Troubleshooting: If the serial is not on the shelf and there is no note in the file …

If the serial is not on the shelf and there is no note in the file, you will need to look at the Unicorn record to clear things up. If there is no Unicorn record, you will have to ask the Bibliographer where it came from.

There are several possibilities for our not having any record of the serial.

1. It is a new serial for the collection. This may be patently obvious if we started our subscription with v.1, no. 1, but unfortunately this is not always the case. In the Unicorn record, there will be only one item record with no volumes indicated and it will usually be “in process”. The MARC holdings and serials control record will show that this is the first issue received. In this case, do the following:

a. Change “IN PROCESS” to “R-STACKS”.
b. Create a shelf label and make a place on the shelf for the new serial.
c. Note if it indicates any regular accompanying material or if there will be any special instructions needed and create a card for the file if necessary.

2. We cancelled the subscription. If we cancel a subscription, it often happens that we will receive 1 or 2 issues past our cancellation date or that we get unitary orders/claims after the cancellation date. If this happens, look up the serial in Unicorn and check that they are not duplicates. If necessary, ask the Head, MTS to update the MARC holdings record. Send for binding right away; there is no reason to wait.

3. The title has changed, two titles have merged, one title has become two. You should have already received notice of the change from Serials in the weekly serials report. The Unicorn record of the previous title should show that the serial ended with the previous issue, with a “continued by” note showing the new title. A hot link will take you to that record, and the issue you have should be the first on that record in the MARC holdings or serials control record and there will be a “continues” note. In this case, do the following:

a. Change “IN PROCESS” to “R-STACKS” in the new record if necessary.
b. Create a new shelf label and space for the new title. Note: the call number may or may not have changed. If the numbering is continuous from one of the old titles, cataloging will retain that call number.
c. Send issues of earlier title(s) for binding. Do not mix with new title.

4. We did not order the serial. Sometimes we receive serial issues through other sources, e.g. another bibliographer’s approval plan, gifts, etc. The Bibliographer may have left a note on the item with instructions. If so, follow them. If not, look for a Unicorn record.

If there is a Unicorn record, do the following:

a. Look at the holdings. Is it complete up to your issue or is it sporadic? Keep this in mind as you continue.
b. Look at the order record. If there is no order record, look at the date(s) of your just-received issue. If it is current, it is likely this issue was a gift and no one is interested in keeping the order going. Treat as an added volume and follow those procedures. If the date is not current (i.e. it is earlier than much that we already have), it is likely that this was a fill-in that we acquired directly in the Music Library. In this case, the MARC holdings record needs to be updated and the issues should be bound immediately. Ask the Head, MTS to update the holdings for you and then bind.
c. If there is an order record, look at the initials of the bibliographer and type of order. Are they Mimi’s initials? If not, treat as an added volume. Is the order type approval or gift? Again, treat as an added volume.

If there is no Unicorn record:

Send to the MARC Cataloging Unit for cataloging, with the note: “Please catalog for Music Library, R-stacks. No record in Unicorn”.