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shelf-ready_processing_of_approvals_and_selection_slips [2012/02/22 10:10]
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shelf-ready_processing_of_approvals_and_selection_slips [2019/01/07 12:20] (current)
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 ==== Unpacking and Organizing Shipments ==== ==== Unpacking and Organizing Shipments ====
  
-==== Processing Procedures for Each Book ====+There are two major types of shelf-ready books we receive reguarly: Music Approval Books, which come in small shipments, usually under ten books, in a single box, and Firm Orders, which sometimes arrive in small shipments, particularly during the summer, but during the academic year often come in much larger shipments of anywhere from about fifty to several hundred books in multiple boxes. 
 + 
 +=== Unpacking Shelf-Ready Music Books === 
 +Music Approval Books are unpacked and a check mark put next to each title on the invoice if the book is there (It's very rare for a book to be on the invoice and not in the box, but it does happen from time to time.) The invoice remains with the books until after they are received. The books are placed on a shelf near the Monographic Receiver'​s (Susan'​s) desk, and an e-mail sent to selectors to let them know that the books are there, and will be available to review for a few days. 
 + 
 +=== Unpacking Shelf-Ready Firm Orders === 
 +Boxes that comprise large shipments (over 150 books) of Shelf-Ready books need to be organized before unpacking, because such shipments contain multiple invoices. Each box has a number on its label corresponding to its invoice number. ​ Boxes with the same associated invoice number should be unpacked together, in alphabetical order by title, onto book trucks. ​ The Monographic Receiver then checks each book off its invoice, but doesn'​t give the invoice to the Ordering Assistant until after all books have been received. (Although Shelf-Ready books cannot usually be returned to the vendor, there are some situations, such as missing pages found during receiving, in which they must be, and a refund or replacement sought from the vendor.) 
 + 
 +==== Batch Receiving of Shelf-Ready Books ==== 
 + 
 + 
 +  * Watch for books with SEL call numbers that lack SEL designation,​ and set aside for individual receiving. 
 +  * Go to Bulk Arrival screen in Aleph 
 +  * Enter invoice number and click “refresh filter.” 
 +  * Look for information in “Requester Name” field 
 +  * Take books with information in this field out of shipment (Notify and Hold books) 
 +  * Receive these book individually. Give rush books an item processing status of “NI,” and give them to Circulation. Put “Notify” books back on truck.  
 +  * Take any books with volume/​part/​etc information on their spine labels off of truck and receive individually,​ making any necessary corrections 
 +  * After receiving Notify/​Hold, ​ multi-vol books, and any other books with problems, return to Bulk Arrival Screen, refresh, and click “Arrive All” button 
 +  * Wand in one book after bulk receiving the shipment, to make sure that the status has been automatically updated to "​PW."​ If it has not, see Steve Bischoff 
 +  * Separate SEL books from Main library books 
 +  * Wand in SEL books individually,​ changing “PW” status in item record to “NI.” 
 +  * Insert blank routing slips in SEL books and place on Science shelf 
 +  * Put books going to Main library stacks on New Book Shelf truck 
 +  * Give invoice to Rebecca 
 + 
 +==== Processing Procedures for Each Book (Before Batch Receiving was implemented) ​====
 ♦Go to the Search function in the Acquisitions Mode of Aleph and scan in the book's barcode. ♦Go to the Search function in the Acquisitions Mode of Aleph and scan in the book's barcode.
  
-♦Check to make sure that the book and Aleph record match in terms of call number, title, author, publishing information,​ and number of pages.+♦Check to make sure that the book and Aleph record match in terms of call number, title, author, publishing information,​ and number of pages. ​For more detail about the minimal standards required for a book to be sent to the stacks without further cataloging work, consult [[http://​www.library.umass.edu/​wikis/​acp/​doku.php?​id=fastcat_instructions|FASTCAT Instructions]]
  
 ♦Click on "​Orders"​ button on the right hand side and go to the "​2.General"​ tab, if not brought there automatically,​ and look at Order Status box. ♦Click on "​Orders"​ button on the right hand side and go to the "​2.General"​ tab, if not brought there automatically,​ and look at Order Status box.
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 ♦If the book will go to the New Book Shelf, change the "Item Processing Status"​ to "​PW"​. ♦If the book will go to the New Book Shelf, change the "Item Processing Status"​ to "​PW"​.
  
-******EXCEPTION:​** ​ If there are more books than the new book shelf can hold (15 red book truck shelves or the equivalent of 2.5 red book trucks using both sides of the trucks) the item processing status should be set to blank on the excess books and they should be put on trucks for items going to Stacks Management for shelving directly to the Du Bois stacks.+******EXCEPTION:​** ​ If there are more books than the new book shelf can hold (15 red book truck shelves or the equivalent of 2.5 red book trucks using both sides of the trucks) the item processing status should be set to blank on the excess books and they should be put on trucks for items going to Stacks Management for shelving directly to the Du Bois stacks. ​ 
  
 ♦If the book is not yet ready for the New Book Truck or the Science Truck, change the "Item Processing Status"​ to "​PC"​. ♦If the book is not yet ready for the New Book Truck or the Science Truck, change the "Item Processing Status"​ to "​PC"​.
  
 ♦Click "​Update"​ to save item record changes. ♦Click "​Update"​ to save item record changes.
 +
 +===Science versus Du Bois locations===
 +
 +Make sure call numbers match library location code assigned. It's sometimes necessary to change the location in the holdings record and add or delete a location from a call number label. Books labeled as “SCIENCE” sometimes have a call number that indicates they should instead be shelved in the Du Bois Library, and visa versa. Consult the [[AA Chart for Cataloging to Locations As Appropriate]] to aid in determining the correct location for a book based on call number. If uncertainty remains, consult with Cindy Spell to determine proper location/​coding for the book.
  
 ==== Additional Steps for Non-Rush Books Lacking Call Numbers and/or completed Physical Information (300) Fields ==== ==== Additional Steps for Non-Rush Books Lacking Call Numbers and/or completed Physical Information (300) Fields ====
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 ♦Press "​Continue",​ then "​Override"​ buttons when prompted. ♦Press "​Continue",​ then "​Override"​ buttons when prompted.
  
-♦Note the date of the unsuccessful OCLC search on a post-it or the slip in the book, and place the book on the PCat Problem Shelf. ​ Periodically,​ Susan and/​or ​Eva will check this shelf and search for improved OCLC copy.+♦Note the date of the unsuccessful OCLC search on a post-it or the slip in the book, and place the book on the PCat Problem Shelf. ​ Periodically,​ Susan and/​or ​Kay will check this shelf and search for improved OCLC copy.
  
 ==== Books Going to Reference ==== ==== Books Going to Reference ====
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 ♦Affix "​REF"​ label to call number label on spine of book. ♦Affix "​REF"​ label to call number label on spine of book.
  
-♦Change the "Item Process Status"​ code to NI (New Item) and place the book on the "New Reference Books" ​shelf (near Christine'​s desk and next to the Masha Rudman books.+♦Change the "Item Process Status"​ code to NI (New Item) and place the book on the REF shelf.
  
 ==== Adding "​Oversize"​ note if needed. ==== ==== Adding "​Oversize"​ note if needed. ====
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 ==== Miscellaneous Problems ==== ==== Miscellaneous Problems ====
-♦Make sure call numbers match library location code assigned.  ​If may occasionally be necessary to change the location in the holdings record or add or delete a location from a call number label.+♦Make sure call numbers match library location code assigned.  ​It may occasionally be necessary to change the location in the holdings record or add or delete a location from a call number label.  Books labeled as "​SCIENCE"​ sometimes have a call number that indicates they should instead be shelved in the Du Bois Library, and visa versa. Consult the [[AA Chart for Cataloging to Locations As Appropriate]] ​ to aid in determining the correct location for a book based on call number.
  
 ♦Books without call number labels are particularly likely to have a mismatch between the book and the record. ​ You may want to type in the title rather than wanding in the barcode for books without labels, in order to find out if the books is a duplicate to one already in the collection. ​ A wrong title may be the result of the title being changed at the last minute before publication,​ or of the wrong record being assigned by Promptcat. ♦Books without call number labels are particularly likely to have a mismatch between the book and the record. ​ You may want to type in the title rather than wanding in the barcode for books without labels, in order to find out if the books is a duplicate to one already in the collection. ​ A wrong title may be the result of the title being changed at the last minute before publication,​ or of the wrong record being assigned by Promptcat.
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 ♦Books that belong to numbered series the library collects on standing order are sometimes sent in error via the Approval Plan as monographs. ​ Search by series title for any monograph sent that is also part of a numbered series to be sure it's not a duplicate to one coming on standing order. ♦Books that belong to numbered series the library collects on standing order are sometimes sent in error via the Approval Plan as monographs. ​ Search by series title for any monograph sent that is also part of a numbered series to be sure it's not a duplicate to one coming on standing order.
 +
 +♦If a shelf ready monograph belongs to a series (either ser add or ser anal) for which the library no longer has a standing order (the series has been cancelled), treat the book as a monograph. Do not give it the serial call no. or add it to the serial holdings.
  
 ♦The first volume of a multi-volume monograph may be sent.  This will need additional attention as you need to find out if other volumes are wanted (create a standing order record) and to add the volume number to the call number label on the book. ♦The first volume of a multi-volume monograph may be sent.  This will need additional attention as you need to find out if other volumes are wanted (create a standing order record) and to add the volume number to the call number label on the book.
shelf-ready_processing_of_approvals_and_selection_slips.1329923403.txt.gz · Last modified: 2019/01/07 12:20 (external edit)
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