Notify procedures

Items specifically requested by patrons either through Socrates or via purchase requests are flagged upon arrival, and are cataloged and end-processed in an expedited manner. This process takes priority over the daily flow of materials. Once on the premises, an item should move through the process within 24-48 hours.

Certain items may occasionally require a longer timeframe, such as rare items, items with cataloging problems, or microfilms. These items may be consulted in-house before processing is completed.

Patron requests are flagged by Monograph Receiving (books) or Music Acquisitions (scores, media) with a blue slip. A red “rush” slip may be added as appropriate. Red “rush” slip items (often for course reserves) should be acted on immediately and handed in person from Cataloging to Operations; they should then be labeled and made ready for reserves, or be placed in the next outgoing mail delivery for end processing as soon as possible.

For “on order” books, Notify requests are sent to Order Services and then the request number is input in a 940 field in the bibliographic record. This prompts Monograph Receiving upon receipt to insert a Notify flag in the item before sending it either directly to Music or to Binding & Finishing.

For “on order” scores and recordings, Notify requests are sent to the Music Acquisitions Specialist who then enters the request information into the order record, and initiates a claim.

For items ordered by Music Technical Services in response to purchase suggestions, the Music Acquisitions Specialist enters a request in Socrates on behalf of the patron. The Music Acquisitions Specialist then flags the item upon receipt.

Actions:

Head of Technical Services:

Review email requests sent by Materials Control (generated by patrons through Socrates) and forward to appropriate cataloger.

Catalogers:

Place all cataloged Notifies (books, scores, media) on the Notify shelf as soon as cataloging is completed.

For books and scores, write the request number just below the barcode on the item. For recordings, simply flag the item with a blue slip.

If there will be a significant cataloging delay, ask the Operations Manager to email the patron with an estimated processing time and an invitation to use the item in-house. Please identify where the item can be found by Circulation Desk staff.

Operations Manager:

Media: Give media to Desk student staff for labeling. Labeling supplies are on hand at Circulation and instructions are in the Circulation Manual. When an item is ready to circulate, the Operations Manager emails the patron. The item is shelved in its home location; it is not placed on the Hold shelf.

Books, scores: Put books and scores in the next outgoing mail delivery to either Binding & Finishing or Conservation & Repair as appropriate, with the applicable forms. When the item returns, remove from the mail, prepare for circulation, place a Hold (which generates an email notice), and place the item on the Hold shelf.