Monograph Acquisitions: PDA ILB Workflow for MonoAcq only

Ordering in ILLiad

Check ILLiad daily to see if there are any requests in the “PDA: Awaiting Processing” Queue.These get RUSH priority.

• To see details of a request, double click on it.
• Check the details of the request to be sure the request matches the criteria below:
  • English language only
  • Available from US vendors only (not foreign vendors)
  • Print monographs only
  • Under $150.00 to purchase
  • Imprint date: latest 5 years going forward prior to current calendar year
  • Does not duplicate a copy already in our collections
  • Stock is available at time we receive the request. RUSH Shipping is our default to meet goal of filling order in one week or less
• If it matches criteria above, follow regular procedures for ordering in GOBI or in Aleph, and vendor website as appropriate:
  • Move the ILB Request from “PDA: Awaiting Processing” queue to “PDA: Ordered” by clicking the “Route” button.
  • On ILB Request note “Ordered GOBI” or “Ordered <vendor name> and PO#” as appropriate.
  • Print out copy of ILB request for our daily backup files/audit trail; Note the Requestor’s preferred pickup location.

   

Ordering in Aleph

Search the title to make sure that it is not a duplicate of a copy already in our collections.Then create an order for the title for all non-GOBI orders; Order records placed via GOBI will load into Aleph the next day.

Create 2 patron holds:

1. Patron whose name is on the ILB request (Patron gets 30 days/NO renewal; this is noted on the label. Access Services staff will have to over-ride the loan period from 2 weeks to 30 days at point of loan.) 
   • Update the pickup location in the [H] Hold Requests node of Patron tab in the circ client to the Preferred Pickup location that the requestor indicated in ILLiad.
   • Change the Recall Type from 01 to 03.
2. MonoAcq (so book gets returned to MonoAcq to get put in the cataloging queue after the requestor is done with the book.) 
   • Update the Pickup location to ACQ.
   • Change the Recall Type from 01 to 03.
   • Details on how to change the Pickup Location and Recall Type: 
     • In 2.General tab of order record in ALEPH Acquisitions/Serials client:
     • click on Borrower ID:
     • type in MONOGRAPH ACQUISITIONS
     • hit Enter
     • click on Select (once MonoAcq is highlighted in blue) and choose ACQ1
     • click on Update
     • click on [2] Overview
     • click on Circulation
     • click on [H] Hold Requests   
     • highlight MonoAcq entry in List of Hold Requests
     • change Pickup Location to ACQ 
     • change Recall Type to 03 (No recall)
     • clink on Update
   • Pickup locations should be updated in the Circulation module on the [H] Hold Requests node of the Patron tab in the Circulation Client (See screen shot next page) :

• For duration of Pilot, all books are to be cataloged for DEWEY.
• Add a Library Note:
  • PDA/ILB; Patron Name and email;  Send  book to ____ (fill in Patron’s Preferred Pickup location from Requestor record in ILLiad.)
  • Add any relevant cataloging notes, such as the call number, if you find we own an earlier edition.
• Mark the order RUSH; use the 1010-17 account for GOBI orders. (We are still evaluating whether to pay for RUSH shipping from Amazon/B&N.)
• Set the Delivery Date out 5 BUSINESS DAYS.
• Fund code = M-CSM-PDAI-2012.
• If it does NOT match the criteria or there is no stock available to purchase, note in ILB request under SPECIAL INSTRUCTIONS the reason for ineligibility:

PDA: Price

PDA: Imprint Date

PDA: Language

PDA: Format

PDA: Foreign imprint

PDA: NYP

PDA: No stock available for purchase

PDA: Duplicate

PDA: Incomplete information

PDA:  Non Academic (ex: Dummies Handbooks, Feeding your baby)

PDA:  Duplicate Request

 

• Move request to “PDA: Unfilled” Queue for ILB Staff to handle.

Changing Pickup Locations

If for some reason you need to change the pickup location of a particular item, follow these instructions provided by C.Fox:

• Open the Patron Tab in Aleph's circulation module
• Open the Monograph Acquisitions account by typing MONOACQ into the top left hand field and then press the enter button
• Click on node [H] Hold Requests
• Highlight the item you want to change by clicking on it in the list of hold requests

 

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• Details of the hold request will appear in the window below under tab 1, Hold Request Information

 

• Click the arrow beside Pickup Location

• Select the new pickup location by double clicking on it
• Click the update button on the right hand side

Receiving

• These items should get RUSH processing as soon as it is identified that it is a PDA/ILB purchase either by the fund code (M-CSM-PDAI-2012) or the presence of the PDA/ILB note in the Library Note field
• Receive and invoice the book in Aleph.
• Recycle the Dust Jacket
• Barcode the book and scan into Aleph
• If the patron would like to pick up the book at a location other than DEWEY, for the length of this Pilot, be sure to change the Location on the HOLD from Dewey to the desired pickup location.
• Property Stamp the Book (Date stamp verso of title page; top edge location stamp)
• Affix the removable PDA label to the front of the book:

 

• Insert the Arrival Slip and the yellow Survey Card in the text block of the book.
• Add a note to the Order Log where you sent the book; this will be the Access Services Desk that the patron has indicated as their preferred pickup location in the ILLiad Requestor record.
• If location is HHS, deliver to Hayden Circ; otherwise put in an envelope marked RUSH/PDA to the appropriate CIRC desk using the PDA mailing label:

• Meghan and Amy will email eselect@mit.edu with the PO#/title. 
• In ILLiad, Eselect Team will add note “Received/date,” then move the request from “PDA: Ordered” to “PDA: Received.” 

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After the patron returns the book, Aleph will automatically loan the item to MonoAcq.  Book will be mailed to MonoAcq, Rm.14E-210A.  

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MonoAcq Staff - Receiving

• Update the IP Status to “IP” (Received/Ask for Assistance.)
• Delete the loan to “MonoAcq.”
  • To delete a loan, open the MONOACQ account from the Aleph circulation module’s patron tab (yellow screen that has icon of a person’s head at top.)
  • Click on the Patron Button at the top of screen:

• Select the item in the loan list and click the “Delete” button in the right hand menu:

• A message will pop up asking if you're sure you want to delete the loan. Click yes and you're all set.

 

• Remove the ILB/PDA label from cover of book
• If the label has been marked “NR,” note the PO# on the NR Tally Sheet
• Insert a blue Preservation routing flag and check the RUSH box 
  • The flag template is attached to the Public Services wiki at https://wikis.mit.edu/confluence/x/5QrKAQ.  Click on link towards bottom of p
    • Use the AMES/CPS flag (Print on Blue paper:)

 

• Add an Order Log note that book has been put on RUSH shelf in cataloging