

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

2.11  Provisional records

11) 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: 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 types, below.
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). 12) Locate the bib record in Sirsi by title, author, or control number.

      Click on the ‘Create Order’ Wizard

13) Fill in the 2 wells which appear at the top of the screen.

...

14)  Vendor and order type information.

       Three lines are provided for “Extended Information”. 

                         Instruct

                         Note

                         Comment

       Any information input here will appear near the top of each individual line, and thus must be appropriate to the entire order.

       a) “vendor id”: type in vendor code as provided by CD librarian or by Acquisitions personnel.  Vendor code must be in correct (often abbreviated) form.  Special note:  HARR and BHB-P are used only for subscriptions.  PENDING is a dummy vendor primarily used for some Internet/online orders.  When using this vendor the ‘date ready’ remains ‘never’ and the order slip is returned to the Head of Acquisitions for the eventual assigning of a real vendor.

       b) “order type”:  select from the established list:

                          Anal

                          Efirm

                          Esubtext

                          Etext

                          Firm

                          Gift

                          Membership

                          Package

                          Standing

                          Subscript

15) Editing the order screen  typically begins with the 6-line section entitled “additional line item information--”

                           Catalog #

                           Desc

                           Instruct

                           Shipto

                           Note

                           Comment

...

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 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).
  • 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)

Additional order line information

• CATALOG#: Publisher’s catalog number, if available
• DESC: Note to vendor
• INSTRUCT: Note to vendor
• SHIP TO: Not used for ordering
• NOTE: Not used for ordering
• COMMENT: Input here your & the selector’s initials plus any internal notes (see section 4 for specific notes as they apply to different order type/category)
  

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.
• 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. 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.

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

16) $$$$$$$$$

Next, fill in the amount of the item.  This price amount should be provided by the CD librarian.  However, in instances where price is unavailable, check with the appropriate CD librarian for an estimated price.  In cases where price is quoted in currency other than U.S. dollars,  the vendor code triggers the appropriate currency statement (i.e. Casalin = Italian Lira ; Harr = German Deutschmark), and the foreign currency will be converted automatically into the correct US dollar amount by the system.

Special vendor codes have been created for a few foreign vendors whose catalogs occasionally list prices in U.S. currency.  These are assigned by Head of Acquisitions.

17) The final necessary steps are to provide fund code and holding code.  The correct fund code will have been supplied by the CD librarian, as well as any special location desired.

If no special location has been indicated then use the logical code (see Holdings Codes).

18) When order is complete and editing changes have been updated, “new” will now display as correct line #.  If a new line(s) is to be added to order, locate the next item by control # and repeat the sequence.  If PO contains a single line or if one is at the end of a multi-line order, return to the top of the order screen and, in the well designating “date ready”, change “never” to “today”.

NOTE: no order should exceed 25 lines in length;

            only one vendor per order;

...

ADDITIONAL PROCEDURES, BASED ON ORDER TYPE

Single monographic items, order type FIRM -- All of the above applies.

Additional information supplied might include the following in “additional line item information”

    Catalog #    : note designed to indicate source of order (Title #’s, ‘vendor form’, ‘publisher’s flyer’, ‘vendor catalogue’, ‘NY Times Book Review’, etc.)

...

• • 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.)

  ...

  * all notify notes are translated into actual flags when orders are received in Acquisitions
  

  Monographic sets (complete), order type FIRM

       Instruct:  note to vendor, indicating range of set desired (‘please send complete 3-volume set” etc.)

       Multi-parts : change to ‘Y’, and specify volume range in ‘Parts’ field (a % sign is used between the numbers for consecutive vols.; a # sign is used between the numbers of non-consecutive vols., i.e. v.1%3#5#7%12)
  

  Monographic sets (incomplete, publication continuing into future)

        Except for rare instances when only a single volume has been specifically requested, this should be handled as a standing order, order type STANDING

          Instruct in Extended information:  “FUND=xxx-MS”

         Comment in Extended information  :  L1=sets
  

         Desc           : date of initial volume (‘1996-’ etc.)

         Instruct       : note to vendor (‘Please begin Standing Order with Vol. 1 & continue with all subsequent volumes as published’ etc.)

         Comment    : internal notes following initials (‘mvset’ ; ‘projected 12-vol. set’ ; ‘v. 1 rec’d on approval’ etc.)

         Multi-parts  : change to ‘Y’ and type ‘STANDING ORDER’ (all caps) in ‘Parts’ field

         Fund id      : fund should be suffixed with --MS (exception: fund 2s)
  

   When edit changes have been updated, return to top of screen and change ‘Date Ready’ to ‘Today’ and ‘Date to Claim’ to 3 months into the future.
  

  ...

   Standing Order Decision Shelf:  When the first volume from a multi-volume set arrives either on Approval or Firm-order, permission for a Standing Order must be received from the appropriate CD librarian.  These volumes, along with the STO decision slip requesting fund and other

   information, are placed on the CD-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.
  

  Class Sep Series -- a series ordered from a single ‘dummy serial record’ wherein each title is cataloged as a separate item (i.e. individual call #s, subject headings, etc.).  Occasionally a series is ordered commencing with the most current volume, with the possibility of filling in earlier volumes.  For the most part, however, Standing Orders will begin with Vol. 1.
  

  The dummy record is the record from which the series order is launched and to which information on the individual titles is attached by Acquisitions as the volumes arrive.  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.:  1996- .
  • Editorial or other authorial information, even if available, is not necessary, as these functions may change over the lifetime of a series.
  • 852 field in the MARC holdings record with message: SEARCH UNDER INDIVIDUAL AUTHOR/TITLE FOR ITEMS IN THIS SERIES (all caps) is required (for details see: MARC Holdings Records in Sirsi). 
    

  The order type for Classed Separately Series is: STANDING

  Instruct in Extended information:   “FUND=xxx-MS”

  Comment in Extended information:  L1=sers class sep
  

  Instruct       : note may be any variation on standard Standing Order request (‘please begin Standing Order with all volumes presently published & continue with all future volumes as published’ etc.)

  Comment    : along with the ordering cataloger’s initials and those of  the CD librarian’s, some indication that this is a ‘class sep series’ should be made.  It should always be understood that the decision to treat a series in this manner is the responsibility of  the CD librarian cited.

  Multi-parts   : change to ‘Y’

  Parts         : type in: ‘STANDING ORDER’ (all caps)

  Fund id       : should be suffixed with --MS (exception: fund 2s)
  

  ‘Date to Claim’ should be changed to 3 months into the future.
  

  Analytics – a ‘class together’ series which is being analyzed (wherein each title is cataloged separately).
  

  The order type for Analytics is: ANAL

  Instruct in Extended information: “Fund=xxx-MS”
  

              Instruct: note may be any variation on standard Standing Order request (‘please begin standing order with v.1,’ etc.

              Comment: along with the ordering cataloger’s initials and those of the CD librarian.  It should always be understood that the decision to treat a series in this manner is the responsibility of the CD librarian cited.

              Multi-parts: change to “Y”

              Parts: type in “STANDING ORDER” (use all caps)

  ...

  • • • • 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.)

   

  4.2  Recurring 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.  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)
      • Additional order line information
      • DESC: Notes to vendor (“v.1-“ ; “2005-“, 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 2005 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.
    

  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
    • 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)
      • DESC: Notes to vendor (“v.1-“ ; “2005-“, etc.)
        • INSTRUCT: Notes to vendor to specify the range of order (“Please begin standing order with v.1” ; “Please send 2005 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.

  New Serials: order type for a brand new addition is SUBSCRIPT

        Instruct in Extended information: “FUND=xxxS”
  

        Desc            : date of  1st item requested (‘1996-’ etc.)

        Instruct        : very similar to standard Standing Order requests (‘please begin new subscription with Issue 1, no. 1, 1996, & continue with all future issues’, etc.)

        NOTE: do not change ‘Multi-parts’ or ‘Parts’ for a Serials order.

        Fund id        : should be suffixed with -S (i.e., HISS, MUSS) (exception: Fund ALLEN)

        Date to claim: 3 months into future
  

  Fill-ins and Back Orders: SUBSCRIPT + FIRM order types

  When  an older yet still continuing serial is requested in its entirety, two orders are placed.

  A new SUBSCRIPT  to begin with the most current issue is ordered as a new serial above.

  The back issues are ordered as a FIRM order type.

         Instruct         : it is important to be as specific as possible (‘please send all issues presently available: No. 1 (1979) through No. 36 (1995)’ etc.)

         Multi-parts: Y

         Parts:  specify volume range

         Date to claim:  3 months into future

  ...

  • 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.: 1996- .
    • 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
    • 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)
        • Additional order line information
        • DESC: Notes to vendor (“v.1-“ ; “2005-“, etc.)
          • INSTRUCT: Notes to vendor to specify the range of order (“Please begin standing order with v.1” ; “Please send 2005 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.

  ESTAND: Electronic materials received on standing order (this order type is rarely used)
  

  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= xxx-MS
  • § COMMENT: L1= sets or sers class sep
    • 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)
        • Additional order line information
        • § DESC: Notes to vendor (“v.1-“ ; “2005-“, etc.)
          • § INSTRUCT: Notes to vendor to specify the range of order (“Please begin standing order with v.1”; “Please send 2005 and all future volumes” ; “CD-ROM”; “DVD-ROM” ; “Internet access”, etc.), etc.)
        • Funding and Distributions
          • § 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 (INTERNET, REFDESKCD, RESERVCD, RESERVDVD, etc.)
          • § ‘Date ready’ should be “Today”
          • § ‘Date to claim’ should be changed to 3 months into the future.

  MICROSTAND: Microform materials received on standing order (microfilms, microfiche, etc.)
  

  • 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)
      • Additional order line information
      • § DESC: Notes to vendor (“v.1-“ ; “2005-“, etc.)
        • § INSTRUCT: Notes to vendor to specify the range of order (“Please begin standing order with v.1”; “Please send 2005 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.
  • 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)
      • Additional order line information
      • DESC: Date of 1st item requested (“v.1-“ ; “2005-“, etc.)
        • INSTRUCT: Very similar to recurrent order notes (‘please begin new subscription with Issue 1, no. 1, 1996, & 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
            

  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)
    
  • Additional order line information
  • DESC: Date of 1st item requested (“v.1-“ ; “2005-“, etc.)
    • INSTRUCT: Very similar to recurrent order notes (“Please allow access to new online subscription with 2005 & 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)
      
      
      

  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.
  

  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
    • New Order line
    • Days in sub period: “0”
    • Renewal date: “NEVER”  (Use capital letters)
      • Additional order line information
        • DESC: Date of 1st item requested (“v.1-“ ; “2005-“, etc.)
        • INSTRUCT: Similar to recurrent order notes (‘Please allow access to new online subscription with 2005 & 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’)

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

  MICROSUBSC: Microform materials received on subscription
  

  • 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-“ ; “2005-“, etc.)
  • INSTRUCT: Similar to recurrent order notes (‘please begin new subscription with Issue 1, no. 1, 1996, & 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
    

  PACKAGE: Rarely used; usually requested by Acquisitions.  Consult with Unit Supervisor 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.)
    

  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 2^nd 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 ‘Create 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.
  

  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.  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)
    • 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.
  
  
  

  Prepared by: Marco Flores and Jiun Kuo
  

  Last updated: August 2, 2007
  

  Index terms:  Ordering, orders, rush orders, firm orders, music orders

  When ordering only 1 volume of a set or a serial  do change Multi-parts to Y.  Type volume # in Parts field so the actual volume being ordered displays.

   Music:

  Use the same procedures for ordering scores and sound recordings as for other orders but with the following addition:

           Instruct        : the manufacturer or publisher number must be included in note to vendor (‘man. # CD6008 (compact disc)’ ; ‘pub. # HP114’ etc.)
  

  Orders requiring prepayment:

  The “PREPAYMENT” message must be entered in the Instruct field in Extended information. 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.
  

  Rush orders: The ‘RUSH’ message must always be input in the Instruct line for both ‘Extended information’ and ‘additional line item information’. The ‘Date to Claim’ for rush orders is 30 days.  Date to Claim is not altered at the point of ordering but is added manually in Acquisitions.
  

  Fax and phone orders: The ‘Date to Claim’ is 30 days; this Date to Claim is noted at the point of ordering, as print-outs to vendor are not generated.
  

  VHS/PALS orders:  A note to European vendors indicating that either VHS or PALS format is acceptable will be requested on the order slip by the Head of Acquisitions.  The note should be entered in the Instruct field in Additional line item information.

   

  Orders for the Electric Resources Center:  All orders for the Electronic Resources Center (ERC) should have a “notify ERC Librarian” message in the comment field in Additional line item information.
  

  Duplicates: occasionally a title is brought in to Sirsi via YBP approval record load for which a firm order has already been placed.  If the firm order has actually been received then the YBP copy will be treated as a duplicate.  If  the firm order is less than 1 month old and has not yet been received, notify the Firm Order Receiving Coordinator, who will attempt to cancel the order.