Firm Order Record Cancellation

Policy

Unfilled firm order purchase orders will be cancelled after two years unless a bibliographer or coordinator requests an extension and provides Acquisitions with an alternative source of supply. Exceptions for out of print and/or international vendor orders may be granted with evaluation on a case-by-case basis. [Policy approved by EC Sept. 2008]

Procedure (DRAFT Sept 2008)

• Acquisitions staff will complete an order audit every year and a cancellation deadline will be determined.
• Bibliographers/coordinators will be notified of pending cancellations at least two months in advance of the cancellation deadline.
• At the bibliographer’s request, a good-faith effort will be made by Acquisitions staff to determine if the original vendor is still able to supply the material ordered.
• One reminder notice will be distributed to all bibliographers two weeks in advance of the cancellation deadline.
• Orders will be redirected at the bibliographers’ request; bibliographers will be required to supply an alternate vendor.
• Orders will be cancelled at the deadline if no response has been received from the bibliographer/coordinator.
• Out of print and international vendor orders may be extended at the bibliographer’s request without alternate vendor suggestions.