As of September 3, 2003, the Ordering of Reserve Materials procedures have been finalized for FY 2003/2004. The following is a compilation/confirmation of these procedures to put them formally in writing for consistency and clarification.

Authorizations:

Reserve units in Rivera and Sciences are authorized to send order requests for single copies directly to the Bibliographic Searching Unit without prior Bibliographer approval unless the Price is over $100 for Rivera titles. If the item is listed as "Books on Demand" from UMI, because of low quality and high pricing, any Books on Demand item under $100 must be approved by Carol Bryan for Rivera titles. Any Books on Demand item over $100 must be approved by Rhonda Neugebauer (for Rivera titles) or David Rios (for Science titles).

Multiple Copies:

Rivera Reserve Unit is authorized to request multiple copies as follows: If there are more than 50 students enrolled in the class a second copy may be ordered. Professors are generally asked to supply personal copies, if possible, for use by the library when multiple copies are needed. If more than two copies are needed for Rivera Reserve, the request will be sent through for Bibliographer approval. Science Reserve Unit will send first copy requests directly to the Bibliographic Searching Unit and additional copies will be sent through for Bibliographer approval.

If Bibliographer Approval:

If a Bibliographer has given approval for a Reserve Order, the Reserve Unit will forward that approval to the Bibliographic Searching Unit. Order records for Reserve orders will be coded with Bibliographer = "-" (dash) for items processed without bibliographer approval, or with the appropriate bibliographer code if approval was requested and given.

Funding:

Rivera Reserves and Sciences Reserves will each have a fund allocation to manage. Records will be entered with a Selector field: Rivera: Fund=glres, Selector="C. Bryan"; Sciences: Fund=scres, Selector="S. Missaghieh"

Cloth vs. Paper:

Bibliographic Searching Unit will order the Hardcover edition if the price difference between paper and cloth is $30 or less; and order the paperback edition if the price difference is over $30.

Format of Requests:

Reserve order requests from Reserve Units should be sent via e-mail to seeker@ucr.edu. Sandy is the primary person to process Reserve requests, however in her absence, the Reserve requests will still be retrieved and processed. Seeker is a joint e-mail account shared by the entire Bibliographic Searching Unit.

The message should include Author, Title, Imprint, Edition to be ordered, ISBN, Any notes such as "Added Edition", the volume number desired, a call number for added editions, copies, or volumes, etc., the Class/Quarter/Professor Notation (i.e. "Wint'99, SOC 213, Graham"), and any sources searched. If an entry is found for the title needed in a bibliographic database (such as BIP, GOBI, Melvyl, or Scotty), a copy/paste will save time and give the Searching Unit the necessary information to purchase the item needed.

e.g.: 
Scotty + PO#5464572-order was cancelled.
Mel - 0 (not found at all on melvyl); 0 ucr (found in melvyl but not for UCR); or + ucr call # (ucr has the title--call number should appear here or above in the Scotty notation)
BIP: Price (other info only if it differs from what's above.--year, pub., isbn--otherwise, it will be assumed it matches what's above)
BKST: 0

If there are any other notes, include them at the end, leave a few blank lines, then start the next title entry. Please leave enough room between entries in the message for any searching notations by the bibliographic Searching Unit

If any problems arise while ordering, the appropriate Reserve Unit will be notified by e-mail.

It may make it easier to start with the Class/Quarter/Professor Notation and list each title for that class so that information doesn't need to be repeated for each entry. (i.e. The following titles are for Wint'99, SOC 213, Graham:)

Sample E-mail Reserve Request:

Kao, Mayching
Paintings by Yangzhou artists of the Qing dynasty from the Palace Museum
Hong Kong : Chinese Univ. of Hong Kong, Art Gallery, 1984
0317655701


Fall'99, AHS 141, Hsu

Innopac+ND1047.Y35 K8 1984--lost, please order another copy.
Mel + ucr
BIP + $48.50. Coronet bks. Title: ...Palca Museum
Bkst-0

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