It is perfectly acceptable to submit more than one folder per budget per deadline. For instance if you know you have 5 items you want to order, but this only expends 10% of your budget, you do not have to wait for the rest of your orders to submit those 5. It is also ok to submit all your orders at once.
Requests may be submitted as vendor forms (YBPs), Choice cards, marked publisher's catalogs, advertisements, announcements, book reviews, photocopies, print-outs from ODIN, OCLC, WorldCat, etc. If requests are handwritten/typed please check for accuracy and missing information and note the verification source. Each request must include: Title, author, publisher, year, ISBN, expected price
It will be assumed that the ISBN submitted is the copy you want ordered (i.e. hardback, paperback, special edition, etc.)
Each request must be clearly marked with account/budget name and bibliographer initials. If you want to be able to search by professor or some other special word, these initials, name or word should precede the account/budget. This is the same as you have done in the past. Examples follow:
Using email, Patty will notifiy bibliographers regarding the following order types so that they may resubmit orders for a similar amount of money, or resubmit the same order if you want a 2nd copy or do not believe what we have is what you wanted.
Order folders should be placed in the wire basket on Patty's short file cabinet (near her desk).
After ABC staff has entered ORDERS into ALEPH bibliographers can check the status in the ALEPH Acquisitions/Serials Module (folder icon).
When searching in the Aleph Web OPAC, one of the following statuses will display:
|Pre-order Review||Order entered but not ordered|
|Order in Process||Item ready to order - may have been ordered|
|On Order||Item has been ordered - possibly received|
|Cancelled Order||Order has been cancelled - ask Patty|
|Received Order/Uncat||Order has been received and paid; it is in ABC|
|Cataloging, New||Order has been cataloged; in ABC waiting for processing or Access Services waiting to be AID'd|
|ABC-to-Access||On ABC Shelves in Access Services|
Also, take note of the barcodes: a 6-digit barcode with a hyphen followed by 2-digits that does not begin with 331000 is an ALEPH generated barcode. This indicates this item has not been cataloged.
Orders equal to 70% of budget are due to ABC by December 1, 2009
All orders (100%) may be submitted at this time or before
All of these orders will be considered priority 1
Remaining orders equal to 30% of budget are due to ABC by March 1, 2010
Orders must be prioritized in this batch
20% - Priority 1
10% - Priority 2
To Be Announced - when money becomes available
List of department accounts (budgets) - see document below
Use the ACQEMPL user name and password for all orders.
It will be assumed that the ISBN submitted is the copy the bibliographer wants ordered (i.e. hardback, paperback, special edition, etc.)
Each request should be clearly marked with account/budget name and bibliographer initials. If the bibliographer wants to be able to search by professor or some other special word, these initials, name or word should precede the account/budget. Examples follow:
The above listed: special word, initials, name or word that precede the account/budget are to be entered in the order record in the box directly under the order number titled Additional Order No. 1:
The following orders should be paper clipped together and clipped to the inside back of the folder:
If the bibliographer has requested that someone be notified when the item is received complete the following on tab 2 of the Order Record:
For additional information on Library Notes refer to Monograph Orders on the Technical Services web site.
On Tab 3 check Batch Claiming and DO NOT ADD A DATE!
If you filter by the current fiscal year, you will eliminate all budget choices for the wrong year.
Two ways to filter by current fiscal year:
Follow the instructions on the Technical Services web page for Monograph Orders
When the folder is completed do the following:
This folder is now complete.