StaffGuide: Serials Access & Claiming

Serials Access & Claiming StaffGuide Home Page

Damage or Defective Standing Orders

Damaged / Defective Standing Order issues

What’s the difference between DAMAGED and DEFECTIVE?

                DAMAGED = Torn pages, broken spine, or water damage

DEFECTIVE = Pages missing or printed askew

R3 Receiving Assistant:

  • Check in the issue – DO NOT LABEL ISSUE; preserve labels on waxy paper
  • Confer with Serials Accountant to determine if a perfect copy is needed
  • Add appropriate check-in record and box notes:
    • Public box note = @serials; Damaged (or) Defective (today’s date/initials)
    • Box#1            ARRIVED on 12-12-2012
  • Take the packaging, issue, and invoice directly to the Serials Accountant / Judy Casada! If invoice has not arrived yet, let JC know.

Serials Accountant: 

  • Serials Accountant confer with Claims Agent if needed.
  • Serials Accountant: Request a replacement from the publisher or vendor.
    • If Elsvier, phone call is best. Emails and other communications will be ignored.
  • Serials Accountant: With Standing Orders, there is a high probability that the publisher may want the damage copy returned.

Claims Agent:

  • If the publisher does NOT want the damaged copy sent back:
    • Leave Box#1 alone.
  • If the issue was not returned to the publisher, hold the packaging, issue, and invoice at the Claims desk.
  • If the publisher wants the damaged copy sent back:
    • Box#1 Move the "@serials;Damaged (or) Defective (D/I)" to the staff note.
    • Box#1 Add Public box note= "damaged issue returned to pub (D/I)"
    • Create a "perfect copy" box:
      • Box#2 CLAIMED on (Date)
      • Public box note ="Perfect copy reqd (D/I)"
  • If publisher wants the damaged copy sent back: Look at examples of Box#1 and Box#2 below:

Box 1:

Standing Order Box 1

Box 2:

Standing Order Box 2

R3 Receiving Assistant:

  • When the Perfect Copy arrives, you should:
    • Make sure you have the invoice before you check in the perfect copy. Confer with Serials Accountant / JC if applicable.
    • Check in perfect copy in the "Perfect copy" box, changing box note to "Perfect copy recd (D/I)"
    • Count as work done only
    • Update Box#1 and suppress:
      • If the damaged copy DID go back the publisher:
        • Change the Box#1 status of the damaged/defective copy to REMOVED
        • DO--NOT--CHANGE--TRANSACTION--DATES!!
        • Make sure the note "damaged issue returned to pub (D/I)" is in the staff box note of the damaged/defective issue.
        • Suppress the box
          • If we have a work study student or hourly, put a yellow flag in the perfect copy and place in the yellow slip processing area 
          • If we do NOT have a work study or hourly then the R3 receiving assistant will have to pull the claim slip and mark it received (D/I)
          • If this does not apply, view instructions for "if the damaged copy DID NOT go back to publisher" section
      • If the damaged copy DID NOT go back to the publisher:
        • Obtain the damaged copy before sending out the perfect copy
        • Change the Box#1 status of the damaged/defective copy to REMOVED
        • DO--NOT--CHANGE--TRANSACTION--DATES!!
        • Make sure the note "Damaged (or) Defective (D/I)" is in the staff box note of the damaged/defective issue. 
          • Add a public box note: "Damaged/defective copy given to JC/Serials Acct (D/I)
        • Suppress the box
          • On the receipt label, write DAMAGED or DEFECTIVE with a black marker
          • Give the damaged/defective copy to Serials Accountant to hold for a few months or at their discretion. 
          • If we have a work study student or hourly, put yellow flag in the perfect copy and place in yellow slip processing area. 
          • If we do NOT have a work study or hourly then the R3 receiving assistant will have to pull the claim slip and mark it received (D/I). 

Claims Agent:

  • Treat as any other claimed issue:
    • Resolve claim

Pending Invoice or Issue

The Serials Accounting Agent will date and initial invoices received and place them in the top invoice basket at the Continuations Receiving Assistant’s workstation.   The Continuations Receiving Assistant will monitor the invoices.  If the issue associated with an invoice is not received within fourteen days, notify the Serials Accounting Agent that it is overdue.

Issues received without an invoice will be noted “@serials awaiting invoice”  (Date/initials) in the public note in the checkin record and placed on the Continuations Receiving Assistant’s shelf.  Leave the checkin record status as “expected;” do not check-in the issue.  If the invoice associated with an issue is not received within fourteen days, notify the Serials Accounting Agent that it is overdue.