Michigan State University

Faculty Book Collection Ordering and Receiving Procedures

  1. Orders for Faculty Book Collection will come to Acquisitions from the Bib. Support Unit. All orders will use the facmo fund and have location dv. All orders will be rush cataloged. Items will be rush ordered on an as-needed basis only.
     
  2. Vendor selection will take place first.
     
    1. Books that are due to come in on a Yankee approval plan, but have not been sent from Yankee will be blocked using GOBI and will be ordered from BookHouse (see note below) or other more appropriate vendor.
    2. For a book that has been shipped from Yankee, check the order record to see if it has been received and cataloged. If so, return the order to the Bib. Support Unit with a note indicating such with the location. If it has not yet been received or cataloged, change the fund to facmo, change the location to dv, key in “a” in the R-Action field, and key in the appropriate Faculty Book note (see step 3). Notify Kim who will retrieve the book and complete the necessary receiving steps. The book will then go to the Faculty Book Collection shelf for review by Peter Berg and cataloging.
       
  3. In addition to standard inputting, R-Action = a will be used in each order. A note stating Rush Cat – Faculty Book Coll will be added to all facmo orders. For 2 copy orders: the phrase 2 copy order will be added to the Rush Cat note.
     
    1. If a duplicate record is discovered in the pre-order search due to the book having already been received and cataloged, the searcher will return the order to the Bib. Support Unit with a note indicating such with the location.
    2. If a duplicate record is discovered in the pre-order search due to the book coming in through a YBP approval plan, but has not yet been received or cataloged, the searcher will change the fund to facmo, change the location to dv, key in “a” in the R-Action field, and key in the appropriate Faculty Book note. The inputter will then notify Kim who will retrieve the book and complete the necessary receiving steps. The book will then go to the Faculty Book Collection shelf review by Peter Berg and cataloging.
       
  4. For books by MSU faculty received through a YBP approval plan, search the catalog by title to see if a faculty book order has already been firm ordered from another vendor. If yes, notify Kim in Acquisitions to see if that order can be altered or cancelled. Then complete receiving steps only, using fund facmo and loc dv, complete and insert a faculty book streamer, and transfer the book to the faculty book shelf.
     
  5. The receiver will follow usual procedures to update order records and verify invoice accuracy. Order number streamer or green p.o. slip will be inserted. P.O. number will be recorded in the usual spot on the piece.
     
  6. Receiver will complete the 'Copy ___ of ____' portion of the faculty book streamer to indicate whether or not the order is complete.
     
    1. For two copy orders where both copies are received at the same time, the streamer in one copy will be marked 'Copy 1 of 2' and the streamer for the other copy marked 'Copy 2 of 2'
    2. For two copy orders where only one copy is received, the streamer will be marked 'Copy 1 of 2'
    3. Streamers for one copy orders will be marked 'Copy 1 of 1'
       
  7. Books will be taken to the Faculty Book Collection shelf. Cataloging for all Faculty Book Collection copies will be done by Jane in Copy Cataloging.
     

NOTE FOR BOOKHOUSE ORDERS:
Faculty Book Collection titles ordered from BookHouse will be ordered on our regular account (MIS) to avoid "rush" ordering surcharges, but we will input code c in the RLOC field so that BookHouse will use the "rush" shipping label. This is done so that these packages can be easily sorted in our mailroom and delivered to the receiver for rush receiving steps.