Receiving Monographs in Non-Shelf-Ready Shipments


Recognizing monographic versus serials mail

It's not always clear from the packaging which items are serials(for Diana and Judy to receive) and which are monographs (for Susan) but items likely to be monographs often have one of these characteristics

  • Says “RUSH”
  • Addressed to Rebecca Addison
  • Sent from Amazon

Unpacking monographs

  • If package contains a single book, put any paperwork in the book
  • If package contains a DVD or multiple items, rubber band the items that came in the same package together, including any paperwork

Receiving items

  • Search for each item by title in Aleph.
  • Make sure each item matches retrieved bibliographic record and invoice and is not a duplicate to any additional records.
  • If item does not match record, determine whether this is due to the wrong record being downloaded at the point of ordering, or due to the wrong item being sent. You may want to consult with Rebecca Addison to help discover the selector's intentions
  • Check item off on invoice or packing slip, noting the order number of each item on that paperwork.
  • Check for any routing notes in order record, and insert routing slip as appropriate. (See Routing Notes for New Books for details.)
  • Arrive item in Aleph and change item processing status to “PC.”
  • If the item is a book, and its bibliographic record meets the standards found in the FASTCAT Instructions, add a Holdings record
  • If a book's bibliographic record does not meet these standards, search OCLC for a better record, whether an update of the current bibliographic record or a replacement with a better record
  • If a note in the order record for an item indicates Rush status, write “RUSH,” and copy information from the note in the record onto the routing slip.
  • If the item is an ILL RUSH, please follow these additional procedures ill_rush_receiving
  • If you are able to copy catalogue a Rush item, do so and then place it on Linda Fish's RUSH truck.
  • If you cannot copy catalog a rush item, and it's for Reserves, give it to Peter Shea after receiving it.
  • Other RUSH items (Holds and ILL Rushes) that you cannot copy catalog need a note in the Circ Note field of their item records : “Please give to staff member to bring to RUSH return shelf in the IRM Department upon return.”
  • As explained in this Wiki article RUSH cataloging and processing workflow, if the item is a book, be sure that the Sublibrary is listed as UMDUB or UMSCI, the Collection is UGEN, the Material type is “BOOK” and the Item Status is 01. (These are usually the default statuses, so it's unlikely that you'll need to change them.)
  • The Item Processing Status should be changed from “OO” (On Order) to blank for items going to Rachel Hobbie prior to cataloging. After they are returned to IRM, Susan Pease will change these statuses back to “PC” to indicate that the items are back in IRM. She will also remove the Circ note “Please give to staff member to bring to RUSH return shelf in the IRM Department upon return,” so the item doesn't get sent back to IRM again.
  • If you're processing non-Reserve Rush DVDs or CDs, you are likely to need to change the default values, as indicated here RUSH cataloging and processing workflow
  • DVDs should have the following values: Sublibrary: UMDUB. Collection: UMDVD. Material type: VDVD. Item Status: 06.
  • CDs should have these: Sublibrary: UMDUB. Collection: UMMCD. Material type: AUDCD. Item Status: 06.
  • Once all items on a packing list or invoice have been arrived and the appropriate notations written on it, give it to Rebecca.

Situations requiring additional procedures


  • Check for notes about endowments (e.g. “JFK Memorial” ; “Litauer Fund”) in records.
  • Some endowments require a plate to be added to the book, and this will be noted in a library note in the order record. Write this on a routing slip as appropriate
  • Note endowment on the invoice or packing slip
  • All items on the same invoice should have the same endowment note in their order records. If there are multiple endowments, or some items with and some items without endowments, it needs to be brought to Rebecca's attention.

(See Endowment Fund Orders for more information on endowments, including procedures for ordering materials using endowment funds.)

Art Approval Plan Books and Children's/Juvenile Award Books These monographic materials are sent automatically, but are not shelf-ready, and have no pre-existing records in ALEPH.

  • On receiving these Art or Children's books, search OCLC for matching record for each item
  • Export matching record from OCLC to ALEPH
  • Find exported record in ALEPH, and attach an order record.
  • Give order record attached to an Art Approval book's bib record an Order Group of “Art,” and a vendor code of “WWBKS”
  • Give order record attached to a Children's Award book an Order Group of “ChildLit” and a vendor code of “YANK4.”
  • Record each item's price in “List Price” under the “Quantity and Price” tab of the ALEPH order record
  • Under “Price Note” select “APPROVALS-2016” (using the current fiscal year.)
  • Click “Add” button. (Do not do this before the “Price Note” step, as the Price Note cannot be edited after the “Add” button is pressed.)
  • Record the order number of the order you just created on the invoice or packing slip
  • Continue processing as with any other monographic item. The only other difference at this point is that children's picture books receive a Collection designation of “UJUV” rather than “UGEN.”

Z5000-Z9999 Call Numbers

Bibliographies with classification numbers in the range Z5000-Z9999 often have 050 call number fields with an alternate classification number in the bibliography's subject field. In these cases, you should use the alternate classification number, replacing the default Z subfield a with the alternate, subject-based subfield a. For example, the book “The ALA guide to information sources in insurance, risk management, and actuarial science” is associated with OCLC #915159395. That record has this 050 field: “Z7164.I7 ǂb H43 2016 ǂa HG8051”. After downloading that record into Aleph, we edit this so the 050 field in our catalog reads “HG8051 |b H43 2016” before creating the holdings record.

Monographic Continuations

Volume information on the book, and/or in the record may indicate that the title is not complete in the single item in hand.

Receiving DVDs

  • Open packaging and inspect each DVD to ensure that it's not noticeably damaged
  • The receiver needs to ensure that the correct DVD(s) has/have been received. If information in the record is ambiguous or seems an imperfect match to the item received, consult with Rebecca to determine if the correct item has been sent.
  • Change the “SV” in the order record to “WP.”
  • Put order number and other relevant information found in the order record on the packing slip or invoice, and give this paperwork to Rebecca, as with all other types of receiving.
  • If the item was sent without paperwork, use a slip of paper and copy the order number, title, vendor code, and “Paid by R.A. credit card,” if this appears in the Library Note.
  • Go to the Arrival record and “Arrive” the item.
  • Using the DVD Routing Slip (see Susan to obtain these) record “date rec'd” and check off other relevant data on the slip as it's found in the Library Note in the item's Order Record.
  • Attach Routing Slip to DVD container using a rubber band
  • Put a barcode on the upper left of the DVD case and wand it in to the item record
  • Change “OO” in the item record to “PC” for any item remaining in IRM.
  • If the item is a RUSH going to Rachel Hobbie, change the “OO” to a blank.
  • If the Library Note in the order record indicates that the DVD is an ILL Rush, use ILL Rush procedures (ill_rush_receiving) after receiving the item in Aleph, regardless of whether you copy catalog it or pass it on to Rachel Hobbie.
  • Give Reserve RUSH DVDs to Gabe after receiving them.
  • Copy catalog other RUSH DVDs and leave them on Linda Fish's Rush truck.
  • If you receive a RUSH DVD that you cannot catalog, put this Circ Note in the item record “Please give to staff member to bring to RUSH return shelf in the IRM Department upon return.
  • * Make sure that the following values are used in the item record, as detailed here RUSH cataloging and processing workflow Sublibrary: UMDUB. Collection: UMDVD. Material type: VDVD. Item Status: 06.
  • Give the DVD and routing slip to Rachel Hobbie.
  • After receiving a non-Rush DVD, either copy catalog it and leave for Linda Fish to complete physical processing, or place it on the shelf for received-but-not-yet-cataloged DVDs.

Primary Contact: Susan Pease

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