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Serial Items Received Through Materials Ordering and Receiving

Materials Ordering and Receiving staff checks in and counts items received.
  • If a full MARC record is not available, the item is processed internally.
  • If the item is a loose-leaf service, check in the update, write the call number on the piece (or sometimes on the envelope), and send it to Reference.
  • Items with the call number of "Index Area" are not sent to Bibliographic and Metadata Services or barcoded, even if a full MARC record exists; they are stamped and taped, noted as Index Area Item and sent directly to Reference.
  • Otherwise (if a full MARC record is present) the item is processed as below.

If the item is analyzed or is a monograph received on standing order, follow the procedures in Part A, Processing of Analyzed Serials and Monographic Standing Orders. Otherwise proceed as in Part B, Processing of Added Serials Volumes.

Part A. Processing of Analyzed Serials and Monographic Standing Orders

Materials Ordering and Receiving staff creates an order record on the PAC. If necessary, the item is set aside for bindery decision. When printed order records are received, they are matched with the items.

Student assistants property stamp and security tape the item as appropriate.

The item is sent to Bibliographic and Metadata Services and shelved by run date to await cataloging.

Part B. Processing of Added Serials Volumes

Materials Ordering and Receiving staff separates materials according to holdings library and processes as follows:

  1. Main stacks items. For Reference items, see part 2, Reference items below.
    • Materials Ordering and Receiving staff adds the call number and OCLC number to the title page of the item.
    • If necessary, the item is set aside for bindery decisions.
    • If the item is to be bound, a bindery slip is added with the type of binding; if Economy or Standard/LBI, "Return to Materials Ordering and Receiving for binding after processing" is stamped on the slip.
    • Student assistants property stamp and security tape the item as appropriate.
    • Materials will be forwarded to Bibliographic and Metadata Services within 24 hours (1 working day) of check-in.
    • Bibliographic and Metadata Services staff verifies the following items in the PAC:
      • the title on the piece must match the bibliographic record
      • other important fields, see Verifying the Bibliographic Record
      • the 949 subfield g's (1st 949 (no indicators) and LIBRARY HAS 949 0) must make sense in terms of the volume being added
      • the volume is labeled as specified in the subfield w of the first 949 0
    • If any of these conditions are not met the item is returned to Materials Ordering and Receiving with appropriate questions.
    • If all conditions are met the PAC is updated by adding appropriate 949 0 field and item record (and barcode if the item is not bindery). Do not count the item as an added volume.
    • If the item is not bindery, Bibliographic and Metadata Services student assistants label the item, add a date due slip, and place the item on the new book display holding shelf.
    • If the item includes a mylar, pam bind or stiffen bindery slip, the item is placed on the Bibliographic and Metadata Services bindery cart.
    • If the item includes a bindery slip with "Return to Materials Ordering and Receiving after processing" stamped on the slip, the item is returned to Materials Ordering and Receiving for binding.
    • When the item is returned from the bindery, Materials Ordering and Receiving checks in the item, verifies for binding accuracy, and sends it to Bibliographic and Metadata Services.
      • Bibliographic and Metadata Services staff barcodes the item and updates the PAC.
      • Bibliographic and Metadata Services student assistants property stamp the item, add a date due slip and send the item to Circulation.
  2. Reference items (including Gov. Ref.)
    • Materials Ordering and Receiving staff adds the call number and OCLC number to the title page of the item.
    • Materials Ordering and Receiving staff fills out a Processing Form and inserts it in the item.
    • If necessary, the item is set aside for bindery decisions.
    • If the item is to be bound, a bindery slip is added with the type of binding; if Economy or Standard/LBI "Return to Materials Ordering and Receiving for binding after processing" is stamped on the slip.
    • Student assistants property stamp and security tape the item as appropriate.
    • Materials will be forwarded to Bibliographic and Metadata Services within 24 hours (1 working day) of check-in.
    • Bibliographic and Metadata Services staff, following the checked instructions on the Processing Form, locate any earlier editions as required.
    • Bibliographic and Metadata Services staff verifies the following items in the PAC:
      • the title on the piece must match the bibliographic record
      • other important fields, see Verifying the Bibliographic Record
      • the 949 subfield g's or n's ("LATEST ED. ONLY", etc.) (1st 949 and LIBRARY HAS 949 0) must make sense in terms of the volume being added
      • the volume is labeled as specified in the subfield w of the first 949 0
    • If any of these conditions are not met the item is returned to Materials Ordering and Receiving with appropriate questions.
    • If all conditions are met the PAC is updated by adding appropriate 949 0 field and item record (and barcode if the item is not bindery or "LATEST ED. ONLY"). Do not count the item as an added volume.
    • Earlier editions are withdrawn and returned to Materials Ordering and Receiving for disposition or transferred to other locations as per instructions on the Processing Form, which should match those in the first 949 0 subfield w of the bibliographic record. If these instructions conflict, refer the item back to Materials Ordering and Receiving for resolution.
      • If the earlier edition(s) was not found, the status field in the item record is changed to "s" ("ON SEARCH") and a printout of the record is made and dated.
      • This printout should be re-searched by Bibliographic and Metadata Services student assistants three times, at intervals of one month.
      • If the item is still not found after the third search the item record and 949 are deleted.
    • If an item is being transferred from one holdings location to another:
      • Remark the title page as needed
      • Student assistants remark the item, add a date due slip, and send to Circulation.
    • If the item is not bindery, Bibliographic and Metadata Services student assistants label the item and send it to Reference or Gov. Ref.
    • If the item includes a mylar, stiffen or pam bind bindery slip, the item is placed on the Bibliographic and Metadata Services bindery cart.
    • If the item includes a bindery slip and "Return to Materials Ordering and Receiving after processing" is stamped on the slip, the item is returned to Materials Ordering and Receiving for binding.
    • When the item is returned from the bindery, Materials Ordering and Receiving checks in the item, verifies it for binding accuracy, and sends it to Bibliographic and Metadata Services.
      • Bibliographic and Metadata Services staff barcodes the item and updates the PAC.
      • Bibliographic and Metadata Services student assistants property stamp the item and send it to Reference or Gov. Ref.



Verifying the Bibliographic Record

As with monographic added vols., the piece in hand should be checked for changes or additions needed in the bibliographic record. Areas of the bibliographic record that should be checked include: title proper, additional titles (246), imprint, series statement, issuing bodies, etc.

Any additions or changes that need to be added to the serials record should be referred to the Serials Cataloger. If the numbering system has changed, for example, from chronological designation to ed. numbering, or from year to year-year, etc., refer the item to Serials Cataloger.

Some bib records include a subfield w with the note "Check call # if another v. (ed.) rec'd." These should be checked on OCLC to see if LC has established a call # for the item. If so, the OCLC printout and the item should be referred to the Serials Cataloger.