Library Technical Services

Contact: Elizabeth Perenyi

Unit: E-Resource and Serials Management

Date last updated: 08/24/07

Date of next review: August 2007

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Generate cancellations

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Closing a cancellation cycle

1. Display Purchase Orders in Check-in Module
2. Review method of acquisition

   For example:
   Is title received on a membership or group subscription -> Determine whether the membership needs to be cancelled.
   Does a title belong to a group subscription? -> Do all titles need to be cancelled?
   Change to a different group arrangement or individual subscription(s)?

3. Review Payment History

   For example:
   Has a payment been made for a subscription period following proposed cancellation date? Should credit be requested?

4. Make a note of expiration period of current subscription
   1. Add note to line item NOTES field in the first position on the Purchase Order that reads: CANCELLED
   2. Display Check-In Note. Add note: SUBSCRIPTION CANCELLED FOLLOWING … <year>

5. Make changes based on frequency of publication
   1. Annual or less frequently produced publications: Close pattern, complete the purchase order and change the Receipt Status on holdings record to 5 (Not currently received)
   2. Periodicals: Add note: NOTIFY SERIALS MANAGEMENT SUPERVISOR WHEN LAST ISSUE IS RECEIVED TO CLOSE PATTERN
6. Request a credit

   If credit is to be requested, add an issue in check-in pattern with note: "Credit requested for …", set an Expected Date for the credit to be received, exercising judgment and considering vendor practice.

7. Review Receipt History
   1. Is the Display in OPAC field set to NO?
   2. Do any holdings need to be added to MFHD?
8. Review appropriate MFHD record
   1. Check whether a holding needs update
   2. Add a note in field 852 |z 'SUBSCRIPTION CANCELLED AFTER … <year> (Do not add a note for titles that are being reordered from a different source)
   3. If all expected issues have been received, change Receipt Status in 008 field to 5 (Not currently received)

1. Send cancellation request by e-mail or postal service (The Voyager Acquisitions Module cannot produce proper cancellation memorandum for either serials or continuations.)
2. File Cancellation List(s) in proper folder in the file in the Unit.

When the last issue arrives on a cancelled title, review all records related to the particular title. Alert the Unit Supervisor for final review and closing of the records. The closing steps are:

1. Has another payment been made?
2. Are there any outstanding claims?
3. Have all issues received been added to MFHD?
4. Close Pattern in Subscription Maintenance
5. Complete Purchase Order
6. Change Receipt Status on MFHD to 5 (Not currently received)