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Scope: Receipt of monographic series and sets materials arriving on standing order to ERSA.

Contact: Bethany Blankemeyer 

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed: 10/19/2023

Date of next review: 10/19/2024

New Orders for Monographic Sets & Series

ERSA handles order creation in Aleph for all monographic sets and series standing orders (and subscriptions.) Non-Roman language Monograph Acquisitions staff will aid ERSA in placing orders when language expertise is necessary for communication with vendor.

Receiving Monographic Sets & Series Titles on Standing Order

  1. Sort serials and periodicals that may have come in a mixed shipment, direct to correct staff. Correct staff depends on language of the monograph. As of most recent review, the staff breakdown for monographic series & sets is as follows:
    1. Antha Marshall processes receipt and payment for all Roman language
    2. Sara Biondi processes for receipt and payment all Korean and Japanese language
    3. Monograph Acquisitions staff responsible for other non-Roman language materials provide language expertise to confirm that the invoice accurately reflects the items received then route materials and invoices to Antha Marshall for receipt and payment processing.
  2. Arrive material on the PO for the standing order (only arrive material on an open order). The open order for that title may be a different PO from what appears on the invoice. If so, write the correct PO on the invoice.
    1. When arriving, note the volume & analyzed title of the item in the note field
  3. Pay invoice (coordinate with ERSA colleagues if the invoice contains serials/periodical items).
    1. Uncheck "Check Subs. Date Overlap" and note volume #/analyzed title in invoice note field
  4. Determine what the book in hand is: monographic series/set class sep, monographic set within monographic series, monographic set class together. Base this determination on precedent if this is an established order. If this is a new order, monographic series titles are class sep by default.
    1. "Class sep" (each title has an individual bib and call number) - most common
      1. Set/Series bib may be SUPPRESSED, holdings may exist but do not get updated. Check for notes in order record and series bib for more information.
      2. Export bib for individual title from OCLC
        1. Note that the record should include a 490 (& 830 when possible) identifying the series title
      3. Add item in Cataloging module
      5. Copy-catalog or send for original cataloging as regular monograph
        1. Record should include 490/830 with series title & volume number when present.
        2. Location according to Default Locations document
          1. EXCEPTION: "If a received currently series is for a branch or for a collection such as Reference, continue to send all volumes to the location that the series was ordered for. However, formerly classed together series ordered for Perkins Stacks will have some volumes go to Lilly or Music, according to the special cases for certain ranges of call numbers in the Aleph Collections Chart." (Source)
      6. (Do not update the holdings record on the series bib)
    2. Added volumes for subsets of historically "class together analyzed" – legacy titles
      1. "Class together analyzed sets" originally arrived (and continue to arrive) as part of a monographic series that was previously classed together. These are the only case in which we continue to class together, in order to keep the set together on the shelf. This practice is only for open sets in series, new sets in series will treated as a normal monographic set.
      2. Series bib may be SUPPRESSED, holdings may exist but do not get updated. Check for notes in order record and series bib for more information.
      3. Find the bib for this particular subset in Aleph.
      4. Duplicate a previous volume, changing volume # to match material in hand, and making sure Item Process Status is set to AR for your duplicated item.
      6. DO NOT add your CID. Use the p field in the already-existing CID to add which volume you are sending for cataloging. (If there is information already in that field, please do not remove it – just add your note afterwards).
      9. Place the item on the Added Volumes shelf in Original Cataloging. (Row 1, near Western Language Receipts)
    3. Monographic set added volumes
      1. Class together monographic sets are unanalyzed (item is added to an open set, same call number, same bib as previous items). Procedure is the same for sets arriving as part of a monographic series that are established as class sep set titles.
      2. Duplicate a previous volume, changing volume # in the item record, and making sure Item Process Status is set to AR for your duplicated item.
      4. DO NOT add your CID. Use the p field in the already-existing CID to add which volume you are sending for cataloging. (If there is information already in that field, please do not remove it – just add your note afterwards).
      7. Place the item on the Added Volumes shelf in Original Cataloging. (Row 1, near Western Language Receipts)
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