Procedures for Receiving and Cataloging Standing Orders/Continuations
Department: Technical Services
Process: Cataloging
2019 November 7
Purpose: This procedure is used when books arrive from, Emery-Pratt, our standing order vendor. You will be unpacking the box and adding the item to the standing order record or cataloging separately or filling out a processing slip and forwarding the book to a librarian, depending on the circumstance.
Overview: This procedure applies if the mailing label indicates Standing Order, or if the item is determined to be a standing order or continuation based on the coding in the order record. A standing order series may be classed-together (all items have the same call number; call numbers are distinguished by the volume number) or classed separately (each item in the series has a different call number). Bibliographic records for classed-separately multipart series on standing order are suppressed from public display. Do not overlay onto suppressed standing order records. Always look in the notes of the order record for directions of how to proceed with the newly acquired item. The terms “Standing Order” and “Continuation” have been used interchangeably in the past.
Required Knowledge/Skills: This procedure assumes a basic familiarity with editing in Sierra, OCLC Connexion and MARC tags.
Equipment/Supplies: You will need a computer with the Sierra application
The mailing label on the received box usually, but not always, indicates it is a Standing Order.
Remove the items from the box.
- Check the condition of the books. If there are condition problems, notify your supervisor then the Acquisitions Specialist if the item needs to be returned.Keep the box and packing material until all items are fully received.
Verify & check off the received items on the invoice found in the box.
Keep box and packing material with the item until it is fully received.
Open Sierra cataloging menu.
Search by the 'series title' then select the item from the list that matches the item in hand.
Open the Order Record.
Look at the most updated Order Record.
- Make sure the Order type is: Standing Order and the Vendor field is the correct vendor. If not, return volume to acquisitions to sort out the problem.If we received an item after the standing order had been cancelled, contact the acquisitions specialist.
Make note of the FUND type. You will need that information to determine how to proceed creating an item record
Read all notes in the order records for important information regarding receiving and handling which make include withdrawing older or moving earlier editions.
Once you have determined that the order record is correct, click on Summary and view Item records.
A standing order series may be classed-together (all items have the same call number; call numbers are distinguished by the volume number) or classed separately (each item in the series has a different call number).
Library of Congress practice for most series is to catalog and classify each volume as a separate monograph.
Open OCLC
Follow the Procedures for Searching OCLC and Cataloging Printed Monographs with DLC Copy in OCLC.
For non-DLC/member input OCLC records, follow the directions under the heading, 'For Non-DLC/member input OCLC records' in the Procedures for Receiving Firm Orders.
Check to see if there is an item record for the volume in hand. If there is, we have received a duplicate. Return duplicates to Acquisitions Specialist.
If there is no duplicate item record, this is the volume we want to receive.
Click on the drop down menu beside 'view' and click on 'item'.
On the right side of the screen, click on "Attach New Item"
If the Order Record Fund Type is ref1, then search the 'Select Template' template for 'moref: Main Reference'. Select it.
-An Edit box will pop-up with '11 Book Limited Use', click on 'Next'
-'Price', click on Next
-'Location': cref Christopher Ctr-Reference-2nd FL, click on Next
- 'Barcode' Scan barcode and place in the upper right corner inside the back cover.
-Under the 'Function' tab, click on 'Insert'
-In the 'Insert Marc Field' box, click on the drop down menu and look for 'volume', enter the volume number/year then click, OK
-SAVEIf the Order Record Fund Type is not ref1, then search the 'Select Template' template for 'cgen3 or cgen4 (depending on the call number location): CLR-Stacks'. Select it.
-An Edit box will pop-up with 'Copy', click on 'Next' (unless you need to change the Copy 1 to Copy 2)
-Format: 1 Bound, click on Next (unless you need to change 1 Bound to 2 Unbound if the item is a paperback)
-Status: Available, click on Next
-'Barcode' Scan barcode and place in the upper right corner inside the back coverClick on summary, then the 'Move' tab, OK
Reopen the Order Record and follow any directional notes which make include withdrawing older or moving earlier editions.
Put the cataloged item on the Processing truck for stamping, tattletape, and labeling.
Put the invoice in the Acquisitions Specialist's mail folder.