Stanford University Libraries & Academic Information Resources:

An order record is required for all material supplied on approval if we are keeping it.

Approvals should be received on pre-existing but unreceived firm orders placed with the SAME vendor.

Selector instructions on the approval slip/flag ALWAYS overrides instructions on the firm order except for the following 2 cases:

SPD approvals -- The firm order fund code overrides the fund code on the approval slip
When the location AND the selector differ, receive material per instruction on the approval flag AND send e-mail to swp@sulmail with "selector and loc conflict: <control#>"

When an approval is in a monographic series or is a serial title, see Serials in the Monograph Receiving Environment for processing instructions.

Set treatment is determined by copy found in the utilities. If no copy is available the default is classed together, unanalyzed.

Series treatment default for standing orders placed by acq is CAS if not specified by Search/Order staff. The series record itself is never cataloged.

Preliminary Steps

Pull approval materials off the shelf according to flag "color-of-the-week."

Please note: the unit policy is to take approval materials from the start sign regardless of the nature of those items. It is understood by unit staff that on occasion there will be materials that are less desirable waiting at the start sign. It is also understood that, if everyone is following the policy and taking items from the start sign, it will equal out in the long run.
Check the white board in the eval room under "receiver" to determine which color needs to be processed by the end of the week.
Be sure not to take more materials than you can finish by the end of the day.

Examine material and approval slip/flag

Make sure that material is in *good condition
Check for *special instructions from selector (e.g., return, c/r, place order for future volumes, etc.) on the approval slip/flag.

Receiving Approvals in Java Workflows

Note: Records imported using SmartPort will require the additional step of creating an item after the order is complete.

If you do not find a match
1. Click on the Add Temporary Title icon
2. Enter bibliographic information following guidelines for creating basic bibliographic records
3. Add 910 routing note
1. On the Call Number/Item screen verify that the home location and item type are correct for the location given by the selector (use location tables)
2. Change the current location to INPROCESS
3. Change Item Category 1 to RECYCLE if appropriate
4. Scan in barcode
1. Click on Order this title

Ordering the title
1. Enter order information at first screen
1. Click on Add order
2. At the next screen add selector and receiver initials
3. Add parts information if appropriate
1. Click Continue
2. On the segments tab use gadget to enter fund
1. Enter location code, the packing number, and change the dates for received and loaded to TODAY
1. Click on Add Orderline
2. At the next screen click on the fund number to open the window that will indicate whether or not the item requires a bookplate.
1. Follow endowed funds instructions if appropriate
2. Close the window
3. Click finish, then Save and Close

Add item (for items that were imported using SmartPort)
1. Open the Call Number and Item Maintenance Wizard (F5)
2. Click on current title
3. Click on Add Item
4. Verify that the home location and item type are correct for the location given by the selector (use location tables)
5. Change the current location to INPROCESS
6. Change Item Category 1 to RECYCLE if appropriate
1. Scan in the barcode (follow barcode procedure)
2. Make a printout if necessary (B&F items)
3. If the item in hand is in multiple parts (e.g., multi-volume record or accompanying material) go ahead to the "Creating M-Hold step. Otherweise, route the item to next processing unit.