BRIEF GUIDELINES FOR BIBLIOGRAPHERS - ORDERING AND MONO. RECEIVING UNIT

ORDERS

The Ordering and Monographic Receiving Unit processes orders for serials, serial backfiles and monographs in all formats.

Requests for serial subscriptions and standing orders need the prior approval of the Head, Collections Dept. This includes free subscriptions.

Electronic resources should be submitted on the Online Resources order form.

Requests for serial backfiles should be sent early in the fiscal year. Often, serial backfiles require a quotation be sent to a dealer who will search for availability.

Multiple volume sets to be published over a period of time: if a standing order is desired, please obtain pre-approval from the AUL, Collections and assign a continuations fund [_ _ _ c]

Requests over $1000 [$2000 for Special Collections items] must be pre-approved by the Head, Collections Dept.

Monographic orders are accepted in various ways:

• Email messages to liborder@uci.edu
• Annotated publisher’s catalogs and flyers, notification/approval slips, ads snipped from newspapers and other scholarly communications sent via intercampus mail to Acquisitions Order Team
• Titles selected via YBP’s GOBI3 database

All requests should be legible, from a reliable source and have a valid fund code.

Special handling or location instructions: These must be included on the order.

Valid handling notes include:

• Deliver to [name and campus location]**
• Notify and hold: [name and email address or campus location]**

**Not available to library staff

Added copy or special edition: When applicable, indicate clearly on the request that you are requesting an added copy or a specific edition.

Deadlines and discounts: Orders which must be placed by a deadline (to ensure a discount or other condition of purchase) must be flagged and sent as soon as possible [but no later than 72 hours before the deadline expires]

Multiple volumes: When requesting a multi-volume work, indicate clearly on the request which volumes are to be ordered or if a standing order is wanted.

Vendor selection: Acquisitions department current guidelines for vendor selection will be used. We invite your advice and recommendations for hard to obtain materials.

• Yankee Book Peddler - 18% discount, no shipping or handling
• Lindsay and Croft - 5% discount, no shipping or handling
• Aux Amateurs - no discount, handling charges apply
• Harrassowitz - no discount, no shipping charges

• Domestic vendor - 6 weeks
• European vendor 8 weeks
• Asian vendor – 16 weeks

Rush requests incur an additional charge from the vendor which will be charged to your fund code. Do not mix them in with routine requests. Indicate clearly that you want the title rush ordered. Rush order requests sent via email must contain the word "rush” in the subject line and should be flagged "highest" priority.

Rush requests must contain the name & department of the faculty member as well as the name of the course for which the material is needed. Rush items will be delivered to the faculty member (except media).

Flag all antiquarian materials or time-sensitive special sale catalogs which require special ordering to alert the searcher to this need.

Open orders, which have not been received are routinely claimed or redirected.

Claim intervals are tied to vendor:

• Yankee, Lindsay&Croft, Harrassowitz rush : 21 days
• Yankee, Lindsay&Croft, Harrassowitz routine: 90 days
• Majors, Aux Amateurs rush: 60 days
• Majors, Aux Amateurs routine: 180 days

Orders reported as out-of-print will be returned to the bibliographer. S/he may request that an out of print search be done.

Acquisitions performs out-of-print searching in the three following instances:

• Bibliographer submits a request for title known to be out-of-print to Acquisitions. Bibliographer should indicate on the request that the title is out-of-print so we can immediately begin OP searching.
• Vendor notifies us that a title we have ordered through them has been reported as out-of-print by the publisher. In this instance, the Order team assistant will cancel the order and return it to the bibliographer. If an OP search is desired, the bibliographer should re-submit the order to Acquisitions.
• Bibliographer submits a request for a title that is of keen interest indicating on the request that an OP search should be performed if the titles is or becomes out-of-print.

GIFTS-IN-KIND

Questions about gifts-in-kind should be directed to:

Meera Balachandra, Acquisitions, SL305C (949) 824-4987

The complete policy regarding gifts may be found HERE.

Donated materials for review are shelved across from the browse area. The materials are rotated weekly. A pink gift flag is placed in each book that the bibliographer wishes to add to the collection. Flags are located on the gift shelves. Staff checks each flag for any special instructions that bibliographer included, e.g. 2nd copy, special location. Please do not remove any material from the gift shelves unless Meera has been notified. Any gift/donation may be sent to Meera with notes for addition to the collection, discard, etc. Gifts cannot be added to the collection unless a bibliographer has given consent, therefore, please include the name of the bibliographer with the information. If a donation is very large, we may stage it on shelves in SL 102 and request that the bibliographer make an appointment with Meera to review. It is understood by staff that duplicate items will not be added to the collection unless the gift flags specifically indicates this choice. Additionally, gift items selected for the collection which are government documents will be referred to the appropriate Documents bibliographer for final consideration.