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Monograph Receiving Unit Guidelines

Anals (Call Number and Copy Number)

The analytic call # written on the flag supplied by Serials is the authoritative call # for the book. Additional searching should not be done to verify if this is correct. However, if during the normal course of receiving you discover information that leads you to believe that it is incorrect, bring it to the appropriate specialist  in Serials for verification.

The copy # for an analytic which is written on the flag supplied by serials is the copy # that should be assigned to the book even if it appears to be incorrect according to our current policy on assigning copy #s. Call #s without a copy # are assumed to be copy 1.

The CLASS SCHEME for all serial analytics should be LC or DEWEY (not LCPER or DEWEYPER).

deDUPing

The most efficient method for deDUPing MSOs is to search by the monographic title.

If the book is a duplicate:

1. Compare series treatment with the monograph record. If series treatment differs, notify Data Control with necessary information for corrrection. [e.g., if the serial title is analyzed, but the volume owned was cataloged as a sep, the call number needs to be corrected.]
2. Receive the volume on the serial standing order
3. Route book 2GIFTS as a  DUP.
4. If duplication was the result of a firm order, notify the supervisor of monographic ordering with the CONTROL # for both the series and book record with an explanation. [e.g., DUP supplied on firm order]

Home Location = Shelved by title (formerly Serials)

Many science branches have two different home locations for monographic series, STACKS, and SHELBYSER.

• SHELBYSER -- Shelved by series title. Used for Marc format records.
• There is also a location called SHELBYTITL which is used for Serial format records only.  We should not be using SHELBYTITL for monograph records created in the MSO receiving process.

• The Campus Messenger flag will be accompanied by a  "Shelved by title" flag (color = Terra Green)

• The Holding Code of the standing order has "SER" in it
CHEM-SER-H
BIO-SER-H

If the Home Location is SHELBYSER then the ITEM TYPE will probably be PERI.

Order Line with a Multi-Volume Payment

Receive a volume on an order transaction line even if it has payments for other additional volumes.

Series or Sets Within Series

Whenever a book is part of two or more series/sets, series/set titles should be searched for cataloging treatment beginning with the 2^nd largest series/set. (We do not have to search the largest series/set because we assume that it has been cataloged as a serial. Even if this is not true, it should not affect our receiving procedures.)

If the largest series is analyzed and there is a catalog record for a smaller series or set, the book is cataloged in the smaller series/set but retains the analytic call #/copy # for the larger analyzed series. The MARC holdings should reflect the numbering of the smaller set.

If the largest series is classed as separates and there is a catalog record for a smaller series or set, the book is cataloged is cataloged following the treatment of the smaller series or set. If the smaller series contains the word "subser." in the call#, return the book to Serials with a copy of the ITEM DISPLAY screen.

Standing Order Not Found

When the standing order is not linked to the series title, check for title change information on the ITEM DISPLAY  screen or in a 785 field.

øSR

Books with øSR on the flag indicates that Serials has no record for the series title or it is not part of a series at all. Materials received on memberships, package plans, etc. should be received on the order cited on the Campus Messenger Flag. Material with no order information should be processed as gifts. [order type = GIFTMONO]

Subseries

If the volume you are receiving is in a series within a series and the smaller series has "subser." as part of the call number, route the book back to serials. A subseries is basically a serial classed together and unanalyzed, or, in other words, a serial.

Vendor = SSO

Orders with vendor code SSO are not orders. SSO stands for 'serials received on standing order' and serve as a cross-reference to point to the standing order record. Evaluate the title to decide the correct action to take.

1. If the title is in the serials format:
1. If treatment is classed together and unanalyzed or if the call # ends with "subser.", return the material to Veena Bhargava with a printout of the ITEM DISPLAY screen and an appropriate note.
2. If treatment is ANALYTICS or CALL # VARIES, find the standing order on the "main" title to receive the book. (The "main" title could be a membership record.)
2. If the title is in the books format, find the standing order linked to the "main" title to receive the book. (The "main" title could be a membership record.)

Strange Sightings

1. Serial records for analyzed series often have ITEMs for the ANAL titles on the series title. Report these titles to Data Control. (These may be non-monographic volumes in an analyzed serial.)
2. Treatment information may be available in the 942 field (if present). Only the 2nd character in the 3 character code is relevant
a = classed as separates
t  = analyzed
v = treatement varies

Last modified: April 18, 2007