PERIODICALS CHECK-IN

 

Session Preferences | Search | Check-In of Paper Issues | Check-In of Microforms

Problem Resolution | Check-In Notes | Supplements and Indexes | Delayed Titles

 

 

This documentation is intended for students and staff who will be checking in periodicals through the Acquisitions module. 

 

Session Preferences
Set session preference according to Acquisition Sessions Preferences document.
 
Search

• Click on the yellow Serials Check-In icon.
• Search by Check-In Title or by ISSN.
• Click Check-In to display the record.
• To start a new search, click Start Over.
• If the search does not display any records, give title to supervisor.
• When multiple titles are displayed:
  • Close Check-In Note, if present.
• Look for the record with the correct periodical information listed under the call number column.

Check-In of Paper Issues
Always look first at Check-In Notes for special instructions. See Check-In Notes section.

• Verify that the Title (not the component name) appears on your piece.
• The physical issue in hand should correspond to the numbering information that is in the Expected Issue field.
• The expected issue will be highlighted in the Issue(s) In Hand field.
• Click Quick Check-In, when there is a match. When there is not a match, see Problem Resolution section.
• After issue(s) has been received, place appropriate received stamp on front or back cover. DO NOT place stamp over important text or pictures.
  • For Fondren and Science: Use the appropriate date stamp. In pencil, place a right angle ( |_ ) around the first letter of the first word that the journal is shelved as. Place a security strip in the issue.
  • For Fort Burgwin, CMIT, ISEM and Hamon: Use the appropriate date stamp. In pencil, place a right angle ( |_ ) around the first letter of the first word that the journal is shelved as.
  • For DeGolyer: DO NOT APPLY ANY LABELS. In pencil, place a right angle ( |_ ) around the first letter of the first word that the journal is shelved as.
• After issue(s) has been processed.
• For CMIT, DeGolyer, Hamon, and ISEM: Place in designated mailbox.
• For Fondren and Science: Place in mail buckets for delivery.
• For Fort Burgwin: Place on designated bookshelf or mailbox.

Check-In of Microforms
Microforms include: Microfilm and Microfiche.

• Search by Check-In Title.
• Select Add Issue or select Change Issue.

Add issue(s) as appropriate, or change issue(s) as appropriate.

• After additions have been made, click Add Issue. Or, after changes have been made, click OK button.
• Click Quick Check-In.
• Click History. Highlight piece(s) just received. Click Display In OPAC button.
• Close Check-In Note.
• Click Holdings. This displays Link to Holdings window.
• Click MARC. The Holdings Record for the title will display.
• Record the most current piece on the Holdings Record in the last 866 field.
• Save Holdings Record after updating.
• Close Holdings Record. Go back to Acquisitions module.
• Close Link to Holdings window. Go back to Serials Check-In.
• Place appropriate received stamp on piece. Place security strip on piece.

 
Problem Resolution
Determine duplication of physical issue(s) in hand
When physical issue in hand is not in the Issue(s) In Hand field and instead is showing in History, then it is a duplicate.
·        Check EBSCO titles on EBSCO's Missing Copy Bank (MCB) list.
For titles that appear on the MCB list, place on shelf marked 'EBSCO MCB Titles'. Send these duplicates to EBSCO MCB.
For titles that do not appear on the list, place a note on the issue indicating it is a duplicate and place in Periodicals Binding Workroom mailbox.

• When issue is not an EBSCO title, copy mailing labels and notify Library Liaison.

Physical Issue in hand is not the next "expected issue."

• Select appropriate issue from the Issue(s) In Hand field by highlighting it.
• Check in issue.

Missed Issues
Claim any issues that are not checked in by the time the next “expected issue” arrives.

• Check periodical current shelves for missing issue.
• When missing issue is on the shelf, check in the issue.
• When missing issue is NOT on the shelf, claim the issue. See Claiming of Continuations document.

Check-In Notes
Check for instructional notes that indicate editing the pattern in the Check-In Note.
Note: The Check-In Note will always display on the screen unless you close it
To edit the pattern as instructed:
·        Select the appropriate issue to be changed from Issue(s) In Hand field.
·        Click Change Issue. Edit issue as instructed.
·        Click OK button. Check in issue.

"Bind [x] volumes (years, months, or issues)"

• Receive the first issue of the new volume (month, year).
• Click History.
• Highlight all previous issues to be bound per binding note.
• Click Display In OPAC button to change bound issues to 'No'.
• Close Check-In Note.
• Click Holdings button.
• Click MARC button. The Holdings Record for the title will display.
• Move bound issues by editing the Holdings Record in the last 866 field.
• Save Holdings Record after updating.
• Close Holdings Record. Go back to Acquisitions.
• Close Link To Holdings window. Go back to Serials Check-In.
• Place binding information on Bindery Alert flag.
• For Science, use fluorescent pink binding flag.
• For all other libraries, use gold binding flag.

• Include ‘Bind With Index’ or ‘Bind With Supplements’ note when indicated in the Check-In Note.

• Place Fondren and Science binding flags in Periodicals Binding Workroom mailbox.
• Place Hamon binding flags in the Hamon mailbox in an envelope addressed to the Circulation Supervisor.
• Insert all other binding flags in the journal.

"Latest [x] years (months) retained"

• Check in issue in hand.
• Display most current issue only.
• Click History. Highlight previous issue.
• Click Display In OPAC button to change previous issue to 'No'.
• Fill out orange Superseded Issues flag with appropriate information as needed (when first issue of new year is received, etc.).
• Retention rule: “Latest 1 year retained” means keep at least one complete year. For example, when 2011 issue arrives, send discard flag for 2009 issues.
• For Fondren and Science: Send Superseded Issues flags with processed periodicals (paperclip the stack and place on top of mail bucket).
• For Hamon: Send Superseded Issues flags to Hamon Circulation Supervisor along with binding flags.
• For other libraries: Place Superseded Issues flag in periodical issue.

"Recent issues retained until microform arrives"

• After microform is checked in, place orange Superseded Issues flag in piece. Indicate print issue(s)/volume(s) to be discarded.
• Close microform record.
• Open record for paper issues.
• Change paper issues that are being discarded to ‘no’ on ‘Display in OPAC’ in History.

 
Supplements and Indexes
See Check-in of Material Received as Continuations documentation.

• Place library-received stamp on all supplements and indexes EXCEPT for DeGolyer titles.
• Place supplements together with the appropriate journal.
• Write note "Includes Supplement" on the label for the regular issue of the journal.
• Write note “Supplement to” along with Journal name and issue on the supplement issue.  
• Insert yellow Index flag in all indexes.
• For Fondren and Science libraries: Place indexes in Periodicals Binding Workroom mailbox.
• For Hamon:  Send Indexes to Hamon Circulation Supervisor along with binding flags.

Delayed Titles
See Delayed Periodicals Issues documentation.

 

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

Last updated 05/24/2011