If the bibliographer decides to receive the title as an exchange, a letter will be sent to the interested party. (W:\Hale\techserv\exchanges) The letter will tell them what title(s) we have for exhange. An issue can be sent with the letter.
When the exchange is confirmed by the interested party, the mailing information must be added to the Exchange database in MSAccess. This will include the title KSU Libraires will send, the mailing address, and the title of the piece(s) KSU will receive in return.
Send the new title with the Review Room Serials Workform flyer to the serial shelves in the Review Room. The bibliographer will fill in the necessary information and the title can be cataloged.
Create a purchase order. Create a pattern if possible.
Adding Exchange information to MSAccess files.
Files for the Exchange Titles are in MSAccess. (W:\hale\techserv\exchanges\exchange database.)
The address file is used to store the key number, what titles are sent to an address and the mailing address. New title information must be added to this file.
The send/receive file lists all titles we receive, with the access key number, call number and the title we send to them. This also must be updated when we add or drop titles from the exchange program. The Address file should be updated first. The key number from there is used in the other files.
The labels lists should contain labels for each of the 3 titles that we send out. To run these make sure that reports is the format chosen and highlight the label title file wanted. Use the large labels and warn other printer users that labels are being run.
K-State Libraries will mail exchange titles once a year.
Sending out Exchanges
All exchange titles are sent out once a year, usually in June. A code for each title to be sent is on the label.
Once titles are in jiffy bags and labeled, they need to be separated by domestic or foreign mail. All items going outside the United States must have a form filled out. Ask the mail room for these forms. If all bags will be ready at the same time, the mail room needs 24 hours notice that there will be a large amount of jiffy bags going out.