--- HISTORICAL DOCUMENT - NOT CURRENT! --- HISTORICAL DOCUMENT - NOT CURRENT! ---
Subject: New Procedure for Added Volumes on Approval
To: Collection Managers (excluding HEA, LAW, and Regionals)
From: Marsha Hamilton
Date: Effective Wednesday, October 23, 2003
The following was an agenda item at the Oct. 15th Collection Managers Forum. For those unable to attend, this describes a change of procedure to streamline handling of added volumes received on YBP, Harrassowitz, and Aux Amatuers approval.
Summary: If one location has all previous volumes of a multi-volume monograph, future volumes received on approval will automatically be processed for that location and fund without being displayed on the approval shelves.
Details: Added volumes must meet ALL these criteria to be auto-processed (processed without collection manager review)
- All volumes of a multi-volume monograph set are in just one location
- All volumes of the set are the same subject
- There is nothing unusual (e.g. extremely high price, location owns misc. volumes only, etc.)
- Piece is a single title monograph (mono set) with multiple volumes; procedure does not apply to numbered series
New Procedure:
- Piece is searched and identified as an added volume to an existing OSCAR monograph set
- Piece is automatically processed for the location holding the previous volumes
- Piece is charged to "2" fund that paid for previous volumes
- Piece is processed on OSCAR and sent to Labeling
- Expenditure and title appear on the Fund Activity Report
Advantages:
- Collection manager does not have to pay attention to pick up subsequent volumes on approval
- Saves approval staff time to display and refer items
- Added volumes get to your shelves and patrons 2 - 3 weeks faster
Exceptions: Not all added volumes will be auto-processed. The piece will be displayed for collection manager review if previous volumes are split between multiple locations, the subject changes from previous volumes, the location has only purchased some of the previous volumes (not a complete run), the item seems over-priced, or there are other questions.
Examples:
| "American history in the 20th century" | v. 1-3 were previously selected for Main using HIS2 funds v. 4 will be auto-processed for Main using HIS2 when received on approval
|
| "Notable people of the 19th century" | v. 1 on musicians was selected for MUS on MUS2 v. 2 on African Americans was selected by BSL on BSL2 v. 3 on women will be displayed on the review shelves |