Monograph Support Team
New Workflow Procedures
Approvals and Standing Order Materials on Deposit Accounts
Draft ______________________________________________________________________________

Background: Starting the week of October 17 the rearranging of Review Plaza began with Approval and Standing Order materials from Touzot. Materials will be available for selectors’ review for a two week period, and will be removed at the beginning of Week 3. This process will be expanded to include materials from all Approval and Standing Order vendors in the coming months.

Procedures - MST

1) As each box of Approval materials (for deposit accounts only) is unpacked,

a log will be completed - materials will be placed on clearly marked shelves by vendor, invoice number and discipline (History, Romance Language, Religion, Art, Social Science, Philosophy, etc.). A colored decision flag will be assigned to each piece of material. The color of the flag is dependent on the week – week 1 = yellow / week 2 = green / week 3 = orange – Decision flags should remain with materials through Preparations. Materials will not be arranged in order, as listed on invoices, when shelved.

2) Unpacker will fill in the log for each vendor, counting each volume to make sure it agrees with the invoice/packing slip.

3) One copy of the invoice should be kept with the material to be shelved. All other copies should be given to Kim with the log sheet so she can update and print a copy of the spreadsheet.

4) On the spreadsheet, the vendor and Week Ending date will be highlighted with the same color highlighter as the week’s flag. The spreadsheet should be added to document protector and placed in the “basket” at the end of the row for that vendor. Priority, LSf and referral flags will be in the “basket” for selectors to use.

5) Priority - Each morning MST staff will pull priority books to process immediately. MST staff will mark on the invoice copy that a title was pulled for priority cataloging. Access Services will be notified, following established procedures, of the selector/patron request (if applicable) once the materials are processed

6) At the beginning of the third week (on Monday), the materials from Week 1 will be removed from the shelves, and arranged in the order listed on each invoice. This work will be done by a student, who will also verify that no materials are missing from the invoice.

Receiving - MST

7) Since this material has been on the shelf for two weeks, it becomes priority. Staff should make sure they work on these approval materials at the beginning of each week (Monday). Only “rush” materials will take precedence.

8) Staff will act on selectors’ decisions as indicated on the Weekly flag (accompanies each piece/set of materials. Returns will be processed immediately. Barcodes will

be added to the materials and tracked to the next processing area.

9) After receiving, Security Beepers will be added to materials going to the Frontlog, to Priority (CMS) and to the New Series shelf.

10) Staff will check series, following established departmental procedures. If there are at least three instances of the series in Orbis, staff will add a “New Series” flag to the book and include a printout of the already owned titles within the series – following established procedures. Barcodes and Security Beepers will be attached. The books will be charged to the “New Series” shelf in the Materials reviewing area (Review Plaza). Selectors will have two weeks to make a decision about whether or not to request the series on Standing Order (SSO). They should mark their decision on the flag. This will happen only for the 4^th, 5^th and 6^th instance of the series appearing in Orbis. If we do not already have a standing order in place upon receiving the 7^th instance in the series appearing in Orbis, we will assume the selector is not going to set up a Standing Order.

11) Rushes – When MST is notified of a rush request that is part of an approval receipt, they will pull the title from the approval shelf and mark the invoice that the title was pulled for rush processing.

12) Duplicates – The following duplicates will be handled by MST without returning to the selector for a decision:

a. YUP dups a Math or Science approval – keep dup.

b. Vendor dups itself – ask for credit from vendor.

c. Firm order dups Approval or SSO – Discard firm order – add appropriate notes.

d. Approval or SSO dups Firm order – Return Approval (follow procedure for vendor), discard SSO – add appropriate notes.

(If, under either of the above circumstances of c & d, it is determined the Approval or SSO material that will be duped has not already been sent by the vendor, contact the vendor to try to block it from being shipped).

The following duplicates will be put on a “Duplicate” shelf (after receiving) for selectors’ review so they may adjust their profiles. The materials will remain there for a period of two weeks:

a. Approval dups SSO or Vice Versa.

b. SSO dups another SSO.

13) After two weeks, MST will pull dups and charge them to their next area.

14) After receiving, materials will be placed on book trucks for distibution to Cataloging (CMS), Frontlog or Preparations. Students will add Security Beepers to materials charged to Frontlog and Priority (CMS). Materials for the Arts Library have Tattle Tape inserted in their spines instead of the regular Security Beepers (training is required).

Selectors

1) Selectors will review materials and make decisions on colored flags. The color of the flag is dependent on the week – week 1 = yellow / week 2 = green / week 3 = orange – Decision flags should remain with materials through Preparations. Selectors will not remove materials from review area other than to work on them at the workstation in Acquisitions. They will return all material to the correct shelving area before leaving the department. Under no circumstances should selectors remove this material from the Acquisitions department.

2) For materials designated for the LSF, selector should place an LSF flag in the book.

3) Priority flags should be added to materials that need to be cataloged as Rush. The date and requestor’s name (if applicable) must be added to the Priority flag. Make sure the flag is visible and move the material to the end of the vendor row for that week.

4) Referral flags for the following areas will be available for referring books to colleagues: AOB, Art, Bass, Divinity, Egyptology, Judaica, Music and Reference. When a Referral flag is placed in a book, the selector will turn the book down so that it is easily identified.

5) Selectors should review materials that have been referred to them and fill in the Decision Flag (weekly flag) within the designated two week period. If the selector decides not to add the book to the collection, they will check the Out of Scope area on the Decision Flag.

6) Selector will have two weeks to review dups sent to the Duplicates Area for decision on updating profiles.

Draft#1 – 11/05/09; 11/09/09 Updated/rh