SELECTION AT LOCAL BOOKSTORES                                                                  Revised: October 1996

The Technical Services Department has accounts for the purchase of Library materials from Cody's Books and University Press Books stores, currently at a 10% discount.  Selectors may authorize purchases for their collections while in the store.

1. The contact at Cody's is Ira Steingroot (phone: 845-3752); he is available Monday through Friday, generally between 10:00 a.m. and 5:00 p.m.  Contacts at UPB are Karen McClung and will take responsibility for invoicing and arrange for delivery of material.  Selectors are encouraged to phone the contact person ahead of time when they are planning to make a buying visit.

2. Book store personnel will expect selectors to be familiar with these procedures.  The Processing Unit will require a legible signature (not initials) in the "Authorized by" box of the order card approved by the fund manager of the fund designated on the card.  A fund manager may authorize other staff from their unit to make purchases using the appropriate funds.  The fund manager assumes all responsibility for any purchases made by their staff and charged against their funds.

3. Selectors need to provide the basic information on the Order Card so that Processing will know how to handle the book.  The basic information includes: brief title and author's last name to identify the book, the fund, location, authorization signature and any special notes such as Course Reserve, Rush, Rush Special, For Reference, etc., if applicable.

4. Leave the Order Card in the book for delivery to Processing.  For security, books selected under this procedure are delivered by UPB or Cody's staff to Processing.  The books will be invoiced and delivered to Processing within a week.

SELECTION AT ASUC TEXT AND GENERAL BOOKSTORES

The Library may acquire books from the ASUC Text and General Bookstores.  Ordinarily, this source of supply is used only to fill high priority Course Reserve or other Rush Special order.  Books are charged to the Library using a (green) ASUC Bookstore Charge Account card.

1. To obtain an ASUC Charge Account, a librarian or staff member (but not a student) from the Unit seeking the card must contact Shelley Neighbout, ASUC Associate-Director, Store Operations (Room 108 ASUC, phone: 642-6343, fax: 643-7836).  The Branch staff must supply the following information to be typed on the green card:
   1. Branch employee names: Librarians or Career Staff.  NO STUDENTS.

   2. Billing Address: Library Business Office, 455 Doe Annex, Main Library.

   3. Library Books General Funds Account Number: 1-603010-19900-4-9200-0.

   4. There is no Maximum Amount on the account; it is an open charge for The Library.
      

2. Library staff must have the Charge Account Card in hand to select books for The Library.

3. Library staff retrieve the books from the shelves and take them to the Bookstore Information Desk, not the cashier line.

4. The Library receives a 10% discount on all book purchases.

5. Ask for two copies of the charge receipt and leave them in the book.

6. Hand deliver the book(s) and receipt(s) to Processing.  Inform Processing of the fund to be charged, The Library location and any Rush status for the order.

PROCESSING PROCEDURES FOR ALL ON-SITE PURCHASES

1. Processing creates an INNOPAC Order For Record Only for each title with the invoiced amount charged to the fund indicated by the selector.  The title and the charge will appear in the Fund Activity Report.  Orders which are Rush or Rush Special priority are processed within one day.  The invoices are approved for payment.

2. The books are routed to Copy Cataloging with the Rush or Rush Special flags for priority handling and should be available by the next day.

3. Unbound books acquired under this procedure will NOT be routed to binding unless the selector informs Processing of a binding instruction.

POINTS TO REMEMBER WHEN CONSIDERING ON-SITE SELECTION

1. The Approval Plan vendors currently supply hardbound books at 17-20% discount and some paperbacks at 5%.

2. Checking for duplication against titles on order, on standing order by series, and in the collection is SOLELY THE RESPONSIBILITY OF THE SELECTOR.  Books obtained by selectors from local stores are NOT SUBJECT TO RETURN.
   1. If a book selected at UPB or Cody's arrives on approval from another vendor, the duplicate will be retained and the selector's fund will be charged for the duplicate.  Books which arrive via PromptCat are not returnable.

   2. If a firm order has been placed for a title subsequently acquired at UPB or Cody's, the selector can request Processing to try to cancel the order.  If Processing action cannot stop the ordered book from arriving, it will be retained and the selector's fund will be charged for the duplicate.

3. The edition of a book available locally may not be the edition of choice.  A bookstore will usually stock a paperback edition if available, even if the hardback is in print.  An increase in the number of paperbacks obtained is a concern for the Bindery operation and has been an issue in the past regarding Moffitt course reserves.

4. The Collection Core Services Division can and does place firm orders with UPB and Cody's when they are determined to be the best source of supply.  UPB is used for university press titles not covered by approval plans.  Cody's is a source of supply for items in stock, some titles published locally and some others, but they are not considered a general vendor for firm ordering and are not chosen ahead of other vendors without a specific reason.

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Last updated Thursday, 04-Aug-2005 12:21:38 PDT Contact