Ordering / Receiving

TPS Central Media Services orders, receives, catalogs and processes materials for the TPS Library Media Centers based on requests from the school library media specialists. 

Ordering Information:

• Ordering Procedures: This document outlines the complete ordering procedures for (A) books and audiovisual materials, (B) magazines and newspapers, (C) Subscription On-line Research Resources, (D and E) Supplies and Miscellaneous items, and also provides a recommended ordering schedule.

• Request Cards: Here is detailed information about filling out "Order Request Cards".

• Order Enclosure Forms: These are used to communicate with principals and central Media Services about orders you are submitting.  They are not required, if your principal is in agreement with what you are selecting.

• Magazine Order -  Step by Step:  Magazines are ordered in the Spring for the coming school year.   Subscriptions run from August 1 to July 31.

Receiving Information:

Books and Materials

• When receiving a shipment of cataloged and processed books from the Media Services office, most of the books, unless they were brought in from the school for processing, will be accompanied by the request card.  (Request cards are bundled and boxed with the books.)  You need to match that order card for each book you receive with the pink slip in your "ordered/ordering" file and then throw both away.

• You also need to go into Destiny and scan the barcodes on the books to make sure the record for that book is in Destiny.  Report any books that don't have a record in Destiny to the Media Services office.  This is the time that you can change the copy record if you want.   Both the "Circulation Type" and the "Call Number" can be changed.  If the "Call Number" is changed, please contact the Media Services office to get a new spine label for the book.  

• There is either a Follett list or a barcode list in the box which lists the books in the box.   You may want to check this list to make sure you received all books in the shipment.  You don't need to keep the lists.

Magazines

Ebsco Subscription Service is providing subscription service for the Topeka Public Schools.

•  It sometimes takes extra time to get magazine subscriptions started.  It also takes some time for subscriptions to finally lapse and so, even though a subscription was not renewed, you may continue to receive the magazine for several weeks or months into the new school year.  If the publisher doesn’t find the original subscription to renew, they often start a new one and so you may receive duplicates.

• Take time in August, and September to make sure you are getting the magazines you ordered for the current year.  Check the mailing labels for expiration dates.  If you have been sent the “Pink Copy” of the purchase order, sign it and send it to “Accounts Payable” at the Burnett Center.  

• If subscriptions are not arriving as they should, contact Christine Falk, immediately.  Please have all the information about your subscription problem.  For duplicate subscription problems, you must mail or email copies of the mailing labels to Chris Falk, Media Services, Service Center.  

• Information needed to make a claim includes:  (1) Title of magazine  (2) Type of claim:  Subscription has not started, specific issues not received [need issue dates], duplicates being received after the end of September.

• Please keep notes on problems with subscriptions to which you can refer if we have questions.