Periodical Receiving

• After logged into Aleph:

• We need to make sure that the computer is hooked up to the correct label printer. Click on the “Start”

button at the bottom left side of the screen. Click on the “Devices and Printers” section on

  the right. Right click on the DYMO Label Printer 400 Turbo and set as your default.

• On your desktop double click on the Word Document shortcut called “Shortcut of Arrival Labels”, then minimize

the screen to leave open.

• Once back on the desktop, you need to double click on the Acquisitions shortcut to open.

• Now that you are in the ALEPH Acquisitions/Serials mode(will say that along the top of screen),

click on the pair of binoculars on the upper left side of the screen.

• Along the left side of the page in the box you will see it says “Search” and under that you want to

select [B] Browse.

• A “Browse” tab will appear on the upper middle of the page.

• Open the drop box that is in the “Base” category and select “UMA Staff Cat”.

• Open the drop box that is in the “Headings List” category select “Journal Title”.

• In the “Enter Starting Text” category, type in the name of the periodical you are checking in.

• The title you are looking for is usually the second line down from the list. Highlight that line and

click on the “Show” box on the right side of the screen.

• Look up in the top red outlined section to choose the correct title. You must make sure that it

has says “Per” in the call no. and the owner is UM…often there is more than one title to

  choose from, some having no call no. listed or it will say [electronic version].

• When you find the correct record from that list, highlight it and click on the “Serials” box on the right side.

• Most times the issue that we are waiting to receive will be highlighted. If not, go to the correct

issue and highlight.

• Always compare on Aleph with the periodical in hand to make sure you have the correct date, month,

year, season, volume, issue number, and title (sometimes you will come across a title change

  if the titles don't seem to match up exactly) if so, put aside and let me know.

• Be sure to look at the “Check-In Note” and check to see if there are any specific instructions

for you when checking the item in. For ex. some might want you in insert page nos. in the Internal Note.

• Any information that needs to be corrected must be done in the “Serial Levels” section located on the

middle of the page. There you can edit dates, issue nos., seasons, etc.

Jan. - 01 Jul. - 07 Spr - 21

 Feb. - 02           Aug. - 08                  Sum - 22
 Mar. - 03           Sept. - 09                 Fall - 23
 Apr. - 04           Oct. - 10                  Win - 24
 May - 05            Nov. - 11
 Jun. - 06           Dec. - 12            

• After all information is correct and you are ready to check in issue, click on the “Arrive”

box on the right side of the screen.

• Now you will have to click on the “Arrive” box again that you see half way down on the screen to the right.

• The “Serial Activity Log” box will appear saying that your check in was a success and at that point

you can click on the “Close” box.

• Now you need to make a label for the issue. Unfortunately is isn't as easy as it sounds.

The first thing you need to do is re-highlight the issue you just checked in. It automatically

  jumps to the next issue to be checked in after you receive an item. We want to print a label for 
  the item you just checked in so it has the received date on it.

• When you have the correct line highlighted for the issue you just checked in, you need to put your

cursor somewhat near the “Print Label” box but do NOT click on the box. Hit Ctrl. and backslash

  and after a few seconds (things will come up and flash on and off on the screen) then you should 
  be having a printed call no. label come out on the Dymo label printer
* Proofread the label to make sure it is for the issue you just checked in and not from the previous record, that happens sometimes
* Place the label on the periodical without covering up and pertinent information such as volume, issue number or dates on the front cover

IF YOU CAN'T FIND A TITLE:

 "Title" does a more broad search if you can't locate periodical by the Journal Title

There are a few different ways to search for a title. ISSN, Author, Title and Journal title are the most common that I use. All of those can be chosen if you go back to the “Headings List” and change your information there.

— Primary contact: Diana Pacunas 2009/05/20 14:25