IN-PROCESS REQUESTS (Rev. 9-08)





The Cataloging Dept. will no longer try to catalog in-process requests; all such requests will be checked out uncataloged.

Note: media materials must be checked out by Sound & Image Resources staff.


PROCEDURE WHEN THE ITEM IS REQUESTED:

1. Circulation staff telephones Cataloging Dept. (extension 7-2296) and speaks with Ana Arteaga [or in her absence, Gustavo Echeverri].
   
   
2. Once contact is made by phone, the Aleph number and title is given to the Cataloging contact person.
   
   
3. The Cataloging contact person looks for the book or other material [if the requested material is not found, this person calls the Circ. Desk to let them know].
   
   
4. Ana or her backup enters a note in $x of the 852 field of the Holdings Record: In process request circulated uncataloged [date] then, c&p the same text into the Internal Note field of the General Information (2) tab of the Item Record.
   
   
5. Also, add the note: "Return to Cat Dept." in the Circ. Note field of the General Information (2) tab of the Item Record.
   
   
6. Then, change the Item Processing Status code to CU which displays as Checked Out Uncataloged.
   
   
7. Stamp the material--books are stamped on top of the text block.
   
   
8. The Cataloging contact person will deliver the material to the Circulation Dept.
   
   
9. The book or other material will be put in the usual place for In Process Requests (if place is unknown ask Circulation staff for assistance).
   
   
10. Material is charged out with the standard due date depending upon patron status.
    
    
    

PROCEDURE WHEN THE ITEM IS RETURNED:

1. Circulation staff checks material in as usual.
   
   
2. A message will appear on the screen to alert Circ staff that the material needs to be returned to Cataloging.
   
   
3. Circulation staff then puts the item in the mail box for the Cataloging Dept.
   
   
4. Ana or her backup will pick up the returned materials from the Cataloging mailbox.
   
   
5. Ana or her backup will remove the notes from the Holdings Record and the Item Record (both Internal and Circ. Notes).
   
   
6. Ana or her backup will research OCLC for a better record, overlay if necessary.
   
   
7. Distribute as follows for processing:
   • If the record is now a DLC/DLC, give it to Ana.
   • If it is 2nd level, give it to Gus.
   • If it is 3rd level, give it to Nora.
   • Media materials go to Marilyn or Bob.