CLAIMING OF CONTINUATIONS

 

This procedure outlines how to claim missing issues of continuations orders.

When a missing issue is noticed during the Check-in process

As a general rule, single missing issues can be claimed using this procedure, but more widespread problems such as missing an entire year of issues should be reported to the Vendor Liason for further investigation.

• For EBSCO orders:

• Visit the Support & Training section of the EBSCOnet website for the most up to date instructions on claiming missing issues.

• If the appropriate issue cannot be selected from the list on EBSCOnet, report the problem to the Vendor Liason.

• Some titles that come as part of a Membership need to be claimed under the Membership order on EBSCOnet. In these cases, place the claim on the Membership order and include a note about the specific title in the “Comments to Publisher” field.

• To record the claim:

• Go to the Serials History section for the title in Serials Check-in.
• Find the missing issue under the Problems tab.
• Highlight the appropriate issue and click the Generate Claim button. This will move the issue from the Problems tab to the Claims tab.
• Return to the main Serials Check-in screen and click on the Note button to bring up the pop-up note for this title.
• Add a note about the claimed issue. Use the format “Claimed v.4, no. 6 www 5-6-11” followed by the intials of the person who placed the claim.

• For orders from other vendors, report the missing issue to the Vendor Liason.

Using the Problems List to find issues in need of claiming

The following describes how to use the Voyager Acquisitions  module to facilitate the discovery, claiming, and management of continuations materials that have not arrived when expected using the problems list.
Generate problem list

• Open Acquisitions module.
• Select Order Maintenance>Problems.
• Select Marked Issues tab.
• Click in the field below Search by.  Click on the drop-down menu and select Mark Reason.
• Click in the field below Search for.  Click on the drop-down menu and select System Claim.  Click OK.
• Click in the field below Operator.  Click on the drop-down menu and select AND.
• Click in field below Mark Reason.  Click on the drop-down menu and select Location.
• Click in the field below System Claim.  Choose the location you want to search from the drop-down menu.  Click OK.
• Click Find.
• You will receive a list of the first 75 items on the problem list.  To view the next 75 items, click Next. 
• To generate a problem list for additional locations, perform a new search and limit by another location.

Move items from problem list to claims list
Click on Vendor Name to sort by vendor.

• For EBSCO, IEEE, or any other vendor titles that can be claimed via e-mail or the Web:
• Highlight titles by vendor.
• Click on Print.
• Click on Generate Claim.
• In Claim Type field, select no copies received.
• Uncheck Postal Mail.
• Click OK.
• Repeat process until claims are generated for all vendor titles.
• For other vendor titles for which a claim letter must be sent:
• Highlight titles by vendor.
• Click on Generate Claim.
• In Claim Type field, select no copies received.
• Click OK.
• Repeat process until claims are generated for all vendor titles.
• Claims letters will be generated the following morning.

• For government documents and gifts:
• Highlight titles.
• Click on Unmark, which will remove these titles from the problem list.

Claim issues on printed problem list

• Check the periodical shelves to make sure the issue is really missing.
• If the issue is found, check it in through serials check-in.
• If the issue is not found, claim as follows:
• For EBSCO titles, claim via EBSCONET; make note of claim in pop-up note in serials check-in.
• If an e-mail address is found on the printed claim letter, claim via e-mail instead of mailing the letter; make note of claim in pop-up note in serials check-in
• For all other vendor titles, claim by mailing or faxing claim letter; make note of claim in pop-up note in serials check-in.

• Do not claim government documents and gifts.  If they were not previously removed from the problem list and were sent to the claims list, remove them from the claims list as follows:
• Select Order Maintenance>Claims.
• Click on Claimed Issues tab.
• Click in the field below Search by.  Click on the drop-down menu and select Vendor Name, Vendor Code (e.g., GPO, TXDEP, GIFT), or Bibliographic Info to find these titles.  Enter the appropriate search term(s) in the field below Search for.  Note that not all gifts have a vendor code of GIFT.  You may need to mark which ones are gifts on the printed problem list and search for them by title on the claims list.
• Click Find.
• A list of issues that have been moved from the problem list will appear.
• Highlight all titles on list by holding down the Ctrlkey and clicking on each title.
• Click Cancel Claim.
• Click Yes.
• Uncheck Printer.
• Click OK.
• Repeat process until all government documents and gifts have been removed from the claims list.

Repeat claiming process as necessary

• If missing issue reappears on problem list, claim a second time if a sufficient amount of time has lapsed (30 days for domestic publishers and 60-90 days for international publishers). 
• For the third claim, notify the Vendor Liaison, who will contact the publisher.  Make a brief note in the pop-up stating that you have referred the claim to the Vendor Liaison. 
• If the issue is no longer available, remove it from the check-in component, make a non-public note on the holdings record, and remove it from the claims list.

Check in claimed issue when it arrives

• Check in claimed issue through serials check-in.  This will remove it from the problems list and/or the claims list. 
• If issue is received as the result of a first or second claim, remove claim note in pop-up note.
• If issue is received as the result of a third claim, notify Vendor Liaison via e-mail.
• If claimed issue is part of a volume awaiting binding, place in Periodicals Library Specialist's (binding) mailbox with a note rather than sending it with the regular issues.

 

 

05/06/2011
 

For questions about the content of this page, please contact Sarah Haight Sanabria shaight@mail.smu.edu

Last updated 05/24/2011