StaffGuide: Cataloging and Acquisitions

Rush Processing Guidelines (Public Services)

RUSH CATALOGING AND RUSH ORDERING FOR PATRONS

 

RUSH CATALOGING for an item with the status IN PROCESS or “1 copy is being processed …”

  1. RUSH cataloging when the patron is in the library or on the phone and wants the item “soon”:

Ask the patron to use the “Request this Item” button. Circulation staff checks these requests twice daily. The request goes to the Circulation Dept. staff, patron information is verified within 24 hours, and the request is then forwarded to the Cataloging Dept. using the rush request email account, rrequest@uark.edu     The email account will be checked twice daily, Monday to Friday. After rush cataloging has been performed and delivered to Circulation, Circulation staff notify the patron via email.

Response: Generally, this process will take 48 hours Monday to Thursday. If the request is received on Friday or the weekend, the request will generally be filled on Monday. If the item cannot be located, the email will be answered.

Patrons with normal inquiries concerning RUSH cataloging requests may be directed to the Circulation Desk. Urgent inquiries may be handled under number 3.

  1. Requests to view unbound materials.

THESES/DISSERTATIONS: Monday-Friday, 9:00 am-6:00 pm, call Elaine Dong at 54810 or Mikey King at 54657. Manuscript retrieval is not available after 6:00 pm or on the weekends. It would be best to direct patrons to call during the specified times. If Elaine and Mikey are both out of the office, call Cheryl Conway at 54812.

BIND PREP item status materials: Refer patrons to the Binding Window with requests to view journal volumes or other materials with the status of BIND PREP.

  1. RUSH cataloging when the patron is in the library and wants the item “immediately”. Please ask the patron to wait for about 15 minutes or return in 15 minutes for a status report, and call:

BOOKS: Monday-Friday, 7:00 am-4:00pm, Call Judy Culberson or Janell Prater at 55548. If Judy or Janell cannot be reached, call Mary Walker at 55417 or Cheryl Conway 55412 until 6:00 pm. After hours, evenings and weekends, you may use the “Request this Item” button.

MEDIA: Monday-Friday, 8:00am-6:00 pm, call Cathy Reineka at 55548 or Deb Kulczak at 54811. After hours, evenings and weekends, you may use the “Request this Item” button.

Response: Cataloging staff will try to return a phone call in 15 minutes with a status report. The Public Services employee will offer to contact the patron and give the status report or offer to verbally give a status report if the patron returns in 15 minutes. Cataloging will complete the processing of books and deliver the book within half an hour to the Circulation Desk.

RUSH CATALOGING for an item with the status ON ORDER.

  1. Ask the patron to use the “Request this Item” button. The request goes to the Circulation Dept. staff, patron information is verified and the request is then forwarded to the Cataloging Dept. using the rush request email account,rrequest@uark.edu within 24 hours. The email account will be checked twice daily. Notes will be made to alert Acquisitions staff to pull the item as soon as it has been received. The item will then go into the RUSH catalogingprocedure.

REQUESTS for items not in INFOLINKS

  1. Give the patron contact information for the subject specialist, or direct the patron to click on the “Make a Suggestion” button and use the form, Suggestions for Library collections. Judy Ganson reviews the online requests and forwards them to the subject specialist.

If the patron cannot wait for a purchase, ask the patron to use ILLIAD and request through ILL. If the item is current and cannot be borrowed, a RUSH order may be initiated by the ILL Department. ILL staff will use the rush request email account, rrequest@uark.edu to let Doris know that a rush order is needed. Mary Walker will be Doris’s backup on this type of RUSH order.

The request for the order will be copied to Judy Ganson at jganson@uark.edu. Ms. Ganson will determine whether the item should be located in a branch library. At the time of order, titles will be ordered for “main”. The item may be transferred at a later time, if necessary.

Response: Because publisher practices vary, it may not be possible to know exactly how long a specific order will take. Doris replies to the ILL staff member to give information concerning the status of the request within a working day, Monday-Thursday and on Monday after a Friday request. In turn, the patron can be notified by ILL that the item has been ordered or that we cannot order the item. For example, we normally do not order an item which has not been published, which is out-of-print with no copies available, or which may not be suitable to our collections. After the item is received, the item will be pulled and rush cataloging will be performed as above. Circulation staff notifies the patron via email.

 

EXCEPTIONS AND PROBLEMS:

Cheryl Conway at 54812 or email at cconway@uark.edu 

Judy Ganson at 52130 or email at jganson@uark.edu

 

2/4/2006 clc

3/2/2006 rev clc