Acquisitions Staff Resources

Journal Issue Replacement Guidelines and Procedures

Guidelines:

Missing issues are:

1. Issues which were never received and have been claimed two to four times with no fulfillment.

2. Issues which are missing when the volume is prepared for binding, including issues which were received but never arrived at their location. N.B. If a missing issue is found, the replacement order will be canceled.

Selectors will make decisions for replacement on a title- by- title basis within certain parameters: missing issue no more than two years old, journal title which faculty would expect to find as bound volumes in the library stacks. In general, when full text of a missing print issue is available electronically (online), we will not order a replacement. Selectors will make permanent binding decisions whenever possible.

Procedures:

After the claiming process is exhausted, Periodicals/Cataloging will inform selectors or binding staff in each location that the claim process has failed to produce an issue and the title should be considered for possible issue replacement.

Binding Decision Process:

1. Within one week of notification of Serials Claim Technician, Binding staff (in locations with such staff) prepare and send to appropriate selector, issue replacement form attaching Ulrich's printout with publisher's address and price of subscription when available.

2. Selector returns binding decision to location staff who process periodical binding for their collection within two weeks of receiving notification that either the final claim effort failed or an incomplete volume has been pulled for binding. Selector supplies academic department monographic fund ( -M) if decision is made to order replacement. If no response is received from selector within two week period and/or the full text of the missing issue is available online, binding group/volume will be bound incomplete.

3. Location binding staff record the binding decision in the MarcHoldings record in the 852 |x field.

Order Request Process:

Firm order request for the specific issue(s) to be replaced (performed by location binding staff):

1. Print the journal title record from Sirsi.

2. Write the subscriptions order # or the Library and Location on the printout.

3. Indicate the fund to be used (-M monograph subject funds).

4. Write the address of the current publisher of the title on the print-out and the price of the issue if known.

5. Send the print-out to Bud Woodward; or, you can also check Absolute Backorder Service's inventory at http://www.absolute-inc.com/_/inventory/. We receive a discount only on those titles in stock at Absolute. If you see the issue you want, e-mail Lib-sub@virginia.edu.

Updated 7/26/06