Serials: Supplementary and accompanying materials

Summary: This page describes procedures for receiving miscellaneous items that accompany serial issues.

Background

• In the course of performing serials check-in one finds issues/volumes with something extra included. It will often be a CD, but could be a map, chart or a folded poster. This procedure describes what to do when these extra, unbound pieces — hereafter referred to as "items" — are found.

• Students will not check in issues with "items" unless there is an instruction in the check note that pertains to the "item."
  • The student problem streamer should be completed, inserted in the journal and given to Student Supervisor.
  • Full time staff can follow the procedure below, noting that issues with CD's go to Barb Schmidt. 
• The Student Supervisor/Full time Serials Acquisitions staff will review most "items" to see if it can easily and obviously be discerned if the "item" was simply sent along with the issue or if it actually enhances and is referred to within the issue (not an advertisement).
• CD's are reviewed by Barb Schmidt.
• Some "items" will be indexes or supplements. These are given to Lyudmila Ivanova who will send them for evaluation. (See below.)
• This procedure deals with "items" that are merely sent along — hereafter called accompanying materials — and "items" that belong with the issue — hereafter called supplementary materials. "Items" will be handled differently based on which category is appropriate.
• "Items" that are called indexes or supplements to the issue/volume at hand are not considered either supplementary or accompanying and are evaluated using our regular evaluation forms.

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Accompanying materials

1. If the item appears to be the same content in a different format, see the section of this procedure entitled "Same content, different format" (below).
2. If the journal itself is not-yet-cataloged, for example a new standing order, the journal and the extra materials should be given to Lyudmila Ivanova. Both processes will be handled together.
3. If the item is clearly marked "supplement" or "index" to the paper issue, follow procedures for supplements and indexes regardless of the format. These are given to Lyudmila Ivanova.
4. If the "item" is clearly general advertisement, we discard it immediately. Examples of this category include America Online disks, materials selling a product, meeting agendas, and notices of meetings and conferences.
5. If the "item" is mentioned in an advertisement either within the issue or on the cover of the issue and the "item" seems to have some substance, it would also be sent to a bibliographer.
   1. An example would be proceedings of a drug company sponsored symposium discussing their own drug.
   2. Fill out the "Accompanying Materials" streamer including the ".c" number, the name, volume and issue number of the serial it accompanied, the bibliographer, and the fund that pays for the subscription.
   3. Send the item to the bibliographer responsible for the fund.
   4. Do not record receipt of the "item" on the check-in card.
   5. Send the issue to its destination.
   6. If the issue is uncataloged, see number 2 of this section.
6. The bibliographer will be responsible for deciding if the "item" is added to the collection and if it will continue a relationship with the parent publication or not.
7. If the "item" is unwanted, the bibliographer discards it.
8. If the "item" is to be kept and the bibliographer agrees that the "item" should be cataloged as a unique title, a gift streamer is prepared and the "item" is delivered to the gift shelves in Acquisitions.
   1. Include the "Accompanying Material" streamer with the gift streamer in case the cataloger needs this information.
9. If the "item" is to be kept and the bibliographer believes it should be considered supplementary material, the bibliographer will retrieve the current issue from the shelf and take both the issue and the "item" to Barb Schmidt to update the check-in record and card. See the "Supplementary materials" section below.

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Supplementary materials

1. If there is an established decision for the supplemental material in the check note, follow it.
2. If the "item" really belongs with the issue and there is no instruction in the check notes, record the item with the issue on the check-in card. The box note will read "+suppl.mat'l."
   1. If Acquisitions decides that it is supplementary the note is complete.
   2. If a bibliographer has reviewed the "item" and returned it as supplementary, the bibliographers' initials will follow the note.
      1. The box note will read "+suppl.mat'l per [bibliographers initials]."
   3. Place a supplementary materials streamer in the issue and send both the issue and the "item" to Catalog Maintenance.
3. Catalog Maintenance will work with the location receiving the material to establish appropriate packaging for the "item" and supply that packaging.
4. Catalog Maintenance will update the bibliographic record to reflect the supplementary material.
5. Catalog Maintenance will label and barcode the "item" and add it to Magic.
6. Catalog Maintenance will process the issue with appropriate stamping.
7. Catalog Maintenance will send both the issue and the "item" to the appropriate destination.

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Same content, different format

1. If the issue and the "item" claim to be identical but in a different format, the "item" will be recorded in the appropriate box and the "item" will be sent to Lyudmila Ivanova.
2. Lyudmila will send an evaluation form to the bibliographer along with the "item".
3. The bibliographer will return the piece with a response regardless of his/her decision to keep or discard.
4. Lyudmila will update the record or have a new record created to accommodate future "items."
5. Note: this portion of the procedure is unchanged from the current procedure.

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