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Requests submitted to TS Rush Mailboxes

Order Services, Cataloging, Marking and Binding

TS staff in the responsible areas should check their RUSH mailboxes for requests at least three times per day, Monday through Friday.

These are generally requests for items that are either On Order or In Process within Order Services. OS staff will check the RUSHACQ mailbox first thing in the morning, and periodically throughout the day. The timing of this activity should allow for processing in time for the next messenger pickup.

• If possible, confirm that the items are not in OS awaiting processing. A check of the vendor's website (for example, GOBI, Collection Manager, or IPage) will indicate whether the item has been shipped or is in process by the vendor. For approvals showing a location of VERIFICATN, the PromptCat record will indicate an invoice number which will aid in the location of items received in the mailroom.
• If the item is confirmed not to have been received, note the Acorn record so that the request may be processed as soon as the item is received:
  • Edit the 952 of the bibliographic record to indicate the new status of the order. See 952 document for further instructions.
  • Under Additional Line Information in the Comments field of the Order Record, add "Patron Request; (requester's name, phone number, e-mail address, etc.). Do not enter the patron's id number/Social Security number into any Acorn record.
  • If there is no Order Record, the requester's information may be placed in the 952.
  • If the book is a firm ordered title and has not yet been received, contact the vendor to check the status.
    • If the item has been shipped and has had time to arrive, the receiver should check for the item in the mailroom, or with other receivers.
    • If book has not yet been shipped, the vendor may be asked to expedite the shipment to us if the item is available. Note this information (including the service representative's name) in the order record. Create a “SHOWTO” claim for 5 days hence, and follow up if the item has not been received. Alternatively, the order may be cancelled and reordered with another vendor for faster delivery.
    • If the item is not yet available (NYP, OS, etc.) note the order record appropriately, and create a claim segment with the date given by the vendor.   
• Reply to the requester**, copying the Circulation Desk, indicating the status of the order and the date the item is expected.
• Move the e-mail message into the appropriate (pending) folder in the mailbox. The message should be retained for regular follow up until the item is received and routed to the library.

If the request is for an item that has been received, with a Current Location of BAKERHOLD:

• If the record has been speed cataloged, the item should be on the binding and marking truck.
• If the record is MC or NC, check the fund to determine the cataloger. The item should be on that cataloger's shelf in the mailroom. Re-search if necessary, then proceed as below:

If the request is for item that has been received (in the mailroom) but not yet processed:

• Retrieve the item, and receive the order in Acorn. (If the material is separated from a larger shipment, be sure to note the invoice that the material was pulled for rush processing, with your initials and the date.)
• Attach barcodes to the book, and add barcode number to the Acorn record.
• Insert a Patron Request (gold) flag into the book. Highlight the requester's name on a printout of the order record or e-mail, and paperclip inside the front cover.  
• If the item can be speed cataloged:
  • Speed Catalog the record
  • If the request is received early enough in the day that having it routed through TS Marking will not substantially delay its delivery, insert a (Hand Deliver) flag. Charge the book to Marking.
  • Using the original e-mail request, reply to the requester, copying the appropriate Circulation Desk, giving the estimated time of delivery to the library. Insert a copy of this reply in the book (this will alert others in TS as to the expected delivery time given).
  • Deliver the book directly to Marking; place on Rush Marking shelf. (See schedule)
• If the item cannot be speed cataloged (this includes all Divinity and Music items):
  • Add 952 to the bibliographic record: Patron Request: sent directly to (Library) (date) (your initials)
  • Stamp with ownership stamp on verso (back) of title page, centered at the bottom of the page taking care not to cover printing.
  • Initial and date a Patron Request Streamer, then wrap it around the front cover of the book. Take care to tape the streamer tightly to itself, and not to the book.
  • Charge to appropriate "TS Messenger to (Library)" pseudopatron.
  • Using the original e-mail request, reply to the requester**, copying the appropriate Circulation Desk. Use the message that doesn't specify a precise delivery time. Insert a copy of this reply in the book (this will alert others in TS as to the expected delivery time given).
  • If an item is to be sent to the Circulation Desk of the holding Library via the next available Messenger, mark package RUSH/PATRON REQUEST, initial and date; otherwise, OS staff should hand-deliver the item directly to the Circulation Desk.

If the request is for an item that has already been shipped from OS (which may be determined by the charge on the item), the request should be forwarded to the corresponding mailbox:

If the record has been cataloged, forward the e-mail request to RUSHMARK.

If the record is MC or NC and charged to cataloging, forward the e-mail to RUSHCAT.

• If necessary, attach barcodes to the book.
• Insert patron information (printout of order, Rush Request e-mail, etc.), with patron's name highlighted.
• Add 952 to the bibliographic record:
  • Patron Request: sent directly to (Library) (date) (your initials)
• Stamp with ownership stamp.
• Initial and date a Patron Request Streamer, then wrap it around the front cover of the book. Take care to tape the streamer tightly to itself, and not to the book.
• Discharge the item and deliver directly to the Circulation Desk of the appropriate library. OR, if the item is to be sent by Messenger, discharge to In Transit, place in package marked RUSH/PATRON REQUEST, initial and date.
• Using the original e-mail request, reply to the requester**, copying the appropriate Circulation Desk, that the book is being sent for processing, along with an estimate of when the item should be available for them at the Circulation desk. Insert a copy of this reply in the book.

Rush request

Name: Jimmy Webb for Faculty Delivery Service
Email: ill.library@vanderbilt.edu
Phone: 2-8470
Library:
Call number: GT 2290 .C665 2006
Title: The Art of Hairstyling Thru the Ages
Author: Freddie Coolcut

Comments: Needed for Faculty Delivery Service (#123456 for Prof.
Smith). We will deliver to professor when you have it ready for
us. Thanks!

Process as usual RUSH patron request, but add these special steps:

• Write on the print-out "Notify Jimmy Webb needed for Faculty Delivery Service."
• Send email message to Jimmy Webb as the requester (using the ill.library@vanderbilt.edu address), and he will contact the Professor regarding delivery.

Rush request

Name: Dr. Hotshot Professor
Email: Hottie.Professor@vanderbilt.edu
Phone: 1-2345
Library:
Call number: BF 431 .K669 2007
Title: How to Get Smarter
Author: I. Knowitall

Comments: Deliver book to my office as soon as possible. Need for my class immediately, if not sooner.

Process as usual RUSH patron request, but add these special steps:

• Respond to the faculty member to let them know the status of the item and that we are forwarding their request to ILL for delivery. See below for suggested messages.
• Forward the request to ill.library@vanderbilt.edu
• Write on the print-out "Notify Jimmy Webb needed for Faculty Delivery Service."
• Deliver to Marking. Marking will deliver to CENTRAL circulation desk for pickup by ILL.
• Courtesy copy the owning library's Circ. desk if it is different from Central.

Use this message: "The item listed below that you requested for Rush processing will be forwarded to our ILL Department so that they may handle delivery of this item."

• If the Patron Request is received when the item is in Marking, the book should be marked with the next group of rush materials.
  • SCHEDULE: Marking handles rush materials three times daily: 9AM, Noon, and 3PM.
• Insert a Patron Request (gold) flag into the book. Highlight the requester's name on a printout of the order record or e-mail, and insert in the book
  If the item is for Central or Divinity, it should then be discharged and delivered directly to their circulation desk. For any other library, discharge to In Transit, insert a Hand Deliver flag and notify the appropriate cataloger that there is an item waiting to be delivered.
• Catalogers will deliver the item directly to the Circulation Desk of the appropriate library. (See LIST of CAT Delivery Liaisons.)If Cataloging is unable to deliver, or if the item is for Music Library, prepare the item for the messenger, mark package RUSH/PATRON REQUEST, initial and date.
• Using the original e-mail request, reply to the requester**, copying the appropriate Circulation Desk, that the book is being sent for processing, along with an estimate of when the item should be available for them at the Circulation desk. Insert a copy of this reply in the book.

Faculty Delivery RUSH Patron Requests

Faculty may request items through Acorn to be delivered directly to their offices. Sometimes in-process items may be requested for both RUSH processing and delivery. These requests can come to Technical Services in 2 different ways and the 2 processing procedures will be slightly different. See examples

#1 Example of RUSH request coming via ILL

Rush request

Name: Jimmy Webb for Faculty Delivery Service
Email: ill.library@vanderbilt.edu
Phone: 2-8470
Library:
Call number: GT 2290 .C665 2006
Title: The Art of Hairstyling Thru the Ages
Author: Freddie Coolcut

Comments: Needed for Faculty Delivery Service (#123456 for Prof.
Smith). We will deliver to professor when you have it ready for
us. Thanks!

Process as usual RUSH patron request, but add these special steps:

• Write on the print-out "Notify Jimmy Webb needed for Faculty Delivery Service."
• Send email message to Jimmy Webb as the requester (using the ill.library@vanderbilt.edu address), and he will contact the Professor regarding delivery.

#2 Example of RUSH Request coming from Faculty member with added request to deliver

Rush request

Name: Dr. Hotshot Professor
Email: Hottie.Professor@vanderbilt.edu
Phone: 1-2345
Library:
Call number: BF 431 .K669 2007
Title: How to Get Smarter
Author: I. Knowitall

Comments: Deliver book to my office as soon as possible. Need for my class immediately, if not sooner.

Process as usual RUSH patron request, but add these special steps:

• Respond to the faculty member to let them know the status of the item and that we are forwarding their request to ILL for delivery. See below for suggested messages.
• Forward the request to ill.library@vanderbilt.edu
• Write on the print-out "Notify Jimmy Webb needed for Faculty Delivery Service."
• Deliver to the CENTRAL circulation desk for pickup by ILL.
• Courtesy copy the owning library's Circ. desk if it is different from Central.

Use this message when communicating with requestor: "The item listed below that you requested for Rush processing will be forwarded to our ILL Department so that they may handle delivery of this item."

Hand Deliver Flagged Items from Cataloging, Order Services, or RUSHMARK requests:

Step 1. For items that come to Marking with a Hand Deliver flag, send an email to Volunteer Walkers distribution list (in Library Address Book) to find a Cataloger who will walk the book to the destination library.

To: VOLUNTEER WALKERS

Subject: URGENT: (Library name) RUSH BOOK

Message: (Choose which message below is appropriate and fill in the library and time)

(a) Binding and Marking has a (Library Name) rush book that is needed at (Library Name) by (Time am/pm) today. The book is located in the Binding and Marking unit.

(b) Binding and Marking has a (Library Name) rush book that needs to be delivered by (Time am/pm) today. The book is located in the Binding and Marking unit.

Step 2. Wait about 30 minutes for a response from the Cataloger walker volunteers. If no one responds, package for the messengers. Label package with RUSH/PATRON REQUEST, initial and date. If it is a bad day (cold, rainy, snowy, etc.) don't ask for a volunteer, just package for messengers.

Step 3. If delivery time will be significantly delayed from original promised time, alert patron requester and library circulation desk by email.

• Notify requester by return e-mail, reply to the requester**, copying the appropriate Circulation Desk, that the book is at the bindery, along with an estimate of when the item should be available for them at the Circulation desk.
• Request that the Circulation Desk place a HOLD on the item for the patron.
• Binding staff will route the book when it is returned from the bindery. (The book will be identified upon its return either by a routine check of pending requests, or by the HOLD that has been placed on it when an attempt is made to discharge it.) Insert a Patron Request (gold) flag into the book. Highlight the requester's name on a printout of the order record or e-mail, and paperclip inside the front cover.

Faculty Delivery/RUSHBIND PatronRequests follow the same procedure as for Marking (see above section) except use the following message to the requestor instead: "The item listed below that you requested for rush processing has been sent to the commercial bindery and is estimated to be unavailable for (X weeks/days). We are forwarding your request for Delivery to our ILL Department so that they may handle delivery when the item is returned from the Bindery. If you have an immediate need for this material, you may wish to request this item from another library through InterLibrary Loan.

RUSHREPAIR Faculty Delivery request steps and Hand Deliver request steps are same as for RUSHMARK. See above section.

• Discharge the book (Receive from In Transit). 
• Place a HOLD on the book for the requesting patron.
• Place an additional HOLD for TS Cataloging using ID 374123.
• If the patron does not pick up the book within 7 days, remove the HOLDs and return to TS Cataloging to complete processing.

When the item is returned by the patron to Circulation:

Upon return to Circulation, the Patron Request streamer will indicate that the item is to be routed to TS Cataloging. In addition, when the book is discharged, the HOLD will alert Circulation staff to route to TS Cataloging. Cataloging will process the book in the routine cataloging stream. Should another patron request the item while it is checked out, the patron will automatically be given priority over the TS Hold; the item can circulate multiple times before being sent to TS for completion of processing.

08/04/2005; TechForce (updated 11/29/2006mew)(updated 4/30/08SD)