Summary: Information about the workflow for updating Turfgrass serial holdings after binding processes have taken place.

Turfgrass Holdings after Binding Workflow

The Turfgrass Information Center occasionally sends runs of serials to Bind Prep to be bound. After this takes place, the holdings information must be updated by CMS and/or CatMan staff. Here is a summary of the workflow:

Bind Prep staff binds materials and creates item records as needed, attaching to the appropriate Folio holdings record
Bind Prep staff creates printout from Folio item record screen and highlights items needing to be added to the holdings statement
Printout is forwarded to CatMan so holding statement updates can be completed (currently by Lynn Farabaugh)

Turfgrass Information Center and Beard Collection

Holdings Record Formatting

Display of serial holdings for the Beard Collection will be unique from other serial record practice. Beard collection materials are never given barcode shields, labels, stamps, or written call numbers. Aside from the basic barcode sticker, Beard Collection items are not marked in any way. Include a printout of the VuFind display when returning titles to TF.

When location of bound volumes and unbound issues is TFBRD

Holdings Field	Value
Holdings type	Serial
Holdings location - permanent	TFBRD
Call number type	Library of Congress classification
Call number	(record the intended LC call number for bound volumes)
Holdings statement	(record designation of earliest held issue, leaving open; e.g. v.38:no.1(2018)- )
Holdings statement public note	Inc.

Example: ho00007464911

Item Record Formatting

TIC has a practice of retaining unbound issues that are nonconsecutive or not complete enough for binding in drawers or vertical files. They periodically consolidate and send these for binding as gaps are filled.
There should be an item record for any unbound issues stored in this way in the Beard Collection, constructed according to the table below.
Each bound volume will also have its own respective item record; these may initially be created by Binding but will be completed in CatMan.
New serials cataloged for TFBRD will have only an item record for the unbound volumes until Binding later creates items for bound volumes. Binding staff, when searching by call number, will need to search for these serial titles on the Inventory holdings tab, using "Call number, normalized"

Item Field (for unbound issues)	Value
Material type	Printed Material
Call number type	Other scheme
Call number	(input a SPACE)
Volume	Unbound issues in BEARD COLL., 3W
Item note: Type "Staff Note": Staff Only "Yes"	Retain "blank" value in call number field
Permanent loan type	Non-Circulating
Item status (controlled in item Actions menu)	Restricted
Permanent location	(do not assign)

Example: it00026632154

Some legacy item records for unbound issues in TIC may have varying note fields; these need not be updated. Only ensure that a (space) character is in the call number field.

Item Field (for bound volumes)	Value
Material type	Printed Material
Call number type	Library of Congress classification
Call number	(optional: record the LC call number; if not recorded here, item will inherit the call number from the holdings record)
Copy number	(generally will be 1)
Volume	(record appropriate designation for the bound volume, e.g. v.38)
Item note: Type "workstats" Staff Only "Yes"	(record appropriate workstat string)

Contact	Autumn Faulkner (workflow) or Emily Sanford (holdings)
Team	CMS
Updated	April 2023
Created	January 2021

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