Monographic Sets & Series Receipt

Owned by Sara Biondi
Last updated: Feb 13, 2024 by Bethany Blankemeyer
3 min read

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: 2/13/2024

Date of next review: //

New sets and series standing orders

  • All new standing orders need to be approved by Head, CSD and Head, ERSA
  • 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.
  • If new order, monographic series titles are "class sep" by default

Opening and sorting serials/periodicals mail

  1. Smith Warehouse Shipping & Receiving staff will put serial mail in the Box Opening area of Smith.
    1. Packages will often contain a mixture of serials and monographic sets and series. Sets and series volumes and invoices are passed off to Antha Marshall.
  2. 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 languages
    2. Sara Biondi processes for receipt and payment all Korean and Japanese languages
    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.

Arriving sets and series volumes in Aleph

  1. Arrive material on the order record for the standing order
    1. Locate the correct title in Aleph by searching by order number or title 
    2. Locate the correct, open order record
    3. Click on Arrival in the navigation tree and click Add to arrive the title
    4. When arriving, note the volume & analyzed title of the item in the note field
  2. For monographic series/sets "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
      1. Item Process Status should be AR
      2. Barcode Item, unless going to LSC
    4. Copy-catalog or send for original cataloging as regular monograph
      1. Record should include 490/830 with series title & volume number when present
    5. Location according to Default Locations document
      1. EXCEPTION: If a currently received 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.
    6. Do not update the holdings record on the series bib
    7. Stamp item
    8. Add any necessary flags
  3. For 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.
    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
      1. Change volume number in the item record
      2. Item Process Status should be AR
      3. Barcode item, unless going to LSC
    5. 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).
    6. Stamp item
    7. Add any necessary flags
    8. Place the item on the Added Volumes shelf in Original Cataloging. (Row 1, near Western Language Receipts)
  4. For added volumes to monographic set:
    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
      1. Change volume number in the item record
      2. Item Process Status should be AR
      3. Barcode item, unless going to LSC
    3. 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).
    4. Stamp item
    5. Add any necessary flags
    6. Place the item on the Added Volumes shelf in Original Cataloging. (Row 1, near Western Language Receipts)

Notes about invoicing

  • Coordinate with Serials Management Team colleagues if the invoice also contains serials/periodical line items
  • Note volume and analyzed title in invoice note field