(Last Revised 11/21/11/CF)
Selector
- Selects title in GOBI, assigns the fund code, adds any library notes, and uses subaccount 1010-03
Example notes:
- Patron notification information including name and email
- The call # for print edition should be provided; likewise, if the ebook is ordered first, the order for print should indicate this
- If a major reference work, note “List in Vera” and provide a suggested “GetURL” if you have one in mind.
- Emails the “Selection Acknowledgment” to eselect@mit.edu
ESelect Team (Monograph Acquisitions)
Ordering:
- Upon receipt of the “Selection Acknowledgment” email, retrieves the selection in GOBI.
NOTE: All Ebooks are non-returnable and cannot be cancelled, so we need to search both the ISBN and Title in Barton before completing the order in GOBI to verify that it is not a duplicate:
- If not a duplicate, add “Non-Return” note to the Library Note and complete the order.
- If there is a “List in VERA” note, please be sure to add the Selector’s Name for the cataloger.
- If a duplicate of the electronic version, delete the title from the Selections in GOBI and notify the appropriate selector.
- If a duplicate of the print version and the selector has not noted “Int. Dup.,” email the selector and ask if they would like us to order or cancel and proceed accordingly. If we are to proceed with the order for the Ebook, be sure to note the Call Number for the print edition in the Library Note field; “Non-Return” should also be noted.
- Note the Supplier and option for user access, as appropriate, in the Library Note. Ex: Gale; NetLibrary, Ebrary SUPO; Ebrary MUP
- Completes the order in GOBI; system responds with an “Order Acknowledgement.”
- Emails the “Order Acknowledgement” from GOBI, to e-books@mit.eduto alert them that an Ebook has been ordered
NOTE: Send one email per Ebook provider; do not mix ebooks from different suppliers in the same email.
- Record loads into Aleph the day after the order is placed in GOBI; order is completed in Aleph:
- Do NOT create an item
- RUSH orders for patrons should have a Library Note and be marked RUSH, but should not have a HOLD created.
Receiving and Invoicing: (Alex or Charlene)
- Upon receipt of the paper invoice, check the order in Aleph to see if the EDI invoice has already been loaded. (Secure FX6.0 is checked regularly and invoices loaded as they are posted so EDI invoice is often loaded before we get the paper copy from YBP.) If not, invoice will need to be loaded. Code paper invoice and put in invoice tray.
NOTE: Invoices for Netlibrary titles need to have the hosting fee manually added to the invoice record in Aleph.
- Arrives the item in Aleph and checks that the book has been cataloged, by clicking on “Overview” button and is displaying a url:
- If a URL is not displaying, emails e-books@mit.eduto alert them that the access should be live.
Include in email: Title, Provider, and Library Note
E-books Cataloging Team(e-books@mit.edu)
- Receives email notification from ESelect Team that an ebook has been ordered in GOBI and again when the invoice is received.
- Receives email notification from an ebook provider that access is authorized
- Checks ebook provider site for URL, if not supplied in the notification.
- Downloads bib records from OCLC or trusted provider and adds appropriate local access information fields.
- If we have the print version in our collection, adds ebook version to that record (URL), moves the order record and deletes the brief bibliographic record.
- For RUSH orders, notifies patron, via email, that access is live.
- If the Ebook is a major reference work and/or has a “List in Vera” note, Dan emails brief template to Sally, spr@mit.edu
Example of email text:
Selector:
Selector Email:
PO#
Title:
Publisher:
URL of Resource:
Suggested GetURL, if provided by selector:
VERA (Sally)(spr@mit.edu)
If Sally sets up a GetURL in VERA, she will email that information back to ebooks@mit.edu via the “New in Vera” Announcement.
