3-1 Preparing physical books for Cataloging (Includes Rushes: “Reserve” and “Notify”)

Purpose: To ensure physical books are in good condition and brought to Cataloging with proper flags and any applicable notes.

  1. Inspect book. Ensure that:
    • The cover and title page information match title, author, isbn# listed in the corresponding Sierra order record.
    • All pages are present and in the proper order. There are occasional errors in printing that result in an incomplete publication, pages out of order, etc.
    • The binding is intact and not in a condition that will cause book to fall apart with reasonable use.
  2. Insert a white slip in the book with the Sierra order record number (format: o8000000).
  3. Next to that number write a “P” for an approval book, or an “R” for a firm order book.
  4. Check the Sierra order record information for the location code, fund code, and “notify” info
    • Location code
      • osta (stacks): no location flag needs to be inserted. Osta is the default location.
      • oref, olis, olmc, dsta, etc: insert proper flag in book.
      • ores (for Reserve): place red flag in book. In the note field of the order record, there should be course subject and number (ex: ENG 101), course instructor, and semester. Write this information on the flag along with today’s date. NOTE: Reserves are considered “Rush” and are handed to someone in Cataloging as soon as they are checked in and flagged.
    • Fund code. This will tell you if the book needs a bookplate. See shared network for spreadsheet of bookplate codes and wording at Book Acq>gift funds.
      • If the fund code begins with an “o”, no bookplate will be needed (EXCEPTIONS: ogray and oflah. Both have bookplates.)
      • If the fund code begins with an “r”, a bookplate will be needed.
      • Place the plate in the book, along with an orange “Bookplate” flag.
    • “Notify” info in order record
      • Write the name of the person to be notified on a white slip (highlighted yellow at the top) and insert that into the book. We treat “Notify” as a rush and hand it to someone in Cataloging as soon as it is checked in and flagged.
  5. Take books to Cataloging and place on designated shelves. There are three different shelving categories for books: Firm order books, Canadian books (firm or approval), Children’s books. (Please see Acquisitions or Cataloging staff for the location of these sections.)