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receiving_monographic_materials_in_non-shelf-ready_shipments [2015/10/14 15:53]
spease [Receiving DVDs]
receiving_monographic_materials_in_non-shelf-ready_shipments [2019/01/07 17:20] (current)
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   * If the item is a book, and its bibliographic record meets the standards found in the [[http://​wws.library.umass.edu/​wikis/​acp/​doku.php?​id=fastcat_instructions|FASTCAT Instructions]],​ add a Holdings record   * If the item is a book, and its bibliographic record meets the standards found in the [[http://​wws.library.umass.edu/​wikis/​acp/​doku.php?​id=fastcat_instructions|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 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.  ​ 
-  ​* 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 StetsonRush 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 descriptionfield 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+  * If the item is an ILL RUSH, please follow these additional procedures [[ill_rush_receiving|]]  
-  * Once all items on a packing list or invoice have been arrived and the appropirate ​notations written on it, give it to Rebecca+  * 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|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 catalogingAfter 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|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 ===== ===== Situations requiring additional procedures =====
  
 **Endowments** **Endowments**
-  * Check for notes about endowments (e.g. "JFK Memorial"​ ; "​Litauer Fund") in records.    +  * Check for notes about endowments (e.g. "JFK Memorial"​ ; "​Litauer Fund") in the Library Note in each Order Record.    
-  * Some endowments require ​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 ​  +  * Write endowment name on the invoice or packing slip 
-  * Note endowment ​on the invoice or packing slip+  * Also add routing slip to the book stating the name of the endowmentwith 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.  ​   * 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.) (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** **Art Approval Plan Books and Children'​s/​Juvenile Award Books**
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   * Give order record attached to a Children'​s Award book an Order Group of "​ChildLit"​ and a vendor code of "​YANK4."​   * 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   * 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.)+  * 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.)   * 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   * 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."​   * 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** +**Z5000-Z9999 Call Numbers** 
-  * Search OCLC for title, and download if we do not already own the item + 
-  * Create ​an item recordbut no order record +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 casesyou 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 Alephwe edit this so the 050 field in our catalog reads "​HG8051 |b H43 2016" before creating the holdings record.
-  * Code as 02Gift +
-  * Discard packing list+
  
  
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   * Attach Routing Slip to DVD container using a rubber band   * 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   * 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."​ +  * Change "​OO"​ in the item record to "PC" for any item remaining in IRM 
-  * 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 [[ill_rush_receiving|]] regardless of whether you copy catalog it or pass it on to Rachel Hobbie.+  * 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.    * Give Reserve RUSH DVDs to Gabe after receiving them. 
   * Copy catalog other RUSH DVDs and leave them on Linda Fish's Rush truck.  ​   * 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. ​+  * 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 recordas detailed here [[rush_cataloging_and_processing_workflow|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.   * 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.
  
  --- //​[[sep@library.umass.edu|Primary Contact: Susan  Pease]] //  --- //​[[sep@library.umass.edu|Primary Contact: Susan  Pease]] //
receiving_monographic_materials_in_non-shelf-ready_shipments.1444837989.txt.gz · Last modified: 2019/01/07 17:20 (external edit)
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