Library Technical Services

Scope:  This document outlines the procedure that Library Technical Services serials receiving staff follow when updating records for frequency changes, ceased or suspended publication during the check-in process in Voyager.

Contact: Elizabeth Perenyi

Unit: Serials Management

Date last reviewed: 08/24/07

Date of next review: August 2008

Frequency Changes

Ceased Publications

Suspended Publications

1. Review Predictive Pattern: Does it need restarting? If yes, restart pattern.
2. Make a note in the Check-In Note dialog box of the current frequency and when it started.
   Example: 6 no. per year, July 2004-
3. Review the Bibliographic Record.
4. Change the frequency code in the 008 field to reflect the current frequency. Please refer to CTS Acquisitions Condensed List of Frequency Codes for Continuing Resources
5. Change the existing 310 field to 321.
6. Add a new 310 field, noting the current frequency following guidelines.

1.  Review the Check-in Record

1. Has the Library received all issues that were published?

   If yes, proceed to step c.
   If no, claim at this time.

2. Are there any outstanding claims?

   If yes, does it need a follow-up? Take actions accordingly.
   If no, proceed to step c.

3. Change the OPAC Display to No.
4. Close the pattern.
5. Make a note in the Check-In Note: "Ceased publication with [issue information]
   Example: Ceased publication with Dec. 2003.

2.  Review the Purchase Order

Did the Library pay for the issues that will not be supplied?
If yes, give the notification letter to a designated invoice receipt assistant to request for credit.
If no, complete the purchase order.

3.  Display the MFHD, change the receipt status in 008 to 5 (for "Not currently received")

4.  Transfer all issues received to the MFHD.

5.  Place the notification letter in the designated tray for bibliographic record updates for ceased publications.

1.  Make a note in the Check-In Note: Suspended publication with [issue information]
Example: Suspended publication with Aug. 2003.

2.  Adjust the Expected Issue Date for the next issue to arrive.