Serials Check-in Procedures

Does it come with accompanying material?

First, always look to see if the serial has accompanying material. This may be in the form of a compact disc, a score, a pamphlet, book or another serial. If the accompanying material is paper-based, it may be stapled into the primary serial and should then be separated from it.

When checking for accompanying material, always scan the serial itself to check if there is any indication that there should be accompanying material (e.g. “bonus disc included”). If the serial indicates that there should be accompanying material and you have not received it, you will need to check the claim status (see Serial claims and unitary orders).

If the serial has no accompanying material, follow the instructions in A. If there is accompanying material, follow the instructions in B.

A. If the item is a paper-based serial with no accompanying material:

1. If the item is hardbound and already has a call number on the spine, see procedures for Adding a volume to a bibliographic record. If not, continue to step 2.

2. Place target inside new issue. A blank page or inside cover is best; otherwise find a spot where it interferes the least with using the serial.

3. Go to shelves and find title. If you don’t find the title, look in card file for special instructions (e.g. Bind on receipt). If there is no card, give to Operations Manager with a note stating “Title not found on shelf or in card file”.

4. Check that previous issue is on the shelf. If the previous issue is not there, check the date of the just-received issue. If it is from a while ago (e.g. the 1990s), it may be a unitary order or claim that has arrived and you should check the binding hold shelf. If the volume is on the hold shelf and your issue completes it, give the entire volume to the Operations Manager for binding. If it does not complete the volume, put it on the shelf with the others. If the item is current, do a quick search around the reading room. If you don’t find it, you need to check the claim status of that issue (see Serial claims and unitary orders).

5. Add a Current Periodicals sticker to front cover.

6. Shelve with the others.

B. If the item is a paper-based serial with accompanying material:

1. If the accompanying material is an index, treat as in A above and shelve with the serial.

2. If the accompanying material is other printed material (but not a score) and there is flag with the indication “cat sep” give to Head, MTS. If there is no flag, check card file for instructions. If there is no card, give to the Operations Manager, indicating the serial it is part of and that there are no instructions.

3. If the accompanying material is a score, or media material (CD, CD-ROM, DVD, etc.), put sticker with call number of serial on the item and give to the Head, MTS for cataloging.

4. If you don’t know whether something is accompanying material or a separate serial title, see C below.

C. If the item is not paper-based (i.e. a compact disc or microfilm) or you don’t know if it is accompanying material or not:

1. Look in card file for instructions under the title (e.g., "Add film and volume number to box, barcode, and create volume record in Unicorn; shelve in locked-stack with other volumes")

If there are no instructions, give to the Operations Manager with note stating “Not found in file”.