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Processing Shelf Ready Approvals Using Java Workflows

Opening shipment:

• Open box.
• Verify that shipment is complete by comparing the number of items in the box with the number of items on the invoice.
• If there is a discrepancy do a title by title comparison to determine what the problem is.
• Mark your initials, number of volumes (with check mark) and today's date on invoice. Write EDI (in red) on top of invoice.
• Important: Since you are the first person to see the materials as they are unpacked, you must note any missing, damaged or defective materials and process following Exceptions procedures below.

If a book has been removed from the shipment by the vendor, there will be a memo from them indicating that they have done so. Evaluate and process following Exceptions procedures below.

Receiving shipment:

• Start the "Modify Title" wizard. Function key F3 (Title Edit). [Properties / Defaults Search Preferences should be set to Keyword, Item ID, full access to all libraries.]
• Scan barcode to bring up the record.
• On the bibliographic tab compare the title (245), and the publication date (260).
• On the call number/item tab check the Library, call number and copy number.
• Check to see if this book is a duplicate:
• Highlight and copy (ctrl+c) title or portion of title. Omit initials articles (English = a, an, the)
• Click on Search button.
• Paste (ctrl v) the title into the “search for” field
• Change the Index field to “title”
• <enter> If this search retrieves another record for the title of your record, follow procedures for Duplicates below. If the book is not a duplicate, proceed with the next step.
• On the bibliographic tab correct any typos in title, etc.
• If present, check Acquisitions Note (940) field for Notify or processing instructions.
• Delete 940 Acq notes if instructions have been completed. EXCEPTION: Do not delete 940 NOTIFIES.
• Add a 910 field and enter routing information.
• Example: MONORECUnit/3 November 2006/lac
• Click on the save button
• Check the following fields
• 040 – if the 040 has a |aDLC and |dDLC the record does not require cataloger review and you may proceed to the next step.
• 042 – if the 042 has “pcc” (no quotes) entered the record does not require cataloger review and you may proceed to step
• If there isn’t a qualifying 040 or 042, OR if there is an Enc_Lvl 8, make a printout of the bib screen
• Place the printout and a lunar blue “cataloger review” flag in the book.
• DO NOT click on the Control tab (leave Date cataloged as NEVER)
• Check encoding level (Enc_Lvl)
• Cataloging record
• If the encoding level is NOT 5 or 8, AND if the 040 and/or 042 meet the criteria outlined above: Click on Control Tab and change the date cataloged to TODAY <enter>
• Click back on Bib tab to continue
• 5 = Preliminary (non-cataloging)
• If Enc_Lvl = 5:
• Do not click on Control tab (leave Date cataloged as NEVER)
• Click on the call number/item tab.
• On the left side of the screen click on the barcode number that matches the item in hand (should be just under the “real” call number - the one that is not EDI-Remove)
• Change Item Cat1 to RECYCLE if the encoding level = 5
• Change current location from ON-ORDER to INPROCESS.
• <enter>
• If book has an errata slip, put a blue flag in the book with message to B & F: "Please tip in errata"
• For Green L call numbers, change library to SAL, insert a SAL flag in the book, and send to B&F for remarking.
• If book is 30 cm. or over in height or width, verify that the letter "f" has been added to the call number.
• If book is 15 cm. or less in height, add "t" to the call number and process as a tiny. Cross out spine label and place printout of Display1 Item in book.

Books:

For the following libraries, books are sent directly to the library. Leave slip in book; repack books in box; attach campus messenger flag to box and place in mail pickup area:

Earth Science (Branner)

Engineering (Terman)

Biology (Falconer)

Hopkins (HMS)

Math-CS

Physics

Chemistry (Swain)

Tanner

For the following libraries, place books on selector shelf:

Green

Music, ARS, CCRMA

Art

Classics

Education (Cubberly)

Placing on Selector Shelves:

Selectors will be given 14-18 days to review their books.

• From Fund Code on slip, write selector initials and subject selection area if appropriate on slip.
• Find the appropriate color flag to use (two weeks from following Friday)
• Place 1 flag in the center of each book and place on appropriate selector's shelves.

Keep invoice(s) together in folder by week.

Sweeping Selector Shelves:

• Sweep all shelf-ready books that are laying on shelves (not upright) daily.
• If any fund code changes are requested by selector:
  • FUND CODE CHANGES WILL BE DONE IN C-WORKFLOWS UNTIL FURTHER NOTICE
• Start the modify order wizard. Function key F12 [Properties / Defaults Search Preferences should be set to Keyword, Item ID, full access to all libraries.]
• Scan in barcode.
• Click on the Segments tab
• Change to desired fund code.
• Click on the gadget next to the fund ID
• Choose "Fund Name"
• Type in the new fund name
• <enter>
• Choose the correct fund from the list (please look carefully, it may not be the first one listed)
• Click enter to return back to the Segments tab.
• Save your changes
• Finish
• Close
• If Library/Location changes are requested by selector:
• Start Modify Title wizard. Function F3.
• Scan in barcode. 
• Make any Library/Location/Type changes on call number/item tab using Location table. 
• Make printout and insert it into the book.
• Route the book to B&F for spine label corrections.
• If NOTIFY flag was added by selector, follow the Notify instructions.

Books for Green and SAL:

• If the book is a hardback for Green or SAL, move the piggyback barcode to a permanent location following barcoding procedures.
• If flagged with HAS-FIC or "Retain Book Jacket" flag, DO NOT MOVE THE BARCODE, put in mail bin for B&F.
• If flagged for IC, HASRC or SSRC or any reference sub-location, correct spine label, if necessary, by adding location or send to B&F for remarking. Send books to correct Bing Wing address.
• If flagged for HAS-NewBk or SSRC-NewBk, send directly to correct Bing Wing location.
• Discard all other book jackets.
• Discard vendor slips.
• Paste in bookplates in hardback books paid on endowed funds.
• If appropriate, write endowed fund code in back of paperbacks. See list of appropriate fund codes.
• Put paperbacks in box and send to B&F with Campus Messenger flag marked "Green shelf-ready paperback.

Books for Music and Art:

Send Music books directly to Music in box.

Stamp Art book with "Art Library" stamp and send directly to Art Library in box.

Invoices:

After all items on the invoice have been completely processed, put the invoice in the appropriate folder of invoices. Give invoices for the week directly to appropriate Payments person indicating that they are ready to pay.

IMPORTANT: DO NOT GIVE INVOICES TO PAYMENTS UNTIL ALL BOOKS HAVE BEEN SWEPT AND ALL FUND CODE CHANGES HAVE BEEN MADE.

Keep invoice copies for at least two months.

Special circumstances:

If C/R, process as non-returnable and route to Gifts shelf. If the rejected book is a firm order, check the order to see if the selector on the order is the same as the selector who rejected it. If not the same, do not reject the book. Accept the book for the location it was ordered for.

If this a duplicate, process as non-returnable dup. Link your approval order to other bibliographic record and request deletion of the bibliographic record that now has no orders attached to it.

If there is a firm order placed with the same vendor for the same library and not yet received, "close" this order by putting a note in extended note field. "Rec. on approval <order #> <date> <your initials>. Zero out # of copies, copies funded, and # copies. Close any open claim segments. Link both orders to one bibliographic record and request deletion of the bibliographic record that now has no orders attached.

If there is a firm order placed with the same vendor for a different library and not yet received, do not "close" the order. Instead notify the Search/Order person who placed the order that a copy has been received on approval for a different library and they will decide whether or not to obtain an additional copy. Link both orders to one bibliographic record and request deletion of the bibliographic record that now has no orders attached.

If it is not a duplicate, but we an active firm order with another vendor, link both orders to one bibliographic record and request deletion of the bibliographic record that now has no orders attached. Notify the Search/Order person who placed the order so they can evaluate whether or not to cancel that order.

If item was created for Library=SUL, Location=EDI, Type=UNKNOWN this means that the vendor supplied an invalid fund code. Check the approval slip, look for other clues (e.g., transposed letters or numbers) or, if necessary, ask Sharon to provide a fund code. In Edit Order, change the fund code from 3DUM999 to the correct fund code. Change the holding code from EDI-H to the correct library. In Modify Title, Vol/Copy tab,change "real" barcode to AUTO. Create a new call segment for the correct library, location and type. Change current location to INPROCESS. Change current location of the SUL/EDI/UNKNOWN to WITHDRAWN and request deletion. Relink new call segment to the order.

If book is for any Green Reference location, put the appropriate blue Ref flag in the book. Add Reference location label to existing spine label. If the book is for a Reference sub-location (e.g., HAS-ATLAS) make a printout of Vol/Copy screen and send to B&F for remarking.

If record is for multi-volume set, create MHLD and 505 if necessary. Make any necessary corrections to call structures and request deletion, if necessary. On the order, change Date Received and Date loaded to NEVER. Click on the call.

For videos and Computer software, carefully remove the barcode from the box. Change the barcode number to AUTO. Route to MARC. Route other non-book materials accordingly.

Last modified: April 19, 2007