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Acquisitions Department > Monograph Receiving > Procedures Index
Monograph Receiving Unit Guidelines
Receiving MSOs
Basic Steps
- Take material from shelf
- Review flag
- DeDUP
- Create bibliographic record
- Receive order
- Complete receiving process
Take material from shelf
- The MSO flow is located in the mail room.
- Take books from the "Start Here" sign
- Move the pink flag to the book immediately following the "Start Here" sign. Do not discard the pink flag with a date unless superceded by a pink flag with a newer date.
Review flag
- Each book should have a Campus messenger flag with the following information:
- library/home location
- treatment (incl. complete call # and copy # if ANALS)
- Title ID# (if different from the Notis order #)
- fund #
- standing order #
- Please return books to the Series Receipt Specialist in the Serials Unit if information is incomplete.
DeDUPing
- DeDUP following the guidelines in our duplicates policy. If the material is a DUP, the only additional step required is to verify that the call # of material we already own reflects the treatment of the established series or set record. [e.g. If the series is analyzed, the call # for the monograph must have the correct analytic call # and copy # as the series or set.] Notify the Data Control Unit to correct the call # and/or copy # in our OPAC and on the piece if necessary.
- DeDUP the series or set title following our duplicates policy.
- Receive book on the standing order acquisitions record even if a duplicate. (see duplicates and receiving sections below)
- Route all duplicates 2GIFTS with the following information on the 2GIFTS flag:
- ID # for serial title
- ID # for monograph record
- Reason for duplication
Do not route DUPs back to the Serials Unit.
Create a Record in Symphony for the Monograph
- Import or create a record in Symphony following standard receiving procedures and complete the cataloging and routing procedures.
Receive Book on the Standing Order Acquisitions Record
- Verify that the highlighted title in the results box is correct and click on display order to view all order lines linked to the series title.
- Review all order lines (i.e. line # > 1) for receipt eligibility
- You are looking for an order line linked to a payment for the material you are receiving. If the item/volume in hand is already paid for you will see its volume information (Example: v.35 pmt) in the Parts column
- If there is no order line to receive the material, create one
- Open the receive order wizard (F9)
- Click on the Current Title link (verify that the current title being displayed is the series title for the item in hand. If not, search by the title control number for the series)
- Click on the standing order for the current fiscal year.
- Orderline info should default to line NEW, Quantity receiving 1.
- Click on Receive Orderline
- Click on the Modify Order helper in the upper left corner of the Received Items window (icon = pencil pointing at paper)
- Click on the Title Info tab
- Click on the Change Title Link helper in upper left corner of the window (icon = pencil pointing at chain link). Note: DO NOT CLICK ON THE REMOVE TITLE LINK ICON (icon = chain link with red X).
- Scan your barcode into the Item ID field to link the new orderline to the item in hand.
- Click on the Orderline tab
- Read all the fields to check for special instructions or important notes.
- Enter Parts information and your initials in the Receiver field.
- Click on the Segments tab and change the Loaded field from NEVER to TODAY
- Click on Save Your Changes
- At the next screen click on Close
Complete the receiving process
- Make a printout if necessary
- Place in the appropriate outgoing mail bin/truck
- Keep statistics
Miscellaneous
Shelved by title
There are two Symphony locations for materials shelved by title:
- SHELBYTITL (serials)
- SHELBYSER (serial analytics)
It is critical that these locations are set up correctly so that the call number is "masked" and the appropriate shelving location is displayed in the Webcat.
Related Documentation
Dummy Acquisition Records Created by Serials
Often, Serials will create a dummy standing order which
- Serves as a cross-reference to alert staff that the title is received on a "real" standing order linked to another record
- Provides a way to claim missed issues
This is often the case when serial titles are received on a membership or blanket order. These "dummy" acquisition records can be identified if either of the following values are present:
- VENDOR = SSO
- COMMENT or NOTE = Received on <another order #>
It is the responsibility of the Serials Unit to provide us with the correct order # on which the book should be received. Sometimes a book should be received on a "dummy" acquisitions record. [e.g., many but not all vols. published by OECD] It is the Monograph Receiving Unit's responsibility to recognize when a volume is being received on a "dummy" record and input a "0" [i.e. zero] in the funded copies field so the OTR will not roll over to the next fiscal year. (Payments would be linked to the "real" order. OTRs that have no payments are duplicated to the next fiscal year.)
"øSR" on the flag
If a flag has "øSR" and a standing order #
- If the standing order states that the series is received as a gift continuation, receive volume following our gift procedures. [i.e. do not create OTR]
- Otherwise, receive volume on the standing order cited. (It is the responsibility of the Serials Unit to supply us with the correct standing order on which a volume should be received.)
- If two order #s are supplied, return to the Serials Unit for clarification.
If a flag has "øSR" and no standing order #
- Create an acquisitions record to receive material with the following values:
- order # = AUTO
- vendor = MSO
- order type = GIFTMONO
- fund = NOFUND
- copies funded = 0
Subseries
When searching by set/series title and you find a record with "subser." as part of the call #, what you have found is a serial title within a series title. The volume in hand is non-monographic and should be returned to Serials for processing.
Last modified:
April 7, 2007 |
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