Policies and Processes for Receiving Non-Print Materials On Approval Order

Cataloging Module

1. Click on SEARCH icon
   1. If a record is found Save to DB
   2. If no records are found, (i.e., no duplicate exists) search OCLC or RLIN and import the record once found
   3. If no records are found in OCLC or RLIN create a new bibliographic record:
      1. Click on New icon.
         Note that you need to indicate the format for stand-alone media
         • $h 245 for VHS and DVD is [videorecording]
         • $h 245 for CD-ROM is [electronic resources]
         • $h 245 for audio tape is [sound recording]
      2. Click on 008 and supply:
      • Date 1 (yyyy)
      • Place of Publication
      • Language
      • Validate by keying the needed information to complete the assigned subfield data
2. Write the system generated bibliographic number on your invoice for the titles processed.
   See: A (below) for typical problems or miss picks and their solutions
3. Click Save to DB
4. Click on New Hldgs
5. Update indicators:
   • I1 = 8
   • I2 = 0
6. Change MFHD to "In Process"
7. Click Save to DB
8. Click New Items
9. Scan barcode (see 9a-9c) and affix. (See Barcodes page.)
   1. DVD or CD: Affix barcodes inside clear plastic case above media
   2. Video: Affix barcodes on the video center top above the label
   3. Media accompanying printed material:
      • Print: Affix barcode centered to back inside cover
      • For media, see 9a-8b
10. Place MEDIA & ANY accompanying material in CLEAR CASES
11. Change Item Type
    1. Stand-alone: item type is media
    2. Print + media: item type is circ
12. Save to DB

Acquisitions Module

1. Set session defaults:
   Click on tabs and fill in required fields within Purchase Order, Line Item and Line Item Copies Funds. Refer to: Orbis Acquisition Workflow at a Glance
2. Click OK
3. Click the New Purchase Order (PO) icon
4. Click Save
5. Click on Line Item > Add > By Bib ID
6. Key in bibliographic number (see step 2)
7. Select OK (will add title to the purchase order)
8. Click and highlight the added line item
9. Click Quick Line Item On
10. Click Details
11. Input list price
    **Note: If Multi-Part, the Line Item Type will need to be changed to Multi-part from single part**
12. Click radio button Open Line Item Details Window after Saving
13. Click Save
14. Click on the Notes tab
15. Indicate what you have in-hand (e.g. MST: Rec'd v.1-2 w/ 1 DVD; LSRJ/11.22.03)
16. Click Save and Close
17. Repeat steps 14-27.
    If no media or Multi Part materials are in hand skip steps 24-27
18. Click on Approve

Typical Problems, Miss Picks and Their Solutions

You may encounter problem with the invoice (refer to workflow guidelines or see your Manager)

• Damaged/Defective - ask for no-charge replacement
• Missing from Shipment - Add to your Purchase Order and Claim (see Manager)
• Wrong Book - ask for no-charge replacement

If you need to "claim or return" any items against your purchase orders, the line item will need to be received selected and manually received.

Scenarios you may encounter:

1. Situation: Multi-Part Monograph (MPM) in media format (a combination of media materials, which may also include a book under the same title)
   
   Action: Each media piece should get a clear case and a barcode
   See "Acquisitions Permanent Barcoding on Receipt Guidelines"
   
   
2. Situation: Media material that comes in special packaging.
   
   Action: Check Mixed Media on a Decision Needed slip, then check Special Package for selector's information.
   
   
3. Situation: Mixed media that may include different formats of media. A book with one or more of the following contents -- CD-ROM(s), picture slides, tape(s), maps, posters -- all under a single title is considered "mixed media."
   
   Action: Check Mixed Media on Decision Needed slip, and check Unusual contents for selector's information.
   
   
4. Situation: Vendor supplies the wrong title.
   
   Action: Process the item in hand. Add notes to the line item notes field and indicate the vendor supplied the incorrect title (e.g. Vendor supplied Time on Target insisted of The Draft Days; LSRJ/MST 11.22.03). Do not affix barcode to the media case. Use the piggieback barcode and place on a acid-free card. Show the item to the appropriate selector with a Decision Needed slip.

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