ORDERING PROCEDURES
These procedures are general; in special instances consult with the Head of the Copy Cataloging Unit.
There are 2 types of orders: form selections and others.
- Form selections are submitted on standardized order forms from vendors such as YBP, L & H, Puvill, Harrassowitz, AADL, Touzot, Casalini, etc.
- Other 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.).
All orders must come through Acquisitions Section where they are checked for the following necessary information:
Fund code (assigned by CD librarians)
Vendor code (assigned by Head of Acquisitions)
Price (assigned by CD librarians)
CD librarian's initials
Date stamp / Head of Acquisition’s initials
Head of Collection Development’s initials (for ‘new serials’ only)
STEP-BY-STEP ORDERING:
1) When orders come to Cataloging they are deposited in one of three baskets:
- regular orders
- rush orders (see also Rush Materials procedures)
- music scores and sound recordings
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.
3) Duplicate orders.
On duplicate orders draw a diagonal line through the order and note any information which might be of use to the CD librarian (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). Place the duplicate orders in the "DUPLICATES" box, located beside the order basket.
4) Serials, sets, and other possible standing orders.
The type of order (SUBSCRIPTION, STANDING ORDER, ANALYTICS, etc.) depends on the way the item is to be cataloged, as instructed by the CD librarian. If the order has no instruction, check with the appropriate CD librarian. In the case of unclear or conflicting decisions consult with Head of the Copy Cataloging Unit.
5) Fill-ins and back orders
Treat as a firm order a back order for a serial or fill-in(s) to an analyzed series or a class sep. series.
- Fill-in(s) to an analyzed series or a class sep series are ordered as separate monographs.
- Back orders for a serial are ordered on the serial record.
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 also Paragraph 3 of this section).
6a) 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
Always record the OCLC number on the order. This number becomes the Sirsi control number and is the quickest means by which 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
While some vendors, such as YBP, L & H, and Harrassowitz, are consistent in providing correct series information, many other vendors are not. When a 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 Paragraph 3 above*)*.
10) Transfer the record into Sirsi (see Transferring Records).
11) When no record is found in OCLC, note [0] on order form and create provisional record.
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.
The following applies to ALL order types.
Individual instances of differentiation will be discussed within the context of separate types, below.
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.
- “order id”: for new orders (i.e. item being ordered is intended to appear as line # 1) request “auto”. This will provide you with the sequential system-generated PO #. When adding a line(s) to an already existing and still-open order, type in the desired PO #. When adding new lines one after another, the appropriate PO # will appear automatically.
- “fiscal cycle”: add appropriate 2-digit # (i.e. 98, 99, 00, etc.) When returning to an order, either to display or edit, the correct fiscal cycle year must be input or system will not be able to locate.
- in the brief column of information which appears below the 2 wells the library default is always: FONDREN. Do not change.
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
There is a wide variety of notes which may be added here, many specific to order type. A standard monographic firm order might include only the briefest required information (i.e. cataloger’s initials and the initials of the CD librarian requesting the item, in the “comment” line). For serials, standing orders, rush items, etc., further information, such as clear notes to the vendor, may also be required. Some of these will be detailed under the appropriate order type, below.
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;
funds, locations, etc., may be mixed on one PO.
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.)
Instruct : note to vendor designed to clarify and/or specify request (‘please RUSH’, ‘please send latest available ed.’, etc.)
Comment : any additional notes should always come after cataloger’s and CD librarian’s initials (‘notify S. for pre-cat Ref. decision’ ; ‘please notify Prof. S., 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.
POs for Standing Orders have only 1 line.
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)
Fund id: should be suffixed with --MS (exception: Fund 2s)
‘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
If serial record exists in SIRSI but new order is being placed (either for back issues or as a reinstitution of subscription) attach order to the dummy call no. if one exists or to the latest call # line.
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.