Slips are sorted into 4 different categories:

1) Ready to input
2) Series search needed
3) 0% discount
4) Other searching needed.

Sorter must also watch for "suspicious" looking items which may need to be processed in a different manner ("Special Handling"), such as serials.

1) The ready to input pile is the largest. It contains all the items that are clean and ready to be OCLC Transferred or Keyed into INNOPAC.

2) The next pile, Series Searches, is probably the second most straightforward pile.

Look for:

Multiple Series
Abbreviations or initialisms in series
Published by a University or other Corporate body & series somewhat generic

Other things may be found in the Series field on the Slip that may require "Other Searching" or "Special Handling". Those will be discussed later in this document.

3) YBP slips with 0% discount: Search on B & T Link to see if the item is in stock for 13% discount. If B & T has the item in stock, firm order the item using vendor=bat; fund=xxxxf (firm order); print a PO; staple the slip to an 8 1/2 x 11 " piece of paper and place in the pile of orders to be filed. If B & T does not have any copies in stock, place the slip in the "Ready to input" pile. Don't bother to search for cheap things (under $30.00). Don't bother with L & H slips unless they are very expensive.

4) The last pile is "Other Searching" needed. Items which go into this pile include:

Rev. ed., 2nd ed. (etc.)
Reprint
NYTBR
Previously published ....
Translation of..... (Although if the original title is not given, do not send for searching)
Published by National Academy Press, Brookings Institution, Smithsonian, or World Bank
Exhibition Catalogs

PLEASE NOTE on Yankee slips "First Published in UK by ..."--no need to send for searching. We are profiled in our approval plans to receive these from Yankee. There should be no problem with duplication. The INNOPAC duplicate check should find any duplicates that may arise. HOWEVER, if the item was published in the UK under a different title, Do a quick INNOPAC search under the UK title.

While sorting, highlight for ease in inputting:

NON-RET (or NON-RETURNABLE)
includes CD-ROM
NYTBR
edition statement
Reprint notation
Translation of ... notation

Check if the fund chosen by the selector is the same as printed by YPB on the slip. If different, cross off the printed fund and write in the newly selected fund. These will be filed in the green box after ordering for profile revisions. (No other slips will be filed after ordering.) Look also for any notes from the Bibliographers which may require additional handling or searching.

If a call number is given by the CDD searchers, a QUICK search in Scotty should be done to confirm complete call number and whether the item should be considered an added edition, volume, copy, etc. and to determine how we treat the title here at UCR (Serial, Set, Set with Anals).

The "Special Handling" Slips are the most complicated group. These are sometimes "special" only because "something" seemed odd about them. Many of these are obvious, but some will become clear only after working with them awhile.

The most common of these are Serials, Added Volumes, and U.C. Press items.

U.C. Press publications are the easiest. First check INNOPAC to be sure they have not already been received. If they were received, mark them "HAVE" and send them back to CDD. If they are not in INNOPAC, set the slip on the Bib Searchers "hold" shelf. If these have not been received by UC Press after 6 months, they will be ordered on the slip.

We can get National Academy Press books free online. Make sure that the requestor wants a printed copy, rather than the free electronic one before ordering. They usually don't.

Exhibition catalogue Slips - Put on hold shelf unless over six months since slip was sent. Hold Brookings. We have a blanket. Hold Smithsonian and World Bank unless the slips have been here over six months. Some come through Gov't. Pubs.

For Serials, Look For:

Series ; Vol. ___, no. ___
Title and Series are the same (These could also be "Added Vols.")
Annual
Series vol. # is a year
"Cumulative Index"
Also published as Journal...., vol.___, no.___
Title includes volume numbering or a year (span of years) (These could also belong in the "Added Vol." group)
Jossey-Bass "New Directions in ...." are generally serials
Yearbook

These should be searched to determine if they are treated as a Serial, Monograph, Set, or Set with Anals.

If it is determined that they are serials, write down as much information as you have (Call number, INNOPAC number, etc.). Write "SERIAL" on the slip (or "SERIAL/ANAL"). Add a NOTE in the order record: SERIAL and an Identity: v.__ (or SERIAL/ANAL; call #). If your initial search indicated the particular volume has already been received, mark as have and either send to CDD or put in the pile to have the series removed from our Approval Profile.

If the item is a monograph (single volume with a series), complete the necessary searching applicable to the item, initial and date it then put it in the "Ready to Input" pile.

If the item is a Set or Set with Anals, find out if we have any other volumes of the set (Added Volume). Be sure to include the call number on the Slip. If we do not own all the published volumes in the set determine if we must order the missing vols. Check INNOPAC to see if other vols in the set are already in the system. If we're lacking any other volumes in the set, order lacking volumes if under $50.00 per volume or $100 for all missing volumes. If the cost is more, get the subject specialist's approval before ordering. If we have a bibliographic record for the set in Scotty, DO NOT CREATE A NEW BIBLIOGRAPHIC RECORD. The new Order record should be attached to the existing Bib record (update the existing record if necessary). If you have two slips for the same set, input a separate order record for each, make sure the individual ISBNs are added to the bib record, and add an ISBN Pick field to each order record containing the specific ISBN being ordered on each order record. In the vendor note say "Vol. _ ONLY" and include an identity field with "v._". The POs will be electronically transmitted to YBP with the ISBN Pick field transmitting in place of the ISBN from the bib record.

Be sure to count all the slips under "Forms Sort".

For any that you searched, also count in your searching statistics as Forms (or serials if applicable). Form sort is not counted in your searching statistics, it is used as a work flow tool.

Rev. 7/05

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