Endowments
Check for notes about endowments (e.g. “JFK Memorial” ; “Litauer Fund”) in the Library Note in each Order Record.
Write endowment name on the invoice or packing slip
Also add a routing slip to the book stating the name of the endowment, with the following exceptions. When the Library Note in the order record notes one of these endowments, you should note it on the packing slip or invoice, but no routing note is needed, because a book plate is not required : Bonsignore ; Honigberg ; FOL East Asian ; FOL Maps ; FOL SCUA ; CHFA
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.