Acquisitions

Acquisitions page

Policies and Procedures
__REQUESTING__ //[|Back to top]//
 * 1) Faculty, students, and other library users may make requests for materials to be purchased. Requests can be made in writing or through the library web site. All requests for materials are reviewed by the librarian subject selectors.
 * 2) Academic departments should elect or appoint a faculty member to serve as a library faculty department liaison. A department process should be established for forwarding library requests to the appropriate librarian subject specialist. The librarian subject specialist will review requests and forward them to the acquisition staff. Generally orders are processed in the order in which they are received, but an effort is made to balance orders along all subject areas throughout the year.
 * 3) At the discretion of the director, in consultation with the Collection Development/Acquisitions Librarian and subject selector, orders may be “rushed” for faculty members when //extenuating circumstances// keep them from making requests in a timely fashion. Procedures remain the same, though items may be ordered directly from publishers at additional cost.

__PRE-ORDER SEARCHING AND ORDERING__

 * 1) When order requests are received by the Acquisitions Department they are reviewed by the CD/Acq Librarian and then forwarded to staff to search CONSULS for ownership by SCSU or any other CONSULS library. //(clerk, student worker)//
 * 2) If the title is in the catalog and can be located on the shelves (or is legitimately checked out) the order is returned and the requester is informed that the material is in the collection and need not be ordered. Request files are kept by requester name and periodically returned with order status noted. (Acq. LTA)
 * 3) If the title is not owned by any CONSULS library a bibliographic descriptive record is created in one of three ways and an SCSU order record is attached to the bib record.
 * Remote downloaded from OCLC or other site and prompted for order info
 * Downloaded directly from OCLC with 949 field containing order information
 * keyed into the system (if no other OCLC record is available) and prompted for order info.
 * 1) If the title is owned by one of the CONSULS libraries and there is a bibliographic record in the system, an SCSU order record is attached to the existing bibliographic record. (Note: //short records should be overlaid with complete records whenever possible//.) **No duplicate records should be entered.**
 * 2) For ordering to be as accurate as possible, information that should be included in the //bibliographic// record includes author, title, ISBN number, publisher and publication date. Fixed fields should include correct location, bib lvl and material type
 * 3) Information that must be included in the //order// record includes form, acquisition type, order type, order note, staff, fund source, estimated price, fund code, vendor (//do not use sdir//), number of copies (1) or volumes requested, requester's name (not necessarily librarian) and status of order. Repeat volume information should be recorded in the "vendor note" field. Note special circumstances order note, raction and internal note fields (i.e. replacement copy, duplicate copy, prepaid, etc.)
 * 4) All orders must be recorded in CONSULS. Funds are encumbered based on fund codes used. Orders are sent to vendors electronically at the close of every week. Orders for vendors who are not able to receive electronic requests can be printed and sent via mail or faxed. Those orders //transmitted// outside of the system //must still have order records that appear on the system that are entered at time of order//.
 * 5) Use caution not to transmit or otherwise send records twice. When downloading records from OCLC check for "In CTN" status.

__RECEIVING__
//Note: Be alert for special instructions in the order record for routing and notification requests, stamping instructions or rush status// Unpack
 * 1) Boxes from vendors and publishers are received in the technical services department daily.
 * 2) Boxes are opened, contents loaded on book truck(s) and compared against enclosed invoice. //Discrepencies should be addressed with vendor immediately//
 * 3) Using ISBN search in "Rapid Receive" function of Millennium Acquisitions module, scan ISBN of new book.
 * 4) Compare bibliographic information of the title received against the order record for accuracy (edition, publisher, etc.).
 * if the correct book has been received
 * mark title on invoice.
 * examine order record for notifications or special action (Raction = attention, rush, etc.)
 * choose "receive"
 * create item record as prompted.
 * if the correct book has not been sent by the vendor, the book, copy of invoice, and printout of original order are forwarded to a senior staff member for return or other resolution. The item price is deducted from the invoice total and clearly marked "returned book," "missing book," etc.
 * 1) Check for accompanying material (cds, dvds, workbooks, etc.)
 * 2) Stamp and initial invoices.

CREATING ITEM RECORDS
Create item record as prompted:
 * 1) Itype = 101 (for other than circulating books click for appropriate value)
 * 2) Location = sbm (for other than circulating books click for appropriate value)
 * 3) Scan barcode label and paste in book
 * 4) Insert volume as appropriate.

FORWARDING BOOKS FOR CATALOGING
[|Catalog distribution and flag lists]
 * 1) Most books are shelved in date order on "new book shelves."
 * 2) Books requiring special attention are [|flagged as necessary]. Include printouts if there are special instructions.
 * 3) Rush books are flagged and passed in person //with bib and order printout//, to a cataloger.
 * 4) Shelves are marked with dates in //at least// weekly intervals.
 * 5) Invoices are forwarded to director for payment; a copy is filed in vendor files.

PROCESSING INVOICES
Invoices are “received” in CONSULS "Process Invoices" mode //Note: if steps are being skipped for any reason, follow up with **explanatory notes** on books, on invoices, where ever a "disconnect" will appear!// // For special orders, when no invoice is enclosed with books, order is "received" in CONSULS (status = a) and processed as usual. When invoice arrives place in "to process" basket with note. Prepaid orders can be received without invoice.//
 * 1) Invoice number and date are entered and each item is "received."
 * 2) At the close of each day activity is “posted” (records are updated with current date in "date received." field)
 * 3) PO numbers are noted on invoice or voucher is created.
 * 4) Invoices (with vouchers when appropriate) are forwarded to Director for authorized signature and sent to the Accounts Payable for payment.
 * 5) Reports regarding spending—including encumbered funds—are generated through CONSULS and are compared against BANNER accounting programs on a monthly basis.
 * 6) Weekly lists are compiled of orders received. Lists are sorted by requester's name and individuals are informed via email that their material has arrived (rush processing is arranged as necessary).

__REPORTING__
//[|Back to top]// ====General Acquisitions Guidelines ====  -The [|Collection Development Policy] drives all library acquisitions.  -Textbooks are not generally purchased by the library.  -One copy only of each title is ordered. Final decision for exception rests with the budgetary authority in consultation with the Collection Development /Acquisitions Librarian  -Library materials must directly support the university curriculum and fulfill the library’s stated mission.  -Works by faculty authors are purchased for the faculty collection; additional copy is ordered for the regular collection according to subject specialist/collection development criteria.  -“Rush” orders for faculty members when extenuating circumstances keep them from making requests in a timely fashion must be approved by the budgetary authority in consultation with the Collection Development/Acquisition Librarian and appropriate subject selector.
 * 1) Status reports are received from vendors regularly.
 * 2) CONSULS records are updated accordingly.
 * 3) "Out-of-print" and "no U.S. distributor" reports are forwarded to c.d/acq librarian for further searching and order record is updated accordingly.
 * 4)  Requesters are informed of received materials and out-of-print or other status as required.

** __DATABASE SEARCHING__ **

 * 1) Use “public display” mode to search the CONSULS database for requested titles.
 * 2) If the record is found and located in Southern’s collection print the citation for return with the book request to the requester.
 * 3) If the record is found at another CONSULS library mark the request with the library’s symbol (ECSU, CCSU, WSCU, CSL).
 * 4) If the record is not found in the system mark the request with a f (circle with a line through it).
 * 5) Sort records:
 * to be returned with call number
 * to have orders attached
 * to be exported from OCLC.

__EXPORTING FROM OCLC to CONSULS__
Bibliographic records for book requests that have not been found in the CONSULS database must be exported from the OCLC bibliographic utility. There are two ways to do this. I. Use the OCLC export function NOTE: If a short bib record exists in CONSULS, Either the **short record should be overlaid** via a 949 field during export, **or any attached records should be transferred to the new, complete record** and the short record should be deleted. II. Use the CONSULS Millennium import function.
 * 1) Log on to OCLC.
 * 2) Find bibliographic record by ISBN number or other search strategy.
 * 3)  Choose the **DLC** (Library of Congress) created record as noted in marc field 040 whenever possible. Import non-DLC records only when that is the only record available.
 * 4) Use “xpo” command to export record to CONSULS.
 * 1) In Browse function
 * -choose //**Remote**//
 * -choose **//OCLC First Search Databases World Cat//**
 * -choose //**Index**// (search strategy)
 * -enter search string
 * -choose **//Search//**

NOTE: If a short bib record exists in CONSULS, **the short record should be overlaid** by clicking the OVERLAY button and entering identifying information from the short record such as record number or title. It is not necessary to record the bib record number. Mark the request with the date to indicate it has been exported.
 * 1) Choose the **DLC** (Library of Congress) created record as noted in marc field 040 whenever possible. Import non-DLC records only when that is the only record available.
 * 2) Edit **Location** field to be SCSU (default is CCSU)
 * 3) Choose **Save** to copy the record to CONSULS.

** __ADDING ORDERS TO CONSULS:__ **

 * 1) Locate, import, or key in the Bibliographic Record to attach an order to.
 * 2) Click "Attach New Order"
 * 3) Fill in prompts as follows:
 * ACQ TYPE : p
 * LOCATION : sbm
 * __FUND : none_ (double click on data box for list of funds)__
 * __E PRICE : $0.00 (enter estimated price)__
 * __ODATE : **hit return**: (12-22-99) Use today's date? (y/n) (choose **y** and current date will display)__
 * __VENDOR : none_ (double click on data box for list of vendors)__
 * __SELECTOR (use selector’s last name, first initial. Use the Librarian Liaison name is no selector is on the order)__
 * __INT. NOTE (fill in if appropriate)__
 * __VEN. NOTE (fill in if appropriate__
 * 1) __For electronic transmission check the **"Queue"** order box. If the order is not to be transmitted electronically make sure the Queue box is unchecked.__
 * 2) __Save the record and search for the next bib record. After each order is done write date on order slip. When finished file in “Done” file folder.__

__//[|Back to top]//__ **RECEIVING GIFTS**__ Gifts that appear on the mail tables, at the circulation desk, or are received by TS staff should be collected and shelved on the gifts shelves (long low shelving facing in towards the TS meeting area).. Label with name and address if such information is known. Forward donor name, address and number of volumes to director's office for acknowledgment letter. Processing: //[|Back to top]// __**//FINANCIAL ISSUES//**__ Requisitions and vouchers are sent to the director’s office for signature of "budgetary authority" and forwarded to the Purchasing Department.
 * 1) Count and record donation including number of volumes and donor name if known.
 * 2) Forward donor name, address and number of volumes donated to director's office for acknowledgment letter.
 * 3) Remove and discard gifts that are in poor condition, moldy, or otherwise physically not fit for the collection. Leave books with special bindings or other special attributes for Special Collection Librarian to review.
 * 4) Search CONSULS. Sort “owned” not “owned.” Insert “gift slip” into each "not owned" book with appropriate information.
 * 5) If “not owned,” forward to subject selector for decision about keeping; If “owned” check shelf and retain the edition that is in the best condition.
 * 6) Selectors shall return books with marked slips to gift shelves or trucks (as arranged with acquisitions staff)
 * 7) Create order records for books returned from selectors marked "add to collection."
 * 8) Attach to existing bib record or do "remote search" for new bib record (prefer DLC) to download
 * 9) Order record defaults are: 1. Acquisition type = g (gift) 2. Location = sbm 3. Fund = apppropriate department code 4. Price = $0.00 5. Odate = current date 6 Vendor = none 7. Staff = apporpriate code
 * 10) Save Record but DO NOT queue the order
 * 11) [|Attach item] record as for new books
 * 12) Forward books returned from selectors to catalogers if deemed “add to collection.”
 * 13) Gifts that are already owned or deemed not suitable for the collection should be placed on shelves and trucks for trade, sale, or discard.
 * 1) Blanket orders are sent in the names of all major vendors.
 * 2) Requisitions for specific amounts are sent to vendors from which individual, occasional items are purchased at the time of order
 * 3) Standing orders for subscription services received directly from a publisher require a first time purchase order and subsequent vouchers at time of renewal..
 * 4) On occasion, special circumstances (review copy, rush by phone...) may result in an item being received and invoiced before a requisition is written.
 * If the amount in question is less than $100.00 the vendor can be paid via voucher.
 * If it is $100.00 or more, a requisition should be prepared and the invoice forwarded for payment after the purchase order number appears in Banner.
 * 1) Items may be prepaid at the request of a vendor using requisition or voucher as appropriate (dependant on amount as above) with instruction "please send check with order."

**__FUND CODES__**
Codes are listed in the FUNDS function of CONSULS in various hierarchical arrangements //[|Back to top]//

Vendor information is listed in the VENDORS function of CONSULS in various hierarchical arrangements
 * __VENDORS INFORMATION__ :**

//[|Back to top]//  Distribution of Print Material and Media by Cataloger || **Fund Code** **List of Flags**
 * **Collection** || **Cataloger** ||
 * cdfab || Artist Books || Jackie ||
 * cur || Curriculum || Marilyn, Kathy ||
 * diraa || Adult Award Winners || Mary (please flag) ||
 * dirct || Connecticut Collection || Jackie ||
 * ---m, med || any subject media item || Media shelf (Hing/Marilyn) ||
 * spc || Special Collections || Jackie ||
 * ref || Reference (non-continutations) || Marilyn, Kathy ||
 * CT Collection
 * CD
 * DVD
 * IT Collection
 * Juvenile Collection
 * Copy 2
 * Older editions
 * Oversize
 * Refer to internal "contact" note
 * Rush catalog
 * Reference