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Pre-order Searching and Ordering
Exporting from OCLC to CONSULS
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.
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.
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.
When order requests are received by the Acquisitions Department they are searched in CONSULS to check if the title is owned by SCSU or any other CONSULS library. (clerk, student worker)
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 requestor is informed that the material is in the collection and need not be ordered. Request files are kept by requestor name and periodically returned with order status noted. (Acq. LTA)
If the title is not owned by any CONSULS library a bibliographic descriptive record is created and an SCSU order record is attached to the record.
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 includcorrect location, bib lvl and material type
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, number of copies (1) or volumes requested, requestor’s name (not necessarily librarian) and status of order. Repeat volume information in "vendor note" field. Note special circumstances order note, raction and internal note fields (i.e. replacement copy, duplicate copy, prepaid, etc.)
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.
Use caution not to transmit or otherwise send records twice. When downloading records from OCLC check for "In CTN" status.
Note: Be alert for special instructions in the order record for routing and notification requests, stamping instructions or rush status
Unpack
Boxes from vendors and publishers are received in the technical services department daily.
Boxes are opened and contents are compared against enclosed invoice.*
The CONSULS order record for each book is called up, the title received is compared against the order record for accuracy (edition, publisher, etc.).
If the correct book has been received, title on the invoice is marked (x).
If the correct book has not been received, the book, copy of invoice, and printout of original order are forwarded to a senior staff member for return or other resolution. The price is deducted from the total and invoice clearly marked "returned book," "missing book," etc.
Invoices are stamped and initialed by the staff member unpacking the boxes.
Process Books
Each book received is stamped with an SCSU identifying stamp and the date received. (adjust date stamp to anticipate the date invoices will be posted whenever possible. see #8,9 )
Books are marked in pencil with bib record # and price on upper left corner of verso of title page.
Books are shelved in date order on "new book shelves"; invoices are left in "to process" basket.
Process Invoices
Invoices are “received” in CONSULS. In “process invoices” mode, invoice number and date are entered and each item is recorded.
At the close of each day activity is “posted” (records are updated with current date in "date received." field)
Invoices are forwarded to a senior staff member for review. Book count statistics and invoice amounts are entered into spread sheets set up for each blanket purchase order so that balance info is always available. Purchase order number is noted on invoice.
Invoices are forwarded to the department head (or appropriate administrative staff) for signature.
Signed invoices are sent to the Accounts Payable office for payment.
Reports
Reports regarding spending—including encumbered funds—are generated through CONSULS and are compared against BANNER accounting programs. Reports are to be reviewed on a monthly basis.
Weekly lists are compiled of orders received. Lists are sorted by requestor’s name and individuals are informed via email that their material has arrived (rush processing is arranged as necessary).
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.
Status reports are received from vendors regularly.
CONSULS records are updated accordingly.
"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.
Requestors are informed of out-of-print or other status as required.
-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.
Use “public display” mode to search the CONSULS database for requested titles.
If the record is found and located in Southern’s collection print the citation for return with the book request to the requestor.
If the record is found at another CONSULS library mark the request with the library’s symbol (ECSU, CCSU, WSCU, CSL).
If the record is not found in the system mark the request with a f (circle with a line through it) .
Sort records:
to be returned with call number
to have orders attached
to be exported from OCLC.
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
Log on to OCLC.
Find bibliographic record by ISBN number or other search strategy.
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.
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.
It is not necessary to record the bib record number. Mark the request with the date to indicate it has been exported.
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 located near the loading dock. 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:
Count and record donation including number of volumes and donor name if known.
Forward donor name, address and number of volumes donated to director's office for acknowledgment letter.
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.
Search CONSULS and sort “owned” not “owned.” Insert “gift slip” into each book with appropriate information.
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.
Selectors shall return books with marked slips to gift shelves.
Forward books returned from selectors to catalogers if deemed “add to collection.”
Gifts that are already owned or deemed not suitable for the collection should be placed on the TS “discard” truck for trade, perpetual lobby book sale, on-line sale or discard.
Requisitions and vouchers are sent to the director’s office for signature of "budgetary authority" and forwarded to the Purchasing Department.
Blanket orders are sent in the names of all major vendors.
Requisitions for specific amounts are sent to vendors from which individual, occasional items are purchased at the time of order
Standing orders for subscription services received directly from a publisher require a first time purchase order and subsequent vouchers at time of renewal..
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.
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."
Codes are listed in the FUNDS function of CONSULS in various hierarchical arrangements
Vendor information is listed in the VENDORS function of CONSULS in various hierarchical arrangements
Please direct questions, comments to Cindy Schofield-Bodt, Technical Services Division Head
x25778; schofieldbc1@southernct.edu
12/22/1999; Acquisitions Procedures; updated 11/4/04, 12/1/04, 9/20/07, 10/8/07, 3/24/08
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