Technical Services Procedures

Ordering and Receiving - Uncats: Uncataloged Book Searches for ILL Requests

Page Editor: Kim Wiljanen
Last Updated: May 8, 2006

For Prompt Cat titles:

If there is an uncataloged order record in Magic, someone from ILL forwards the ILL request form to the uncat searcher. The request can only be accepted if the piece has been selected and if it doesn't already have a NOTIFY on it for an M.S.U. patron; otherwise, it must be rejected. If the book has been selected and doesn't have another notify on it, the ILL request form and rush flag are inserted in the piece and given to a Yankee approval plan processor in Current Processing, requesting them to rush process it and put it on the rush labeling truck in Acquisitions when done.

If the prompt cat title is a dup to a firm order that has not yet arrived, then the ILL request will be rejected. This is because the prompt cat title is going to be returned to the vendor. This conforms with our current prompt cat policy concerning firm order duplications. The person who brought the request from ILL also needs to be emailed as soon as possible (with the ILL request number on the E-mail subject line), advising if the request was rejected or accepted. The paperwork for the "reject" responses may then be discarded.

For Theses and Dissertations:

If there is no OCLC record, then someone from ILL forwards the ILL request to the uncat searcher. The request can only be accepted if both the fiche and the book have been unpacked and if there isn't already a NOTIFY on the title for an M.S.U. patron; otherwise, it must be rejected. If both the book and the fiche have been received and are still in Acquisitions, the piece is rush processed by inserting the ILL request form and rush flag in the book, taking it along with the fiche, to Mary Kate Ojibway or, in her absence, to Janet Baldwin, for rush cataloging. Once cataloged, the book and fiche will be placed on the rush truck, to be processed (including mulvering) by someone in DataCat. Someone from DataCat will then deliver the fiche and ILL paperwork to ILL, while the book will continue in its normal processing procedure.

If the book and the fiche have been received and have already been processed in Acquisitions, search for the book in Cataloging and Metadata Services (CMS) team. It should either be on an Acquisitions truck or with Mary Kate Ojibway or Janet Baldwin. If it is not in any of those places, check with Allen to see if he is holding it for revision. Once the piece is located, insert the ILL request form and rush flag in the book and take it to Mary Kate, or, in her absence, to Janet Baldwin for rush cataloging (if it is uncataloged), or back to Allen for rush revision (if it is cataloged and waiting for revision). The book will then be placed on the rush truck, to be processed (including mulvering) by someone in DataCat.. Someone from DataCat will then deliver the ILL paperwork to ILL, who will have the fiche pulled from PRR.

If a Magic record happens to turn up during the course of the uncat searcher's searching for the piece (e.g., if a couple of days have elapsed since ILL sent the request form to her and someone has cataloged the piece in the meantime), the uncat searcher should hand the search off to DataCat, let the appropriate person in ILL know she's done so, and tell the person in DataCat that she needs to reply to the appropriate person in ILL when the piece is found and to insert the paperwork in the piece before delivering it to the person in DataCat who does the mulvering.

The uncat searcher also needs to email ILL as soon as possible (with the ILL request number on the E-mail subject line), letting her know if the request was rejected, accepted, or if the search was handed off to DataCat. The paperwork for the "reject" responses may then be discarded.