Receiving (VDX)

1. 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

2. 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.

3. 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

4. Go to the "Print Straps" section

1. 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*

2. Scan ILL# barcode into VDX requests

   • Confirm book title matches VDX title

   • Select "Local Change Request Details" from the drop down menu and Action

3. Write item details in parentheses at the end of the title field in capital letters

   • Examples:

     1. • (TWO VOLUMES)

        • (ONE SCORE + 2 Parts)

        • (2 DVDS)

   • Save 

4. 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

5. 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:

     1. • "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

6. Go to the "Print Straps" section below

Note: Microform items are always library use only

1. Check request information

• Confirm that the title on the paperwork matches the items

2. Scan ILL# barcode into VDX requests

   • Confirm microform title matches VDX title

   • Select "Local Change Request Details" from the drop down menu and action

3. Write number of items in parentheses at the end of the title field in capital letters (*two or more only)

   • Examples: 

     1. • (TWO REELS)

        • (THREE SHEETS)

   • Save 

4. 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: 

     1. • 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

5. 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:

     1. • "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

6. Go to the "Print Straps" section below

Print Straps

1. 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

Notify Patrons

1. 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.

1. Check paperwork for important notes

2. Receive items in VDX, copying ILL# to Barcode field

3. Print straps, build straps

4. Notify patrons with "UC Loan Received" bulk action