Summary: This page details procedures for student employees processing incoming orders.

Basic instructions

• Date stamp all orders (but not blurbs or brochures) in the upper right-hand corner with the date the orders were received in the section. (This may not always be the current date. Please ask if you are unsure about what date to use).

  
  

• Separate incoming orders:
  • Remove orders for DVDs and Rushes and give to Laura.
  • Separate into different formats (OCLC First Search printouts; vendor notification slips; order request cards or their equivalents, booklets, etc.) . Always keep together stacks of multiple orders which have been attached to a blurb or brochure, in addition to any orders which have instructions from the librarian stating they need to be kept together. Batches of orders which have been clipped together but do not have an accompanying blurb or instructions to keep them together may be separated by format.
  • Separate English-language material from foreign-language material. (Note: Chinese-language materials should be given directly to Lan).
  • For stacks of multiple orders attached to a blurb, do not separate the orders by language but simply move the foreign-language orders to the top of the stack.
• Count the orders and bundle them into envelopes for searching.  Place the number of orders, whether English, foreign (or eng./for. for combination batches), the date and your initials in the upper right hand corner of the envelope.
• If you have a large number of orders, divide them into separate envelopes of less than 45 orders in a single envelope.  When you combine different formats, please keep the smallest ones fastened securely on top of the larger ones and try and keep the foreign languages together  for easier searching.
• Booklets: Find the orders which have been marked with the bibliographer's initials, a fund, and a branch designation. With a red pen, draw a vertical line alongside the bibliographic entry for the selected orders. The orders may be counted as you mark them or may be counted separately. Scotch tape a small yellow Post-It note to the upper right-hand corner of the front page of the booklet indicating the number of orders, whether English, foreign (or eng./for. if there is a combination), and the date the orders were received in the section. (Booklets do not need to be placed inside an envelope.)
• There are two trays in the searching area.  Use the bottom tray for orders to be searched.  Use the top tray for orders that have been searched in Sierra but not in Connexion.
• Place the completed envelopes in the tray marked orders for searching.

Additional notes

• YBP GOBI printouts - Organize the slips into one bundle. Dates tamp just the top slip with the appropriate date and give them to the person who searches Gobi Orders.
• Orders with a RUSH designation should be placed in the tray underneath the incoming order tray.
• Orders for DVDs should be given to Laura.
• Orders marked "Faculty Book Collection" should be given to Devon.
• "Order request sheets" printed on half sheets of paper should be given to your supervisor.
• Orders submitted on a "Serials Acquisitions order form" should be given to Hsiang-Ping Cha
• Orders that are missing information (such as fund codes, branch designations, or the librarian's initials), should be given to your supervisor
• Orders which have been sent back to the librarian with a question of some sort, and to which they have responded, should be given to your supervisor
• Any questions, problems, or items you're unsure about should be shown to the student supervisor.

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Additional instructions for closed funds

• For stacks of multiple orders which have been attached to a blurb or brochure and which contain both open and closed funds, pull out any closed funds and separate them into different stacks by fund if there is more than one closed fund.
  • Then, make as many photocopies of the blurb as you have stacks of closed funds, and staple together each stack of closed funds along with a photocopy of the blurb at the bottom of the stack.
  • Put the original blurb or brochure back with the remaining orders (those with funds that are open), and process the batch as usual.
• For booklets in which there are open and closed orders on a single page, make as many photocopies of the page as there are different closed funds.
  • On each photocopy, highlight orders with one of the closed funds and cross out the others (i.e., if you have a page on which there are orders coming out of closed funds "unkmo," "faimo," and "mdsmo," highlight all the "unkmo" orders on one photocopy and cross out all the "faimo" and "mdsmo" funds.)
  • On another photocopy, highlight all the "faimo" orders and cross out all the "unkmo" and "mdsmo" orders.
  • On the third copy, highlight all the "mdsmo" orders and cross out all the "unkmo" and "faimo" orders, etc. Put each photocopied page into the appropriate closed-fund file according to which fund has been highlighted. Then, cross out all of the closed funds in pencil in the original booklet. Highlight in red all of the remaining open-fund orders, and process the booklet as usual.

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