Serials title change processing is begun by the Serials Unit, continued by the Cataloging Department, and then completed by the Bindery Preparation Unit, Preservations Department. Title change processing usually initiates due to notification from the vendor or publisher, or through review of serials materials as they are received.

Serials Unit

Serials Unit staff fill out a change memo form, including the attachment of vendor information. Change memo will be for the old title with information on the new title being placed in the title change section of the form. For the new title, download a record from OCLC or create a brief bib. record if none available on OCLC.

For the new title, attach a checkin record and boxes, using checkin template to the bib. record. Add a note: T/C from {old title, bib. record number}. Put as first note in the checkin record: "After checkin, give to supervisor." If no issues have been received yet for the new title, place note in first box of checkin card indicating NEW TITLE : GIVE TO SERIALS SUPERVISOR WHEN RECEIVED.

Once received, the Serials supervisor places a note in the first checkin box: "Sent to Cat., date, initials." Checkin boxes for future issues are given the note NEW TITLE ; GIVE TO SERIALS SUPERVISOR WHEN RECEIVED. The following changes will then be made to the checkin record:

• Put a general note in the checkin record: "place on new title shelf after checkin."
• LIB HAS: "On order/In process"; Call number: "[not yet cataloged]".
• Copy the location codes from the old title's records: bib and order locations should be the four letter final location code, not the single letter building code.

In the checkin record for the previous title, insert a blank box at the end of the checkin card and clear the remaining boxes. In the blank box, add a note: T/C to {new title, bib. record number}, date, initials; abbreviate title if necessary. Transfer any checkin notes to the new title. Transfer the order record to the new title. Add a note in the order record: "transferred from {old title's bib. record no.}.

Print the worksheet and send to Bindery Prep. Add a note in the last checkin box of the old title: "notify serials when bound." Serials staff will update the records, collapse boxes, etc. as needed. If the last issue for the old title has not been received, add note to last expected issue indicating GIVE TO SERIALS SUPERVISOR WHEN RECEIVED, date, initials. Serials Supervisor will then proceed as normal in notifying Bindery Prep.

Send the change form and worksheet for the new title, along with the first issue received of the new title to Cataloging. Subsequent issues received prior to cataloging go to the new title shelf.

Cataloging Department

Serials cataloger closes dates on old title record and catalogs new title. Once cataloged, the change form and issue is returned to new title/back from Cataloging shelf in Serials.

Serials Unit

Once received from Cataloging, Serials remove the pre-cataloging notes from the checkin record. Make a title label for the reading room, and send all issues received along with the label in a campus envelope to the Stacks Maintenance Unit in the appropriate library. Process issues for Latest in Reference if appropriate.

Bindery Preparation Unit, Preservation Department

Receive worksheets from Serials for both titles; review BIND INFO from old title record and add to new title checkin record. Pull the issues for the old title and bind. Return the worksheets to the Serials supervisor.

Rev. 4/23/08

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