ORDERING SKIPPED ISSUE AND REPLACEMENT SERIALS                              Revised: March 1998

1. Introduction
   The Collection Core Services Division of the Technical Services Department is responsible for ordering skipped or replacement issues or volumes which are unavailable by regular claiming. (See BPM Serial Manual Procedure for Claiming Serial Titles.)  The Collection Core Services Division places non-continuing orders with a specialized vendor for the issues and/or volumes desired.  The vendor we currently use will contact the publisher to determine whether the issues are still available, and will try to supply original copies from other sources if they are not available from the publisher.  A more extensive search for out-of-print serial issues or volumes is no longer available through the Collection Core Services Division.  If a copy cannot be found for purchase, the order may be referred to the Conservation Department so that a photoprint copy for the material can be produced.  See BPM procedure for Acquiring Out-of-Print Monographs and Serials.

2. Funding
   Material published within the last three years will be charged to the selector's serial fund.  Material published more than three years ago will be charged to the selector's monograph fund, or to a donation, endowment or grant fund as indicated by the selector on the order request.  If the order request indicates that a patron has been billed for replacement material, that material will be charged to the BILRB fund.

   The SPRMB fund can be used to replace material lost in technical processing.  To qualify for ordering on SPRMB, there must be some indication in the INNOPAC checkin or order record that the material was actually received here, but it cannot be found by tracing or other definitive searches.  Requests for tracing serial material can be emailed to traceser@library.berkeley.edu.

   Because fulfillment of serial issue orders is uncertain, no money is liened at the time of ordering, even though the selector must designate a fund which is keyed into the order record.  If material is received on the order, it is charged to the designated fund.

3. Procedures
   A Skipped Issue/Replacement Order Form may be sent to the Collection Core Services Division to request skipped or missing issues or volumes  (See Replacement Decision Form).  Alternatively, an order request may be submitted using methods described in the BPM section on Ordering of New Materials.  Be sure to include ranked choices for obtaining material in photoprint or microform formats, if those are acceptable alternatives to getting an original copy.

   The Collection Core Services Division is currently placing most skipped issue and replacement orders for serial pieces with a single vendor specializing in serial issue and volume acquisitions.  This vendor will contact the publisher to see if the material is still in print and available for purchase, and will search for an original copy if one is not available from the publisher.  If the selector has marked an OP treatment of "P" (photoprint) and an original copy cannot be purchased, the Collection Core Services Division will refer cancelled, unfilled orders to the Conservation Department for photoprint acquisition.  The referral is noted in an internal note within the order record.  If the selector has marked an OP treatment of "M" (microform), Collection Core Services Division staff will check for commercially available microform, and place an order for microform if an original copy cannot be purchased.

   Skipped and replacement issue orders are keyed into INNOPAC.  When appropriate, order records are attached to the bibliographic record of the ongoing serial order.  If a checkin record exists for the title, and there is a checkin box for the missing issue(s), the transaction date is removed so that the issue(s) will not be claimed from the vendor who supplies the title on an ongoing basis.  A note is then inserted into the checkin box with the text: "Hnd to Order Div/MN".  This note ensures that incoming pieces will be routed to the Collection Core Services Division for receipt.

   The Collection Core Services Division is currently responsible for receiving skipped and replacement issues, reviewing the invoices for this material and sending them on for payment, and updating the INNOPAC order records.  The Collection Core Services Division also claims and cancels these orders.  When these orders upload to GLADIS, the order record information goes to the very end of the GLADIS records for the titles involved.  They are referred on a regular basis to the Serials/Documents Division, which moves the order record information to a more appropriate place in the GLADIS records.

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   Last updated Thursday, 04-Aug-2005 12:21:39 PDT Contact