Receiving (VDX)
The goal of this task is too process items that other UC libraries have lent us and get them ready to give to UCSC patrons.
The goal of this task is too process items that other UC libraries have lent us and get them ready to give to UCSC patrons.
Prep checklist:
Get the "Receiving" cart
Separate VDX items from AFN items
Separate out & set aside:
Volume sets
DVDs
Microform
Anything that isn't a book
Check request information
Confirm that the title on the paperwork matches the book
Check paperwork for notes like:
No renewals
Fragile
Library use only
Special collections use only
Scan ILL# barcode into VDX requests
Confirm book title matches VDX title
Confirm that the VDX status is "Shipped"
Check the notes section, look for: Cancelled by Patron
Select "Received" from the drop down menu and action
Notes:
If ILL barcode doesn't exist, input number manually
If no ILL# is listed, try finding the book by title
If the physical item has a "Building Use Only" or a "Library Use Only" label, strap the item with the red Library Use Only cardstock strap, and let ILL staff know so that they can notify the patron.
Copy and paste "Our Number" into the "Local Item Barcode" field
Make sure "Due Date" and "Local Due Date" match and are in the future
Add private notes for anything noted in step 1
"disable circ action" should be UNchecked
Confirm the receive action
Go to the "Print Straps" section
Check request information
Confirm that the title on the paperwork matches the book
Check paperwork for notes like:
No renewals
Fragile
Library use only
Special collections use only
*Always Use Rubber Bands to Keep Volume Sets Together*
Scan ILL# barcode into VDX requests
Confirm book title matches VDX title
Select "Local Change Request Details" from the drop down menu and Action
Write item details in parentheses at the end of the title field in capital letters
Examples:
(TWO VOLUMES)
(ONE SCORE + 2 Parts)
(2 DVDS)
Save
Navigate to "Results" press "Details" and use the "Received" action
Copy and paste "Our Number" into the "Barcode" field
Make sure "Due Date" and "Local Due Date" match and are in the future
Add private notes for anything noted in step 1
"disable circ action" should be Unchecked
Confirm the receive action
Notes:
VDX sometimes takes a bit to update and won't give the option to action after changes are saved (wait 1-3 minutes)
The item's "Details" will often allow actioning when the drop down menu isn't available from the "Results" tab
Follow up in ALMA by doing the following:
In ALMA, select "Physical Items" and "Barcode" in the top bar
Select the search box and scan in ILL#
Click "Edit Item" and navigate to "Notes" > "Fulfillment Notes"
Enter relevant information, examples:
"3 Volume set, must be checked out and returned together"
"Library Use Only, item cannot leave the library"
"Item case is cracked and damaged"
Notes:
Fulfillment notes are viewed as pop up text when items are checked in and out of ALMA
Go to the "Print Straps" section below
Note: Microform items are always library use only
Check request information
Confirm that the title on the paperwork matches the items
Scan ILL# barcode into VDX requests
Confirm microform title matches VDX title
Select "Local Change Request Details" from the drop down menu and action
Write number of items in parentheses at the end of the title field in capital letters (*two or more only)
Examples:
(TWO REELS)
(THREE SHEETS)
Save
Navigate to "Results" press "Details" and use the "Received" action
Copy and paste "Our Number" into the "Barcode" field
Make sure "Due Date" and "Local Due Date" match and are in the future
Add private note stating the number of items received:
Receiving ___ reels of microfilm
"disable circ action" should be UNchecked
Confirm the receive action
Notes:
VDX sometimes takes a bit to update and won't give the option to action after changes are saved
The item's "Details" will often allow actioning when the drop down menu isn't available from the "Results" tab
In ALMA, select "Physical Items" and "Barcode" in the top bar
Select the search box and scan in ILL#
Click "Edit Item" and navigate to "Notes" > "Fulfillment Notes"
Enter relevant information, examples:
"3 Microfilm reels : Library Use Only, item cannot leave the library"
"2 sheets of Microfiche : Library Use Only, item cannot leave the library"
Notes:
Fulfillment notes are viewed as pop up text when items are checked in and out of ALMA
Go to the "Print Straps" section below
Navigate to "Work Queue" > "Standard Bookband" in VDX once you've received all items
Print on legal paper (found in "Page Setup") using the settings found on the concrete pillar
Cut bookstraps in half using the star mark as a guide
NOTE: If only printing one strap, you have to change the orientation of the paper in the legal tray so that the slug logo is on the opposite side. See board above printer for more in-depth instructions.
2. Highlight "Science & Engineering" on bookstraps bound for S&E
Match strap to item
Use the VDX paperwork the item came with to tape the bookstrap to its item
Library Use Only items need a red strap attached
Notes
Tape should not touch the item
Use scrap paper if more is needed, making sure there is no patron information on the scrap paper
Separate out and set aside:
S&E library pickup items
Library use only items
2. Scan VDX barcodes on newly strapped items into ALMA via the "Scan In" option.
3. Place items on shelf
Shelve books on the hold shelf by patron's last name
Shelve media, fragile, oversized, and library use only items in their respective locations
If you have done this task many times, this guide will help refresh your memory.
Check paperwork for important notes
Receive items in VDX, copying ILL# to Barcode field
Print straps, build straps
Notify patrons with "UC Loan Received" bulk action
Updated 02/10/22 MDB
Updated 12/13/21 TG
Updated 03/16/20 TG
Updated 04/29/22 DK
Updated 05/09/22 DK
Updated 11/07/22 DK
Updated 10/10/24 DR