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Summary: This is a proposed procedure for cancellation of unfilled firm order purchase orders.
- Acquisitions staff will complete an order audit every year and a cancellation deadline will be determined.
- Bibliographers/coordinators will be notified of pending cancellations at least two months in advance of the cancellation deadline.
- At the bibliographer’s request, a good-faith effort will be made by Acquisitions staff to determine if the original vendor is still able to supply the material ordered.
- One reminder notice will be distributed to all bibliographers two weeks in advance of the cancellation deadline.
- Orders will be redirected at the bibliographers’ request; bibliographers will be required to supply an alternate vendor.
- Orders will be cancelled at the deadline if no response has been received from the bibliographer/coordinator.
- Out of print and international vendor orders may be extended at the bibliographer’s request without alternate vendor suggestions.
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Unfilled firm order purchase orders will be cancelled after two years unless a bibliographer or coordinator requests an extension and provides Acquisitions with an alternative source of supply. Exceptions for out of print and/or international vendor orders may be granted with evaluation on a case-by-case basis. —Policy approved by EC, Sept. 2008 |
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