Routed journals are serials publications that are checked in, but sent to library personnel before being sent to into general circulation. Routing allows library faculty and staff to get a first look at a particular publication.
The following pages provide information regarding routing procedures.
PLEASE READ: UPDATE ON ROUTING MODULE IN SIERRA (8/14/17):
After the Spring 2017 Sierra update, Sierra users noticed errors while in the Routing Module. One can go into the Routing Module to make changes, however, in order to get out of the Routing Module to return to other modules in Sierra you have to close out of Sierra by using Ctrl+Alt+Delete, ending the task in Windows Task Manager, then restarting Sierra.
If you must make changes in the Routing Module, please report them to anm in Serials.
Note: This procedure is protected with Sierra access restrictions. You must be granted the necessary permissions in Sierra before being able to complete the procedure.
There are two ways to add or delete a routee to publication:
You can use the large Add and Delete buttons to alter the routed journal participants.
To delete a participant, select their initials and then delete button.
To add participants, click the Add button. This will pull up the routing screen. Search for their initials. If their initials are not available you may need to create a new routing record.
Select the participant you wish to add. This will open their routing record, allowing you to see which journals they are currently receiving from routing, and allow you to alter their routing card. To add them to the journal, Select Use this Routing. Review the routing the routing tab to make sure they have been added. Then click save.
Note: On occasion, when trying to add a person to a routed journal, you may encounter a "the record is currently busy" error. If this occurs, contact Beth Juhl (firstname.lastname@example.org) to have the record unlocked.
Creating New Routing Records
If a staff member or library faculty member wishes to have a journal routed to them, but a search of the routing participants does not yield their name/initials, it may be necessary to create a new routing record for that employee.
To create a new routing record:
If no position clicked, initials added onto end of the routing list.
Priority (which determines where they are placed on the routing list should usually be set to 0). The SHORT ADDRESS field corresponds to the department (and sometimes the department plus room number) where the routee can be found. ADDRESS1 can provide further detail, but is usually filled with the $$ placeholders. Once you have filled out the necessary information click Save. With the new record created, you can proceed to adding journals for the recipient.
Preparing a Journal for Routing:
When you are receive a routed journal, check in the issue and label it normally. A routing slip should print with the check-in labels (If a routing slip does not print with the check-in labels, right click on the issue box, select Box Menu, and then print routing slip (Alt-O)).
*****CAUTION: Occasionally a slip will print with information missing because the font is too big for the label to contain all of the information, or the positioning of the text will be off. Sometimes re-printing the label will work, but occasionally it is necessary to change the font size to where it fits (in Sierra, go to File > Select Printer > Label Printer > Local Printer > Format) and re-print the label, ensuring that all the information is contained. Be sure to change the font size back to the usual 10 after re-printing.
1) Attach the routing slip to a 3x5 index card. If you need to print another routing slip, right click on any of the check-in boxes, select Box Menu, and print routing slip (alt-O).
2) Attach the index card to the top of the cover page of the issue using a small binder clip.
3) Place the routed journal in the Routed Journals Basket without stamping or stripping (the journal will be stamped and stripped when it has returned from routing).
Routed Journal Contains Sup(s): If a routed journal contains supplements, follow the general supplement procedures. Once the sups and periodical are ready for circulation, place the periodical and sup(s) in a manila envelope. Attach the routing slip with a 3x5 index card to the front of the envelope with a staple. Write: Routed Journal and then the number of items the envelope contains and then place the envelope in the routed journals basket. This will help ensure that supplements are not lost during the routing process. When the journal and sup(s) return from routing, discard the envelope.
Routed Journal routes first to someone in our department: If the first routee of a journal is someone in our department, prep the routed the journal as usual, but instead of placing the journal in the routed journals basket, deliver the item directly to the recipient in our department.
Through Routing Basket Procedures:
When a Publication Returns from Routing:
Where is the "journals through routing" basket located?
For each journal returned:
Journals that do not return from routing are usually discovered when the Binding Dept. are prepping issues to be sent to the Bindery and they cannot locate the issues. If the Binding Dept. asks for assistance in locating a routed journal, provide as much assistance as possible. If Serials and Binding are unable to locate the routed issue, it probably be best to go through the replacement copy procedures.
Also Inter-Library Loan and other library departments might possibly need a routed journal to supply to patrons but cannot locate it. In situations like this, provide as much assistance as possible. If Serials or other library departments are unable to locate the routed issue, it probably be best to look into ILL options at this point.