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Serials on Approval

This procedure does not apply to issues of a monographic series.

Classed together serials that arrive through the approval workflow need to be processed and routed by the Monograph Receiving Department.  This procedure goes over 4 different categories of processing that a receiver may encounter while working on the approval workflow.

Category 1 - Serials that need to be routed to the Serials department for check-in
Category 2 - Serials that need to be routed to the Serials Access & Maintenance department for a serial control record, or title maintenance.
Category 3 - Single issues of serials that need to be routed to the MARC unit for cataloging
Category 4 - Serials that need to be routed to the Ordering department for a subscription or standing order.

Reminder:  be sure to check the flag or slip for instructions from the selector prior to processing the materials and leave the flag or slip in the piece.

1. Search Symphony for serial record for piece in hand
• If the record is not an exact match, but you suspect a title change, go ahead to step 3 using the most current record in Symphony
2. Check the Serial Control tab.
• If the record is an exact match and there is a Control ID, go to the instructions for Category 1
• If the record is an exact match, but does not have a serial control record, continue to step 3.
  
3. Check the Orders tab and look at all associated orders
• Use the Modify Order wizard and choose the current title link to view all order information.
• If you find an existing subscription or standing order with the same vendor cited on the approval flag, create a new line of that order by issuing the "receive order" command and fill in all receipt information including parts and packing number.
• If you find that we do not have a subscription order, create an approval order and fill in all receipt information including parts and packing number.
4. Fill out today's date and the 2nd box on the "Serial supplied on Approval in Monograph Receiving" flag.
5. Place on the Category 2 shelf.
   

Category 3

1. Verify that the selector has not requested a subscription or standing order by checking the approval flag.
• If the selector has requested a subscription or standing order, go to the instructions for Category 4
2. Search Symphony for serial record for piece in hand.
• Verify that there are no matching records in Symphony for the piece in hand before proceeding.
3. Search Z39.50 for a serial record for the piece in hand.
4. If a matching record is found in one of the bibliographic utilities, import it into Symphony.
• Before importing a record from Z39.50, verify that it is not a title change by checking the 780 and 785 fields for earlier or later titles.
• If we have an earlier serial title in Symphony, go to the instructions for Category 2
5. If a matching record is not found in one of the bibliographic utilities, create a brief serial record in Symphony
• See guidelines for creating a brief serial bibliographic record.
• Include 910 routing
• MONORECUnit/<DD Mmmmm YYYY>/lac/CATMARCUnit
6. Create copy (use auto generated call #)
7. Add a TECHSTAFF note in the Call Number/Item tab
• MONORECUnit/<DD Mmmmm YYYY>/lac/(<issue number(s)>); single issue; no subs
8. Change current location to INPROCESS
9. Barcode ONE issue and enter barcode into record
10. Create an approval order for the item in hand, and fill in all receipt information including parts and packing number.
11. Fill out today's date and the 3rd box on the "Serial supplied on Approval in Monograph Receiving" flag.
• Be sure to indicate whether or not there is a valid 6xx and/or an 050 by circling those options.
12. Band or tie if there is more than one issue
13. Place on the Category 3 shelf.

Category 4

1. Search Symphony for a serial record for piece in hand
   • If a matching record is found, verify that we do not already have a subscription or standing order.
     • If you discover that we have an existing subscription or standing order and there is a serial control ID, go the instructions for Category 1
     • If you discover that we have an existing subscription or standing order and there is no serial control ID, go to the instructions for Category 2
     • If you discover that we have been consistently receiving the title on approval, go ahead to step 2.
     • If no matching record is found, go ahead to step
2. Fill out today's date and the 4th box on the "Serial supplied on Approval in Monograph Receiving" flag.
• Be sure to include the "receive by" date
• Leave the approval flag in the piece.
  
3. Place on the Category 4 shelf.

 

Last modified: May 21, 2007