StaffGuide: Serials Access & Claiming

Serials Access & Claiming StaffGuide Home Page

Request for a Replacement Issue

Need to request for a replacement issue or the publisher/vendor is offering to sell a replacement issue after we claimed for the issue?

 

This section will go into more detail about the Serials workflow and procedures for replacements.

Quick Glance at the Replacements Workflow

Quick Glance at the Replacements Workflow:

 

1. First off, look for a free replacement before pursuing a request for a paid replacement. Serials uses the EBSCO Missing Copy Bank and the Duplicate Exchange Union to try and find free replacements.

2. If a free replacement CANNOT be found, do the following:

  • Send your paid replacement request to the Preservation, Conservation, and Teaching Coordinator in Preservation. 
  • If the Preservation, Conservation, and Teaching Coordinator wants to obtain a paid replacement quote, see the Serials Acquisitions Manager.
  • After the quote is obtained, give the quote to the Preservation, Conservation, and Teaching Coordinator so a decision can be made on whether to replace the issue or not.
  • If the Preservation, Conservation, and Teaching Coordinator does NOT want to pursue a paid replacement, follow the instructions listed in the section called Not Pursuing a Paid Replacement.
  • If the decision to purchase is made: the Serials Acquisitions Manager will purchase the replacement copy and will notify the Serials Receiving Specialist and other interested parties of the order. 
  • When a replacement item arrives, ALL materials (i.e. the issue itself along with any packaging, inserts, etc.) should be given to the Serials Acquisitions Manager for review.
  • After the Serials Acquisitions Manager inspects the materials and approves the item for check-in, the item will be returned to the Serials Receiving Specialist for processing.

Free Replacements & Paid Replacements

***Replacements must go through the Preservation, Conservation, and Teaching Coordinator and Serials Accounting Manager.***

***IMPORTANT INFORMATION REGARDING HARRASSOWITZ NOTIFICATIONS:

  • Bear in mind that when claiming through Harrassowitz, they will occasionally inform us that a replacement copy must be ordered. This means that the replacement will not be free and we will be billed for it. If this happens, do not immediately tell HARR that we want the replacement. Instead, proceed to the steps outlined below.

Free Replacements:

 

  • Check the EBSCO Missing Copy Bank and the DEU e-mail listings to see if a free copy is available.
  • About the Duplicate Exchange Union: 
    • Although the DEU is used very rarely, keep in mind that postage reimbursements for DEU items sent to us should be made if shipping is over $3. This is not necessary for items from the EBSCO missing copy bank. For DEU items, if there is no postage strip anywhere in the contents or it appears to have fallen off during transit, let the Serials Acquisitions Manager know when bringing the item to him/her.
    • Check out the DEU section in the Serials Access & Claims StaffGuide.
  • If not available through EBSCO Missing Copy Bank and the DEU then it is time to pursue a paid replacement.

Paid Replacements:

 

  • Review the Out of Print/Unavailable information with Preservation, Conservation, and Teaching Coordinator in Preservation
    • Let them know which issue of which title is unavailable, as well as whether or not the issue is available online in its entirety.
    • If we don’t already have a quote, ask Preservation if they would like us to obtain one.
  • If a quote is desired, let the Serials Acquisitions Manager know. They will contact the publisher or vendor requesting the quote, or find the best available source for purchasing the issue.
  • After the quote is obtained, Preservation will decide whether or not the issue is to be replaced.

Paid Replacements--After the quote is obtained:

 

  • Preservation will decide if the Serials Acquisitions Manager should purchase a replacement copy. If the decision to purchase is made [Note that this will be also done for issues that have become MISSING or DAMAGED when it comes time to Bind]:
  • When such a replacement item is ordered, the Serials Acquisitions Manager will notify the Serials Receiving Specialist and other interested parties of the order. Put a note in the issue’s check-in card stating that the replacement is expected, and to give to the Serials Acquisitions Manager for review upon arrival.

When the replacement arrives: 

 

  • When a replacement item arrives, ALL materials (i.e. the issue itself along with any packaging, inserts, etc.) should be given to the Serials Acquisitions Manager for review.
  • After the Serials Acquisitions Manager inspects the item, packaging, approves the item for check-in, and updates the order record, the item will be returned to the Serials Receiving Specialist for processing and labeling.
    • If the item is of a current issue it will be processed as normal and sent to its appropriate location.
    • If the replacement is needed solely for binding purposes, print out labels for the issue and then forward it to binding along with any desired documentation (e-mail correspondence, print out of the bib record with note clarifying the replacement, etc.).
    • Additional procedures will be followed if the replacement sought is for a damaged issue, as explained here.

NOT pursuing a Paid Replacement:

 

If the Preservation, Conservation, and Teaching Coordinator does NOT want to pursue a paid replacement, follow the instructions listed in the section called Not Pursuing a Paid Replacement.

 

Not Pursuing a Paid Replacement

If the final decision is to NOT purchase a replacement issue, do the following:

 

  • Enter a "repl decision" note in the record with your date/initials. Proceed to add five hyphens in the front of the note. Then move the note to the 5-dash section of the claim notes (below the current claim notes), in chronological order with the most recent issue on top.
  • Delete any other claim notes associated with the issue that are no longer needed.
  • Pull and discard all past claim slips.
  • Update the status of the public box to UNAVAILABLE.
  • Remove the transaction date from the box.
  • REVIEW, THEN ADD OR UPDATE A TRANSACTION DATE FOR THE NEXT EXPECTED BOX IF APPROPRIATE.

NOTE: Be sure there is an expected date for the next issue due.  Without an expected date in the next expected box, the CLAIMON date will be blank and no future claims will be generated.

Issue or Replacement Issue is Out of Print or Unavailable & 2nd Location Copy is Out of Print or Unavailable

See the Not Published, Out of Print, and Unavailable Issues section for procedures to be followed when you receive information that an issue/replacement issue is OUT OF PRINT (specified by the publisher or vendor) or UNAVAILABLE (unspecified by the publisher or vendor).