Processing Gift Serials and Periodicals

All Acquisitions Team members are responsible for receiving and processing gift titles. Materials will be separated into unbound periodicals, bound periodicals and serials. Serials may need a cat sep/analytic decision as part of their processing. Unbound Periodicals || Bound Periodicals || Serials

UNBOUND PERIODICALS

Unbound gift periodicals are sent directly to binding.
Search titles on VOYAGER:

Libraries has holdings

Retrieve holdings.

• Issue(s) in hand is a current issue:
  • Receive and route to appropriate reading room.
    (NOTE: if issue is a duplicate, add dup below call number and send to reading room.)

• Issues in hand form a complete volume and are reflected in the 866 31 tag:
  • Check item records:
    • Libraries owns and volume is complete:
      • Discard gift items.
    • Libraries does not own:
      • Update holdings (using level 3) to reflect gift issues.
      • Prepare issues for binding.

    Libraries has a brief record in the database

    • Record contains a 948 with "Discard."
      • Circle "one time gift" on Review Room Flyer.
      • Route piece to "Serials Decisions to Do" shelf in the Review Room.
        NOTE: items returned as Discards from the Review Room, serial holdings will be dated in the 948:
        
        |a Discard. |d [date]
        This will allow bibliographers a chance to periodically review titles.

    • Brief (on the fly) record without 948 field:
      • Print brief record.
      • Write "Gift" on printout.
      • Route printout and piece to Database Maintenance.
  * * *

  Libraries has no holdings:

  • Fill out Review Room Serials Workform and place in piece(s).
  • On the Workform, check the "GIFT" box. Circle "one time."
  • Rubber band pieces together and route to the "Serials Decisions to Do" shelf (or truck marked for Gift decisions) in the Review Room.
  • Serials LAIII will process based on bibliographer's decision.
    NOTE: if title will NOT be added to collection, Serials LAIII will add a brief record to the database. Code the 948 field with the following information:
    948   |a Discard |d [date]

BOUND PERIODICALS

Search title on VOYAGER.

Libraries has holdings:

Holdings coded in 866 31: check item records to determine if Libraries lacks piece in hand.

• Libraries' volume is incomplete; piece in hand is complete:
  • Delete item record of incomplete volume.
  • OCR gift piece.
  • Add item record.
  • Mark call no. and location in piece in upper-left hand corner on the page after the title page. (NOTE: if vol. and nos. appear on spine, only indicate basic call no.)
  • Place a "Replacement" flyer in the piece.
    • Write volume number on the flyer indicating which volume should be pulled. (Sorting will handle the exchange.)
  • Place gift volume on the labelling truck.

• Libraries' holdings are in branch location and pieces in hand fill in gaps:
  
  • Print holdings record and highlight location and volumes. Place the printout in the piece.
  • Place Review Room Flyer in piece, circling one time gift.
  • Under "Other Instructions" note location and retention decision needed
    
  • Route pieces to the Review Room.

• Libraries' holdings are in NICH and there are no item records attached.
  
  • E-mail Circulation LAI asking him/her to inventory the title in NICH ( if there are just a few volumes ask to have them sent over so item records can be created.)
  • After the inventory, determine which volumes need to be added to holdings.

• Libraries holdings are in MAIN (or per) and piece in hand is not owned by Libraries:
  Post bound volumes on the appropriate holdings location.
  • Print the holdings record, indicating volumes and numbers needing labelling.
  • Route to LA1s Item Adds shelf.
  • LA1s will:
    • Write call no. and location in piece(s) in upper-left hand corner on the page after the title page. (NOTE: if vol. and nos. appear on spine, only indicate basic call no.)
    • OCR each volume.
    • Create item record, adding appropriate enum/chron on VOYAGER.
    • Place volumes on labelling truck.

• Library owns piece in hand:
  • Copy 2s will not be added to the collection.

Libraries has NO holdings on VOYAGER:

• Fill out Review Room Serials Workform: check "GIFT" and "one time."
• Route pieces to Serials shelf in Review Room.
• Serials LAIIs will process based on bibliographer's decision.
  • For titles added to the collection: after cataloging:
    Print the holdings record, indicating volumes and numbers needing labelling.
  • Route to LA1s Item Adds shelf.
  • LA1s will:
    • Write call no. and location in piece(s) in upper-left hand corner on the page after the title page. (NOTE: if vol. and nos. appear on spine, only indicate basic call no.)
    • OCR each volume.
    • Create item record, adding appropriate enum/chron on VOYAGER.
    • Place volumes on labelling truck.

SERIALS

Follow the routines for processing bound periodicals unless the piece in hand has an analyzable title.
Search title on VOYAGER.

Libraries has NO serial holdings record, but does have other titles with the same series tracing.

• Is there a series authority record?
• Has the series been cat sep?
  • If yes to both questions: route the piece to the monograph gift shelf with Gift Flyer. Note "cat sep" and your initials on the flyer.

• No series authority on VOYAGER
  • Search OCLC and import or create series authority record.
  • If series authority indicates "analyze" and KSU treated as cat sep, update authority record to reflect KSU practice.
    • Route piece to the monograph gift shelf with Gift Flyer.
  • If series authority indicates "cat sep" and KSU analyzed, update authority record to reflect KSU practice.
    • Import serial record; update to reflect KSU holdings.
    • Search OCLC for monograph record. Catalog DLC and member copy as analytics. Route copy without LC subject headings to the problem copy shelf.
  • If series authority indicates "collect only", and KSU has either analyzed or cat sep, route to Serials Cataloger.

Libraries has serial holdings record coded as 866 31 in MAIN:
(For holdings in branch locations or NICH, following bound periodical routine above for routing items through the Review Room for location decisions.)

• Verify treatment decision in 852 |x.
  Check series authority record following guidelines established for processing series locally.
  • ser:
    Check item records to determine if Libraries lacks piece in hand.
  • cs or anal:
    Search title to determine if Libraries owns piece in hand.

• If piece in hand is not owned by Libraries:
  Post volume(s) to the appropriate holdings location.
  • For cat sep or analyzed titles:
    • Search OCLC and import record.
    • Catalog DLC and member records according to guidelines established for processing monograph titles.
      • Write call no. and location in piece(s) in upper-left hand corner on the page after the title page.
      • OCR volume.
      • Create item record.
      • Place volumes on labelling truck.
    • Route problem copy records to appropriate LAII with with "one time gift" indicated on Review Room Workform.

  Libraries has NO holdings on VOYAGER:

  • Fill out Review Room Serials Workform: check "GIFT" and "one time."
  • Search OCLC series authority
    Note series treatment on Workform
  • Route pieces to Serials shelf in Review Room.
  • Serials LAIIs will process based on bibliographer's decision.