PROCEDURES FOR AAL SERIALS PROCESSING
Prepared by Crystal Graham, Revised July 31, 1993
Updated Sept. 9, 1997
Reviewed: Nov 6, 1998 by Ryan Finnerty

Please don't hesitate to ask us anytime you have a serials question, no matter how minor. We have done a lot of cross-training so hopeful y we always have someone available to help you. Routine transfers, withdrawal , reclassification, and problem-solving can be handled at any time. We would appreciate notification in advance for large projects to make sure we have staff available.

Here are the names of the people you will work with in Technical Services:

Serials Acquisitions (0175A, x41255):

Carlos Estrada, Unit Head
Stacy Nelson (x40288), Subscriptions
Virginia Pulido-Escarcega, Standing orders
Stephanie Miles, A-J checkin
Natalie Tanjuan, K-Z checkin

Digital Information and Serials Cataloging (0175K, x41283)

Crystal Graham, Section Head
Ryan Finnerty, Cataloger and Maintenance (Fine Arts Specialist)
Becky Culbertson, Electronic Resources Cataloging Librarian
Margaret Christean, Original Cataloger (Social Sciences Specialist)
Betty Wilson, Original Cataloger (Science Specialist)

Bindery (0175L, x41253)

David Jahn, Bindery Coordinator

TRANSFERS

When the record states that Latest ed. is in AAL Ref. (and back issues are retained), Vickie will move the earlier year to the AAL stacks when a new edition is received. There is no need to notify us. In all other cases (transfers within AAL and to/from other collections), follow this procedure:

Vickie will:
 

• Physically move the item
• Change the stickers to reflect the new location
• Notify Stacy of the new location and any notes which should be added (e.g. Latest ed. in Ref.)

Stacy will:
 

• Adjust the location codes on the check-in and item records
• Change holdings information if necessary
• Adjust branch codes and fund codes if transferred to a different branch
• Make changes to notes, messages, etc., in accord with the prescribed
• Notes for Check-in Records" procedures.

WITHDRAWALS (Discarding issues)

AAL (Vickie) will send to the Serials Acquisitions Unit (Stacy) pieces to be withdrawn from the collection.

Vickie will:
 

• Pull the physical items to be withdrawn.
• Make a note explaining what is being done (withdrawing all holdings or just discarding some issues).
• Send note to Stacy.

Stacy will:
 

• Count the volumes withdrawn, adjust, or delete branch and item locations, holdings statements, etc.
• If the title is being entirely withdrawn from UCSD, Stacy will code the record for deletion according to the Instructions of Deleting Serials.

Ryan Finnerty will:
 

• Authorize the record deletion according to the Serials Batch Deletion Procedure.
• Cancel our holdings symbol on OCLC.

RECLASSIFICATION (Changing the call number)

AAL (Vickie) will send to DISC Section (Ryan Finnerty) all of the physical pieces to be reclassified along with instructions for new location coding and retention.

DISC Section will:
 

• Assign a new call no.
• Update the item and check-in records with new call no., location codes and notes.
• Send the volumes for relabelling.

PROBLEMS WITH BIBLIOGRAPHIC RECORDS

If you find errors in the cataloging records which affect access or if you have problems retrieving a record, contact DISC Section, Catalog Dept.