Monograph Acquisitions: Cancelled Orders - Who To Notify

Aleph; Revised March 8, 2011

1. When an order gets cancelled because we can not find a copy on the market, or the vendor reports they cannot supply, the online order needs to be edited:  

• Change order status to VC (Vendor Cancelled) or LC (Library Cancelled)
• Add a note to the Order Log with reason for cancellation
• Suppress the bibliographic record when the order is the ONLY copy attached to the bib. record and delete the item.
• If there are other copies attached to the bib. record, delete the item only, but do NOT suppress the bib. record.

2. If we are initiating the cancellation, and it is not vendor-initiated, the vendor must be emailed so that they can cancel the order in their system.

3. Notification of all canceled orders should be emailed to selector responsible for the fund that was charged.  Consult our most current list at:  · Selector/Fund List

Exceptions:

• Music – Notify Christie Moore, csmoore@mit.edu
• Rotch Back Issues – Notify Kate Gyllensvard, kag@mit.edu

To create an email to send to the  selector, use macro: “Ctrl+E”  which pulls the following information from the online order record and inserts into the email to send to the selector:

• Order Number
• Bibliographic Information
• Library Note - such as patron notification, journal back issue information, REPL information or other information that is relevant to the selector.