Monograph Acquisitions: Suggested Purchase Workflow

SUGGESTED PURCHASES WORKFLOW

M-CSM-XSUG ($70,000)

Last Revised October 2020 [maritnaa]

 

PATRON

• Patron fills out “Suggested Purchase” form which goes directly into the Suggested Purchase Request Tracker (RT)  (Libraries::ACE::Suggested-Purchase) queue via email to suggestedpurchase@mit.edu .  The form is available at:  https://libraries.mit.edu/forms-mit/purchase.html.   
• The subject line in the RT queue will state“help.mit.edu #number] Suggested Purchase; followed by the first 15 or so characters from the title.”
• The patron will get an automated email stating:  “Your request has been received and will be ordered. Once it arrives, it will be placed on hold for you. You will only hear from us before then if there’s a problem.  Thank you!”

 

MONOACQ Staff  

In Request Tracker

• The Suggested Purchases will go into the RT queue: Libraries::ACE::Suggested-Purchase

Note: Occasionally an order with a “NTFY patron” note will be submitted to the eselect queue or via GOBI; these should be RUSH ordered and charged to the XSUG fund. Unless GOBI indicates “RUSH Available” for that title, these should be ordered outside of GOBI for faster delivery. For suggested purchases in the eselect queue, please change the queue to : Libraries::ACE::Suggested-Purchase

• RT Queue is monitored daily and these requests will be treated as RUSH and ordered in priority of time ticket is created in combination with the urgency the patron assigned the request (1-Urgent; 2-soon; 3-anytime). The ticket will be “claimed” as soon as work on it begins.
• Check the details of each request to ensure they meet this criteria:
  • Not for Course Reserve – these should put in the RT Queue “Libraries::Reserves” for the reserves team to handle.  Leave the status of the ticket as “NEW.”
  • Price is $250 or under; if over $250, you must email appropriate selector for a fund to cover the overage.
  • Not self-published
  • Not on the Beall’s list of predatory publishers: http://scholarlyoa.com/publishers/
  • Not a thesis
  • Not an engineering standard - Requests for standards should be referred to ask-sci-eng@mit.edu via a comment in the ticket.  Keep the ticket status as “NEW” and transfer the ticket to the Standards queue: Libraries::Standards.
    •  Organizations whose standards are often requested include: ANSI, ISEE, ISO, and SAE. More information here: http://libguides.mit.edu/standards.
  • NOT a duplicate of same format; it is OK to duplicate if a different format, e.g., we own a print copy but patron is requesting eBook version.
    • Note: if it is a duplicate of an existing open order, create a 2^nd patron hold.
  • NOT an electronic product, unless it is an eBook available via GOBI.
    • Transfer requests for ebooks not available in GOBI to eselect
  • Not a journal subscription – these should go to sp-triage@mit.edu
  • Not a journal article, which should be going to ILL   
• IF request is for any format for Music Library that is not a book: Send to Nina by simply adding a Comment and cc’ing ninadm@mit.edu, asking Nina if we should order or not. She will respond with a decision via the ticket. 
• IF the title is for Humanities Library, assign BROWSERY for all Fiction and any other titles of popular interest, if that can determined.  A Browsery decision may also be made at point of receipt, with book in hand.
• IF request is for a DVD: get PPR when available. Be sure to order Region 1 or 0. (See chart on last page.)
  • Since DVDs with Public Performance Rights (PPR) are often over $250, the selector has the option to provide a fund to cover the difference, or instruct us to order the DVD without PPR.
  • Be sure to search in Barton/Aleph before ordering.  We subscribe to many streaming services now; see http://libguides.mit.edu/film/streaming for full list.  If a title is available via streaming, email the patron and ask if that will be acceptable.
• IF the suggested purchase is a duplicate of a title we already own, in the same format, email the patron with the call # or url.  Suggest that if they have trouble finding the item on the shelf, they should check with desk staff.
• IF the suggested purchase is for a title we own that is marked MISSING, order on the REPL fund.
• IF the suggested title is NOT going to be ordered for any reason above or if no copy can be found, a Comment should be added to the ticket, copying sp-triage@mit.edu  and keep the status of the ticket at  “new.”   Do NOT “Reply” since we do not want the patron to see our internal communications. 
• IF the title is not yet published, pre-order the title and reply to the requestor of the delay, the expected publication date and that they will be notified when the book is available for them to pick up at a circulation desk.

In ALEPH and/or GOBI

• Search the title to make sure that it is not a duplicate of a copy already in our collections. 

• Create an order for the title for all non-GOBI orders.  IF you order the title via GOBI RUSH Drop Ship account (1010-02), when available that way, you will need to create an order in Aleph, since we do not get record loads for that account.
  • NOTE: If GOBI US Status is not "In Stock", and UK Status is "In Stock" do not order on the GOBI UK RUSH sub-account! Create an order in Aleph and order elsewhere.
• IF a selection appears in GOBI with a “notify user” note but the selector has not chosen XSUG as the fund, use the fund that the selector has indicated. 

• Assign the location based on the subject that the patron has indicated on the online form:
  • Architecture & Planning
  • Art
  • Engineering
  • Humanities
  • Management
  • Music
  • Science
  • Social Sciences
     
• Create a patron hold and add a Library note “RT#_____; NTFY patron name and email username@mit.edu.”  Note, the patron does not get an email when a hold is created; however, they can see the hold if they check their own account in Barton.
• Mark order as RUSH and shorten claim date, as necessary.
• Encumber against the Suggested Purchase Fund:  M-CSM-XSUG.
  • NOTE: If the suggestion is for a replacement copy, use REPL fund instead(R-IRC-REPL).
  • Charlene is authorized to sign off on both the XSUG and REPL funds for the MIT audit trail.
• Print a copy of the ticket for the audit trail backup
• The order will be RUSH processed upon receipt.  The arrival note will be printed and inserted in the book so that IDLA staff can notify the patron when the book reaches them.

Reports

• A report of Suggested Purchases is available via the Selector’s Toolkit so that selectors can run it at will.

Suggested Purchase Triage

• If there is an issue with a Suggested Purchase request, email sp-triage@mit.edu (Julia, with Martina as backup.) They will triage the tickets referred to them by forwarding to the appropriate selector or by contacting the patron directly.
  • If we can’t locate a copy to purchase: JL/MA will email ILB staff (borrowing-lib@mit.edu) to find out if they have already tried unsuccessfully to find a copy of the title for loan. If yes, JL/MA will forward the request on to the appropriate selector, and request that they follow up.  A Comment will be added to the ticket to reflect this and the ticket will be closed.
  • If the request is for a journal subscription: JL/MA will forward the request on to the appropriate selector so that they can communicate with the user directly and add the title to the wish list if appropriate.  A Comment will be added to the ticket to reflect this.
• Questions from Eselect staff to sp-triage should be responded to within 2 business days, copying suggestedpurchase-comment@mit.edu so that the response is captured in the ticket.

SELECTORS

• If a patron emails a selector with a request, it is the selector’s responsibility to fill out the online Suggested Purchase form if the XSUG fund is to be charged.  The form can be found at: https://libraries.mit.edu/forms-mit/purchase.html .
  • After Touchtone authentication, the form auto-populates with your information.  You need to clear the form and fill in the patron name and contact info.   
• Suggested Purchases should be handled within 5 business days.
• Selectors should refer to the “Selector Fact Sheet” for full information; available via “Selector’s Toolkit.”

 

TYPE OF REQUEST	ACTION and/or Special Instructions
Course Reserve	In ticket, click on “Basics” and change the Queue to “Libraries: Reserves” and leave the status as “New”
Price is over $250	Email the selector and ask for a fund to cover amount over $250.  If selector does not want to order due to cost, they are responsible for emailing the patron.
Self-published title	Do not order; notify patron.
On Beall’s list of predatory publishers	Do not order; notify patron.
Theses	Do not order; notify patron and point them to the Theses Libguide: http://libguides.mit.edu/c.php?g=176016&p=1159418
Duplicate of title already owned – different format	Order; note “Intl. Dup of  [print/electronic]” and note Bib.# of other format for the cataloger
Duplicate of title already owned – same format	Email patron and include the Permalink to the actual item; suggest that they ask at an access desk for assistance in locating the item. EX: Permalink for this record: http://library.mit.edu/item/000220507
Duplicate of title on order	Add a patron hold to existing order and email patron about the delay.  EX: “The item you requested was previously suggested by another user. We’ve put a hold on it in your name, but wanted you to be aware that this might add an additional 3-4 weeks to the wait for you to access it. If you need the material sooner than that, please see our Interlibrary Borrowing options here: http://libraries.mit.edu/docs/ilb/. “
Duplicate of a title that is MISSING	Order on the REPL fund: R-IRC-XRL.
Electronic product format (other than GOBI Ebook)	Notify sp-triage via “Comment,” change owner to Julia, and keep the status as “New.” Sp-triage will contact the appropriate CSA lead to either order via Electronic order form or not, and to email patron with their decision.
Ebook in GOBI	Order using decision tree for supplier/option.
Non-book format for Music Library	Email Nina for decision; if the decision is no, Music is responsible for notifying the patron.
Book for Humanities Library	Add Cat. Note “Browsery” for ALL fiction and any other title of popular interest, if that can be determined at point of order.
DVD	Order PPR, when available. Order Region 1 or 0 only.  If the price for PPR is over $250, email the selector who has the option to provide a fund to cover any overage, or instruct us to order without PPR. Be sure to search in Barton/Aleph to check that the title is not available via one of our streaming services.
Journal subscription	Notify sp-triage via “Comment,” change owner to Julia, and change status to “Open.”  JL/MA will forward the request on to the appropriate selector so that they can communicate with the patron directly and add the title to the CSA “wish list,” if appropriate.  A Comment will be added to the ticket to reflect this and the ticket Closed.
Journal article	Notify sp-triage via “Comment,” change owner to Julia and change status to “Open.” Sp-triage will refer patron to ILL; then close ticket.  Suggested wording: “To obtain articles from journals to which the MIT Libraries do not subscribe, please use our Interlibrary Borrowing Service at  http://libraries.mit.edu/docs/ilb/.  If you would like to request that the Libraries consider purchasing a subscription to this journal, please respond to this email, and we will inform the appropriate subject librarian.”
Can’t find copy to purchase	Notify sp-triage via “Comment,” change owner to Julia, and change status to “Open.”  Sp-triage will email ILB (borrowing-lib@mit.edu) to learn if they have already tried unsuccessfully to find a copy of the title for loan. If yes, JL/MA will forward the request on to the appropriate selector to respond to the patron.  A Comment will be added to the ticket to reflect this.  If not, we should email the patron to try ILB: http://libraries.mit.edu/docs/ilb/ and email ILB that we have already tried, unsuccessfully, to purchase a copy so that the patron doesn’t get referred back to us.
Can’t locate a copy of requested format to order  but can order a different format	Email the patron and ask if the alternate format will suit their needs
Standards	Comment to ask-sci-eng@mit.edu; keep ticket as NEW, transfer to Libraries::Standards.
Title is Not Yet Published (NYP)	Order; notify the patron of delay and the expected date.
GIS product	Email Jennie Murack for a decision and order details. If she approves purchase, she will need to order via the ER Team’s online order form.

 

Subject Chosen by Requestor	Refer questions to the appropriate CSA lead
Architecture & Planning	Deborah
Art	Deborah
Engineering	Courtney
Humanities	Deborah
Management	Deborah
Mathematics	Courtney
Music	Deborah
Science	Courtney
Social Sciences	Deborah