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Overview of the claiming process

The following steps provide a basic description of the steps in the first claims process. Additional detail and tips for completing each part of the process are described in the proceeding sections.

  1. Open the claims database, found in G:\Acquisitions & Discovery\Serials Unit\Subscriptions\Print Periodicals\Print periodicals database. Navigate to your menu and select "New claims."
  2. Open Sirsi . Open the "Modify Control" wizard, which is located in the Serial Control module.
  3. Search for and view the serial control for the claim you are working.
  4. Look at the "Extended Info" tab for any claim-related notes, such as previously claimed issues or delays in publication.
  5. Check the "Expected" tab to see if the missing issue has arrived since the claim report was run. 
  6. If it has arrived, no further action is needed. Mark "Claim not needed" in the database.
  7. If the issue has not arrived, investigate its absence using Sirsi and our agent web sites and determine if it is truly missing. A publication may be behind schedule or have ceased.
  8. If the issue is missing, claim it using our agent web sites (or directly, if required).
  9. Record the claim workflow and claim date in the claims database by clicking the appropriate checkbox.
    1. Claimed in Ebsco: Choose this option if you've claimed the title via EbscoNet.
    2. Claimed in GOBI: Choose this option if you've claimed the title via GOBI
    3. Claimed direct: Choose this option if you've claimed the title directly with a vendor by phone or e-mail.
    4. Not yet dispatched:  Choose this option if the issue has not yet been dispatched but you expect it reasonably soon. If you don't know when an issue will arrive, it's usually better to modify the prediction in Sirsi and mark the current claim as "Claim not needed." It will be claimed again later if it still hasn't arrived.
    5. Problem title: Choose this option if there something wrong with the title beyond a simple claim, including order problems; title, frequency, or publisher changes; etc.

Investigating a missing issue

  1. Look at the "Received" tab on the serial control and see when previous issues have arrived. If we have received an issue recently, or issues are arriving well after their expected date, the missing issue may be arriving late or our predictions may be off. Modify the predictions if they are incorrect.
  2. For Continuations and standing orders, you may want to check the MARC holdings and call number/item tabs in Sirsi to confirm that the volume has not been received. Occasionally, these items may be received without getting checked in on the serial control.
  3. Look for additional information about the title on our agent web sites. Ebsco sometimes provide information about the publisher's dispatch date for an issue. If there is no date, or the date has not yet arrived, the issue may on its way.
  4. If we subscribe to an electronic version of a title, check which issues are available online. While it's possible that an issue might be available electronically without the print having been dispatched, the e-version may give you some indication of what has been published.
  5. Search Google for the publisher's web site. They may have information about which issues have been published.

Claiming an missing issue using EBSCO

  1. Look up the order on EBSCONet using the My Orders search.
  2. Choose the correct subscription year.
  3. From the order record, click "Claim this Order" at the top of the screen.
  4. Check the "Claim" box to the right of the issue you are claiming.
  5. If no check boxes exist, fill in the volume and issue information in the Claim Details section.
  6. Click "Submit"

Claiming in GOBI

Go to http://www.gobi3.com and log in with your user name and password.

To claim a volume listed in GOBI:

  1. Go to the Search menu and click on Search Library Continuations.
  2. Enter your search parameters under the Series Title and click Enter (you can also click the Go button in the left menu)
  3. Click on the Claim Volumes link in the series record.
  4. Mark the record of the volume you want to claim by highlighting the left side of the gray box, and then click on the Claim Volume button in the left menu.
  5. Enter any notes that you wish to include with the claim and then click on the Claim Volume button in the top center menu bar.

To claim an unlisted volume:

  1. Go to the Search menu and click on Search Library Continuations.
  2. Enter your search parameters under the Series Title.
  3. Click on the Claim Unlisted Volume button in the top center menu bar.
  4. Enter the title information and then click on the Claim Unlisted button in the bottom right.

Dealing with problems

In many cases, you may find that a missing issue does not actually need to be claimed. Rather, there is a different problem with the order or with the control record. The following are solutions to common problems resulting from claims investigation.

Predictions are wrong

  1. If you find an error in predictions on the serial control, delete the wrong predictions and create new ones.

  2. Use previous receipt dates to get a sense of how far before or after the enumeration date we actually receive each issue.

A publication is behind schedule

  1. Place a note in the control and order records.
  2. If you can determine reliable publication dates, create new predictions.
  3. If you cannot find reliable dates, leave the control as is.
  4. You can use the "Not yet dispatched" queue to keep track of this issues if you expect them reasonably soon.

There appears to be a problem with our order

  1. If we've missed a large number of issues or received no issues for a subscription period, there might be a larger problem with our order.
  2. Contact the agent or publisher to make sure everything is OK with the order and to let them know that we're experiencing a problem with our subscription.
  3. You may want to add the title to your problem titles queue so that you remember to follow up.

The order appears to be cancelled

  1. You may come across a title that has predictions in place, but shows up as cancelled on our agent web site.
  2. Confirm that we really intended to cancel the order.
  3. If the cancellation is in error, take steps to reinstate the order.
  4. If the cancellation is correct, make sure that all Acquisitions and Cataloging records are properly closed out. Use a Remedy ticket to route the work to the correct person in Metadata and Cataloging, if necessary.

A frequency or title change has occurred

  1. Follow normal procedures for these types of changes.
  2. You can mark them as "Claim not needed." in the database.