Counting Statistics During Check-In

Description: 

Each item that is received and checked-in by the serials department should be counted, with the count tallied in the appropriate category.These statistics will be stored on the Serials drive and used at the end of the fiscal year to development departmental reports.

How to count receiving statistics

Serials receiving personnel should have (usually) three statistics forms for each month.

These include: 

• Serials Work Done
• Non-Print Statistics
• Counted Only by Serials 

Links to these forms can be found at the bottom of this procedure.

Serials Work Done Form

This is the form most often used by the receiving assistant. For each item checked in, the assistant will place one tally mark on the sheet in the appropriate category. The sheet is organized by location and then fund: Paid, Gift, Exchange Free, Exchange Paid, Depository AR, Depository US).

To determine which category should be used, the assistant must examine the check-in record. Check the location, then the vendor. If there is a vendor, the publication is a paid title. If the vendor is listed as none, you must review the SCODE2 field to see if the publication is part of an exchange (Paid/Free) or a Gift.

After determining the correct location and fund type, tally the statistics sheet in the corresponding cell.

Examples:

Gift Exchange:

Notes: 

• Some titles will be checked in, but not correspond to any location on the sheet. For these titles (of which the Chronicle of Higher Education is one) mark Other.
• Occasionally you will have a supplementary item that goes to Binding instead of the title's usual location (for example, loose indices go straight to Binding, and the receiving assistant will pencil in the new location on the call number label). These should be counted based on where they are actually going and not what Sierra says.
• Damaged titles should be counted when the damaged copy arrives.
• Claimed and/or late titles are counted after check-in.
• Dups are not counted.
• Depository Copies will be stamped with a depository marking on the cover. Additionally, the check-in record of these materials will include notes indicating that they are depository.
• If you run out of space in a particular category, you can attach multiple Serials Work Done forms.

Non-print Statistics Form

This form is used to count non-print items received by serials.This form is completed in the same manner as the Serials Work Done form (above). It is divided into item type and fund.

These include:

• microfiche (itype 7)
• microfilm (itype 6)
• maps and atlases (itype 9 and 45 respectively)
• CD-ROMS (itype 23)
• Audio CDs (itype 11)
• Multimedia DVDs (itype 52)
• Video DVD (itype 50)
• or Other.

Counted Only By Serials

Some items received are only counted by serials. Often these will be R3 (continuations). Usually the check-in record will contain a count note indicating to use the counted only by serials form. The form is organized in the same manner as the Serials Work Done form, but contains several additional categories (analyzed and variously classed items and Telephone Directories).

Count notes: 

Or:

Storing Statistics for the Fiscal Year 

Monthly statistics sheets are kept for each fiscal year on an active Excel spreadsheet. To prepare your statistics for being added to the spreadsheet after each month, you should complete the following procedure.

• Count your monthly statistics sheet tallies and with a pen write the tally total beside the category counted and circle the total. (It is acceptable to circle one hash mark instead of counting 1 and circling it).

• Open the spreadsheet for the current fiscal year (found in your personal folder on the Serials drive and should be named something like 2016-2017R2.xlsx).
  • There should be a print tab and a non-print tab. Enter the totals from your tally sheet in the following sections:
    • Work done
    • Vol added (the "counted by serials only" tally sheet)
    • Non-print (primarily the microfiche & microfilm cells)
    • Newspapers (in the print tab, at the bottom)

Note: If drops are tallied on one sheet throughout the year, one scan is fine. Otherwise, scan monthly drop sheets.

Note: It is often good practice to tally your statistics and store your results on the serials drive when you complete your monthly timesheet.