| Scope: This guideline describes a format for creating serial component Check-In Notes in the Voyager Acquisition Module. Fourteen types of notes have currently been identified for possible use at CUL. Format and content may vary from library to library, but these notes are the types of notes currently found in |x of the 852 field of the MFHD, the receiving and processing notes. The serial receiver primarily uses Check-in Notes. View only privileges may be given to select staff. This guideline is contingent on individual library decisions. Contact: Ardeen White
Creating Check-in NotesDuring the process of creating Purchase Orders (PO), Check-in Notes are created by entering receiving and processing notes in the dialog box for each publication component of a serials title. Only the appropriate elements are included in any given note box; however, present the elements in the preferred order (below) for constancy. When Check-In Notes are incompletely or incorrectly built, it disrupts the check-in flow, may affect other internal library practices, and consequently will reflect errors in the OPAC. Hint: Choose abbreviations, capitalization, and punctuation wisely, as there is limited space in this box.
While explicitness is necessary, uniformity and conciseness are equally important. Use agreed upon abbreviations with agreed upon meanings for your library. When the requirements need a significant change, discuss it with the staff to determine its impact. At some point, libraries should remove |x of the 852 to avoid redundancy. Format GuidelinesOrder of Information - Crucial Note. Not often used. A sometimes temporary, notes of cancellation, title change alert, significant publication delay, replacement/claim statement, or pattern change.
- Title Clarification. Use only if needed. This names the publisher; completes the title when it does not fit in the Component Name box; or provides a clarifying statement necessary to identify the title.
- Call number. Use for oversize books. Provide the entire oversize call number or enter "not o/s" to acknowledge that the call number has been reviewed. This serves to eliminate constant review for an oversize call number. Also note, it may not be necessary to address normal call numbers since they are directly accessed from the check-in record screen under the column heading Holdings, but note that this call number doesn't include oversize designations and some collections.
- Frequency. Use only when the publication pattern is known. Describes the publication pattern of a serial title comprised of one or more components in an abbreviated form. Use wkly = weekly, mthly = monthly, etc. For journals, this acts like an Item Description. (See 7 below.)
NOTE: Use your library's agreed upon abbreviations.
- Location. If it is your library's practice, this processing instruction describes where to write the call number and/or library location on the piece and why. For example, a number written on the first inside page can indicate to make a spine label for that piece (when manual label making is the norm), while a number written on the cover does not require a spine label. Examples: "Write call no. on cover" and "Write 'LAW/Fl 3' inside".
- Title Clarification. Use only if needed. This names the publisher; completes the title when it does not fit in the Component Name box; or provides a clarifying statement necessary to identify the title.
- Item Description. Usually used for non-journal titles. This specifies an edition (when a library receives more then one edition of a title) or a physical description to aid identification. Examples: "2d" (an edition statement); "pocket part" or "pp"; "CD-ROM"; "bnd vol." (bound volume); or "microfiche".
NOTE: Use your library's agreed upon abbreviations.
- Copy Number. Not often used. Describes the quantity received on a single record or enumerates an item among other copies of the same title received on different records.
- Clarifying Instructions. Use only for special cases to ensure Voyager system requirements when something needs changing or requires attention at check-in. Usually begins with an action statement, such as, "Edit to add…", "Repattern at...", "Watch for…", "Discard…", etc.
- Collection Development Instructions. Use primarily for Reference, Reserve, or cataloging (example, monographic series) material. Identifies these kinds of material by name in capital letters (library decision), then directs what to write on a collection development type slip, such as, where or to whom to direct it, shelving instructions, etc.
- Routing or Sending Instructions. Use for material given to faculty or staff for review before shelving. This is other than using Voyager's Routing List process. List people in order of receipt, which is not necessarily alphabetical. Do not use numerals since it uses space in the note box. "Route" and "send" have distinct meanings, as follows:
- ROUTE: The material is checked-in, processed, and routed on your library's routing slip to the named person(s), and the material returns to the library. (The material belongs to the library.)
- SEND: The material is checked-in, sent to the named person or place, and never returns to the library. (The material is sent to the person who owns it or manages it.) This material does not display in the OPAC.
- OPAC Display Instructions. Use this instruction only when the item does not display in the OPAC. Otherwise display all, or only the most recent item received is displayed (library's decision).
- Binding/Retention Instructions. A statement for bindery or retention instructions. Binding instructions begin "Bind: …". This statement describes what unit or unit sections to bind; how long to retain unbound pieces; or the retention location. Examples are:
- "Bind: ea. vol." (This indicates a whole unit.)
- "Bind: no. 1-6, 7-12." (This indicates a split unit, usually for easier handling.)
- "Keep only current year."
- "Shelved in Rm. 110."
- Purchase Order Number. An obligatory note for some libraries, signaled by "PO#". This enables the receiver to write the PO number on the invoice/packing slip that accompanies the material to check-in and provides aid to the invoice payer (who may be not be the receiver) for making payments. The PO number is written on the slip by the receiver only when it has $$$ on them.
Example of Check-in Notes
The following example shows guideline numbers used to construct this Check-in Note. Seven of the fourteen types are used.
Format 6, 7, 8, 4, 5, 13, and 14.
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