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REPLACEMENTS: ORDERING AND PROCESSING

                                                                                                                            Revised: July 1996

[These are interim procedures and subject to change until CARS-related programming has been completed.]

INTRODUCTION

With the advent of CARS, it is essential for units to establish procedures for the ordering and processing of replacements.

The ordering and processing of items for which patrons have been billed requires coordination between circulation and technical services staff to ensure that delinquent patrons are held accountable for their bills.  Unless specified otherwise, the procedures outlined below should be done in GLADIS Maintenance.

These replacements procedures are for CARS billed items, Non-CARS billed items and Missing items. Non-CARS billed items include Sundry Debtor, IOC, and Institutional Patron billed items.

PROCEDURES FOR ORDERING REPLACEMENTS

  1. If the item being replaced is still charged to a billed patron (*b[patron]), see BPM Section on Withdrawals and follow the appropriate procedures.

  2. Change *cRFR to *cMISS.  For a same edition replacement, add a CIR field to say: "Replacement Ordered mm/dd/yy" or "Replacement Ordered RUSH mm/dd/yy".  For a different edition replacement, add a CIR field to indicate what edition/format was ordered and when: "Photocopy Replacement Ordered 1/8/96" or "3rd Edition Replacement Ordered RUSH 1/8/96".

  3. Reset the due date for one year in the future (regular orders) or six months (rush orders).

  4. Add a *nX note: "*nXRepl ordered mm/dd/yy" or "*nXRepl ordered RUSH mm/dd/yy".

  5. If the item is billed, use the replacement bill fund, "BILRB". If the item is missing, use regular monograph funds or replacement funds.

  6. For a different edition replacement, note on the order card/INNOPAC record/GLADIS order record to withdraw the original when the replacement is received.  If desired, a "*nW/D when repl recd" note could be placed in the original record V/C instead.

    NOTE: If the item is returned before the replacement is received, the circulation staff is alerted to notify the technical services staff by the *nX note.  For billed items, the selector may wish to cancel the replacement order.

PROCEDURES FOR PROCESSING RECEIVED REPLACEMENTS

Same Edition Replacements

  1. Delete the CIR note.

  2. Delete the *cMISS and *d in the original item V/C, then save [F1].

  3. Add "*urecd [unit] yymmdd Repl for [BC: barcode being replaced or PO: po# being replaced]" to the replacement's V/C.

  4. Delete the V/C of the item being replaced.
For Example:

V/C PUBL *urecd PUBL 960108 Repl for BC: C1234567
                              *lC2345678Different Edition Or Format (Photocopy, Film, etc.) Replacements

GLADIS Record of Item Being Replaced

  1. Delete the CIR note.

  2. Delete any *nX notes.

  3. Add "Repl by BC: [replacement barcode]" to the *u note or add a *u to the V/C.

  4. Follow the withdrawal procedures in BPM Section on Withdrawals.
For Example:

SUF PUBL WITHDRAWN
V/C PUBL *cWITHDRAWN *d991231
                              *urecd PUBL 941116 Repl by BC: C2345678
                              *w960108 *lC1234567GLADIS Record of Replacement

  1. Add *urecd note to the replacement V/C.

  2. Add "Repl for BC: [barcode being replaced]" to the *urecd note.
    For Example:

    V/C PUBL *urecd PUBL 960108 Repl for BC: C1234567
                                  *lC2345678

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