StaffGuide: Serials Access & Claiming

Serials Access & Claiming StaffGuide Home Page

Yellow Flags

Yellow claiming flags are placed in newly checked in issues to denote that that particular issue has been claimed. The flag serves as an alert that the claim slip needs to be pulled and the check in record needs maintenance. 

Yellow Claiming Flags at Check in: 

During check-in two instances arise in which you will need to use a yellow claiming flag: when a regular claimed issue has arrived or when a flawless copy or replacement has arrived. The procedures for each are outlined below.  

  • A regular claimed issue (not a "flawless copy" or "replacement") has arrived.
    • Newly arrived issues needing yellow flags will be either be marked with a red check-in box that reads Late (#) with # representing the number of times an issue has been claimed, or will have a grey check-in box that reads Claimed (#). 
    • Check in the issue normally. Remove or update claim notes located in the check-in box of the check-in card. (Note: do not remove claim notes placed by the claiming agent in the Check In Record). Then flag the issue with a yellow flag by placing the flag in the issue sticking out from the bottom, and set the issue on the claiming section of the errata/claims shelf.  Record the newly arrived issue in your monthly statistics.

                                                                    Late Check-In Box

                                                                    Claimed Check-In Box

  • A flawless copy/replacement has arrived.​
    • There should be two check-in boxes (a damaged issue box and a suppressed perfect copy box). Upon seeing these two boxes you will know that you have received the perfect copy (assuming this copy isn’t damaged/defective as well). Obtain the damaged copy from claims agent’s shelf and​
      • Change the status of the damaged/defective copy to REMOVED and suppress the box.
      • Copy the Damaged (or) Defective (d/i) to the staff box of damaged/defective issue
      • Add a public box note: “Discarded (d/i)
      • Discard the issue.
      • Suppress the box from public display.

                               Damaged and Discarded


  • To check-in the perfect copy:​
    • Check-in using the box labeled Perfect Copy Reqd.
    • Delete the public note and add Perfect Copy Recd (d/i) in staff box.
    • Un-suppress box.
    • Do not count on your monthly stat sheet.
    • Put a yellow flag in the perfect copy and place it on the claims shelf. NOTE: As of 2018, the check-in assistant usually takes care of pulling the claim slip, writing “recd (d/i)” on the slip, and placing the slip in the basket rather than flagging the issue.


                               Perfect copy reqdPerfect copy recd

Processing a Yellow Flagged Item from the Claim/Errata Shelf

Journals that have been flagged with a yellow flag should be set on the claims side of the errata/claims shelf. From here, a serials worker (often a student worker) will obtain the flagged journal and pull the claim slip from the claiming drawers located on the far end of the claiming agent's desk. The claims are filed alphabetically by title. (For more information about filing procedures, see the filing guidelines). Obtain the correct claim slip, making sure it matches the journal received in title and volume and issue number. Once verified, mark Rec'd (D/I) on the claiming slip and place the slip in the Skipped Issues/Claim Slip section of the claiming agent's desk. A student employee (or other serials staff) will then use this slip to remove any unnecessary claiming notes in the check in record and resolve the claim. 

Claim Slip Received