Serials Check-In on Voyager

Closing Patterns | Creating Patterns | Marking Issues for Claiming | Problem Resolution | Receiving Issues | URLs on Periodicals

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Receiving Issues

Click the Check-In bar then click the Serials Check-In yellow icon

Search by check-in title or ISSN. ISSN searches require use of the " - "

Proofread the information in the expected issue line to ensure that it matches all information on the issue in hand.
Verify that the title (not the component name) appears on your piece.

If it does not match, go to Resolving Problems.

Check the component title. If a "-s" or "-c" follow the title, then look for directions in the Note. Do not check in the title.

If the expected issue matches the item in hand, click on the accept button.

The call number will appear in the middle of the screen.

Write the call number and enumeration on the upper left corner of the issue.
Write the location that is with the call number on the upper right corner of the issue.
(Write the call number/location on stickers if the cover is high gloss.)

Click on receive.

More than one location?
Return to the previous screen and check History to determine if either copy has been received.
Do not receive any single item until you have checked the history!

Following previous steps, return to receive screen, and click appropriate location boxes.
Label your issue(s) as directed above.

Click on Receive.

Route the journal to its appropriate location on the mail shelves or truck.

Problems Resolution

Expected issue information does not match item in hand.

• Issue in hand has an earlier date than "expected issue" and is not displayed.
  • Duplicate Issues
    • Check History, or in Cataloging, review the receipt lines.
      • If piece in hand matches an item already received, write the call no. on the piece, write "dup" below the call.
      • Do NOT check in the piece.
      • Route the piece to its appropriate location on the mail truck.
  • Was the issue in hand claimed?
    In Serials Check In
    • It should display in "Issues in hand". Highlight the correct issue..
      • Accept, label, receive and route the issue following procedures in Receiving Issues.
    • If piece in hand is not dislayed in "Issues in hand" look in History for issue with notes: "damaged/claimed [date]."
      (NOTE: for a brief time in 1998/99 Claims LA1 was adding this information. Currently, the practice is NOT to indicate claims made in Serials Check-in.)
      • Highlight and Edit the issue, removing the notes.
      • Receive, label and route the issue following procedures in Receiving Issues.

In Cataloging
• Review the receipt history.
  • Item not reflected:
    • Receive, label and route the issue following procedures in editing the 866 Field.
  • Piece in hand is reflected as: "|z damaged/claimed [date]."
    • Delete the |z note and receive, label and route the issue following procedures in editing the 866 Field.

• Issue in hand has a later date than "expected issue."

  

  • Verify that the Libraries did not miss an issue.
    In Serials Check In:
    • Check History.
      If there is no receipt line, for example,
      
      v. 8, no. 6 (2001 June) claimed [date]
      Mark the issue (or issues) that need to be claimed.
      In Cataloging:
      
      • Notify the Claims LAII to claim the issue by using the Claims Form or by printing the holdings record and noting which issue(s) need to be claimed.
  • Return to the check in screen or to the holdings record.
  • Receive, label and route the item in hand following procedures in Receiving Issues.

Issue reflects a change in frequency, captions, and/or numbering.
• Route issue with appropriate note to LAII.
  
• LAI will:
  • Check history to verify there are no issues that require claiming.
    • If issues need claiming, follow procedures for Marking Issues.
    • Close the old pattern.
    • Create a new pattern.
      • If an issue(s) was marked for claiming on the old pattern, add a receipt line(s) for the marked issue(s). The expected date for the marked issue(s)should be earlier than the current date.
    • If no issues require claiming, receive the piece in hand.
    • Print the bibliographic record.
      • Note the type of change and effective date (vol., etc.).
      • Forward to Serials LAIII for bibliographic record update.

Title or section title has changed/does not match title on piece.
• Complete the Serial New Title/Bibliographic Change form
  (be specific as to the nature of the problem; initial and date the form)
  
• Place the form inside the issue
• Place the issue on the Problems shelf in the Serials LAIIIs area.

No subscription component has been created.

• Titles with unusual patterns or irregular frequencies are received in the Cataloging module.
  • Receive the item in the 866 field on the Holdings record in the Cataloging module.
• If a title goes from irregular to regular, making pattern creation possible:
  Create a pattern and add the appropriate notes to the holdings record in the Cataloging module.

Miscellenous Problems

If you encounter any of the following:

• Message of “No holdings found for selected bibliographic record”
• Message of “Your search found no hits” (and you have exhausted all possible search strategies)
• Call number reflects issue "In Process"
• No records match your search criteria
• Anything that looks confusing

Complete the Serial New Title/Bibliographic Change form.
(be specific as to the nature of the problem; initial and date the form)

• Place the form inside the issue
• Place the issue on the “Problems” shelf in the Serials LAIIIs area.