Branches: Ordering, Receiving, Cataloging, Invoices
BOOKS
Ordering Books
Kingston places book orders for the branches.
Branch librarians provide Kingston Acquisitions staff with the bibliographic information for the items they wish to order.
If the item's location is to be different from main stacks (e.g. Reference), also provide the Alma location code.
If the fund to be charged is different from the standard firm order fund for the branch (i.e. F-pel), also provide the Alma fund code. (This would be the case for endowment orders.)
Kingston Acquisitions staff places the order per procedures.
Pell books are shipped to Kingston. A receiving note in the PO Line reminds Kingston Acquisitions staff to give the books to Kingston Cataloging staff when they come in.
CCE books are shipped to CCE. This is communicated to the vendor through the choice of sub-account on the order.
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Receiving Books
Pell books are received by Kingston Acquisitions staff per procedures.
CCE books are shipped directly to CCE, with an invoice in the shipment.
CCE staff must receive books in Alma.
CCE
Unpacking Books
When a shipment of books is received:
Unpack the books.
Check off each title on the packing slip (not on the original invoice).
We should receive 3 copies of all invoices. If we do not receive 3 copies, make copies of the original. Do not write on the original.
Place the books on a book truck in the same order as the packing slip (invoice).
Receiving Books in Alma
At the top of the screen, set your Currently at: location to CCE Library - Tech Services - CCE.
Go to Acquisitions => Receiving and Invoicing => Receive.
Under Receiving Settings, make sure Keep in Department is Checked and the Next Step is Copy Cataloging.
On the One Time tab, find the item you want to receive.
Under Find PO lines for Receiving at the top of the page, you can search by PO Line number, author, title, standard number, or other criteria.
You can also put the cursor in the Find search box and scan the publisher barcode on the back of the book.
Once the item you want to receive appears, double-check that the location is the branch library.
Click the Manage Items button to the right of the item you want to receive.
Check the Receiving note for any instructions.
If the book's location needs to be changed (e.g. from xmain to xref), click Edit to change the location in the item record. Press Save.
Place a checkmark in the box to the left of the item.
Scan in the item barcode.
(Save and Receive).
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Cataloging Books
CCE and Pell books are cataloged by Kingston.
CCE
CCE prepares the following and delivers it to Kingston:
A photocopy of the title page and verso of each book in the shipment.
Written on the photocopy is the book's barcode, call number from label, and OCLC number (found in the 035 field).
(The original invoice)
Kingston Cataloging staff catalog the book. This involves:
Checking the bib record in Alma to make sure it matches the book's information and correcting / overlaying as needed. See Copy cataloging Alma overview procedure.
Updating item if necessary.
Making sure that CCE's holdings are queued to auto-update in OCLC.
Kingston Cataloging staff then note in red pen on the photocopy of each book's title page that it has been cataloged. If the call number or OCLC number originally written on the photocopy of the book's title page are incorrect, corrections are noted.
Copies are returned to CCE.
Note: Because of the relatively small number of print books purchased for CCE, we can skip the process of changing the item status from Copy Cataloging to Physical Processing after the cataloging step. The book will be set to "Done" after it is physically processed. The entire time it is in processing, its status will be Copy Cataloging.
Note: CCE book orders (volumes added) are included in URI's stats.
Pell
Pell books are given to Kingston Cataloging staff.
Kingston Cataloging staff catalog the book. This involves:
Checking the bib record in Alma to make sure it matches the book's information and correcting / overlaying as needed. See Copy cataloging Alma overview procedure.
Making sure that Pell's holdings are queued to auto-update in OCLC.
The book, still in Copy Cataloging status, is transited to Pell.
Pell staff adds the barcode and checks other elements of the item record. See Copy cataloging Alma overview procedure, especially section "Enter Barcode and make other changes to Item Record as needed."
Note: Because of the relatively small number of print books purchased for Pell, we can skip the process of changing the item status from Copy Cataloging to Physical Processing after the cataloging step. The book will be set to "Done" after it is physically processed. The entire time it is in processing, its status will be Copy Cataloging.
Note: Pell book orders (volumes added) are included in URI's stats.
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Physically Processing Books
CCE
CCE staff physically process the books after they have received the photocopied title pages back from Kingston (because that is what has the final call number) -- property stamp, label, label protector, tattle-tape, etc.
Instructions for label printing from Alma are available.
After physically processing the books, CCE staff changes the status of each book to Done.
The easiest way to do this is to go to the General Information Tab of each item record and change the Process type to [blank].
Alternatively:
Currently at: CCE Library - Tech Services - CCE.
Acquisitions => Post-Receiving Processing => Scan in Items
Automatically print slip: no
Set Status To: [ignore]
Done: Yes
Scan Item Barcode: [scan barcode of each item]
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Before shelving, books have to be scanned once more at CCE Circulation.
Change location to CCE Library - Circulation
Fulfillment => Resource Requests => Scan In Items
Scan each book's barcode to set the status to "In Place."
Shelve.
Pell
Pell staff physically process the books, per branch procedure (property stamp, label, label protector, tattle-tape, etc.)
Instructions for label printing from Alma are available.
After physically processing the books, Pell staff changes the status of each book to Done.
The easiest way to do this is to go to the General Information Tab of each item record and change the Process type to [blank].
Alternatively:
Acquisitions => Post-Receiving Processing => Scan in Items
Automatically print slip: no
Set Status To: [ignore]
Done: Yes
Scan Item Barcode: [scan barcode of each item]
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Before shelving, books have to be scanned once more at Pell Circulation.
Change location to Pell Library - Circulation
Fulfillment => Resource Requests => Scan In Items
Scan each book's barcode to set the status to "In Place."
Shelve.
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Paying Invoices
All invoices are processed and paid by Kingston.
Pell book invoices come to Kingston initially.
Pell should forward any other invoices (and credit memos) to Kingston for payment.
CCE should forward all invoices (and credit memos) to Kingston for payment (either by scanning a PDF of the invoice or confirming which invoice numbers have been received).
Entering invoices in PeopleSoft is done per procedure.
Exceptions:
In the case of materials purchased with GSO Foundation funds, Kingston Acquisitions staff post the invoice in Alma and forward the invoice to the Pell Librarian who sends it to the GSO Dean's office for payment.
In the case of materials purchased with CCE Administration funds, Kingston Acquisitions staff post the invoice in Alma and forward the invoice to the CCE Librarian who sends it to the CCE Dean's office for payment.
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PRINT SUBSCRIPTIONS
Kingston handles ordering, cataloging, and paying invoices for print subscriptions for the branches. (All electronic subscriptions are considered Kingston subscriptions.)
The branches will receive print issues using the Receiving Print Subscriptions (Serials Check-In) procedure.
Rathemacher 3/2015, rev. 6/2015, rev. 3/2018, rev. 8/2020.