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Policy Approval

Policy approved by CTSH February 6, 2009. 

Definitions

RUSH means that a patron is waiting on an item.

Transition from Old Treatment

  • We will collapse all of the previous categories (Walk-Thru, Rush, Hold, Notify) into a single post-order new RUSH process. All of these will be treated post-order as RUSH materials and will be expedited through by Acquisitions, Metadata & Cataloging, and Preservation.
  • Acquisitions will discuss new methods & terminologies for dealing with rush orders requiring expedited shipping v. rush orders that do not require expedited shipping.
  • The Metadata & Cataloging RUSH truck will contain all RUSH materials in all formats. All of the M&C Monographs Unit will pull from the truck.
  • No items will need to be literally "walked through" any longer (walked from person to person) unless noted for some very special reason.
  • Memorial Books will continue to be RUSHed by default. Acquisitions will put a RUSH flag in them upon receipt.
  • Special Collections materials will no longer be considered Rush/Walk-thru by default except for those that are indicated as such when the order is placed. SCRC materials may be walked through from person to person if noted upon order for security/value.
  • Faculty Publications will no longer be considered Rush/Walk-thru by default except for those that are indicated as such when the order is placed. These items may be indicated as RUSH at the time of order.
  • Reference materials will no longer be considered Rush/Walk-thru/priority materials by default except for those that are indicated as such when the order is placed. These items may be indicated as RUSH at the time of order.

Flags/Routing Slips and Distribution

  • The previous categories of Walk-Thru, Rush, and Hold will now be collapsed and they will all travel with a single RUSH flag. These materials will be put on a hold shelf for patrons to pick up.
  • Notifies will travel with a single Notify flag. That flag will also serve to indicate their RUSH treatment. These materials will not be put on a hold shelf for patrons to pick up, but ADS instead sends out an email to let them know they are available.
  • Both categories of materials can be combined and delivered to M&C/Preservation/ADS in a batch together and will get the same amount of expedited treatment.

Rush Tracking for Items Placed on Hold

  • ON-ORDER items that get holds placed on them are handled by Acquisitions. Said items, once received, will move through the RUSH process.
    • Liz will look to make the Acq report more efficient in light of the new ON-ORDER/INPROCESS statuses.
    • Said items should have a RUSH flag with a printout of the holding patron.
  • INPROCESS items that get holds placed on them will be handled initially by Metadata & Cataloging.
    • Erin will ask Dawn to reinstate the daily report that notifies Alston (and Marianne, as backup) of titles that are INPROCESS with holds.
    • Alston (with Marianne, as backup) will search M&C for these items.
    • If Alston cannot find the item in M&C or in the book room, she will determine whether she thinks:
      • the item has been through the cataloging process (M&C or Acq/RapidCat) and is now in Marking & she will deliver Melvalee a printout of the bibliographic record.
      • the item is still in Acquisitions (or hasn't been received yet) & she will deliver Ramona a printout of the bibliographic record.
    • The found item gets a RUSH flag and a printout of the holding patron.
    • If Alston believes that the item has passed the ground floor:
      • for Hill, she will email Colleen who will see that her Claims Returned Search staff start looking for the item in the stacks. Colleen's folks will search everyday each of three days and then put it into the regular Claims Returned flow on behalf of technical services.
      • for the branches, she will email contacts as problems arise (currently the contact for NRL is Kevin Atkinson).
  • Reporting summary:
    • On-order and Received titles should appear to the Acq Holds Report
    • In Process titles should appear on the M-C Holds Report
    • Available titles should appear on the ADS Holds Report

Outstanding Questions/Issues

  • Check-in meeting is scheduled for April 6, 2009 (at the 3 month point) for the group to review.