The following factors impact what values are filled in for orders: Collection Code, Triage level (Rush and Priority), Invalid or Missing Information, Added Volumes, Added Copies, and Replacements, "Give to" Instructions and Location Requests, Payment Method, Format, and Faculty

Additionally, there are special instructions for all of the following fund codes:
PHOT, REF, ARN, BELL, BU, BUNT, FRND, FRND-SPEC, FRND-DVD, FRND-REF, SAL, GSA, ROTH, SGA, TAL, ZBC, ZCAR, ZCB, ALF, LEIS, SCHL and ZDW.

Collection Codes

• If fund is Arnold, collection code: SPARN Special Collections - Arnold

• If fund is Photography, collection code: SPBAF Special Collections - Bafford

• If fund is SAL, collection code: SPRSF Special Collections - Rosenfeld (Science Fiction)

• If fund is SCHL, collection code: SPSCH Special Collections - Schlenger (American women in literature)

• If fund is Reference, collection code: REF Reference UNLESS:

  • the order includes instructions to catalog for another collection, in which case you'll use the collection specified and include a library note stating "Catalog for...."

• If fund is Reserve, collection code: STACK

• If format is videocassette, video DVD, or music CD: MSTCK Media Stacks

• If item being ordered for departmental office use: STAFF (for staff collection)

  • Items with this collection code should also have a library note "catalog for (name of department requesting item)"

  • In the item record, add an OPAC note in tab 2: (Name of department) office copy

• Everything else: STACK - Stacks UNLESS:

  • The order includes instructions to catalog for another collection: Use that collection and include a library note stating "Catalog for..."

  • Items with the collection code SPFAC Special Collections - Faculty/Staff Publications must also have the name of the faculty member in the library note. You should be able to get it from the order.

Triage Levels

• Rush

  • Library Note: "Rush", "Hold" unless the item is for Reserve and then it can only be marked "Rush".

  • If placed via e-mail, Library Note: "Ordered via E-mail," date.

  • Claim date: Two weeks

  • Rush box checked

• Priority

  • Library Note: "Priority"

  • Claim date: Two months

• Collection Building

  • Claim date: Four months

Bookplating---These funds get Library note: "Bookplate"

• BELL

• BU

• FRND

• FRND-DVD

• FRND-REF

• FRND-SPEC. Additional note stating "Give to Aimee for cataloging." Collection code is usually Bafford. Ask Jen if it's not a photography book.

• HISTGEN

• HUMGEN

• ROTH

• TAL

• ZCAR

• ZCB

• ZDW

See also the Flag Key.

Services

• Hold

  • Library Note: "Hold"

  • Requestor: Must be filled into requestor field---can not be in a note

Invalid or missing information

• Invalid ISBN's: Vendor note: "ISBN: #," eg. "ISBN: 3524342433"

• No patron record (only if there is not a hold request on the item---there must be a patron record selected if there is a hold request on the order): Library note: "Requestor: name," eg. "Requestor: Joe Some"

Added volumes, Added copies, Replacements

• Added Volumes, one volume per order records

  • Vendor note: "Vol. #, only, volume title." For example, "Vol. 6 only, World War II," use other enumeration when necessary, eg. "1999 ed only," if it's an annual.

  • Item record (highlite Tab [S] Items/Subscriptions under [O] Order), Description: Enumeration, eg. "v. 6," "1996 no. 2." "2002 ed."

• Added volumes, many volumes per order record (if we are absolutely certain all of the items will arrive together).

  • Vendor note: Specifying volumes that we are ordering or the number of items we expect to receive, eg. "vol. 1-5" "5 vol. set" "10 CD set" "5 video boxed set" etc.

  • Item record (highlite Tab [S] Items/Subscriptions under [O] Order), Description: Enumertion, eg. "v.1-2" "v.1-4"

• Added copies:

  • If ordering a 2nd copy for the same collection, a note indicating that the 2nd copy is ok along with the initials of the librarian who authorized the 2nd copy in the Library note: "2nd copy ok per RM"

  • If ordering 2 copies at the same time for the same collection, a note indicating that the 2nd copy is ok along with the initials of the librarian who authorized the 2nd copy in the library note: "2nd copy ok per RM"

  • If the order specifies that the 2nd copy is for a different collection, each order should specify in the library notes where the copy goes, eg. "c. 1 for stacks" "c. 2 for fac/staff"

• Replacements:

  • Library note specifying that it's a replacement and the barcode of the item being replaced, in the format "Replacement for barcode #" eg. "Replacement for 53134134987"

  • If the item being replaced is not cataloged, a note specifying what is being replacement, eg. "Replacement for LP," "Replacement for uncataloged video."

"Give to and Location Requests" notes specifying special handling of the item

• If the order specifies, library notes stating to give the item to someone in particular, eg. "Give to JS on receipt," "Send to cataloger for treatment decision"

• If the order specifies, library notes stating to not catalog for reference or special collections, or to insure that the item is placed in the circulating collection, include a library note: "Joe Requestor requests item not be cataloged for Reference." "Joe Requestor requests item be cataloged in a circulating collection." "Joe Requestor requests item not be cataloged for Special Collections."

• If the order specifies, books to be cataloged for Ready Reference should have the following note: "Reserve (reference), Cat. for stacks"

Payment Method

• Blanket Order

  • Order no. 2: Blanket Order # for the vendor

• VISA

  • Order no. 2: "VISA"

• P.O. Request

  • Order no. 2: "PO REQ"

• Prepayment

  • Order no. 2: "PREPAY"

Format

• Books that include an audio CD or CD-ROM

  • "incl. 1 CD-ROM", or "incl. 1 audio CD" ** Material type: "PC" if book is cloth, "PA" book if paperback.

• Video

  • Material Type: "DV" DVD(video) or "VC" Video Casette ** Collection code: MSTCK Media Stacks

• Music CD's

  • Vendor Note: "CD" and the number of discs (if more than 1) ** Vendor Reference: Record label and catalog number ** Material Type: "AD" Audio Compact Disc ** Collection code: MSTCK Media Stacks

• Music Scores

  • Material Type: "SC" Musical Score

• CD-Rom's

  • Material Type: "CD" CD-Rom ** Collection code: MSTCK Media Stacks

• Other formats

  • Vendor note: Describe format ** Material Type: Select most appropriate