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CANCELLATION TERMINOLOGY -- SERIAL ORDERS Revised: November 1997
Serial orders (subscription and standing orders) can be received and checked in at the branch locations where they will be shelved, or received and checked in by Technical Services Department staff. Unless otherwise noted, the following procedures are carried out by Technical Services Department staff. The Collection Core Services Division's Serials Payment Unit, the Exchange Division, the Serials/Documents Division's Documents Unit, and the Periodicals Check-In Division may all cancel or drop continuation orders according to the following procedures. Consult the BPM's section on closing serial titles for further definitions of the terms CANCEL, CEASE, and DROP.
"Cancel" is used when the selector notifies the appropriate unit that he/she no longer wants The Library to receive a serial title.
The Serials Payment Unit writes a letter to the supplier to cancel a purchase, gift or PL480 order. The Exchange Division writes to their exchange partners to cancel exchange orders. The Documents Unit notifies the appropriate government agency to stop depository titles from coming.
The status code in the INNOPAC order record for the serial title is changed to z (closed) and a note is added with the date of cancellation and the selector's initials and unit or branch. The selector will receive a cancellation credit to their monograph fund if payments have been made on the order within the last 3 years.
The checkin card is noted with the cancellation and the upload code is changed to d (dead). The branch or binding unit deletes the checkin record after all issues are received and claiming and binding are finished.
NOTE: When Library staff determines that a title has ceased, orders are closed out in INNOPAC following procedures similar to those described above. If ceased titles resume publication, the selector is notified so that they may choose whether or not to reopen the order. If they do, first-year costs are transferred from their monograph fund.
"Drop" is used when the Serials Payment Unit, the Periodicals Check-In Division, or the Documents Unit realizes that a serial has lapsed and the supplier is not responding to claims. "Drop" is used after checking has been done to determine whether or not a title has definitely ceased publication, but no definitive answer can be found.
No letter is written to the supplier. Selectors are notified that a title is being dropped because it has stopped coming and claims have met with no response. Selectors will be asked at this time whether they wish to retain the status of "dropped" for the order, or change it to "cancelled".
If the selector chooses to retain the status of "dropped", they will not receive a cancellation credit for the title. If the title resumes publication, future volumes will be accepted and the order will be reopened. The selector's monograph fund will not be charged when dropped orders are reopened. If the selector chooses to cancel the order, cancellation procedures in the section above will be followed. The order will not be reopened if publication resumes.
The status code in the INNOPAC order record for the serial title is changed to d (inactive). The order record is noted with the reason for the decision to drop, and by whom the decision was made. The checkin card is noted with the decision to drop action, the upload code is changed to d (dead), and the checkin record is deleted after binding is completed.
Status d (inactive) is also used by the Exchange Division to indicate titles which have stopped coming on exchange, but which have not been terminated with or by the exchange partner. The Exchange Division does not delete checkin records for their status d titles.