StaffGuide: Receiving & Processing

Processing--New Paid Setups

New Paid Set Up:

Definition:

Paid Set Up: The University Libraries may decide to seek an ongoing paid subscription through the publisher or vendor. The Accounts Payable Manager will let the Receiving Specialist know about the new paid set up. After finding out about the new paid set up, the Receiving Specialist will initiate the process by exporting an OCLC record or creating a brief bibliographic record, and creating the new check in record. Next, the paperwork and issue(s) will be sent to the Accounts Payable Manager so they can create the paid order record then everything can be sent to cataloging to be cataloged. After everything is cataloged, cataloging will return the paperwork and issue(s) back to the Receiving Specialist to finish up the processing of the new paid title.


Receiving Specialist to-do list for the new paid set up:

  1. After the Accounts Payable Manager let's the Receiving Specialist know about the new paid set up:
    1. Export the OCLC record of the serial title or create a brief bibliographic record if the title needs original cataloging.
    2. Create a check in record.
    3. Send the paperwork and issue(s) to the Accounts Payable Manager so they can create the paid order record.
    4. After the paid order record is created, the Accounts Payable Manager will send the paperwork and issue(s) to cataloging.
    5. After the title is cataloged, everything will be returned to the Receiving Specialist.
    6. The Receiving Specialist will finish up processing the new paid title and place it on the appropriate pick up shelf in Content Services.
Check the following tabs for each step in the new paid set up process.

Processing--New Paid Setup--Add New Bibliographic Record to Sierra

Add New Bibliographic Record to Sierra:

You will either export the OCLC record of the serial title or create a brief bibliographic record in Sierra if original cataloging is needed.


Exporting a record from OCLC Connexion Client:

  • After finding a record in OCLC, always do a search in Sierra to see if we already have the OCLC record before exporting the record. If you cannot find the OCLC record in Sierra, proceed to export the record.
  • You will click on the "ActionExport" icon located in the tool bar up at the top. Be careful. This export icon is next to the printer icon.Image of where to find the export icon in OCLC Connexion Client desktop version.
  • A pop up window will show up after exporting the record. Please read the pop up window before closing the window. It will tell you if it overlaid a record or not. Also it will tell you the bibliographic record number. You can copy/paste this number into Sierra and do a .# search to find the new record.
Adding local notes in the bibliographic record in Sierra:
  • Update the location appropriately.
  • Add 222 (Alternate title) 1st indicator is blank and 2nd indicator 0 as needed.
  • Add 947 (local note): "BIB XPO (date and initials)". 
  • If it is a bound title, you will add a 947 (local note) "BOUND TITLE".

Creating a brief bibliographic record in Sierra: 

  1. Only create a brief bibliographic record in Sierra if you are unable to find an OCLC record. The title might need original cataloging.
  2. Make sure you are using the serial Mullins brief bib records preferred template. If this is your first time, follow the instruction below to set up your preferred template for serial brief records.
    1. In Sierra, go to Admin-->Settings-->Record Templates-->Record Type: Bibliographic-->Find serial Mullins brief bib records template and make sure to move it over to the Preferred Templates side by clicking the arrow pointing to the Preferred Templates side.
    2. Image of how to find the serial Mullins brief bib records template in Sierra.
  3. Now, go to the search interface of Sierra and click on “New” icon located at the top right of the window. This is how a new brief bib is created.
  4. Enter 245 (Title)222 (Alternate title) 1st indicator is blank and 2nd indicator 0, and 947 (local note) [ add (date and initials) to the 947 after the phrase "BRIEF BIB KEYED IN; needs original.".Also, if it is a bound title, you will add a 947 (local note) "BOUND TITLE".
    1. All the MARC fields that you do not enter data into will disappear after you click "Save".
    2. The MARC 85641 field can be deleted if you do not intend to add a URL.
    3. Change the location in the bibliographic to the appropriate location.
    4. Keep in mind that a brief bib record doesn't need a lot of information because the cataloger will catalog the record completely.

Processing--New Paid Setup--Add New Check In Record

You can follow the instructions on how to create a check in record here. Below you will find what the fixed field codes and the variable field codes should be for paid titles.


New check in record fixed field codes:

LABEL TYPE: n (NO LABEL)  [Once the title is cataloged, then you can choose the appropriate label type.]

SCODE1: -  ---

SCODE2: -  ---

COPIES: [Usually 1 copy but add the appropriate number of copies you will be checking in on the check in record]

LOCATION: Choose the appropriate location designated by the subject selector or the Accounts Payable Manager.

RLOC: s (SER MULN)

VENDOR: Choose the appropriate vendor code. The Accounts Payable Manager will let you know or after the order record is created you can find the vendor code in there.

SCODE3: Choose the appropriate code. For example, if it is a continuation, then “3” (R3 CONTINUATIONS). If it is not a continuation or newspaper then “r” (R1-R2 CONT). If it is a newspaper then “n” (NEWSPAPERS).

SCODE4: ---


New check in record variable field codes:

CALL #: OnOrder

NOTE: PENDING NEW PAID SET UP (date and initials)

NOTE(S): You might need to add instruction notes here.

NOTE: Copy/paste URL in a note field. If you can’t find a useful URL, then do not add a URL note.

NOTE: ~~PARAMETERS: (frequency) / (days before claim) (date and initials)

VEN TITLE#: The Accounts Payable Manager will let you know what the vendor title number is. Sometimes, their isn't a vendor title number.

BIND NOTE: Only add a bind note if the title is going to be bound. The note will say “BOUND TITLE".

MESSAGE: Only add a message field if you believe you will receive more issues while the title is waiting to be cataloged. You message can say "Give all issues to the Receiving Specialist (date and initials)".

 

 

Processing--New Paid Setup--Send Paid Set Up to Serials Cataloging

Sending Paid Set Up to the Accounts Payable Manager then having them send it to Serials Cataloging: 

  • Add top note to check in record "SENT TO ACCOUNTS PAYABLE MANAGER / CAT (date and initials)".
  • Fill out and print out form on the appropriate colored paper. Below you can find the forms.
    • Periodical = yellow form
    • Continuation = blue form
    • Arkansas periodical = pink form
    • Arkansas continuation = green form
  • In the top left corner of the form write "PAID SET UP".
  • It is important to sign off on the "OCLC REVIEW" line and "MAINTENANCE" line with your date and initials.
  • Place paperwork and issue(s) in the Accounts Payable Manager's basket. At this time, they will create the paid order record.
  • Then the Accounts Payable Manager will send the paperwork and issue(s) to cataloging [in the Serials Cataloging Supervisor's basket called "IN: WORK FROM SERIALS"].
    • Place paperwork and issue(s) in the Serials Cataloging Supervisor's basket called "IN: WORK FROM SERIALS".

 

Processing--New Paid Setup--New Order Record

New Paid Order Record:

Remember that the Accounts Payable Manager will create the new paid order record then send the paperwork and issue(s) to cataloging.

Processing--New Paid Setup--When Paid Set Up Returns from Serials Cataloging

When the Paid Set Up Returns from Cataloging:

  • Check bibliographic record:
    • Make sure 860 is correct.
    • Make sure the 945 with cataloger's initials is added.
    • If you find something that is incorrect or missing, send the paperwork back to cataloging explaining what is incorrect or missing. They will send the paperwork back once the record is corrected.
  • Check in record: Delete all pending notes and message fields no longer needed.
  • Check in record: Make sure all the fields and notes in the check in record are up to date and make sense.
  • Check in record: Make sure the vendor field is correct and matches the paid order record.
  • Check in record: Only add VEN TITLE# field if the paid order record has that field as well. If the order record doesn't have it, then don't worry about it. However, if the Accounts Payable Manager tells you the VEN TITLE#, then add that field to the check in record.
  • Check in record: Update the label type field to the appropriate label type.
    • A label: Is perfect for serial titles that have a consistent enumeration and the cover date is not as prominent or is not on the piece.
    • B label: Is perfect for serial titles that are continuations or it has a consistent cover date and the enumeration is not as prominent or is not on the piece.
  • Check in record: Proceed to check in the item(s), label appropriately, count statistics, and add security strip and property stamp if needed.
  • Statistics: On the DROP ADD CANCEL WORKSHEET (See Ser stats Excel sheet below, DropAddCancel rev tab), add the appropriate tally to the add section of the worksheet. It is a paid and you need to figure out what type of serial it is. For example: It is a paid continuation. It is a paid periodical. It is a paid CD-ROM.
  • Paperwork: Sign off on the paperwork with today's date on the MAINTENANCE line at the bottom of the paperwork.
  • Paperwork:  At the top left corner write the fiscal year (YY/YY) and a star. The star means you counted the added gift title.
    • For example: 19/20
  • Paperwork: If it is a bound title, make a photocopy of the top sheet of the paperwork. Write "BIND" in red felt pen at the top of the photocopy and place the photocopy in the Binding basket.
  • Paperwork: If it is a title going to PER, PERS, FALPE, CHEMP, or PHYSP: make a photocopy of the top sheet of the paperwork. Write the location code in red felt pen at the top of the photocopy. Fold the photocopy and place it in the issue. Also, take a "NEW TITLE" flag and place it in the issue. Make sure these pieces of paper are hanging out of the piece like a flag so library staff will notice them.
  • Paperwork: File paperwork in the appropriate fiscal year within the Search Records cabinet or if it is an older fiscal year, its search records box. If we do not have a cabinet or box for the older fiscal year then throw away the paperwork.
  • Item: Place on the appropriate pick up shelf.
  • The process is complete now!
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