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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
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.
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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
Direct item to the appropriate location for further cataloging or for end processing.
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. Copy cataloged Rush books go to Linda Fish. Rush music scores and music CDs or DVDs go to Peter Shea. Rush videocassettes and DVDs go to Barbara, unless their Library Note indicates “Streaming Rush,” in which case they go to Gabe Stetson. Rush books that lack good cataloging copy may be directed to Peter Shea or Sarah Thomson. Rush books that have most necessary bibliogaphic fields but lack a completed 300 (physical description) field can be given to Eva Carrier. She may also be able to help with English-language books that do not have acceptable copy available in OCLC.
Once all items on a packing list or invoice have been arrived and the appropirate notations written on it, give it to Rebecca
Situations requiring additional procedures
Endowments
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-2012” (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.”
Books sent with a packing list from Public Works and Government Services Canada
Search OCLC for title, and download if we do not already own the item
Create an item record, but no order record
Code as 02, Gift
Discard packing list
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.”
If the Library Note in the order record indicates that the DVD is an ILL Rush, use ILL Rush procedures after receiving the item in Aleph, regardless of whether you copy catalog it or pass it on to Peter Shea.
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 a note in the item record asking that it be placed on the Rush Returns Shelf in IRM after it is returned, and give the DVD 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