SPC materials workflow

Summary: These procedures cover the ordering and processing of purchased and gift materials for SPC, with information about routing to cataloging.

Ordering

• SPC selectors use a custom stamp to create an order form on their printouts

• When submitted, specialized info from the form should be recorded in the order record

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Receiving

• SPC materials receive a special streamer

• Record info from order record on streamer and insert in piece

• Follow usual receiving procedures and place items on SPC truck in closet 

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Special routing

Some types of materials are handled exclusively by individual catalogers.

• RUSH → deliver to Cathy Illman
• Zines → deliver to Mike Erickson
• Arsenal → deliver to Janice Ahee
• Comics materials → always reviewed first by Randy Scott
• Serial adds → deliver to Kris Baclowski

For other types of routing:

• Selector review (pre-cataloging) → selectors should use their office locations as the subloc on the order form
  • See Lisa Smith with questions
• Notifies or expedited cataloging (faculty requests, etc.) → selectors should use the "notify" box on the order form
  

  • Selectors are encouraged to use their own accounts for notify requests; this differs from usual notify practices but allows selectors to take a more hands-on approach in terms of specialized materials, communication with faculty or researchers, etc.

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SPC review

• SPC staff retrieve materials from SPC truck and sort for review downstairs
• As desired/needed, selectors review materials and add further notes to streamers for CMS staff
• Materials are placed in a cataloging queue maintained by SPC in order of priority

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Forwarding to cataloging

• Small batches of material in priority order are delivered to the SPC cataloging shelves in CMS
• Copy cataloging shelves → most materials should start here
  • Copy cataloging staff will forward any materials requiring original to the next range of shelves
• Original cataloging shelves → in special cases, materials that selectors know will need original or complicated work can be placed here

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Gifts

• Single or small groups of gifts accepted for SPC should not go through the usual Acquisitions Gifts workflow; rather, selectors fill out an SPC streamer for each gift item and place them in the SPC queue in the SPC stacks

• Larger groups of items that would benefit from a project approach (i.e., special written procedures, sustained cataloging in batch, materials kept together, etc.) can be entered into the CMS project queue here: 
  • Contact the Head or Asst. Head of CMS for assistance/consultation
• See our Getting special materials cataloged for more info about special gifts and projects

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