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**Under Revision**

Interactive Request Guideline for Rush Cataloging of “In-Process” Items

An e-mail account for Central Bibliographic Services (CBS) is set up to handle interactive item requests.  Current e-mail addresses should be provided to CBS by Monographs Unit, Serials Cataloging Unit, Serials Acquisitions Unit, Contributed Cataloging Section (CC), Preservation Department, and all Circulation locations for follow-up activity.  Cooperation is essential from all appropriate library locations in order to provide the best service to the patron.

Check here for a view of the Interactive Request Form.

Central Bibliographic Services Section:

  1. Monitors the interactive request e-mail account and checks for paper requests daily.  Rush requests are sent to CBS via e-mail, fax, hand delivery, phone, and interoffice mail.  In addition, a CBS staffperson goes to Library West daily to pick-up requests. 
  2. Receives and prints a copy of the request form
  3. Searches LUIS to determine the location/status of item
  4. Forwards interactive request or delivers printout of request to appropriate location to follow-up when necessary

ITEM IS A MONOGRAPH CATALOGED BY CBS OR CC

ITEM IS A SERIAL OR A MONOGRAPH CATALOGED BY SERIALS CATALOGING

 

ITEM IS A MONOGRAPH CATALOGED BY CBS OR CC

Procedural examples:

  1. Item in Resource Services Department
  2. Item in Preservation Department
  3. Item in Circulation location
  4. Item has been cancelled (record should be suppressed)
  5. Item has been received but cannot be located anywhere
  6. Item has not been received from the vendor
  7. Multiple requests for the same item
  8. Item is brittle book
  9. Item is in “on order” status
  10. Item is in “pre order” status
  11. Item is not owned by library
  12. Incomplete item information from patron
  1. Item in Resource Services Department
    1. Pull item and insert printout of request – CBS
    2. Delete interactive request from e-mail – CBS
    3. Deliver item to appropriate CBS or CC staff to catalog – CBS

      4. If book needs to be bound according to What to Put on Binding Shelf, insert note in item to notify Circulation to send item to Preservation for binding when returned from patron.
    4. Put item in designated RUSH shelf for daily pick-up – CBS/CC
    5. Process item and transport item to appropriate Circulation location – CBS
    6. Follow Circulation procedure to notify patron that item is available for check-out – Circulation

  2. Item in Preservation Department
    1. Forward interactive request to Preservation and include the message: “Item should be in your location.” – CBS
    2. Delete request from e-mail file – CBS
    3. Print the request form, search for item, insert printout and process – Preservation
    4. Follow Preservation procedure to transport item to appropriate Circulation location – Preservation
    5. Follow Circulation procedure to notify patron that the item is available for check-out – Circulation

  3. Item in Circulation location
    1. Forward interactive request to appropriate Circulation location – CBS
    2. Include appropriate message(s) in the forwarded request to indicate the status of the item – CBS
      1. Item is on its way to your location.
      2. Item should already be in your location.
      3. Item is already charged out.
      4. Item is put on hold.
      5. Other appropriate message to relay the status of the item
    3. Delete request from e-mail file – CBS
    4. Follow Circulation procedure to notify patron regarding status of the item – Circulation

  4. Item has been cancelled (record should be suppressed)

    1. By selector for some reason
      1. Send the following message to the patron with a copy to Monographs – CBS
        “The item you requested is not available.  Consult Reference staff for possible alternatives.”
      2. Delete request from e-mail file – CBS
      3. Suppress the bibliographic record, if only one copy.  If multiple copies, change the class code from 0A to 0Z for that particular copy – Monographs
      4. Consult with Collection Manager if item should be ordered – Monographs

    2. Due to publishing problem (never published)
      1. Send the following message to the patron with a copy to Monographs – CBS “The item you requested is not available.  Consult Reference staff for possible alternatives.”
      2. Delete request from e-mail file – CBS
      3. Suppress the bibliographic record, if only one copy.  If multiple copies, change class code from 0A to 0Z for that particular copy – Monographs

    3. Item is out of print
      1. Send the following message to the patron with a copy to Monographs – CBS “The item you requested is out of print.  Consult Reference staff for possible alternatives.”
      2. Delete request from e-mail file – CBS
      3. Suppress the bibliographic record, if only one copy.  If multiple copies, change class code from 0A to 0Z for that particular copy – Monographs
      4. Consult with Collection Manager if item should be ordered – Monographs

  5. Item has been received but cannot be located anywhere
    1. On copy note field input the user message “um: Item is missing” – CBS
    2. Send the following message to the patron with a copy to Monographs – CBS
      “The item you requested cannot be supplied at this time.  Consult Reference staff for possible alternatives.”
    3. Delete request from e-mail file – CBS
    4. Consult Collection Manager for replacement order – Monographs
    5. Delete “um” message when appropriate – Monographs

  6. Item has not been received from vendor
    1. Put printout of request in holding basket – CBS
    2. Input in copy note field “Check in CBS holding basket for patron request” – CBS
    3. Send the following message to patron with copy to appropriate Circulation location – CBS
      “The item you requested has not arrived yet.  It may take 2-3 weeks or longer to have the item available for use.  You will be notified by the appropriate Circulation location when the item is available for your use.  Consult Reference staff for possible alternatives.”
    4. Delete interactive request from e-mail file – CBS
    5. When item arrives, delete note in the copy note field, retrieve printout and insert in item – CBS
    6. Deliver item to appropriate CBS or CC staff to catalog – CBS
      If book needs to be bound according to What to Put on Binding Shelf, insert note in item to notify Circulation to send item to Preservation for binding when returned from patron.
    7. Put item in designated RUSH shelf for daily pick-up – CBS/CC
    8. Process item and transport item to appropriate Circulation location – CBS
    9. Follow Circulation procedure to notify patron that the item is available for check-out – Circulation

  7. Multiple requests for the same item
    1. Send the following message to the second patron with copy to appropriate Circulation location and Monographs – CBS
      “There will be a delay in getting this material because there is a list of person(s) waiting for this item.  Your name will be added to the list.  Each person, in turn, will be allowed a three week check-out period.  You will be notified when it is available for your use.  If urgently needed, consult Reference staff for possible alternatives.”
    2. Delete request from e-mail file – CBS
    3. Add the patron’s name to the recall list – Circulation
    4. Consult with Collection Manager if additional copies should be ordered – Monographs

  8. Item is brittle book
    1. Forward interactive request to Preservation including a note that the item requested is a brittle book.  Also send a copy of the request to the appropriate Circulation location – CBS
    2. Delete request from e-mail file – CBS
    3. Follow check-out procedure for brittle book to notify patron – Preservation

  9. Item is in “on order” status
    1. Send the following message to the patron with a copy to Monographs – CBS
      “The item you requested is being ordered by Acquisitions staff.  It may take 6-8 weeks or longer to have the item available for use.  Consult Reference staff for possible alternatives.”
    2. Delete request from e-mail file – CBS
    3. Input in copy field note, “RUSH, give to [name of CBS staffperson]” – CBS
    4. Follow monograph order policy – Monographs

  10. Item is in “pre order” status
    1. Send the following message to the patron and forward a copy to Monographs – CBS
      “The item you requested has not yet been ordered and its availability is unknown.  Consult Reference staff for possible alternatives.”
    2. Delete request from e-mail file – CBS
    3. Follow monograph order policy – Monographs

  11. Item is not owned by library
    1. Send the following message to the patron and forward a copy to Monographs – CBS
      “The item you requested is not available.  Consult Reference staff for possible alternatives.”
    2. Delete request from e-mail file – CBS
    3. Consult with Collection Manager if item(s) should be ordered – Monographs

  12. Incomplete item information from patron
    1. Send the following message to the patron – CBS
      “The rush catalog request you submitted cannot be processed because of conflicting or incomplete information.  Please supply the following information and resubmit your request.” [Explain what information is needed or conflicting.]
    2. Delete request from e-mail file – CBS

ITEM IS A SERIAL OR A MONOGRAPH CATALOGED BY SERIALS CATALOGING

Procedural examples:

  1. Item in Resource Services Department
  2. Item in Preservation Department
  3. Item in Circulation location
  4. Item has been cancelled (record should be suppressed)
  5. Item has been received but cannot be located anywhere
  6. Item has not been received from the vendor
  7. Multiple requests for the same item
  8. Item is brittle book
  9. Item is in “on order” status
  10. Item is not owned by library
  11. Incomplete item information from patron
  1. Item in Resource Services Department
    1. Forward interactive request or deliver printout of request to Serials Cataloging - CBS
    2. Delete interactive request from e-mail – CBS
    3. Print the request form, search for item, insert printout and catalog – Serials Cataloging
      If book needs to be bound according to What to Put on Binding Shelf, insert note in item to notify Circulation to send item to Preservation for binding when returned from patron.
    4. Put item in designated RUSH shelf for daily pick-up – Serials Cataloging
    5. Process item and transport item to appropriate Circulation location – CBS
    6. Follow Circulation procedure to notify patron that item is available for check-out – Circulation

  2. Item in Preservation Department
    1. Forward interactive request or deliver printout of request to Serials Cataloging - CBS
      NOTE: If CBS determines that the title is in Preservation, CBS will take responsibility for contacting Preservation directly and will not forward the request to Serials Cataloging.
    2. Delete interactive request from e-mail – CBS
    3. Forward interactive request to Preservation and include the message: “Item should be in your location.” – Serials Cataloging
    4. Print the request form, search for item, insert printout and process – Preservation
    5. Follow Preservation procedure to transport item to appropriate Circulation location – Preservation
    6. Follow Circulation procedure to notify patron that the item is available for check-out – Circulation

  3. Item in Circulation location
    1. Forward interactive request or deliver printout of request to Serials Cataloging - CBS
      NOTE: If CBS determines that the title is in Circulation, CBS will take responsibility for contacting Circulation directly and will not forward the request to Serials Cataloging.
    2. Delete interactive request from e-mail – CBS
    3. Forward interactive request to appropriate Circulation location – Serials Cataloging
    4. Include appropriate message(s) in the forwarded request to indicate the status of the item – Serials Cataloging
      1. Item is on its way to your location.
      2. Item should already be in your location.
      3. Item is already charged out.
      4. Item is put on hold.
      5. Other appropriate message to relay the status of the item
    5. Follow Circulation procedure to notify patron regarding status of the item – Circulation

  4. Item has been cancelled (record should be suppressed)

    1. By selector for some reason
      1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
      2. Delete request from e-mail file – CBS
      3. Send the following message to the patron with a copy to Serials Acquisitions  – Serials Cataloging
        “The item you requested is not available.  Consult Reference staff for possible alternatives.”
      4. Suppress the bibliographic record, if only one copy.  If multiple copies, change the class code from 0A to 0Z for that particular copy – Serials Cataloging
      5. Consult with Collection Manager if item should be ordered – Serials Acquisitions

    2. Due to publishing problem (never published)
      1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
      2. Delete request from e-mail file – CBS
      3. Send the following message to the patron with a copy to Serials Acquisitions – Serials Cataloging
        “The item you requested is not available.  Consult Reference staff for possible alternatives.”
      4. Suppress the bibliographic record, if only one copy.  If multiple copies, change the class code from 0A to 0Z for that particular copy – Serials Cataloging

    3. Item is out of print
      1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
      2. Delete request from e-mail file – CBS
      3. Send the following message to the patron with a copy to Serials Acquisitions  – Serials Cataloging
        “The item you requested is not available.  Consult Reference staff for possible alternatives.”
      4. Suppress the bibliographic record, if only one copy.  If multiple copies, change the class code from 0A to 0Z for that particular copy – Serials Cataloging
      5. Consult with Collection Manager if item should be ordered – Serials Acquisitions

  5. Item has been received but cannot be located anywhere
    1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
    2. Delete request from e-mail file – CBS
    3. On copy note field input the user message “um: Item is missing” – Serials Cataloging
    4. Send the following message to the patron with a copy to Serials Acquisitions – Serials Cataloging
      "The item you requested cannot be supplied at this time.  Consult Reference staff for possible alternatives.”
    5. Consult Collection Manager for replacement order – Serials Acquisitions
    6. Delete “um” message when appropriate – Serials Acquisitions

  6. Item has not been received from vendor
    1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
    2. Delete request from e-mail file – CBS
    3. Send the following message to patron with copy to appropriate Circulation location – Serials Cataloging
      “The item you requested has not arrived yet.  It may take 2-3 weeks or longer to have the item available for use.  You will be notified by the appropriate Circulation location when the item is available for your use.  Consult Reference staff for possible alternatives.”
    4. When item arrives, delete note in the copy note field, retrieve printout and insert in item – Serials Cataloging
    5. Catalog item – Serials Cataloging
    6. If book needs to be bound according to What to Put on Binding Shelf, insert note in item to notify Circulation to send item to Preservation for binding when returned from patron.
    7. Put item in designated RUSH shelf for daily pick-up – Serials Cataloging
    8. Process item and transport item to appropriate Circulation location – CBS
    9. Follow Circulation procedure to notify patron that the item is available for check-out – Circulation

  7. Multiple requests for the same item
    1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
    2. Delete request from e-mail file – CBS
    3. Send the following message to the second patron with copy to appropriate Circulation location and Serials Acquisitions – Serials Cataloging
      “There will be a delay in getting this material because there is a list of person(s) waiting for this item.  Your name will be added to the list.  Each person, in turn, will be allowed a three week check-out period.  You will be notified when it is available for your use.  If urgently needed, consult Reference staff for possible alternatives.”
    4. Add the patron’s name to the recall list - Circulation
    5. Consult with Collection Manager if additional copies should be ordered – Serials Acquisitions

  8. Item is brittle book
    1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
    2. Delete request from e-mail file – CBS
    3. Forward interactive request to Preservation including a note that the item requested is a brittle book.  Also send a copy of the request to the appropriate Circulation location – Serials Cataloging
    4. Follow check-out procedure for brittle book to notify patron - Preservation

  9. Item is in “on order” status
    1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
    2. Delete request from e-mail file – CBS
    3. Send the following message to the patron with a copy to Serials Acquisitions – Serials Cataloging
      “The item you requested is being ordered by Acquisitions staff.  It may take 6-8 weeks or longer to have the item available for use.  Consult Reference staff for possible alternatives.”
    4. Input in copy note field, “RUSH, give to [name of Serials Cataloging staffperson]” – CBS
    5. Follow order policy – Serials Acquisitions

  10. Item is not owned by library
    1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
    2. Delete request from e-mail file – CBS
    3. Send the following message to the patron and forward a copy to Serials Acquisitions – Serials Cataloging
      “The item you requested is not available.  Consult Reference staff for possible alternatives.”
    4. Consult with Collection Manager if item(s) should be ordered – Serials Acquisitions

  11. Incomplete item information from patron
    1. Forward interactive request or deliver printout of request to Serials Cataloging – CBS
    2. Delete request from e-mail file – CBS
    3. Send the following message to the patron – Serials Cataloging
      “The rush catalog request you submitted cannot be processed because of conflicting or incomplete information.  Please supply the following information and resubmit your request.” [Explain what information is needed or conflicting.]

Indexed: Rush Cataloging Guide

 

Revised by: Betsy Simpson
April 15, 2002
Last updated: April 20, 2002

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