Acquisitions Flood Replacement Guidelines

Prepared by Thelma Diercks, Head, Acquisitions Department

Updated: October 7, 2005

CONTENTS
1. Introduction to the Guidelines Series
2. Replacement of Lost Item
3. Replacement of a Worksheet Lost in the Flood
4. Replacement of Lost Serial
5. Ledgibility of Worksheet
6. Read Only Access to the Acquisitions and Cataloging Modules
7. Worksheets: When to Add a Call Number
8. Worksheets: When to Add the Bib ID
9. Worksheets: Printout and Bib ID?

1. INTRODUCTION TO THE GUIDELINES SERIES

Amy Carlson and Thelma Diercks will be sending guidelines to you via email about
how you as a selector can help the Acquisitions and Serials Departments process
orders, not only FLOOD REPLACEMENT ORDERS, but ALL orders.

After this initial email, future emails in the Series will have in the subject
line:  FRG:  (A SPECIFIC TOPIC)

We suggest that you file the Guidelines for future reference.  Keep the Guidelines
in an email folder or use any other filing system. At some future date, the
Guidelines will be collected into a SELECTORS' GUIDEBOOK.

The Acquisitions and Serials Departments thank you!


2. REPLACEMENT OF LOST ITEM

The Acquisitions and Serials Departments need to know what your worksheet
represents. As both materials and worksheets were lost in the flood, we need to
know that the worksheet represents an order for lost material.


For the replacement of materials (e.g., book, serial, etc.) lost in the flood,
please clearly print on the worksheet in the INT NOTE (internal note Ð fifth row
down on the worksheet) REPLACEMENT ORDER.  Use a fund from the Flood Replacement
Ledger.

If the material being replaced has a call number in Voyager, please check the
shelves at least once before submitting an order.

The Acquisitions and Serials Departments thank you!


3. REPLACEMENT OF A WORKSHEET LOST IN THE FLOOD

The Acquisitions and Serials Departments need to know what you are submitting is a
NEW worksheet for a worksheet which was LOST in the flood.

If that is the case, please clearly print on the worksheet in the INT NOTE space
(internal note Ð fifth row down on the worksheet) REPLACEMENT WORKSHEET.  Use the
fund originally assigned for the purchase or other appropriate fund (not a flood
fund).

The Acquisitions and Serials Departments thank you!


4. REPLACEMENT OF LOST SERIAL

For a lost serial, the Serials Department requests that you check shelves,
workrooms, and other hideaway places at least once before submitting the order.

On a worksheet for a lost serial, the Department needs the following information
for record keeping (i.e., audit trail).  Please print answers to these two
questions in the INT NOTE (internal note Ð fifth row down on the worksheet).

1. Who checked the shelves for the missing serial? 2. On what date was the serial
checked in the stacks?

The Acquisitions and  Serials Departments thank you!


5. LEDGIBILITY OF WORKSHEET

We are librarians, not physicians, but the handwriting on worksheets resembles the
chicken scratch generally associated with doctors.

We ask all selectors to write legibly, print neatly, type accurately, or use a
fillable PDF template which will be available soon.

There will be a template for monographs and a template for serials. The urls for
the templates will be sent soon in another FRG.

When the templates are available for use, the Acquisitions and Serials Department
WILL NOT accept handwritten worksheets.

The Acquisitons and Serials Department thank you!


6. Read Only Access to the Acquisitions and Cataloging Modules

Selectors and staff assisting them with ordering may login to the Acquisitions and
Cataloging modules using the following ID and password.

Operator ID: uhmanoa Password: readonly

You may view records in Acquisitions, Serials, and Cataloging to assist you in
creating accurate worksheets.

For additional information about the modules, contact staff in the appropriate
departments.

The Acquisitions and Serials Departments thank you.


7. WORKSHEETS: WHEN TO ADD A CALL NUMBER

1. Adding the call number to the worksheet (bottom left) is helpful if the item
being ordered EXACTLY matches the description in the online record. This would be
true for the following materials. · Replacement copy · Added copy · Serial
replacement or backfile purchase · A book belonging to a multi-volume set (MVS)

2. Adding the call number to the worksheet is helpful when the item is part of a
MVS, what was formerly termed a work-in-parts.

Books belonging to a MVS share the same single "umbrella" bibliographic record.  If
a book is part of  an MVS, adding the call number to the worksheet is helpful as
the book will be cataloged using the "umbrella" record.

3. Adding the call number to the worksheet for a new (or different) edition of a
book is helpful as an ALERT to order staff and catalogers, but there is an
additional step: Draw a diagonal line through the call number.

Why?  While a bibliographic record exists for an edition, its record is not an
exact match to the edition being ordered. Adding the call number for the existing
edition with a SLASH through the call number is a clear signal to order staff and
catalogers that what is being ordered is a new or different edition.

Check with the Search/Order Section of the Acquisitions Department when you have
questions.

The Acquisitions, Serials, and Cataloging Departments thank you!

September 23, 2005


8. WORKSHEETS: WHEN TO ADD THE BIB ID

A Bib ID (bibliographic identifier) is a unique number assigned to a bibliographic
record.

1. Add the Bib ID to the worksheet (right center box ) if the item EXACTLY matches
the description in the online record. This would be true for the following types of
materials. · Replacement copy · Added copy · A book in a multi-volume set · Book is
already owned by another UH System library

2. Do not add the Bib ID to worksheet for a new (or different) edition.  While a
bibliographic record may exist for another edition, the Bib ID belongs to that
edition and that edition only.

To find the Bib ID number for a bibliographic record, click on Staff View (MARC)
above the title in the online opac.  The Bib ID number will be in the MARC 001
field.

Check with the Search/Order Section of the Acquisitions Department when you have
questions.

The Acquisitions and Cataloging Departments thank you!

September 23, 2005


9. WORKSHEETS: PRINTOUTS AND BIB ID?

The Bib ID is enough to identify the item being ordered. It is not necessary to
attach a printout of the Voyager record to the worksheet, if you are absolutely
SURE that what is being ordered is an EXACT match of the record in Voyager.

If you are not sure that the citations match, attach a printout with questions or
concerns about the match.  Leave the decision to a searcher from Collection
Services.

Collection Services Departments thank you!

September 30, 2005