Technical Services Procedures
OrderIng and Receiving Materials - Student Procedures: Stamping and Counting Incoming Orders
Page Editor: Kim Wiljanen
Last Updated:
February 17, 2006
Separate incoming orders into different formats (OCLC printouts; vendor notification slips; order request cards or their equivalents, booklets, etc.). Always keep together stacks of multiple orders which have been attached to a blurb or brochure, in addition to any orders which have instructions from the librarian stating they need to be kept together. Batches of orders which have been clipped together but do not have an accompanying blurb or instructions to keep them together may be separated by format.
- Separate English-language material from foreign-language material. (Note: Chinese-language materials should be given directly to Huei). For stacks of multiple orders attached to a blurb, do not separate the orders by language but simply move the foreign-language orders to the top of the stack
- Stamp each order (but not blurbs or brochures) in the upper right-hand corner with the date the orders were received in the section (which may not always be the current date -- please ask if you are unsure about what date to use). The orders may be counted as you stamp them or may be counted separately.
- Bundle orders into envelopes for searching and label in the upper right-hand corner of the envelope the number of orders, whether English, foreign (or Eng./for. for combination batches), and the date stamped on the orders.
- NOTE: If you have a large number of orders in the same format, divide them into separate envelopes. Generally, we try never to put more than 45 or so orders in a single envelope, so, for example, if you have 175 OCLC printouts on a given day, you would divide them into about 5 envelopes or so. On the other hand, if you have very few orders on a given day, you may combine different formats (for example, vendor notification slips may be combined with order request cards or their equivalents, etc.) to make a full envelope. Foreign-language orders in different formats may also be combined to make a full envelope, and foreign-language orders may be combined with English-language orders if you have only a few of one type or the other.
- Booklets: Find the orders which have been marked with the bibliographer's initials, a fund, and a branch designation. With a red pen, draw a vertical line alongside the bibliographic entry for the selected orders. The orders may be counted as you mark them or may be counted separately. Scotch tape a small yellow Post-It note to the upper right-hand corner of the front page of the booklet indicating the number of orders, whether English, foreign (or Eng./for. if there is a combination), and the date the orders were received in the section. (Booklets do not need to be placed inside an envelope.)
- Note: Sometimes we receive booklets -- generally, the Weekly Record -- in which no orders have been selected for purchase. Any such booklets will need to be returned to the Collection Management department. Cross out the "SEARCHING NEW ORD. Mono" entry on the routing slip stapled to the front of the booklet, and place the booklet on the Collection Management shelf in the mail room.
- Organize the completed envelopes and booklets so that envelopes containing OCLC printouts are on top, followed by envelopes containing vendor notification slips, then envelopes containing order request cards and their equivalents, then envelopes of mixed formats, then booklets, and envelopes of foreign-language orders on the bottom. Place the orders in the cardboard box on the pre-order searching table, standing them up behind whatever envelopes/booklets are already in the box.
Additional Notes:
- YBP Notification slips - Organize the slips into one bundle. Only stamp the top slip with the appropriate date. There is no need to stamp each order nor do you need to count the slips. Slips are then given to Nicole.
- orders with a RUSH designation should be placed in the tray underneath the incoming order tray on the desk outside Kay Granskog's office
- orders marked "DO NOT CAT" should be given to Don Depoorter
- orders marked "Faculty Book Collection" should be given to Don Depoorter
- orders which come clipped together with a half-sized sheet of paper labeled "order request sheet" should be given to Elida Marti
- orders for software materials should be given to Elida Marti
- orders submitted on a "Serials Acquisitions order form" should be given to Hsiang-ping Cha
- orders that are missing information (such as fund codes, branch designations, or the librarian's initials), should be given to the student supervisor
- orders which have been sent back to the librarian with a question of some sort, and to which they have responded, should be given to the student supervisor
- any questions, problems, or items you're unsure about should be shown to the student supervisor
IMPORTANT: For the present time (until the end of June or until instructed otherwise), remove closed-fund orders from each batch of incoming orders, and file them in the corresponding file folder in the "closed fund" rack by Don Depoorter's desk. Ask for a current list of closed funds if you can't find one.
For stacks of multiple orders which have been attached to a blurb or brochure and which contain both open and closed funds, pull out any closed funds and separate them into different stacks by fund if there is more than one closed fund. Then, make a as many photocopies of the blurb as you have stacks of closed funds, and staple together each stack of closed funds along with a photocopy of the blurb at the bottom of the stack. Put the original blurb or brochure back with the remaining orders (those with funds that are open), and process the batch as usual.
For booklets in which there are open and closed orders on a single page, make as many photocopies of the page as there are different closed funds. On each photocopy, highlight orders with one of the closed funds and cross out the others (i.e., if you have a page on which there are orders coming out of closed funds "unkmo," "faimo," and "mdsmo," highlight all the "unkmo" orders on one photocopy and cross out all the "faimo" and "mdsmo" funds. On another photocopy, highlight all the "faimo" orders and cross out all the "unkmo" and "mdsmo" orders. On the third copy, highlight all the "mdsmo" orders and cross out all the "unkmo" and "faimo" orders, etc. Put each photocopied page into the appropriate closed-fund file according to which fund has been highlighted. Then, cross out all of the closed funds in pencil in the original booklet. Highlight in red all of the remaining open-fund orders, and process the booklet as usual.