Procedure: Receiving Firm Orders
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Overview: This procedure applies if the mailing label indicates “Library Receiving”, the package is from a book supplier, the label or box does not have anyone’s personal name on it, except "Rachel Volk, does not indicate Interlibrary Loan, Standing Order, "Emery-Pratt"or "YPB GOBI Library Services”, unless it indicates the Bypass account number. Books ordered on the Bypass account number are considered firm orders for the purpose of this procedure.
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3. Open Sierra-Cataloging. Type the title into the Search box as it appears on the title page. Find an order record for that title. If you cannot find a record using a title search, search by publisher’s number, author or keyword. You may need to search OCLC for additional clues, or use the Internet to translate a foreign language title. If you can’t find a record in Sierra, call the Acquisitions Specialist for help and advice.
7. Look at the in the order record and at any notes at the bottom of the order record.
8. Look at the Bibliographic record. It should match the title and publisher of the item being received. In most cases, we can accept a later printing date, a variant binding, or
an an alternate edition where the content is the same, such as a British edition instead of the American edition. If the title or publisher do not match and we may have received an edition other than what we want. Call the Acquisitions Specialist for help and advice.
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a. Type “T” in the Received Date Fields: It should be blank. If it is not, look for another order record with the same title. If you can’t find one, call the Acquisitions Specialist for help and advice. |
10. If you are trained to catalog, go to the procedures for searching OCLC and Cataloging Printed Monographs with DLC Copy in OCLC. For non-DLC/member input OCLC records, follow the directions below and forward the item on to the appropriate staff person professional librarian to catalog.
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Complete a “(yellow) Receiving/Searching Slip” with: |
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12. On the invoice, write the received date and your initials. Put the invoice in the Acquisitions Specialist’s mailbox mail folder once you have received all the items from the receiving boxes.
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Procedure: Rush items, including for Course Reserve or with patron holds.
1. Items ordered “rush” “RUSH” will usually be ordered through Amazon. However, any item in cataloging can be designated “rush” “RUSH” at any point in the cataloging process.
2. Fill out a Pink Rush RUSH/Hold/Reserve Cataloging Slip. You need to include all the information, especially the course/individual name and needed semester Course Reserves.
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4. If you are trained to catalog, go to the procedures for searching OCLC and Cataloging Printed Monographs with DLC Copy in OCLC. For non-DLC/member input OCLC records, follow the directions below and forward the item on to the appropriate staff person to catalog. For newly received items, the Rush RUSH slip along with “Receiving/Searching Slip” should be placed in the book before placing on the cataloging librarian's 'Catolog Purchased Purchases New Book' shelf.
5. Process the item (tattletape, stamp & label) before the end of the working day. If the item is for reserve, it should be processed as soon as possible.
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