Serials Processing: Checking in Periodicals

Purpose: To check in physical issues of our periodical titles (titles belonging to our 763 account).

Begin by logging onto Sierra Serials Checkin.

1. Go to the correct record.

From Index pull down select search options:

  • Type T followed by the journal title (Note: watch for ejournal record for same title), or
  • Type I followed by the journal ISSN number (generally preferred if number readily available)
  • Type K followed by 7 letters, starting with the first letter of each word in the title, and filling up to 7 letters with the last word in the title.
    (Example: Journal of Organic Chemistry=JOOCHEM), or
  • Type A followed by author (association)

Read Checknotes looking for:

  • Route (insert slip as needed) — Not doing at this time
  • Strip (insert strip in issue as needed)
  • Location – indicated just below title.
  • If CALL # or “CAT SEP” appear in checknote
    • Tab to full checkin record and check fund code.
    • If FUND/KEYER CODE = 7 767, this is a standing order. DO NOT CHECK IN! Put on standing order truck.
    • If FUND CODE = 763, check in.

2. Check in issue

  • Add at least one box before checking in the received issue.
    • Right click any box and type B A
    • Edit number of boxes if needed. Click OK
  • Whatever box is highlighted will be checked in (NOTE: be sure to check the issue in hand against the automatically highlighted box. May not be the same.)
  • Just move mouse to appropriate box to switch to another issue
  • Click checkin button or type c. Check carefully for the following details. Don’t assume the pre-filled information is correct.
    • Volume, issue and cover dates will prompt if not already in the box.
    • Notes: enter notes (Ex.: PART 2 SUPP.) if needed.
    • For modifications
      • To edit a single box, double-click the box.
      • For more than one box: Highlight the boxes to be changed. Hold the <ctrl> key to highlight multiple boxes.
      • Right click on one of the boxes highlighted
      • Select the “box menu”
      • Select “update boxes as a group”
      • In resulting dialog box see window options for updating cover date, expect date, volume, etc.
      • Click OK when changes done
  • Some notes on special cases:
    • If checking in an issue that has “missing” or “not recv’d” in the box it is most likely a backbuy.
    • Duplicate – we keep a maximum of 2 copies. If checking in the second copy, change the number in the box to “2”
    • Requires labels – a very select number of titles require labels (eg. Book Review Digest and Analytical Abstracts); these are generated at the printer at the OCR station (See: Procedure for printing labels below in section 5).
    • Supplement – most supplements are checked in on the same box. Box note will read “+ Suppl”. A few regular supplementary periodicals have their own distinct checkin records (Ex.: Acta Psychiatrica), and some titles check in supplements on the regular card with “Insert/Add Supplement Boxes” on the Right-Click Box Menu (see note below).
    • Checking in titles for Learning Materials Center: see note below.
    • If title not found:
      • Be sure to have tried multiple search options
      • Check pile to see if related title is present (eg. a special issue or supplement to title readily found). If a likely “partner” is present, check notes carefully for instructions on special or supplementary issues.
      • Check discard file on URSUS (Title: DISCARD OR ROUTE CHECKLIST FOR ORONO: NUMBER 1-3)
      • If still not found, fill out “mystery issue” slip to send to Head of Collections
  • Close checkin card
  • Save changes

Note: If card is full, Sierra will prompt you regarding filled status yes or no.  If still active, select no and add one box.

3. Edit checkin record

  • Expect dates: review to be sure in sync with time of receipts in hand. If update required:
    • Click last box checked in
      • Hold down and highlight subsequent expected boxes
      • Right click and select box menu –> update boxes as a group
      • In resulting dialog box check boxes for expect dates
      • Check box for cover dates if that requires updating as well
    • Card status: Right click on any box, click “Card Menu”
    • Checknotes: Delete as necessary.

4. Print label—”Print labels” box in checkin record will be checked off.  Set aside issues requiring labels to batch process weekly for oref and sciref locations. [Give to Cataloging]

  • If CALL # and paper issue, print label. Example: West Supreme Court Reporter
  • If CALL # and hardbound, ADD TO CAT (use colored flags). Example: Boston Globe Index
    • Start OCR computer and label printer. Login to Sierra Serials Module.
    • Find record for journal title, make sure the box information is correct and tap C or click Checkin to check in issue.
    • When checking in first issue of the session, you’re prompted to choose a printer.
    • Click “Local Printer”
    • Select Format tab, click on “Text” and change “Lines Per Page” to 0.
    • Continue printing labels for other titles

When finished printing labels, place labels anywhere on issue and deliver Ref. titles to Dianne and sciref titles Nancy M.

5. Maintenance mode options

  • Modify 1 box or a range of boxes: STATUS, VOL, ISS, COVERDATE, TRANSDATE. Delete cover dates when necessary.
  • Insert any new boxes before checking in the last box (otherwise card status will change to f=filled).
    • Delete oldest boxes for newspapers and microfilm to create space on card.
    • For serial titles that will be bound or kept, DO NOT DELETE OLDEST BOXES. You may consolidate boxes for a volume into one or several boxes.

Tips for handling different issue situations. Pay attention to details. Read all CHECK NOTES and BIND NOTES.

  • Limited retention and no film holdings: Boxes deleted by circ staff according to retention policy [rev. May09]
  • Journals with high frequency (weekly, bi-weekly, semi-monthly): IF available online, keep no more than 3 months on the shelf. Then either:
    • Discard if limited retention (Serials staff) or
    • Send to bindery if kept (Serials or SEC staff)
  • Supplements: If numbered supplement, check inbox note: Example: “SUPPLEMENT: 1990.” If it’s an un-numbered supplement, check in the actual issue as normal and create an EXPECTED box for the next issue. Right click the newly created EXPECTED box, under BOX MENU select Insert Supplement Box Before Selected. Click Ok. Edit the Checkin Card to reflect date and title (if applicable). (added 8/19/16).
  • Microfilm: Be sure to check in on microfilm checkin record.
  • Government documents: identify by location, sudoc number in upper right hand corner of cover or record notes. NOTE: separate statistics to include both state and federal numbers. (added 9/4/08)
    Indexes: See check notes for instructions with each title. If not checked in, leave on shelf by Kathy. Ultimately all indexes go to Kathy.
  • Backbuys: Watch for TTB notes in checkin. Give backbuy issue to acquisitions backbuy staff.
  • Weeding checknotes: remove as time allows so note area is not too crowded or information obsolete. All notes added should be dated and initialed. If note is desirable to keep long term for journal history, tab to checkin record and change to an internal note (‘n’ becomes ‘z’). Otherwise delete. Save changes.

6. Claiming

  • This does not have to be done for every title with outstanding issues that you may note as you are checking in. Separate claims processing by other serials staff should systematically generate the majority of claims needed. HOWEVER, the automated system treats each claim individually. While checking in you have the perspective to note chronic missing issue patterns. You will get a feel for the titles that need to be watched.
  • If you want to place a single claim
    • Highlight box for issue to be claimed
    • Right click and select “Card Function
    • In the repainted checkin card screen, click on the “Claim One” box
    • In resulting dialog box, click OK.
  • If you want to place a claim on a chronic pattern of missing issues contact our Ebsco rep via email. Provide her with:
    • Retrieve order record number from the order record
    • Title
    • List missing issues

NOTE: By arrangement with EBSCO, claim 3 or later is passed directly on to our representative who works with the publisher to address. Lists are prepared every other month.

Index Titles with Cumulations

  1. There will be a separate checkin card for the annual cumulation in addition to the periodical issues
  2. Checknote should read: “Annual cumulation adds to catalog. Check in annual cumulation here and delete boxes for issues replaced by cumulation.”
  3. Delete boxes for issues replaced by cumulations (done by cataloging staff).
  4. Update expected boxes transaction dates.
  5. Card Status = C
    Label Type = A
  6. Discard paper issues, done by cataloging staff.
  7. Reference staff (Dianne) will bring up the discard issues which serves to prompt removal of the individual checkin boxes. Pieces go to discard table.

Note: We check in index titles and print labels for some; others get a label when they are cataloged. Please look out for this.

If you have checked in an index title that is an add, write call # on a golden colored strip of paper. Also use a bright green strip of paper and write either Reference or Sci. Ctr. (for Science & Engineering Center) at top. These two strips of colored paper should be inserted into the index with strips hanging out on top so you can read both of them and they should be placed on the Add truck.

Paper copies are usually monthly and we check these in and print a label.

Hard-bound copies are usually annuals and adds, and we check these in, fill out the gold strip and put these on the Add truck.

Checking In Titles for Learning Materials Center

  1. Identify LMC titles by location “olmc”
  2. Check item in as per step 2 above

Processing Checked In Journals

  • Place issues in piles sorted by location (eg. opssh, opsci, ospc).
    • Insert security strips on those needed
    • Apply white label on opssh and osci titles and stamp with appropriate date stamp.
    • Learning Center magazines get opssh stamp
    • Stamp directly on ospc titles on back or contents page
  • National Geographic
    • Double security strip
    • Use “DESK” stamp along with date stamp. These are kept behind the Reserve Desk


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