|
Order
Services
|
Technical Services |
Occasionally new serials are received that are uncataloged. To determine that an item is part of a new subscription or standing order, look for the following clues:
1. There are no existing items.
2. The call number begins with XX, or doesn't look like a usual call number (for instance, XX(1948003.1).
3. In the Control tab, the date cataloged is NEVER.
When processing new serials, be sure to follow the following steps:
1a. If the order has not been prepaid, create a new order line. Type the current volume or year received in the parts field, and change the status to received (make the date received today, and fill in the packing list field, but leave the date loaded blank. ) Add a claim segment to claim the invoice.
If the item was ordered on a new serial fund (for example, 90099000, new serial,
or 90079000, new periodical) make sure there is money encumbered on the line
where the payment is going to be made (usually Line 2). (In the event of a price
increase, see Cost Exceeds Encumbered
Price procedure.)The unit price on Line 1 should be $0.00. If the item was
ordered on a fund with -09-, change the fund on Line 1 to -08-. If the item
was ordered on a fund with -07-, change the fund on Line 1 to -06-. Items ordered
on the -07- fund should also have a holding code with
"-PER".
For example, if a new serial with fund 90099000 is received, the encumbrance should be removed from Line 1 and the fund should be changed to 90089000. The encumbrance should then be moved to Line 2. The fund in Line 2 must remain 90099000.
1b. If the order has been prepaid, simply put a note in the order line where the payment was made indicating what was received.
2. If the item is received with an invoice, create a new order line and move the encumbrance from Line 1 to the new line. Change the fund in Line 1. Put a note in the new order line indicating what was received. Pay the invoice.
1a. If the item is hardbound or an annual, it's OK to assume that it needs to be barcoded unless there are notes indicating otherwise. After paying the invoice, load the order as you normally would, attach a barcode, and edit the item.
1b. If the item is a periodical, or if there are notes or other reasons why you think it should not be barcoded, go ahead and load the order as you normally would. Do not attach a barcode.
NOTE: If it's a periodical or for any other reason unbarcoded and you have several issues, only create ONE item. This item will be used for tracking, and to provide information for the cataloger.
2. After creating the item record, use Edit Volume to edit the new item. The "type" and "home location" should be entered automatically by the system based on the holding code in the order. Fill in the "item cat1" field with the subject code from the fund. (For example, if the fund is 90097100, the item cat1 field should have 71-RUSSIAN in it.)
Type the appropriate spine label location in the Comments, as you would for
any other serial.
In the case of periodicals or other unbarcoded items, simply leave the Comment
fields blank.
1. If the item is barcoded, charge it to the appropriate cataloger. If it's unbarcoded, manually change the "Current location" to "IN-TRANSIT".
2. If there is a requester's name in the order record, refer to Patron Request procedure.
When sending new serials to the catalogers, it's also helpful to include a printout of the order record with the control number, and your initials. The catalogers may have questions about the new subscription or new standing order. Since the catalogers can't always locate subscription information such as the vendor number or vendor title no. (if there is one) it's the responsibility of the receiver to make sure this information is added to the new serial control record.
In the case of items that require "dummy" SCRs, it's the responsibility of the receivers to create the SCR.
Revised by CW 9/5/2002