Book Sets or Serials received as Approval books

Both the Peabody and Management libraries have set up standing orders with YBP that are included in their approval plans. While this has been set up within the approval plans, the materials that are received on these orders may not be returnable. In addition, Harrassowitz frequently sends materials that are part of book sets on approval.

For the YPB approvals, the SERIAL record for these titles should have a 952 note that indicates that the material is received in this way:

Copy level note: 952 MNGT: YPB APL SO

When these materials are shipped on approval, we also receive a provisional record from YBP/OCLC that includes the series title and volume number as the title*, as well as invoicing information in the 980 field.

Additionally, we may receive volumes that are part of a book set on approval, particularly from Harrassowitz. The Harrassowitz provisional records will also contain a 980 field with invoicing information. (Always check that the approval does not duplicate a standing order/continuation from another source.)

Example:

ADVANCES IN INTERNATIONAL ACCOUNTING; V. 12, 1999; ED. BY J.

key :	001	pct00089808
Date/time stamp :	005	19990930000000.0
ISBN :	020	0762305177
Cataloging source :	040	OCL|cOCL
Local holdings :	049	TJCM
Title :	245 00	ADVANCES IN INTERNATIONAL ACCOUNTING; V. 12, 1999; ED. BY J. TIMOTHY SALE.
Holdings :	949	|hMNGTV

Inv/Price/Qty data :	980	1999-09-29|b82.5|e70.13|f21913
Fund/Location data :	981	|b46014600
OCLC Info. :	994	92|bTJC
Held by :	596	MANAGEMENT

 

On receipt, these materials should be added to the record for the SERIAL or BOOK SET.

1. Copy the 980/invoice information and paste it into a new 980 field in the SERIAL or BOOKSET record, adding the volume number at the end of the information:

   980: 1999-09-29|b82.5|e70.13|f21913 (v.12)

2. Add the volume in hand to the volume holdings. (See Holdings Records Examples )
3. Add the volume to the serial /book set record (using Add Volume). Add the correct Item Cat 1, and change the Item Cat 2 to the appropriate APPROVAL type (APPROVAL, BNA/BHB APPROV, OR YBP APPROV). Change the current location to BAKER-HOLD. For serials, add the correct Library to the Comments field for Marking.
4. Remove the vendor's Provisional record. (Exception: Harrass provisional records, since invoices are paid prior to complete processing, and are paid using the provisional record number. These records should be shadowed, and a note added in a 952 to indicate the record where the volume was added.)
5. Write the Acorn number for the SERIAL/ BOOK SET on the invoice. Flag the book appropriately. Place serials on the Marking/Binding truck, book sets on the appropriate cataloging truck. (These books are not placed on the review shelves.)

* If you find that YBP has shipped a monographic record for one of these serials, check with the cataloger before deleting to determine whether the serial requires additional cataloging.

09/20/2004; mew