I. General

A. Order requests for materials for the Library's collections may be submitted by any Library patron or staff member.

II. Specific procedures

A. Order requests must be submitted for all materials except publications received on blanket/approval plan (see statement 2.2.4). See statement 2.2.1.a for information on filling out the order request card). Requests primarily are submitted on stamped OCLC printouts, order request cards, or vendor notification slips. All three will be called "order request cards" throughout this document. If a request is for an item in a second hand dealer's catalog, the catalog is to be submitted along with the order request. Catalogs and advertisements are encouraged for orders for small press and specialized foreign press orders. For rush ordering see statement 2.1.8. In addition to order request cards, Collection Management staff submit order requests by checking items which they wish to order from the Kirkus Review (KR), the American Book Publishing Record (ABP), and/or the British National Bibliography (BNB).

B. The order copies of KR, ABP, and BNB are submitted directly to Monograph Acquisitions. See # V (below) for information as to the action taken on these requests. Order request cards are subject to review before being sent to Monograph Acquisitions. Order request cards are submitted for review to the appropriate Coordinator. Currently there are four coordinator positions: Humanities, International, Science, and Social Science.

C. Before the order request card is sent to Monograph Acquisitions the appropriate Coordinator is responsible to approve, alter (e.g. change the number of copies or the edition), or reject an order. The request card for any request which has been rejected is returned to the bibliographer who submitted it. Request cards which have been approved are submitted to the Monograph Acquisitions Team.

D. Monograph Acquisitions is responsible for searching requests for monographs and non-standing order serials. Requests are searched to eliminate unplanned duplication to the collection. The Team is responsible for verifying the entries of the request, revising them when necessary to provide accurate information to the vendor and patrons. The Team also reviews the price of the order to insure that the price approval structure is followed.

E. Order requests are searched for duplication and processed as follows:

1. Request cards for duplicate items are returned with a note "dup to call number or purchase order number, searchers initials and the date" by Monograph Acquisitions staff to the bibliographer placing the order. The bibliographer reviews the requests for duplicate items so as to make a decision as to whether added copies are needed. If added copies are needed, a request is returned to Monograph Acquisitions. If added copies are not needed, the order can be discarded.

2. Request cards for items not held in the collection or approved to be ordered as an added copy are input on Innopac, an order printed, and mailed.

3. Monograph Acquisitions is responsible for creating order request cards for items cleared for purchase from KR, ABP, and BNB.

4. Monograph Acquisitions staff will communicate directly with Collection Management staff when non-routine questions occur. Examples might include: the availability of an older imprint when no vendor catalog has been forwarded; known incompatibility of a software item with equipment available in the area for which the item is ordered.

5. Responses to questions for any returned ordered can be directed to the searcher who initialled the order.

6. Orders will generally be mailed in less than two weeks from the time they are received in Monograph Acquisitions. Rush orders are generally mailed within 48 hours of the time they arrive.

F. For those items for which an order is placed, reports on the status of orders are provided on Innopac for smaller vendors or available on printouts provided by the vendor in the case of Bookhouse, Yankee Book Peddler, and B.H. Blackwell. These reports are available in Monograph Acquisitions.

III. Cancellation of Orders

A. Orders will be cancelled under the following circumstances:

1. Vendor reports:

a. Out of print (op)_

b. Out of stock indefinitely (osi)

c. Out of stock cancelled (osi,cancelled)

d. Sold

e. Cannot locate publisher (and not other address can be located).

2. Annual audit:

a. Selector cancels

b. Out of print, vendor has searched for 2 years

B. Depending on the publisher and imprint date, orders may be redirected to another vendor rather than cancelled.