When Acquisitions receives books/serials from Latin American Perspective (LAP), these are to be considered RUSH ORDERS since they are newly published titles that easily could arrive on approval. Scotty searches are imperative. Be sure to search the series to see if the title is a serial. If your search indicates the title is a serial, verify whether we have a subscription or if the title is inactive.

If we have a subscription, write the subscription order number on the paperwork. Indicate this volume will (or has) been received on Serial Subscription and return item to CDD.

If the serial title is inactive, verify whether we own the volume in hand and whether the individual volumes are analyzed. If we own the volume, indicate such on paperwork and return to CDD. If we do not already own the volume, add the volume with the record coding indicated below.

Usually there is a price list or "invoice" with the books. In all cases, the estimated price is 1/2 the list price. (The price may be pencilled on the page inside the cover, on the CDD coversheet, or you may need to do a search on GOBI, BookHouse, or BIP to get the list price.)

If the Library has already received the title another way and that copy has been cataloged, call the LAP book a "HAVE" and give it back to CDD. If the title was received recently on approval and has not been cataloged--the approval copy should be found so it can be returned. (When inputting the LAP copy in these cases, overlay the OCLC record over the approval bib record when transferring the order information.)

Monographic Coding:

949     *recs=bo; ins=_____; b3=o; po=n; c1=__; bn=rstk; fd=lataf; c3=8; on=c; ot=v; vd=lap; rd=mm-dd-yy; ep=____;

LOCATION (br=): as indicated
RECEIVING (c4=): as indicated by search
FORM (fm=): l = paperback; b = hardcover

(to overlay the bib in the case where an approval copy will be returned, include "ov=.b________;" after the "b3=o;" command)

Serial Coding:

(new serial-not analytic): Include a Note (‡n): "Review for Serial Cataloging", and an identity (‡i) and vendor note (‡v) listing the volume/issue number received.

949     *recs=bo; ins=_____; b3=o; po=n; c1=__; bn=_____; b2=s; c2=y; c3=8; ot=j; fd=lataf; fm=s; on=c; vd=lap; ep=____; rd=mm-dd-yy;
Note: b2=s doesn't transfer properly from OCLC when Order record also created. Edit record in Scotty to make Bibliographic Format (b2) = s (serial)

(Serial bib record already in Scotty-not analytic): In update mode in Scotty, attach an order record to the existing Bib. Record. Include a Note (tag n): "SERIAL", and an identity (tag i) and vendor note (tag v) listing the volume/issue number received.

Tax=y; CollDev=8; Rec'g=n; Fund=lataf; Form=s; Ord Note=c; Ord Type=j; Vendor=lap; Inputter=__; odate=mm-dd-yy; rdate=mm-dd-yy;

(Serial analytic): OCLC transfer the analytic record into Scotty. If it is a new serial title, include an Int. Note (‡z): "Review for Serial Cataloging", and a Note (‡n): "SERIAL/ANAL". If the serial record is already established, include a Note (‡n): "SERIAL/ANAL; Call Number of the serial".

949     *recs=bo; ins=_____; b3=o; po=n; c1=__; bn=_____; c3=8; fd=lataf; fm=b(or l); on=c; ot=v; vd=lap; ep=____;

Count as "confirming" on statistics sheet.

Write PO# and location on flag in book and send book to cataloging in the regular workflow. If you have an invoice, make sure you have 3 copies (photocopy if necessary). Put the original in the middle and staple. Sign off the invoice: initial and date it.

If there is no invoice, create a boolean review file of all the items in the group, print: Order Record Number, Author, Title, Imprint, Vendor Note, Int. Note, Fund, and Price. Or you can print a worksheet of the record. Sign off the printed list/worksheet: initial and date it, and write "Please make form 5".

Place the invoice or worksheet/list in the Invoice bin in the Accounts unit for payment.

rev. 7/05

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