StaffGuide: Serials Work Study & Hourly Employees

Processing Newly Printed Claim Slips & How to File the Claim Slips

Processing Newly Printed Claim Slips Overview:

 

  • The Serials Access Specialist might ask the work study/hourly employees to help with processing newly printed claim slips. This involves highlighting certain information for each claim slip, ripping and separating the claim slips, put the claim slips in alphabetical order by title, and filing the claim slips in the "outstanding claims" cabinet located on the Serials Access Specialist's desk.
    • Before filing the claim slips:
      • ​Start with highlighting each claim slip.
        • Highlight the title, claim number, and the enumeration/cover date.
        • Claiming for multiple location copies:
          • If you discover that we have claimed for 2 copies of the same title and enumeration/cover date, then highlight the location on the claim slips for each location copy. This is the ONLY time you will highlight the location on the claim slip.
          • For example if we have claimed for 2 (2017/2018) copies for ARKCO and MAIN, then you will highlight ARKCO on one claim slip and highlight MAIN on the other claim slip. 

  • After you highlight all the claim slips, now you can proceed to rip along the perforation, separate the claim slips, and put the claim slips in alphabetical order by title. 
    • Each claim slip sheet is made up of three claim slips that need to be ripped and separated. Each claim slip (the claim slip will have "CITE P.O. # INVOICE, BILL IN QUADRUPLICATE" written on it) has to be ripped along the perforation and separated from the "SHIP TO" "VENDOR" "RETURN THIS COPY WITH MATERIAL OR REPORT" side.​
      • The "SHIP TO" "VENDOR" "RETURN THIS COPY WITH MATERIAL OR REPORT" side will be discarded. 
      • ​​
      • We only file the "CITE P.O. # INVOICE, BILL IN QUADRUPLICATE" claim slips.
      • Put the claim slips in alphabetical order by title.
      • Go to the next tab "How to file claim slips"  to find out how to file claim slips.

How to File Claim Slips:

 

When filing claim slips, file by the three criteria :

Start with TITLE :

  • Nothing before Something (News will come before Newsletter will come before Newsletters)
  • Remember that leading articles are not part of alphabetization (regardless of the language- The, An, El, Le/La/L’ etc). For example, "L'Express" gets filed as "Express" would.
  • BUT articles within the journal title are part of the alphabetization (Journal of Dentistry will come before Journal of the American Society of Social Policy).

Then VOLUME/ISSUE/DATE :

  • Numerical order

            And then LOCATION (if claiming for each copy of the same issue for multiple locations)-

  • file alphabetical by location code
  • Arkco, Chemp, Falpe, Govref, Main, Math, Per, Pers, Physp, Ref, Spco etc.

  EXCEPTIONS TO THE TITLE FILING!!!!

  • When filing Annual Report, Arkansas, Proceedings and Newsletters: file by title (full title ends with a full stop/period ( . )) and then alphabetically by the author or society/organization: it will be the next name on the claim slip.
  • Examples: ConocoPhillips or Lions International or Arkansas Genealogical Society.

If you have ANY questions, please ask. It is better to ask until you are 100% sure than to guess and file things incorrectly.