=
span>Summary: This page contains a a framework for decision-m=
aking when claiming issues of standing orders that have not been received.<=
/p>
When the Libraries have not received standing order issues after a desig=
nated time we must request that the items be sent. In general, our first at=
tempt to remedy the situation will be to send a paper claim slip using the =
guidelines below. This is not a procedure for how to claim but a framework =
for decision-making while claiming.
What is the purpose of claiming an=
d claim maintenance?
-
The main goal is to assure that we receive all of the items that we have=
paid for in a timely manner.
-
A secondary goal is to keep the records well maintained and accurate for=
the benefit of patrons and staff.
-
Maintenance helps keep the number of records that must be reviewed for c=
laiming to a minimum.
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<=
span class=3D"mw-headline">How are issues to be claimed detected?
- Claims are generated automatically based on=
the claim cycles set up in Magic for materials of a specific publication p=
attern. For example, a weekly magazine n=
eeds a different claim cycle than a quarterly journal.
- The system has defaults, which are generall=
y acceptable for notifying us of when the first claim should be generated. =
These defaults can be used when creating new records unless there are exten=
uating circumstances.
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/p>
How do I know if it is OK to claim?
- For a first claim, it is generally ok to cl=
aim the item after reviewing the order record for a current payment and any=
notes that would explain why the issue is late.
- Please include a reason for the claim on ea=
ch claim.
- If the payment is not current or the missin=
g issues seem to be a part of a bigger problem, refer the purchase order nu=
mber and title to the Problem Resolution Assistant.
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/p>
What do I do if one claim doesn=E2=80=
=99t suffice?
- One claim is often sufficient to prompt delivery of the late issue. Whe=
n multiple claims are required, limitations of Magic and the speed of mail =
delivery affect what we should do.
- Magic only allows one claim cycle.
- In general, this works but for weekly and possibly for monthly journals=
, it means that little time has elapsed since the first (or previous) claim=
.
- It is not realistic to expect the publisher to be able to get a replace=
ment to us ten days after our request was sent, especially if the request w=
ent to a vendor first.
- For subsequent claims, set the expected date of that box ahead 30 days =
from the date the item was claimed the time before. Do not increment the da=
tes on boxes for other issues.
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/p>
What about irregular items?
- Some of the most problematic claims are items that come irregularly.
- For sets, set annals, and cat sep series, do not claim unless more than=
the average time between previous items has passed and no meaningful updat=
e from the vendor has been received.
- Set the date on the next expected box to reflect the more realistic exp=
ected date.
- Check the card parameters to see if the claim cycle is set to =E2=80=9C=
Custom=E2=80=9D and set the number of days between claims to more closely m=
atch the expected time frame and reset the dates of future boxes using the =
=E2=80=9CIncrement transaction dates=E2=80=9D choice. This will keep the ca=
rd from continually appearing in the claim program when we won=E2=80=99t be=
claiming.
- The reason we can be less stringent about sets, etc. is that they are m=
onographs. Monographs work under different constraints. They go out of prin=
t much more slowly and bibliographers get notification about new volumes to=
sets in the form of advertisements and various bibliographies. We don=E2=
=80=99t have to be as concerned about missing them.
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/p>
What i=
f the item doesn=E2=80=99t come after 3 claims (or 2 if it is more than one=
year old)?
- Provided that the claim appears to be a simple claim, mark the box =E2=
=80=9CUC, [date]=E2=80=9D and fill out a goldenrod colored Unhonored Claim =
Form. This form is sent to: Bindery Prep (for Main Library locations) or th=
e Branch (or if you know it, the branch clerk). Branches located in Main, s=
uch as Fine Arts, are treated as branches.
- The Unhonored Claim Form is a signal to the units that they should deci=
de whether to bind incomplete or order a replacement.
- If there are a number of issues that have not arrived or if the missing=
issue is part of a bigger problem, give the purchase order number and titl=
e to the Problem Resolutions Clerk for further investigation.
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/p>
What are the normal claim cycles?
Weekly |
|
10 days |
3 x=E2=80=99s month |
|
15 days |
Semiweekly |
|
21 days |
Semimonthly |
|
22 days |
Monthly |
|
45 days |
Irregular |
|
45 days - NOTE: This is the default. See note be=
low. |
Bimonthly |
|
90 days |
Quarterly |
|
136 days |
3 x=E2=80=99s year |
|
181 days |
Semiannual |
|
273 days |
Biennial |
|
1095 days |
Triennial |
|
1642 days |