Cataloging Procedures Manual
Chapter XIV: Serials Check-In and Receipt
Part A: Periodical Receipt
I. ACCESSING VIRGO
- A. Logging on to VIRGO:
- Turn terminal/computer on. Press [Enter]
- Type c
notis - Type terminal type: ala316x [Enter]
- PCs: tvi950 or vt100
- At the MENU/DEVNEWS screen, type c [Enter]
- Type user id: ul33 [Tab]
- Type password: ___________________[Enter]
- Password is changed monthly.
- Type ltul, ltrb (RareBooks) [Enter]
- B. Logging off of VIRGO:
- Press [Clear] twice.
- Type cssf logoff [Enter]
- This will give you the Menu screen.
- Hold down the [CTRL] (control) key and simultaneously press the backslash ( \ ) key.
- Then type OFF in upper case letters.
- Turn the machine off.
II. SEARCHING FOR THE PERIODICAL RECORD
- A. Search by:
- ISSN = International Standardized Serial Number
- Type: find or fi ns 12345678 without the dash
- TITLE:
- Type: fi jt journal of life
- AUTHOR:
- Type: fi ja Institution of Electrical Engineers
- An index screen may appear. Choose the number
of the record needed. Serials can be identified
by
after title or a subtitle. - EXAMPLE OF A TITLE SEARCH:
-
LTUL NOTIS INDEX SEARCH AUTHOR/TITLE INDEX -- 3 ENTRIES FOUND 1 UL:AMERICAN JOURNAL OF ARCHAEOLOGY +SUPPLEMENTARY PAPERS OF THE AMERI (NEW 2 UL:AMERICAN JOURNAL OF ARCHAEOLOGY AND OF THE HISTORY OF THE FINE A (BOST 3 UL:AMERICAN JOURNAL OF ARCHAEOLOGY THE JOURNAL OF THE ARCHAEOLOGICA (NEW - B. Verify that the selected record is the correct
record by checking on the copy holdings record:
title, publisher, ISSN, place of publication.
If the correct record is found and there is a discrepancy in the ISSN or place of publication, print it, noting the discrepancy, and write the correct information on the print out. Give to periodical cataloger.
Next look at S/STAT and S/T on top line. Check-in on records that have S/STAT c = current and S/T p = periodical. If the S/STAT is d (dead), then go to the Bib record and check the 785 field for the later title and search it, or go back to the index to check for a different entry. If S/T is blank, this is a serial unless otherwise noted on the OPR; give issue to Serials Acquisitions.
- Display OPR:
- Type: hldg to get to copy holdings screen.
- Look for OPR (Order/Pay/Receipt) no. = BN-001-001.
- Go to the OPR screen by typing dord [OPR no.].
- EXAMPLE:
-
LTUL DONE ABB4398 NOTIS COPY HOLDINGS UL SERL LC 12030242 //r83 ISSN 0002-9114 S/STAT c FREQ q S/T pAmerican journal of archaeology : the journal of the Archaeological Institute of America. 2nd ser., v. 1, no. 1- -- New York : Macmillan Co., 1897- Archaeological Institute of America, Box 1901, Kenmore Stn., Boston, MA 02215 STATUS h DT 07/22/86 AD none NOTES |a ab 5/2/90 001 2L CN |a arts,jour |b CC1 |c .A6 |d 09/22/88 NOTES |a *arts/lsw |a um=CURRENT ISSUES IN CURRENT PERIODICALS ITEM RECORDS 94 BN-001-001
III. CHECKING-IN (RECEIVING)
Prior to May 1994, all issues were received on one R statement for each volume. After May 1994, only periodicals published weekly or more frequently continue to be checked in on compressed R statements. Periodicals published less frequently than weekly are now received on individual R statements; one R statement for each issue.
- A. Compressed R statements - Follow instructions for pre-May 94 receipts.
- FREQ = d (daily); c (semiweekly); i (three times/week); w (weekly)
- If the last volume/issue number/year/month is
the issue just previous to the one in hand, tab
down or back tab down to the R statement and type
in the current issue information.
EXAMPLE:
-
LTUL DONE ABS5616 NOTIS ACQUISITIONS UL SERL LC 76644581 ISSN 0362-9791 S/STAT c FREQ q S/T p Journal of educational statistics. v. 1- spring 1976- --American Educational Research Association. American Educational Research Association, 1230 17th St., N.W., Washington, DC 20036 PO#: 001ABS5616 09/06/90 ORDUNIT: AS RECUNIT: PE SCOPE: 2 VENDOR: FAXON ACTINT: 0180 POP: x L1: sl L2: l/us VA: NV: NO: Educ LB 2846 .J67 SOURCE: *ec *rwd REF: 05/30/85* K97048 DIV 001 CCN 001 NOTE: ***034887*** MED: PCS: 001 BN E$ 0.00 E# 00 AD none MD 08/08/91 FC EDP 90/91 CUR usd AMT 0.00 C# 01 XPM a L3/4 002 PX 1992 INV 10820B214 903970 MD 08/20/91 FC EDP XC 9999 AMT 41.00 usd PT 1 C# 01 $PD 41.00 003 N 91$30f4/0 MD 02/22/91 AD none 004 R v.16:no.1-3 (1991) MD 12/10/91 AD 06/07/92 - When v.16:no.4 arrives; add to the existing R statement:
- 004 R v.16:no.1-4 (1991)
- Check-in each volume and its parts on one line.
- B. Create a new R statement for:
- 1. a new volume
- 2. a gap
- If the piece in hand requires a new R statement or N (note) statement: At the command line (top left corner of screen, after LTUL) type
- cstm r (create statement): for an R statement
- cstm n (create statement): for an N statement
- Type in information on new R statement.
When an issue fills in a gap, enter the information into the first statement and consolidate the information from the next statement into the first one. Remove the second statement by placing cursor on the first space of AD and deleting with [Ctrl] [End] (PC's) or [EOF] key (terminals).
- EXAMPLE: v.16:no.2 (1992:Feb.) issue has been received:
- With gap:
- 004 R v.16:no.1 (1992:Jan.)
- 005 R v.16:no.3 (1992:Mar.)
- Consolidated lines:
- 004 R v.16:no.1-3 (1992:Jan.-Mar.)
- C. Individual issues receipt (changes in the above
procedures)
Issues published less frequently than weekly are checked in on individual R statements, describing the issue fully AND adding the day of receipt:
- 003 R v.644:no.1 (1994:Apr.11) recd 4/13/94
- 004 R v.644:no.2 (1994:Apr.25) recd 4/27/94
- 005 R v.644:no.3 (1994:May 9) recd 5/11/94
- Remember to remove the AD from the previous R
statement unless there is a gap. Remove by placing
cursor on first space of AD and deleting with [Ctrl]
[End] (PC's) or [EOF] key (terminals).
If issues are received out of sequence, resequence the R statements in correct order by overtyping the statement numbers.
IV. MARKING
After recording the receipt of the issue on VIRGO, write the location in the top left hand corner of the issue. Be careful not to cover the title, date or volume/no. of the issue. The location is written on all issues EXCEPT RareBooks, Manuscripts and Archives. The following locations also require that the call number be written directly under the location:
All Alderman locations:
- Periodicals Room = PerRm
- Reference Room = Ref
- Government Documents = Docs
- Bibliography = Biblio
- Microforms Room = Micform
- Other locations:
- Science and Engineering Library = SciEngr
- Music Library = Music
- Locations below require only the location written as listed:
-
Astron Clemons Math Biol Comm MtLake Blandy Educ Physics Chem FineArts Psych
- REMINDERS
- --Please read NOTE statements.
- --Include the volume designators for foreign titles. See language tables of volume designators (attached).
- --Include the month and date (when available) for all items being checked-in.
- --Include the season when it is part of the issue designation. It is considered part of the issue designation when it is prominently displayed with the volume, number, year, on the cover and/or title page of the issue. Spell it out and do not capitalize except in German (see language tables).
- --To check-in a volume which covers more than one year follow this example:
- v.34:no.1-6 (1990/1991:Sept.-Aug.).
- --Include the date of the issue for weeklies.
- --For check-in with gaps do not use a comma. Create a new R statement.
- --Check-in only on OPRs coded BN, BC, AN or AC. Never check-in on OPRS with Z's or X's. Print out and give to supervisor.
V. DUPLICATE ISSUES
Check-in on an N statement: *dup. v.1:no.1 circle DUPLICATE on a pink Periodical Alert Slip and place in piece.
VI. CLAIMED ISSUES
Statements that begin with these codes: MV or MC or CL indicate that one or more issues have been claimed.
To record receipt of claimed issues:
- If all issues are received, leave the Note statement and remove the AD (action date).
- Check-in issue/s.
- Circle CLAIM on a pink Periodical Alert slip and place in the piece.
VII. INDEXES
For receipt of INDEXES:
- Type in an N statement in all caps: INDEXES: v. and yr. if adding subject/author/title indexes
- INDEXES:SUBJ. v.1-5 (1985-1990)
- INDEXES:AUTHOR v.1-5 (1985-1990)
- INDEXES:TITLE v.1-5 (1985-1990)
VIII. SUPPLEMENTS
For receipt of SUPPLEMENTS: Type in an R statement in all caps:
- SUPPLEMENTS: no.1-3 (1991).
After checking in on the OPR:
X. TRANSFER ORDERS
Each time a title is transferred, a new OPR is created
for the new vendor. It is very important to check
in the pieces on the correct OPR. The copy holdings
screen shows two OPRs for the same copy: AC and
either BC or ZC.
EXAMPLE:
ZN or ZC indicates a closed OPR, do not
use.
BC indicates that this record can be used
for receipt. It also indicates that this title has
been transferred. An N statement will indicate
the vol. and no. that the order was cancelled with.
Check-in on the BC OPR until the last issue
of this subscription is received. At this point, print
out the OPR, note "final issue received" on
it and give to periodicals supervisor.
When the first issue for the new subscription period
is received go to the OPR with AC, change the
AC to BC and remove the AD=Action
Date. Create an R statement and check-in the piece.
EXAMPLE:
002 PX 1991 INV 10716A412
0214947K MD 07/16/91
FC CHEP XC 9999 AMT 849.00 usd PT 0
C# 01 $PD 849.00
006 MC Ord#:K-052511;sc=v.30no.52 Dec.1991.MD 11/19/91 AD
02/01/92
007 N Trf Faxon to beg w/v.31,no.1 Jan.92 MD 11/19/91
AD none
LTUL DONE ACB8704
NOTIS
ACQUISITIONS
UL SERL LC a 63000602 //r65 ISSN 0006-2960 S/STAT c FREQ w S/T p
Biochemistry. v. 1- Jan. 1962- -- XI. RARE BOOKS
To check-in pieces for Rare Books location:
XII. DISTRIBUTION AFTER CHECK-IN
Issues which are going to Alderman locations (except:Rare
Books, Archives, and Manuscripts) need to be stamped
with the Alderman location and date stamp. After check-in,
sort issues in the appropriate location bins.
I. SERIALS DELIVERY SORTING:
II. SEARCH FOR VIRGO RECORD
Fixed field S/T code should be coded
III. OPR RECEIPT
IV. INVOICE PROCESSING
V. FINAL PROCESSING OF SERIAL VOLUMES
Documentation: COW manual, Chapter I: Pre-Cataloging
I. INDIVIDUAL MONO SERIES TITLES (anal/class
sep)
II. SPECIAL PROCEDURE: Center for Economic Policy
Research (CEPR). Discussion Paper Series (1AHY5956).
(See sample records at end of Part C.)
Template record AJC1844:
LTUL DONE ACD095
1
NOTIS COPY HOLDINGS
UL SERL LC 59000837 ISSN 0018-7208 S/STAT c FREQ b S/T p
Human factors. v. 1- Sept. 1958- -- Santa Monica, Calif.
LTUL DONE ACA095
1
NOTIS ACQUISITIONS
UL SERL LC 59000837 ISSN 0018-7208 S/STAT c FREQ b S/T p
Human factors. v. 1- Sept. 1958- -- Santa Monica, Calif.
Part B: Serials Standing Order Receipt Procedures
(hardcopy)
m (mono series)
Recunit: S_ [Serial + location code]
Recunit: N_ [Mono Series + location code]
Recunit: C_ [Continuation + location code]
volume indicator and number (and/or) date,
author:title (if volume has a distinct title)
@initials
Alderman (paperbound): Bindery shelf
RareBooks: RareBooks periodical bins
Dept libraries (hardbound and paper): Marking truckPart C: Processing Mono Series Receipts
Searching, Creating Order Records, Cataloging DLC
Copy
NOTES: zoo [date/recd] [*init/so]
NOTES: recd [date] [*init/so]
(2I if multi-volume title)
(1Lor 2L if processing as DLC)
LTUL DONE AJC1844
NOTIS CATALOGING
UL-AJC1844 FMT B RT a BL m DT08/15/91 R/DT11/08/93 STAT cc E/L 7
DCF a D/S S SRC d PLACE enk LANG eng MOD T/AUD REPRO
D/CODE s DT/1 DT/2 CONT b ILLUS a GOVT BIOG
FEST 0 CONF 0 FICT 0 INDX 0 ME/B 1
040: : a VA@ c VA@
049: : a VA@@
090/1: : a HB1 b .D57 no.
100:10: a a
245:10: a t
260:0 : a London : b Centre for Economic Policy Research, c
[19::]
300/1: : a p. : b ill. ; c 21 cm.
490/1:1 : a Discussion paper / Centre for Economic Policy
Research, x 0265-8003 ; v no.
500/1: : a " "
504/2: : a Includes bibliographical references (p. ).
590/3: : a Keywords:
710/1:20: a Centre for Economic Policy Research (Great Britain)
830/1: 0: a Discussion paper (Centre for Economic Policy
Research (Great Britain)) ; v no.
LTUL DONE AKV7399
NOTIS COPY HOLDINGS
UL BOOK
Grossman, Gene M.
Pollution and growth : what do we know? -- London : Centre for
Economic Policy Research, <1993>
(Discussion paper / Centre for Economic Policy Research, 0265-
8003 ; no. 848.)
STATUS a DT 11/05/93 AD none
NOTES a recd 11/4/93 *cas/so
001 1I CN a ald b HB;1;.D57;no.848 d 11/05/93
NOTES
ITEM RECORDS 1
002 0A CN d 11/10/93
NOTES
LTUL DONE AKV7399
NOTIS CATALOGING
UL-AKV7399 FMT B RT a BL m DT11/05/93 R/DT11/05/93 STAT cc E/L 7
DCF a D/S D SRC d PLACE enk LANG eng MOD T/AUD REPRO
D/CODE s DT/1 1993 DT/2 CONT b ILLUS a GOVT BIOG
FEST 0 CONF 0 FICT 0 INDX 0 ME/B 1
040: : a VA@ c VA@
049: : a VA@@
090/1: : a HB1 b .D57 no.848
100:10: a Grossman, Gene M.
245:10: a Pollution and growth : b what do we know?
260:0 : a London : b Centre for Economic Policy Research, c
[1993]
300/1: : a 30 p. : b ill. ; c 21 cm.
490/1:1 : a Discussion paper / Centre for Economic Policy
Research, x 0265-8003 ; v no. 848.
500/1: : a "October 1993."
504/2: : a Includes bibliographical references (p. 29-30).
590/3: : a Keywords: Pollution, growth.
710/1:20: a Centre for Economic Policy Research (Great Britain)
830/1: 0: a Discussion paper (Centre for Economic Policy
Research (Great Britain)) ; v no. 848.
fax: 434.982.4579