StaffGuide: Serials Receiving & Processing

Serials Receiving & Processing StaffGuide Home Page

Claimed Issues Received in Mail

A regular claimed issue (not a “flawless copy” or “replacement”) has arrived.

While sorting the mail, separate the possible claims into their own stack (these include issues with earlier cover dates, i.e. monthly magazines from previous months, quarterlies from previous seasons, previous years, or no season indicated, issues that you recognize as damage replacements or from past claims, etc.). The issues in this stack will generally be processed after the high-frequency titles received on the same mail cart.

Check in the issue normally and, if necessary, remove or update claim notes located in the check-in box of the check-in card. Most claim notes for current and recent claims will be removed by student workers when the claim slips are pulled and filed, but if you see old or obsolete claim notes you can delete them. (NOTE: Do not remove 5-dash (-----) claim notes in the Check-In Record, as these are meant to be permanent). Then flag the issue with a yellow marker and set the issue on the claiming section of the errata/claims shelf. 

If the issue requires any special procedure that involves placing it anywhere else, such as a sup review, frequency change, claiming again due to damages, etc., it is best to resolve the claim by pulling the claim slip immediately and deleting the claim notes, rather than keeping the flag in and placing it on the claims shelf. That way, you can get the claim process out of the way and ensure the issue goes where it needs to for special processing. 

NOTE: When you have an issue that requires both a blue marker (indicating errata) and a yellow marker, the yellow marker takes precedence and is placed sticking out of the bottom of the issue, while the blue marker is placed sticking out from the top of the issue. The issue is then set on the claiming side of the claim/errata shelf.

NOTE: Sometimes issues marked "unavailable" in the check-in card eventually arrive. A common cause of issues being marked unavailable is difficulty claiming them. If this is the case, the item may still have a claim slip in the claims drawer. If you receive an issue marked "unavailable," change the status to "expected," make any other necessary adjustments to the card, and then check the item in. Pull the claim slip if there is one and remove any obsolete claim notes associated with the issue.