• the publisher increasing the serial price 30% or more and the bibliographer deciding to cancel based on the price increase
• a cancellation project initiated by the bibliographer; or,
• vendor notification of cancellation

Serials Unit

Serials Unit staff member notifies the vendor or publisher of the cancellation and determines the effective date of the cancellation in consultation with the vendor or publisher, based on the timing of the cancellation of the request in respect to our subscription period. One time serials order cancellations are handled by the Serials Unit as well.

Prepare a cancellation letter to be e-mailed or faxed to the vendor or publisher. It should contain the full title, account number, title number if available, and the phrase "please cancel at the end of our current subscription for {vol/yr}." Include a copy of the invoice, or invoice number if sending e-mail, if it's in hand.

As soon as the cancellation is confirmed with the vendor, add an internal note in both the order and checkin records, indicating DESELECTED/CANCELLED at the end of our current subscription for vol./yr., bibliographer's initials, your initials and the date.

Change the status to Z, and Acq type to L. Remove priority numbers from DISCIPLINES in the special notes fields in the order record. Add today's date to cdate in the order record to reflect the cancellation date. Add an internal note: ACCTS: Remove k from Receiving field after credit is received, today's date, and initials. Print worksheet and send to CDD (Francoise) for notification.

Fill out a serial change memo form, print the worksheet and copy the vendor letter.

Update the checkin record as necessary,including changing the sercode field to L, adding an internal note indicating DESELECTED/CANCELLED AFTER [vol, year} PER [bibliographer initials, vendor name], your initials, and date.

For the checkin card, delete all boxes after the last expected. Add a note in the last "Expected" issue of the checkin record, indicating "NOTIFY SERIALS SUPERVISOR WHEN RECEIVED". Add a blank box to the end of the card indicating DESELECTED/CANCELLED AFTER [vol, year} PER [bibliographer initials, vendor name], your initials, and date.

If all issues have been received and the pieces are received bound, collapse the boxes and update the LIB HAS field to reflect all holdings. If received bound and not all issues have been received, add a note to last expected box to NOTIFY SERIALS SUPERVISOR WHEN RECEIVED. If received unbound, add a note to the last expected box to NOTIFY SERIALS SUPERVISOR WHEN RECEIVED. If the title is a CD-ROM on the network (location c and checkin notes reflect notify Systems when ready to be picked up), notify Systems that the title is cancelled and request that the disc(s) be returned to Serials. Note on the change memo that the disc(s) were returned by Systems. Serials staff forwards a copy of the worksheet to Bindery Prep and changes note in checkin record to notify supervisor when bound. Count cancellation for statistics. File change memo form in Serials cancellation files.

Bindery Preparation Unit, Preservation Department

Once all issues have been received, and Serials has sent notification, pull and bind issues. Once bound, send worksheet to Serials supervisor. Serials staff will delete the checkin card, update the LIB HAS field, change the sercode to L, delete BIND INFO from checkin record.

5/17/99, revised 8/17/99, revised 4/25/08

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