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Receipt and Check In of Standing Orders and Continuations
AQD:Pick up item(s) from the Standing Orders shelf in the book room
AQD:Item(s) Arrives with an Invoice
AQD:Item(s) Arrives without an Invoice
AQD:Take completed items to Continuations and Catseps shelf in the book room
AQD:Notes / Miscellany


Cataloging Continuations (Added Copy/Volume)
AQD:Go to Cataloging > Modify Title
AQD:Examine MARC fields to verify the bibliographic record
AQD:Add the item in hand
AQD:Edit the new Call Number/Item record
AQD:Accompanying Materials
AQD:Check out to INPROCESS patron.
AQD:Note statistics.


Receipt and Check In of Standing Orders and Continuations

A. Pick up item(s) from the Standing Orders shelf in the book room.

B. Item(s) Arrives with an Invoice
NOTE: EBSCO and American Mathematical Society standing orders are prepaid and will never arrive with an invoice. Invoices for Bernan & ASME items are typically mailed separately. Skip to Section C for instructions on receiving.

  1. Prepare invoice copy for payment per current departmental invoice procedures.
  2. Go to Acquisitions > Order > Modify Order and search by title or series title. (Series titles are usually on a staff processing record.)
    • Most searches are successful searching by Type: Keyword and Index: Periodical Title. Searching by Index: Title is sometimes necessary.
    • See Notes/Miscellany for further instruction on AQD:Duplicates/Sent in Error/Damaged.
  3. Receive item on the PO.
    • Select current fiscal year.
    • On the Orderline tab read processing notes regarding retention, location, binding, etc. Insert retention slip and flags as needed.
    • Go to the Segments tab. Receive the order by choosing TODAY from the drop-down menu for the Received and Loaded boxes. Do this for all items that arrive with an invoice, even if it is not the first receipt.
    • If it is the first receipt, record the PO and line number on your invoice. Example: PO-41824/1
    • If it is not the first receipt, record the PO, line number, and link type on your invoice. Example: PO-41824/1 adj
    • Click Save Your Changes.
  4. Check in item on the serial control.
    • Go to Serial Control > Modify Control, select the current title, and, if necessary, the appropriate control.
    • If the item is received regularly, with a predictable pattern, predictions for it may already exist. If not, predict for the item in hand and the next few volumes or numbers as needed.
    • For catsep titles, predictions are typically not created until the item arrives. Check in without predictions.
    • For irregular titles, predict for the item in hand if needed, and then one extra prediction. We need at least one prediction on the control to generate a claim, so use the Date Received fields on items that have already been checked in to gauge the Date Expected for your prediction.
  5. Note statistics.
  6. Process & pay invoice.

C. Item(s) Arrives without an Invoice

  1. Go to Acquisitions > Order > Modify Order and search by title or series title. (Series titles are usually on a staff processing record.)
    • Most searches are successful searching by Type: Keyword, and Index: Periodical Title. Searching by Index: Title is sometimes necessary.
    • See Notes/Miscellany for further instruction on AQD:Duplicates/Sent in Error/Damaged.
    • Gifts
      • Select current fiscal year to receive the item on the PO.
      • On the Orderline tab read processing notes regarding retention, location, binding, etc. Insert retention slip and flags as needed.
      • Go to the Segments tab to receive the order by choosing TODAY from the drop-down menu for the Received and Loaded boxes.
      • Click Save Your Changes.
    • Orders with a packing slip
      • Stamp packing slip with Invoice Verification stamp. Add the date the item(s) were received. Put in folder kept on the Standing Order shelf.
      • Select current fiscal year to receive the item on the PO.
      • Go to the Orderline tab to read processing notes regarding retention, location, binding, etc. Insert retention slip and flags as needed.
      • On the Segments tab, set Received date to TODAY, but leave Loaded date at NEVER. We will add the Load date when the invoice is received and paid.
      • Click Save Your Changes.
    • Orders without a packing slip
      • Add Invoice Verification Stamp to a blank sheet of paper or a photocopy of the package address label and record the date received, title and PO#. Put in the folder kept on Standing Order Shelf.
      • Select current fiscal year to receive the item on the PO.
      • Go to the Orderline tab to read processing notes regarding retention, location, binding, etc. Insert retention slip and flags as needed.
      • On the Segments tab, set Received date to TODAY, but leave Loaded date at NEVER. We will add the Load date when the invoice is received and paid.
      • If items have already been paid on this PO, leave the dates as they are. When the invoice is processed an adjust will be made against this PO.
      • Click Save Your Changes.
  2. Check in item on the serial control.
    • Go to Serial Control > Modify Control, select the current title, and, if necessary, the appropriate control.
    • If the item is received regularly, with a predictable pattern, predictions for it may already exist. If not, predict for the item in hand and the next few volumes or numbers as needed.
    • For catsep titles, predictions are typically not created until the item arrives. Check in without predictions.
    • For irregular titles, predict for the item in hand if needed, and then one extra prediction. We need at least one prediction on the control to generate a claim, so use the Date Received fields on items that have already been checked in to gauge the Date Expected for your prediction.
  3. Place packing slips, photocopies, etc. in the red folder on the Standing Order shelf in the book room. (This documentation will be attached to the invoice when it arrives.)
  4. Note statistics.
  5. When invoice arrives, processor will pull the packing slip or shipping label documentation from the red folder to include with the invoice paperwork
  6. Process & pay invoice.

D. Catseps should be placed on the Continuations and Catseps shelf in the book room after they have been received and checked in. CD-ROMs and DVD-ROMs can be added using the procedures below, provided a full record already exists in Sirsi. If there is no full record present, place materials on Continuations and Catseps shelf. Catalog print continuations according to the procedures outlined on this page.

E. Notes / Miscellany

  1. Duplicates/Sent in Error/Damaged
    • Do not add automatically. Check first to see if permitted to return. If returning, try to get a pre-paid mailing label from vendor.
    • If vendor does not require return of un-damaged item(s), check with appropriate collection manager to determine whether or not to add to the collection.
  2. Periodicals
    • Occasionally periodicals are mistaken for continuations and placed on the standing order shelf. Either check in as a periodical or return to periodical check in shelf.
Cataloging Continuations (Added Copy/Volume)

When receiving and checking in standing orders and continuations, cross-trained staff may carry the basic print continuations (added copy/volume) through the cataloging process following the procedures below. Catseps should be placed on the Continuations and Catseps shelf in the book room after they have been received and checked in. CD-ROMs and DVD-ROMs can be added using the procedures below, provided a full record already exists in Sirsi. If there is no full record present, place materials on Continuations and Catseps shelf.

A. Go to Cataloging > Modify Title

  • If you are cataloging the item directly after receiving and checking it in, the correct bibliographic record may be hyperlinked under Current.
  • If not, search the title by Type: Keyword (or Browse) and Index: Periodical Title. Searching by Index: Title is sometimes necessary.
  • Select the title from the list that corresponds to the item in hand and click Modify.

B. Examine the following fields to verify the bibliographic record.

  • Date1 & Date2
    Coverage dates for the serial. Make sure that they correspond to the dates in the 260/264 and that the record is "open". Date2 will be blank in open records, meaning that the serial is still currently published under that title.
  • Ser_Type = Type of Continuing Resource
    Should be blank or “p”.
  • Frequn = Frequency
    Verify that the frequency indicated is the same as the frequency of the item in hand. If the frequency has changed, but there are no other changes in the fields in this list, perform a frequency change on the record.
  • 022 = International Standard Serial Number (ISSN)
    Make sure the ISSN given in this field corresponds to the ISSN on the item in hand, particularly if the title is not an exact match.
  • 245 = Title Statement & 246 = Varying Form of Title
    This field needs to be an exact match. If not, check the 246 fields for variant titles. If none of the titles in the 245 or 246(s) match the title on the item in hand, it may require a title change. Consult a cataloger.
  • 260/264 = Publication Statements
    Verify the name of the publisher. In AACR2 (older) records, this information will be in a 260. In RDA (newer) records, this information will be in a 264.
  • 310 = Current Publication Frequency & 321 = Former Publication Frequency
    Verify the information in these fields against the Ser_Type and Frequn fields. If these fields do not correspond, you may need to do a frequency change.
  • 599 = Last Issue Checked In (Locally defined field)
    This field indicates the latest item checked in on the corresponding serial control. Bear in mind that these appear in the order of actual check in, not the chronological order of the serial. Verify that the item noted here is somewhat current. If it is very old, the record may have been closed and the person who closed it neglected to delete the 599. A closed record would also be indicated by a closing date in Date2 and the 260.

C. Go to Call Number/Item tab to add the item in hand.

  • Glance at the list of holdings in the location to which you will be adding the item/ Verify that the holdings seem current and that you have the most recent issue in hand.
  • If you have not already done so, go to Common Tasks > Call Number and Item Maintenance> Properties > Behavior and remove the check mark from “Auto-generate temporary XX call numbers”.
  • Open Common Tasks > Call Number and Item Maintenance. Click on the Current title to pull up your record.
  • Highlight the holdings record for the most recent item in the location to which you are adding the item in hand.

  • Click Add Call Number. Select the appropriate library for new call number.

D. Edit the new Call Number/Item record as follows.

  • Call number information > Call Number
    The call number from the highlighted holdings record should auto-fill in the new Item Info tab. Edit the year, volume number, etc. in the $z to match the year of the item in hand.

  • Item Information > Type
    • For circulating continuations, choose SRLCIRC.
    • For Reference continuations, choose SERIAL.
  • Item Information > Home location
    • For circulating continuations, choose STACKS.
    • For Reference continuations, choose REF.
  • Item Information > Item cat2
    • For circulating continuations, leave blank.
    • For Reference continuations, choose REFERENCE.
  • Do not uncheck the "circulate" box under any circumstances.
  • Item Information > Item ID:
    Scan or type in the barcode and add it to the item (back cover, upper left corner).
  • Click Save. (If you scan the barcode last, it will automatically save the record.)

E. Accompanying Materials

  • CDs are not barcoded separately, nor are they given their own item record (with the exception of Design and SCRC materials). See Accompanying Materials procedures for more information.
  • Place accompanying materials slip in item and route to Melvalee Minick for further processing.

F. Check out to INPROCESS patron.

G. Note statistics.