The Ohio State University

Note:  The following guidelines are intended to serve as a fairly comprehensive resource for the different situations one encounters in checking in new print materials. It does not include hard-bound serials or non-print formats, which will be addressed in supplementary documentation.

Student employees should consult with their supervisors as to which categories they are authorized to handle.

FELIX log-in:  ACQS2       Password:  (Please see supervisor to obtain password.)

Path through menus:

(O)Ordering and Receiving
(S)Serials Processing
(S)Serials Check-in

Key in your initials and password

Set-up:

Use todays date?    yes
Generate claims?    no (students),    yes (staff)
Create item records?    no
All options as wanted?    yes

Search for check-in card

• Search by ISSN, title, or author; generally in that order. (Click here for search tips.)

• Check first listed current check-in card,

  UNLESS piece is stamped "Depository"; in which case it must go on check-in referral shelf.

  (Sometimes a piece may not be stamped and a warning note may be in the check note. Make certain that there are instructions for checking in the item before proceeding. If in doubt, check with your supervisor.)

• If appropriate card is found, note position of expected box, and be sure it is not the last box on the card. Refer cards which are on the last box, or on the last box before box #80 to Linda, Lizzie or Mart unless you are authorized to add boxes and/or create new cards. Any other adjustments to the position of the expected box, or to its contents may be made following the guidelines for modifying boxes below.

• If the first current card is not expecting the issue in hand, look at cards for other locations in order listed.

• If piece is not expected on any card:
  • Look at the summary screen (type "S" command). Check orders with the status a, o, q, or z (not type c or d which are for continuations) to see if the issue was ordered as a unit order.

  • Look at address label inserted in piece by mailroom staff. If address is correct assume piece is a duplicate, and modify box on first current card listed to indicate duplicate received. Complete the duplicate (gold) streamer which is discussed in more detail in the "Special Handling" section.

  • If there are no current cards refer to Mart, Lizzie or your supervisor, or fill out form and place on referred shelf.

  • If there are no orders attached to a bib record, or no bib record, assume piece is a SNAG and follow guidelines under Special Handling below.

Consult check note

• The check note indicates expected numbering, and gives special instructions.

• The complete check note may be seen by selecting "E" (edit). "C" will then return you to the check-in card.

Check in piece

• Look at address label to verify that it is OSULs subscription.

• Scan issue for damage first. If the item is damaged do not check it in. Refer the item to Mary Spillman. (Some damage may be repaired in-house, some may require requesting a new piece. Mary will handle all options.)

• Does issued in hand match that expected?
  If the box (or line) for current issue is expected (flashing), select "C" to check in the item. If it is not flashing, select "O" for other and enter the box number for the item to be checked in. (If no expected box exactly matches the piece in hand see guidelines for modifying and adding boxes below.)

• Enter date if not already present in box.
  • For month only: mm [space] 00

  • For two months: mm [hyphen] mm

  • For season: wi, sp, su, or fa

  • For year only: [hyphen] 00 (if year is 2000)

  • For year only and it is not 2000, i.e., 1999, enter 0000, then backspace over "20" to the start of the year field and enter the complete year 1999. (You can also move cursor to the end of the year and backspace to erase the current year and then enter the desired year.)

  • For range of years: 0000 [hyphen]; then a) backspace over the partial year displayed and enter yyyy for the first year (i.e. 1997); b) "20" is automatically displayed and the cursor moves to a space behind the 20, c) continue to enter "0" if the year is 2000 or d) back space over the 20 and enter the desired year.

• Add note in box note field if needed (such as pagination if required.) Be sure to read check note for adding information such as pagination for proper check-in of item.

• (Y)Yes to print label.

• Apply label to lower left corner of front cover, leaving room for future binding. (Position may be changed depending on cover text and illustrations.)

• Staff initial top right corner of label; student assistants sign first name.

• (Q)Quit, to exit record.

• (M)Make changes permanent if you had to modify boxes.

Statistics

• Enter one hash mark for each piece checked in or treated as a duplicate, send direct, discard or snag as indicated on the piece count statistics sheet.

WHY?    To change numbering, dates, number of copies recd, add or delete boxes, or re-set current box. Some changes frequently needed are outlined below:

Follow this path to modify a box:

• (M)Maintenance

• (M)Modify

• (A)Alter

• Indicate box number to be altered.

• Change fields that need to be modified, press [Enter} for those that do not until all contents of box have all been prompted and responded to.

• When exiting record indicate (M)Make changes permanent.

Follow this path to insert a box:

• (M)Maintenance

• (I)Insert

• Specify where new box should be placed (others will adjust their positions).

To reset expected box:

• (M)Maintenance

• (R)Reset

• Specify box to be current.

Note: For those items requiring hand-written call numbers please consult the attached guidelines for marking call numbers in books, and using volume identifiers.

Added Volumes

• Check-in item.
• Insert brown streamer labeled:
  • Added Vol.
  • Location code
  • Bib. #
  • Call number + vol. information (do not write call # on verso of the title page) (Click here for OSUL call number parsing guidelines.)
  • Date, followed by your check-in initials
• Place on shelf in back of CAT near Amy McCoys work area.

• Check-in item.
• Insert brown streamer labeled:
  • Analyze
  • Location code
  • Ser. bib. #
  • Call number
  • Date followed by initials
• Add call number to piece on the verso of the title page near the top if space permits; consult with supervisor if no empty space is found on page.
• Place on shelf near Cristina Moore's work area in CAT.

• Follow all of the same procedures for analytics as described above.

• Check-in item.
• Insert brown streamer labeled:
  • CAM
  • Location code
  • Date, followed by initials
• Put on shelf in MOD behind Karen Lawsons work area.

  Note: If the location for CAM is REV, the item goes to Nick Felt. The volume may be placed in his mail box.

• Put on referred shelf.

• Use blue streamer.
• Put on referred shelf, or give to Mart, Lizzie or Linda.
• Maximum number of boxes per card is now 80(not 83). When close to 80 put on referred shelf.

• Write "DISCARD" on the piece and place in wastebasket.

• Check for unit order by checking status in summary screen of "a" or "o" or by locating a red and white order slip in the piece (P.O. begins with "4") to make sure it was not ordered independently of the subscription order.
• Fill out yellow streamer form.
• Update the "number received" for the item in the appropriate box on the first current card. This is done by updating the number of copies received field by increasing the number shown by the number of duplicates received.
• Place on shelves outside Linda Millers area. Duplicate shelves are organized alphabetically. Place duplicate on appropriate shelf according to the title on the yellow streamer. (Omit articles when they are the first word of the title.)

• Fill out yellow streamer form.
• Put on shelf behind Linda Miller.

• Use blue streamer.
• Place in exchange basket on wooden shelves behind Joe.

• Use blue streamer.
• Place on shelf near Marts workstation.

• Pencil date on top right; put in Ellen Scherers mailbox, or in basket on top of brown shelves near Marts area.

• Put on referred shelf.
• If accidentally checked in insert a note indicating that it has been checked in and that an item record is required.

• Give to Mike Valinis.

• If numbering on piece is significantly different, breaking with established pattern:
• Use blue streamer.
• Place on shelf near Marts workstation.

• OK to discard packing slip, but NOT invoices.

• Put on referred shelf outside Lindas work area.

• Refer to Linda Talmadges mailbox.

Routed piece is indicated by "pool" on the summary screen.

• Print routing slip on paper. (Note that you may need to change your printer setup so that the list is printed on regular paper.)
• Fold sheet in half and staple to cover.
• Stamp cover or inside cover with date stamp on Marts desk.
• Place piece in outgoing mail basket in front of the room.

• Use blue streamer.
• Place on "sample" shelf (wooden shelves) behind Joes work area.

• Using pencil or grease pencil, depending on material, write location code with arrow pointing to the right in upper right hand corner and put on regular outgoing shelves.

This requires no special handling on your part. It refers to the lack of a call number.

• Send with label as printed; disregarding the lack of call number.

If you have checked the order records for the title and found an order for the specific piece in hand:

• Use blue streamer.
• Place on shelf labeled "Serial Unit Orders".

• Fill out blue streamer form.
• Put piece w/ streamer in basket on Joes desk.

• Go into full screen maintenance.
• Add volume and number info, and date in parentheses.
• Fill out white snag form, insert in piece, place on regular outgoing shelves.

• Do not mark on the piece.
• Item requires a Special Collection streamer:
  • Fill out with PENCIL
  • Circle location and add:
    • Call #
    • Issue #
• Put in rare book bin in MOD, or on CGA or TRI shelf in room 038.

• Use blue streamer; circle publisher/vendor.
• Put on gray shelving unit near Marts area.

• Use blue streamer.
• Place on referred shelf.

• Use blue streamer.
• Place on shelf near Marts area.

• Place piece on appropriate transliteration shelf (metal shelves outside Barbaras area).

If piece needs trimmed, or has pages to be tipped in:

• Fill out Collection Maintenance streamer.
• Put on shelf behind Linda Miller (wooden shelving unit).