Rittenhouse approval plan processing

Summary: This page describes processing procedures pertaining to the Rittenhouse approval plan.

Step 1: Reconcile shipment to invoice and prepare rejects for return

• Once the bibliographers have completed their review, identify any rejected titles and mark them on the invoice.
• Prepare a material return streamer for each reject and transfer them to the MR processing shelf.
• Match remaining books to the invoice. If any titles are missing or not included on the invoice, notify Lisa Smith.  

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Step 2: Processing RUSH titles

• If any books are red-flagged for patron notify or yellow-flagged for course reserve, either export a SkyRiver bib with a 949 order record field attached or hand-key bib and order into Sierra if no SkyRiver record is found.
• Write p.o. number in books and complete order number streamer.
• Transfer the pieces to the RUSH cataloging shelf in Acquisitions. 

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Step 3: Search Sierra

• For each title to be added to the collection, search Sierra by title or ISBN. If duplicates are found, contact the selector if necessary to determine if the title is wanted as an added copy or location.
• If a title is part of a series, search by series title to verify that it is not a title we receive on standing order.
• If the publisher is an Association, it is possible we have a membership and may receive all publications automatically. 

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Step 4: Search SkyRiver for bib records

• Open the SkyRiver client.
• Search by ISBN. If this search is unsuccessful or the piece in hand lacks an ISBN, search by either complete title or title keywords. 

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Step 5: Handling complete copy records

• If a complete bib record is found for a title and the record meets cataloging "sort" criteria (see chart below), it may be exported into the online catalog as a cataloged bib.
• Check each bib record field carefully and make any needed edits. Minor adjustments may be made to the description (i.e., complete the 300 field if pagination is missing; correct typos in title or subtitle).
• Consult with team manager for a determination of what discrepancies may be considered "minor".
• Add two 949 fields to create both item and order records:
  • 949 *i= /loc=xx/w=aqcopymonoxxx;
  • 949 *recs=bo;dflt=books;ins=kac;at=b;c2=x;vd=xx;fd=xxxxx;br=xx;rd=xxxxxx;|r=xx
  •          (c2=geographic; vd=vendor; fd=fund; br=branch; rd=today's date; |r=requestor)
• Export the record into Sierra by clicking on the EXPORT button.
• Call up the order record in Sierra and add internal and external notes, plus any identity field notes as appropriate.
• Record the p.o. number and call number in the book.
• Distribute the book to the proper workflow; see DISTRIBUTION CHART, below. 

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Step 6: Processing books with copy that does not meet "sort" criteria

• Follow these steps when a SkyRiver bib record has been found but you cannot complete the cataloging steps and attach an item record because the copy does not meet the "sort" criteria described below.
• Conditions that would bump a title into this category include (but are not limited to):
  • Bib records lacking call number and/or subject heading
  • Bib records containing two call numbers (either two |a fields in the same 050 or 090, or two distinctly different 050 and 090 fields)
  • Bib records representing a multi-volume work (check the 300 field, 500 notes, and/or 505 contents fields)
  • Cataloging location is any of the locations identified in the LOCATION row of the cataloging "sort" criteria table, below
  • Bib records with incorrect fixed field elements (MAT TYPE is not "a"; BIB LVL is not "m")
  • Call numbers that are not appropriate (Z over 5000, FC or PZ, or an "anal" number)
  • Books with supplementary material
  • Bib records with discrepancies in description or date (245 and 260 fields)
• Temporary/placeholder bib and order records for each title in this category must be added to Sierra before distributing them to the proper cataloging or T Loc workflow.
• In SkyRiver, add a 949 field to the SkyRiver bib record:
  • 949 *recs=bo;dflt=books;ins=kac;at=b;c2=x;vd=xx;fd=xxxxx;br=xx;rd=xxxxxx;|r=xx
  • (c2=geographic; vd=vendor; fd=fund; br=branch; rd=today's date; |r=requestor)
• Export the record into Sierra by clicking the EXPORT button.
• In Sierra call up the record and write the purchase order number in the book (top left gutter on the page following the title page) and prepare an order number streamer.
• Add external and internal notes to the order along with identify field notes if appropriate.
• Distribute the book to the proper workflow; see DISTRIBUTION CHART below.

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Step 7: Processing books lacking a SkyRiver bib record

• If no SkyRiver record is found, you will have to hand key a temporary/placeholder bib record in Sierra and attach an order record.
• Hand-key a bib record:
  • Click on the NEW icon
  • Choose the VACBIB template
  • Key in the appropriate author/title/imprint/ISBN data
  • Click SAVE
• Attach an order record to the bib:
  • Click on the SUMMARY tab
  • Choose "order" from the drop-down menu
  • Click on ATTACH NEW ORDER
  • Choose the RITTBL template
• Add the correct cataloging destination, internal and external notes, identify field information if appropriate, and update the RDATE field
• Click on SAVE
• Write the purchase order number in the book (top left gutter on the page following the title page).
• Request a bib record through the SkyRiver "record request" process
• Prepare an order number streamer and insert it into the book, recording the date the SkyRiver record was requested in the appropriate spot
• Distribute the book to the proper workflow; see DISTRIBUTION CHART, below.

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CATALOGING “SORT” CHART

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DISTRIBUTION CHART