BOOK PURCHASE RECOMMENDATION - BORROWER NOTIFICATION             Revised: October 1996

1. BPR forms are distributed to academic departments, and are available at public service desks.

2. The requestor fills out a BPR form, and returns it either to the appropriate unit or selector.

3. The unit receiving the request is responsible for referring it to the appropriate selector.  If the selector is in a non-general library, a photocopy of the BPR should be sent, and the original BPR should be so annotated and returned to the requestor.

4. The selector reviews the request.

5. If the decision is made not to purchase, the selector annotates the form accordingly with a brief explanation, signs it, and returns the BPR to the requestor immediately.

6. If the decision is made to purchase, the Doe/Moffitt selector sends the BPR, together with a complete order form, to the Collection Core Services Division, Technical Services Department.  (Branch selectors must retain the BPR for their own local files and are responsible for notifying the requestor when the title is received in the Branch.)

7. Collection Core Services Division processes the order.

8. If, during checking, Collection Core Services Division discovers that the title is in process or already available for use, the staff member annotates the BPR accordingly and immediately returns it to the requestor.  The requestor then assumes responsibility for obtaining the title from the appropriate unit.

After this step, the procedures for monographs and serials diverge.

Monographs:

1. The statement that a requestor is to be notified is keyed into INNOPAC and appears on the purchase order.  If it is discovered that the requested book is on order, a "notify" message is added to the record and the Processing Unit is notified.

2. After keying, the BPRs are filed by record number in the Processing Unit, Technical Services Department.

3. When the ordered monograph is received in Processing Unit, the alert signal informs staff that there is a borrower to be notified.  The record is used to retrieve the BPR from the notification file.

4. The term "Notify Borrower," in red capitals, will be stamped or printed on the side margin of the BPR form.

5. Processing Unit staff will paper-clip the BPR form securely to the last page of the book, making sure that the heading "Notify Borrower" shows above the top of the book.  This form will remain with the book throughout processing until it reaches its final shelving location.

6. When the book is received in the appropriate shelving location, a staff member, alerted by the legend "Notify Borrower", removes the BPR from the book and fills out the bottom section, marking the square "Is available for use", giving the call number, location (Main Library Circulation Department, or name of branch), his/her initials, and the current date, and then sends the form to the requestor.  The above information is essential on all BPR forms.

7. If the book is to be held for the requestor, the BPR should include this information, along with the date on which it will be removed from the hold shelf.

Serials:

1. After bibliographic checking is complete, Collection Core Services Division keys an orders into the database, sends the order to the vendor, and sends a worksheet to the Serials Checkin Unit.  If, during checking, it is discovered that the volume is to be received on a standing order, the BPR is so annotated.

2. The BPR form for a serial is attached to any piece in hand or the INNOPAC worksheet which is filed in the Serials Checkin Unit.  BPRs for volumes found to be on standing order will be treated similarly.

3. The term "Notify Borrower," in red capitals, will be stamped or printed on the side margin of the BPR form.

4. When the ordered serial issue or volume is received in the Serials Checkin Unit, the BPR form is removed from the file and attached securely to the serial piece, with the heading "Notify Borrower" clearly visible.  This form accompanies the serial throughout processing until it reaches its final shelving location.

5. When the serial arrives at its final destination, a staff member, alerted by the heading, fills out the bottom section of the BPR (as described above in sections 6 and 7 for monographs), and returns the form to the requestor.
   

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