Sorting YBP Approval - Student Worker Guidelines

In Sirsi:

1. In the Modify Title section, scan the ISBN of the book.
   1. There should be only one book that appears. If there is more than one book, then set the book aside.
   2. In the Modify Title section, the Control tab should be selected.
      1. In the Basic Information area, verify that the Title Control number starts with a ‘o’. If it does not, then set the book aside.
      2. In the Title Creation area, the Created By name should be BOBE and the Date Cataloged should be NEVER. If either one of these is not the case, then set the book aside.

In OCLC Connexion:

1.  Press F2. A pop-up will appear that says Search Worldcat.
2.  Scan the ISBN of the book in the Command Line Search.
3.  You will now see various books that all contain that ISBN. Look for the record that says HELD on the record line, and double-click on that record.
   1. If you do not see a record that says HELD, then set the book aside.
   2. If you see more than one record that says HELD, then set the book aside.
   3. When you open the record, you are looking for a few things.
      1. Make sure the title control number in Sirsi matches the OCLC number that is at the top of the record. If it does not, then you will need to replace the title control number in Sirsi. You will copy the title control number in OCLC Connexion, and then go to the record for that book in Sirsi. While in Sirsi, in the Modify Title’s Control tab section, you will replace the title control number by pasting in the new number from OCLC Connexion. Be sure to leave the ‘o’ at the front of the number for the Sirsi title control number.
      2. Look at the 040 field. If the record has a Library of Congress (DLC), Good Member record (GMC), or a Conser Member record (MC) code on that line, then you can export the record. If none of the libraries match any of the libraries on that list and there are no other records, then export the record. (Go to 2.e). However, if there are more records to look at, then you will first need to remove the Rice holdings off the record. You do this by pressing SHIFT-F8 or by going to Action->Holdings->Delete Holdings. You can verify that the holdings have been deleted at the bottom of the screen. There will be a ‘C’ next to Delete Holdings.
      3. You will now need to find a better record for the book. A better record will have a LC, GMC or MC library code in the 040 field. Look through the list of other records. Be sure that the title does not say [electronic resource] in it. When you do find a better record, first attach Rice Holdings to the book. This is done by pressing F8 or by going to Action->Holdings->Update Holdings. Now you need to export the record. (Go to 2.e).
      4. If you cannot find a better record for the book to replace the current record, then export the original record. Write a zero with a slash through it and the title control number on the slip.
      5. To export a record, press F5 or go to Action->Export. You can verify that the record has been exported at the bottom of the screen. There will be a ‘C’ next to Export when it has successfully been exported. The first book that you export will have a pop-up asking if you want to Overwrite, Append or Cancel exporting to the prism.dat file. You want to click on the Overwrite button.
      6. After exporting the record, write the corresponding type of record code (i.e. – DLC, GMC, MC) on the slip. If the record is a MC record, then write the title control number on the slip as well.
      7. After you have exported around twenty books, you can now bring in the records from OCLC Connexion into Sirsi.

In Sirsi:

1. To bring in the records, click on the MARC Import link.
2. The Import tab should be selected. By the Source Box, there is a search box icon. Click on it and a search window will appear. Go to the Desktop and click on the prism.dat file. This is where all the files that you exported from OCLC Connexion are saved.
3. In the Destination Box, type in 00 and your initials.
4. Click the Import button.
5. A pop-up will appear that will ask “Are there more files to upload?”. Click no.
6. A log.txt will automatically open after you click no. This shows how many records that you imported. Just close it.
7. Open the Schedule New Reports link.
8. The Templates tab should be selected. Double-click on overlays.
9. A new window will open. Click on the Load tab.
10. In the Input File section, there is a drop-down menu. Click on the drop-down arrow and select the destination file that you created. It is 00 and your two initials. Nothing else needs to be changed on this screen.
11. Click on the Run Now button. A pop-up will appear. Close it.
12. Open the Finished Reports link. This will show you any errors that can occasionally occur when you bring in a report. If you do not see your report, then click on the icon with the bunny sticking out of a hat. This is the refresh icon for the reports screen.
13. You will know when your report appears because it will have the date and time when you submitted the report on the left side of the screen. When your report appears, double-click on it, and click ok on the pop-up.
14.  A new window will appear. Scroll down and look at the report. The report should only show that all the records were replaced. If there are any records that show an error or were loaded, then come get me.
15. After you bring in the report, completely close and then reopen OCLC Connexion. This clears out the prism.dat file to make sure you will only be bringing in new records.

Series Title:

1. If there is a Series title (440 or 490 field) in the record that you exported from OCLC Connexion, then you need do a Series title search in the excel workbook titled .
2. Copy the Series title from OCLC Connexion and paste it into Sirsi. Change the Type to Browse and the Index to Series. Click the Search button.
3. Check the four most recent books that have been cataloged.
4. From the Call/Number tab, check the Item Category 1 section. Most will say Approval. If the item says, New, then double-click on the record to open it. Now close the record by clicking the Return to Search button. You will now need to check the order record for the item that you just opened.
5. Click on the Display Order link.
6. At the bottom of the search boxes, there will be a link next to Current Title. Click on that link. A new window will open. Click on item code under Order ID. It will either look like PO-72156 or 91725863182. When you click on the item code, a new window will pop-up showing you a Vendor ID and an Order Type. If the order type says FIRM, then that is fine. If the order type says STANDING ORDER, set the book aside.
7. After you have confirmed what type of order it is, close the windows until you are back at the searching Series Title screen.

Things to look for:

1. In OCLC Connexion, if you see different publication years for the book on different records, make sure to check the book to bring in the correct record.
2. Check that the title of the book in your hand is the same on the record.
3. If the book looks to be part of a volume set, set the book aside for me to look at.
4. If the book looks like it is a journal, then set it aside. The book will usually say annual or monthly on the title page.