Policies and Procedures
Technical Services
OSCAR Database Management
Document: Serials Check-in Using Millennium
Audience: OSUL Technical Services
Date: 09/09/05
Effective: Immediately
Replaces (if a revision): Serials Check-in Using Felix, 09/18/00
Created by (or Revised by): SER, lm
Serials Check-in Using Millennium
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.
OSCAR log-in: acqms2 Password: (Please see supervisor to obtain password.) Key in your initials and password.
CHECK-IN PROCESS
In the Millennium Serials Check-in Module:
Search for check-in card
- Search by ISSN, title, or author; generally in that order by using the “Index:” drop down box. The drop down box allows for a variety of searches. If a list of titles is given as a result of your search, highlight and click on the correct title.
- Click on “#” sign to sort check-in records. Highlight and click on 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:
- Click on “Summary” tab. Go to “View:” drop down box and click on “o Order”. Check orders with the status a, o, q, or z (not type c or d or g which are for continuations) to see if the issue was ordered as a unit order. If you wish to view summary of all record types at once, click on “all All” in the “View:” drop down box.
- Look at address label inserted in piece by mailroom staff. If address is correct and issue is not a unit order, 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 blue referral streamer and place on referral 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.
- The check note indicates expected numbering, and gives special instructions.
- The complete check note may be seen by clicking on the “Record” tab to view the check-in record. To return to the check-in card, click on the “Card” tab. Click on the “Summary” tab to view all check-in records.
- Look at address label to verify that it is OSUL’s subscription.
- Scan issue for damage first. If the item is damaged, do not check it in. Refer the item to Dan Mayo. (Some damage may be repaired in-house; some may require requesting a new piece. Dan will handle all options.)
- Does issue in hand match that expected? Highlight the correct box (or line) for the issue in hand and select “alt c” or click on “Check In” to check in the item. (If no expected box exactly matches the piece in hand see guidelines for modifying and adding boxes below.)
- A pop up box “Check-in Box” will appear. Enter cover date if not already present in box.
- For month only: mm [tab] [tab] year (all 4 numbers)
- For two months: mm [hyphen] mm [tab] [tab] year (all 4 numbers)
- For season: wi, sp, su, or fa [tab] [tab] year (all 4 numbers)
- For year only: [tab] [tab] year or years covered
- 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.
- Select “alt o” or click “OK”. If “Print (Label Printer)” pop up box appears go to “Name:” drop down box and select “Okidata ML 520-IBM”. To print label select “alt p” or “Print”.
- 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.
- Click on “Close” located in the upper right hand corner of the screen.
- Select “alt y” or click on “Yes” to save changes if you had to modify boxes.
- 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.
MODIFYING AND ADDING CHECK-IN BOXES
WHY? To change numbering, dates, number of copies rec’d, add, or delete boxes. Some changes frequently needed are outlined below:
Follow this path to modify a box:
- Highlight and double click on box to be altered.
- A “Modify Boxes Individually” pop up box will appear.
- Change fields that need to be modified.
- Select “alt o” or “OK”.
- When closing out of record select “alt y” or “OK”.
- Highlight the box that is to directly follow the box for the issue to be inserted.
- Select “Insert” key.
- “Add Issue Boxes” pop up box will appear.
- Key in information.
- Select “alt o” or click “OK”.
- When closing out of record select “alt y” or “OK”.
- Highlight box to be deleted.
- Select “Delete” key.
- “Delete Boxes” pop up box will appear.
- Select “alt o” or click “OK”.
- When closing out of record select “alt y” or “OK”.
- From card display to line display:
- Select “alt t” or click “Tools”
- Select “alt y” or click “Card Display”
- Select “alt l” or click Line Display
- From line display to card display:
- Select “alt t” or click “Tools”
- Select “alt y” or click “Card Display”
- Select “alt b” or click “Box Display”
SPECIAL HANDLING
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 pink streamer for special handling including the following information:
- Added Vol.
- Location code
- Bib. #
- Call number + vol. information (do not write call # on verso of the title page) (Consult OSUL call number parsing guidelines.)
- Date, followed by your check-in initials
- Place on truck in CAT opposite Rock Strader’s work area.
- Check-in item.
- Insert pink streamer for special handling including the following information:
- Analytics
- Location code
- Ser. bib. #
- 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 pink streamer for special handling including the following information:
- Cat-As-Mono
- Location code
- Date, followed by initials
- Put on truck in CAT by Jim Whitcomb’s work area.
CD-ROMs or diskettes
- Use blue referral streamer and put on referral shelf.
- Use blue referral streamer.
- Put on referral shelf, or give to Mart, Lizzie, or Linda.
- Maximum number of boxes per card is now 80(not 84). When close to 80 put on referral 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 to make sure it was not ordered independently of the subscription order.
- Fill out yellow duplicate streamer.
- Update the "number received" for the item in the appropriate box on the first current card. This is done by updating the “total copies received” field by increasing the number shown by the number of duplicates received.
- Place on the duplicate shelves outside Linda Miller’s area. Duplicate shelves are organized alphabetically. Place duplicate on appropriate shelf according to the title on the yellow duplicate streamer. (Omit articles when they are the first word of the title.)
- Fill out yellow duplicate streamer.
- Put on half truck by Lizze’s work area.
- Use blue referral streamer.
- Give to Linda.
- Use blue referral streamer.
- Place on 1st issue shelf opposite Linda’s work area.
- Pencil date on top right; put in Kathryn Beach’s mailbox, or in basket on top of brown shelves across from Mart’s work area.
- Put on referral shelf.
- If accidentally checked in, insert a blue referral streamer 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 referral streamer.
- Place on labeling problems across from Mart’s work area.
- OK to discard packing slip, but NOT invoices.
- Use blue referral streamer and put on referral shelf outside Linda’s work area.
- Refer to Linda Talmadge’s mailbox.
Routed piece is indicated by "pool" on the summary screen.
- Routing will print on labels from label printer. Make certain that all printed labels containing routing information are added to a separate sheet of paper. Fold sheet in half and staple to cover.
- Stamp cover or inside cover with date stamp that is located on top of bookcase opposite Linda’s work area.
- Place piece in outgoing mail basket in front of the room.
- Use blue referral streamer.
- Place on half truck by Lizzie’s 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 referral streamer.
- Place on shelf labeled "Serial Unit Orders".
- Fill out blue referral streamer.
- Put piece w/ streamer on half truck by Lizzie’s work area.
- Go into “Edit”.
- Add volume and number info, and date in parentheses.
- Click on “Close” and “alt y” or “Yes” to save changes.
- Fill out white snag form, insert in piece, and 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 #
- Check-in record #
- Initials/Date
- Put in rare book bin in MOD, or on CGA or TRI shelf in room 038.
- Use blue referral streamer; circle publisher/vendor.
- Put on shelving unit across from Mart’s work area.
- Use blue referral streamer.
- Place on referral shelf.
- Use blue referral streamer.
- Place on shelf across from Mart’s work area.
- Place piece on appropriate transliteration shelf (shelves outside Barbara’s area).
If piece needs trimmed, or has pages to be tipped in:
- Fill out Collection Maintenance streamer.
- Put on half truck by Lizzie’s work area.