Notice wording should be modified as needed to fit the situation.
- Open Microsoft Access 2003.
- Open the file I:\Orders\bookRequest2new.
- In the "Objects" column, click on "Forms."
- Double click on "Main Interface."
Rushes
- Click "New Rush Orders".
- New rush orders will appear.
Rush 1st notice:
- Find the e-mail of the liaison for the department.
- E-mail the liaison making the subject line "Urgent: Rush Orders Awaiting your Approval."
- The text of the e-mail should read: "There are [Number] rush orders in the the web order system. Please log in to the web order system at http://aok.lib.umbc.edu/cgi-bin/bookapprove.pl and approve these orders. Thank you."
- Input the date you sent the notice into the manual notice field of the "New Rush Orders" report.
Rush 2nd notice:
- If two days have passed since you sent the first notice, and the orders still have not been approved, e-mail the liaison a second time. If we have just had a weekend or a holiday, allow an extra day before sending the second notice.
- Use the subject line "Urgent: Rush orders need approval - 2nd notice"
- The text of the email should read the same as before.
- Again, add the date to the manual notice field of the "New Rush Orders" report.
Rush 3rd notice:
- If 4 days have passed since you sent the first notice, and the orders still have not been approved, email the collection Management Librarian.
- The subject line should read "Urgent: Rush Orders Need Approval."
- The text of the e-mail should read: "There are [Number] rush orders for [Department] that have been awaiting approval since [Date]. Would you review them, please?"
- Add the date of the 3rd notice to the manual notice field in the "New Rush Orders" report.
- Click the small x in the upper right hand corner of the "New Rush Orders" report to close it.
Regular Orders
- Click "All New Orders."
- All new orders will appear.
1st notice:
- Find the e-mail of the liaison for the department.
- E-mail the liaison making the subject line "Orders Awaiting your Approval," or if there are priority orders, "Urgent: Priority Orders Awaiting Your Approval."
- The text of the e-mail should read: "There are [Number] orders in the the web order system. These orders include [number] priority orders. Please log in to the web order system at http://aok.lib.umbc.edu/cgi-bin/bookapprove.pl and appove these orders. Thank you."
- Input the date you sent the notice into the manual notice field in the "All New Orders" report.
2nd notice:
- If there are priority orders, send the 2nd notice after 2 days have passed. If there are no priority orders, wait 1 week before sending the 2nd notice to the department liason.
- Use subject line "Orders Awaiting your Approval - 2nd notice," or if there are priority orders, "Urgent: Priority Orders Awaiting Your Approval - 2nd notice."
- The text of the email should read the same as before.
- Again, add the date to the manual notice field of the "All New Orders" report.
3rd notice:
- If there are priority orders and 4 days have passed since the first notice, send the 3rd notice to the Collection Manager Librarian. If there are no priority orders, wait 2 weeks from the original notification before emailing the Collection Manager librarian.
- Use the subject line "Urgent: Priority Orders Need Approval." or "Orders Need Approval."
- The text of the e-mail should read: "There are [Number] priority orders for [Department] that have been awaiting approval since [Date] and [Number] regular orders for [Department] that have been waiting approval sine [Date]. Would you review them, please?"
- Add the date of the3rd notice to the manual notice field in the "All New Orders" report.
- Click the small x in the upper right hand corner of the "All New Orders" report to close it.
Orders on Hold
- Click "Orders on Hold after 90 Days."
- Order that have been on hold for 90 or more days will appear.
1st notice:
- Find the e-mail of the liaison for the department.
- E-mail the liaison making the subject line "Orders on HOld."
- The text of the e-mail should read: "There are [Number] orders in the the web order system that have been on hold since [Date]. While you may keep them on hold indefinitely, we wanted to remind you that those orders are still there." You may log in to the web order system at http://aok.lib.umbc.edu/cgi-bin/bookapprove.pl and click "Held for Review" to review those orders. Thank you."
- Input the date you sent the notice into the manual notice field in the "Orders on HOld after 90 Days" report.
2nd (and subsequent) notices:
- After the 1st notice, send additional notices every 6 months.
- Find the e-mail of the liaison for the department.
- E-mail the liaison making the subject line "Orders on HOld."
- The text of the e-mail should read: "There are [Number] orders in the the web order system that have been on hold since [Date]. While you may keep them on hold indefinitely, we wanted to remind you that those orders are still there." You may log in to the web order system at http://aok.lib.umbc.edu/cgi-bin/bookapprove.pl and click "Held for Review" to review those orders. Thank you."
- Input the date you sent the notice into the manual notice field in the "Orders on HOld after 90 Days" report.
- Click the small x in the upper right hand corner of the "Orders on Hold after 90 Days" report to close it.
- Click "Exit" to leave the Web Order System.