Cataloging Procedures Manual

Appendix 13: Rush Procedures

Contents:

1. New Materials

2. Patron Requests

3. Cataloging Instructions

Rush materials are items requested for use by a patron, department or needed for reserve or Reference. These items can be books, videos, audio-cassettes or any other material received by the library. Varieties of rush materials include new materials, patron recalls, and branch requests. For more information see: Library-wide Rush Procedures

RUSH TYPES

1. New Materials:
   
   New materials are received from acquisitions with the regular daily work. Rush items are clearly indicated with red rush flags.

   1. Books

      Check routing slip to determine the type of OCLC copy available for the piece.

      1. A - added copy or volume
         C - no call number
         P - provisional record
         D - DLC
         M - member copy
         8 - CIP

      2. A - is given directly to the Add/Copy Cataloger (Patty & Cindy)

         P - are searched on OCLC and RLIN. If copy is found, the record is overlayed with the matching OCLC/RLIN record and given to the cataloger according to the Rush schedule. If copy is not found, the item will be given to the Coordinator for original cataloging for distribution.

         D - 8 - M - are taken directly to the cataloger according to the Rush schedule.

         C - are searched for copy with call number. If copy with call number is found, the record is overlayed with OCLC or RLIN record and given to the cataloger according to the Rush schedule. If no call number is found, book is given to the person listed in the Rush schedule who can catalog classify copy.

   2. Other formats

      1. Microforms

         Search items on OCLC, if necessary.

         1. If copy found, give to trained LA (see Rush list)

         2. No copy found, give to original cataloger (see Rush list)

      2. Videos and spoken sound cassettes

         Search items on OCLC, if necessary.

         1. If copy found, give to trained LA (See Rush list)

         2. No copy found, give to appropriate cataloger (see Rush list)

      3. Computer files

         Search items on OCLC, if necessary.

         1. If copy found, give to trained LA (See Rush list)

         2. No copy found, give to appropriate cataloger (see Rush list)

      4. Serials

         Give to Serials Catalogers

      5. Book with accompany materials:
         1. If copy found, give to trained LA (See Rush list)
         2. No copy found, give to original catalogers

   3. Music requests ( Sound recordings and scores) go to Music Library Technical Services

   4. On-Order

      On order titles are given to the Acquisitions O.S.S. to place notifies or rush notes within the purchase order records.

   5. Already Cataloged

      A printout of the Virgo record, highlighting the call number is sent to the Circulation desk..

2. Patron Requests:
   
   All patrons are able to request items found on Virgo using the Virgo Request Module. The Circulation Department then forwards the requests to cataloging. The requests contains some or all of the following information: title, Virgo number, patrons's name, or patron's identification number. If the request is for material in the music or rare books backlog, forward the request to the music cataloger or public service in rare books, respectively.

   1. Procedures to retrieve Rush Requests:

      Go to Command - Request - Display 1 <enter>
      On Display 1 screen:

      service library - UVA-LIB
      status - RUSHCAT <enter>

      If more than one request, print one by one separately.

      Hit each request and <enter>
      With single request on screen, go to edit <enter>
      Check status field to see if IN-PROCESS
      If yes, go to 911 note to retrieve book
      

      Exception: NO 911 note:

      Go to Display 2 Item; scroll down to check order
      Click on Orders box
      Go to command - Order-Edit <enter>
      Scroll down
      Check RECNOTE for code (ex: c = classify)
      Scroll down to the bottom and check date received box
      If it says NEVER, request goes to Acquisition Department (S. Brown or K. Hibbs)
      If there is a received date, make note of code and received date
      Go back to Edit
      Check code against bibliographical record to verify if code is correct
      Retrieve book from appropriate area according to date received
      Remove request from system after book is found or taken to Acquisitions

3. Cataloging Instructions:

   Regular Rushes should be processed within 24 hours. Express Rushes should be processed within 2 hours after received. After cataloging, place item on truck by elevator.

   Special cases

   1. If a cataloger trained in a particular type of material is not available, item can be held until next work day.

   2. Patron cannot wait: send item with provisional cataloging

      In Edit Item:

      Home location: Cataloging
      
      Current location: Cataloging

      In 911 note: Sent Rush request on provisional record

      In Comment section: Send to cataloging when item is returned

      Note: the note in Comment section will show at Circulation Desk on Display 2.

      Labelling: Circulation prefers that items sent on provisional records be labelled with the control number, but exceptions may be made in extreme cases.

RUSH LIST FOR NON-BOOK MATERIALS, ETC.

MICROFORMS	AUDIO CASSETTES - SPOKEN	CD ROM/ DISKS	VIDEOS	SERIALS (PRINT)	BOOK WITH ACC. MATERIALS	WEB
original Luciana Heidi Allison Suthar	original Heidi	original Heidi Janis (w/help)	original Heidi Janis (feature film)	original Allison Cary Judy	original Heidi Luciana Allison Suthar	original Luciana, Ewa
copy Cindy	copy Charles	copy Janis	copy Janis Cindy Charles	copy Cary Judy	copy Janis Cindy Annette	copy Luciana, Ewa
adds Cindy	adds Cindy	adds Cindy	adds Cindy
serial adds Patty Cindy	music send to Brian Bader at Music Library (copy or original)	serials Suthar
serial originals/ copy Cary		music cd send to Brian Bader at Music Library (copy or original)				serial original Allison serial copy Cary Judy

STAFF WITH LANGUAGE EXPERTISE FOR ORIGINAL RUSHES

Allison Sleeman -- English

Luciana Wlassics -- Italian, French, Greek, Latin, Spanish

Heidi Synnatzschke-Cochran -- German, Slavic, Dutch, Afrikaan, Scandinavian languages

K. D. Suthar -- Urdu, Hindi, Pali, Ardhmagadhi, Marathi, Nepali, Sanskrit, English

Cary Coleman -- Slavic, German

Ewa Setaro -- Slavic

Doug Moseley -- Russian, German

RUSH SCHEDULE

NO CLASSIFIES TO TERESA, THELMA, PATTY

NO NEAR MATCH TO CINDY, TERESA, THELMA, PATTY

XXXXXX	Monday	Tuesday	Wednesday	Thursday	Friday
Member, Classify, & DLC	Garth & Cary	Judy & Teresa	Cindy & Patty	Ewa & Charles	Thelma & Doug
Back-up	Janis
2nd Back-up	Alice

Table of Contents

Appendix 14