Workflow: Rush and Notify

Owned by Heather Baker
Last updated: Nov 21, 2022
3 min read

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Materials designated as RUSH are given priority over all other work, and should pass quickly through the various stages of the process. Historically, we have striven for a two day turn-around time between initiation of the request and availability to the user at the circulation point.  This is not always possible, especially given inevitable delays due to delivery schedules. On the other hand, quicker turnaround time is often achieved. Remember that this is one of the most direct contacts between Collections Services and users, and do your best to expedite processing.

In response to a user request, "Notify" items are now handled like RUSH. These items are identified by the Notify flag and/or by holds in Aleph. They have been requested by users who did not specify that they wanted RUSH processing.


I. Origin of Rush requests  


Rush requests usually come from: 


    1. Circulation Points (fax or email)
          *Patrons may initiate these requests via the online catalog. Circulation points relay these requests to Receipts Management via fax or email. (If the patron requests an in-process item but does not specify rush processing, Receipts management is not notified, and the item is processed as part of the normal workflow, with the patron receiving an email when it is ready to pick up)
    2. Emails/calls from subject librarians
    3. AskTech
    4. Items ordered Rush. 
         *The rush status is recorded in notes in the order record and RUSH flags are filled out on receipt.


II. Filling out the RUSH  flag


 Though information about RUSH status may be found in the Aleph record, each RUSH item should always be accompanied by a flag, to make its status visible. 


The essential parts of the flag are the initials of the staff person initiating the rush process, the date, name and contact information of the user making the request and brief item ID (in case the flag gets separated from the book before delivery). If the contact information is in the hold information, there is no need to repeat it on the flag. There are two rare cases that can be checked:


     1. If the book is to go to Commercial Bindery before circulation (usually the requestor wants it ASAP, and binding is done later).  On the old flag, this is the bound/unbound choice, but now unbound is the default.
      2. If the book is to circulate on a brief record, without a call number (this is done when we don't have the language expertise to complete the RUSH cataloging).  On the old flag, this is the cataloged/uncataloged choice, but now cataloged is the default. 


III.  Copy cataloging or referral to CatS


Rush requests may originate in Order Management, Receipts Management, or Gifts. Regardless of the point of origin, the person handling the request is responsible for searching OCLC, downloading copy to Aleph, creating an item record, and barcoding. If adequate copy is available, copy cataloging is completed and the book is delivered to Shelf Preparation. If not, the book goes on the CatS Rush truck. If there is no OCLC record, and there is no need for an order record (e.g. received currently series, PL480s), an Aleph record in not required prior to original cataloging.

IV.  Rush circulated uncataloged.

If cataloging cannot be completed on a Rush item, it can be circulated uncataloged. This is most often done because of lack of language expertise. In the item record, make a circulation note.  "Rush item circulated uncataloged. When returned, send to the Team Lead, Monographic Original Cataloging, for cataloging." As noted above, the situation should be noted on the Rush flag. As noted below, the item should be delivered to the desk of the Team Lead, Shelf Preparation, rather than to the Rush truck.

IV.  Final processing of RUSH

When RUSH items are cataloged, whether by copy catalogers or in CatS, they should be delivered immediately to Shelf Processing's RUSH truck.  (Exception: Rush materials to be circulated uncataloged should be put on  the desk of the Team Lead, Shelf Preparation). When final processing is done, the next step is Shipping and Receiving. To speed delivery, it may be helpful to know that there are two pick-up times in Shipping and Receiving, 10:00 and 2:00.