Acquisitions Manual: Procedures for Ordering/Accepting Library Materials
Order Requests
Faculty first determine that desired materials are not currently held by Kimbel Library by
checking the online catalog. For items which faculty wish to order, they can email requests to
the appropriate Library Representative or complete a Monograph Order
Request Form. Either way, All requests must be forwarded to the Department Representative for
initial approval. Following this step, the requests are forwarded to the Library Liaison for final
review. (It is helpful to include a copy of any ads or catalogs which you might have available.)
Completing the Order Request Forms
We ask that faculty include as much information about materials they wish to order as possible.
Book requests should include:
- Author's (or editor's) full name
- Complete title of work
- Publisher (with full address if it is a small publisher)
- Date of publication and edition
- ISBN (International Standard Book Number -- very important) the availability of this number will greatly speed up your order.
- Price
- fund to be charged
- series if available
- name of the requestor
- date by which the item is required. If it is a RUSH order, please indicate RUSH
- catalog, Web address or any information which is available
Nonprint requests should include:
- Format of material (VHS, CD, kit, etc)
- Author's (or editor's) full name
- Complete title of work
- Publisher (with full address if it is a small publisher)
- Date of publication and edition
- ISBN or publisher's number (very important) the availability of this number will greatly speed up your order.)
- Price
- Fund to be charged
- Series if available
- Name of the requestor
- Date by which the item is required. If it is a RUSH order, please indicate RUSH
- Catalog, Web address or any information which is available
Faculty are notified when new books are cataloged only if they have indicated RUSH on the order
form. Since it may take three months for a book to arrive (Foreign language and obscure titles
take longer) Faculty may want to mark an order RUSH.
RUSH orders are handled individually, receive no discount, and shipping charges are
expensive; please use RUSH only when absolutely necessary.
Once a request has been ordered by the library, faculty may search the online catalog by title for
the status of the order. Examples of the status of a request follow:
1 copy ordered for Main Stacks on (date)
1 copy being processed for Media
IN TRANSIT
Order cancelled for Main Stacks
For any title which has been cancelled, the Acquisitions staff will be happy to research why the
title was cancelled.
Faculty Member
requests material
|
Department Representative
authorizes request
|
Library Liason
reviews approved requests |
Acquisitions, Collections Management Services
places order
|
Vendor/Publisher
recieves order and ships
material to Kimbel Library
|
Acquisitions, Collections Management Services
recieves materials, verifies, and pays invoice
|
| Cataloging, Collection Management Services
catalogs, processes, and routes all new materials by liasons
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Circulation Desk
shelves new materials |
Help in Book and Nonprint Selection
- Collection Management Services Services receives catalogs from major publishers and
university presses. These catalogs are kept in the Collection Management Services area of
the library. Frequently, Library Liaisons or the Collection Development staff may route
you catalogs or flyers in your area of interest.
- Most books that are currently available are listed in such online bookstores as
Barnes & Noble or Amazon
. You should be able to find the complete book information (author, title, ISBN,
publisher, date,price) if the book is currently available. Other titles may be listed as
Special Order and may have notes such as publishers may be out-of-stock (OS) or
out-of-print (OP). Keep in mind that these bookstores are retail outlets that may list
materials that may no longer be available.
-
In addition to publisher catalogs, the library provides several online sources for material selection.
Choice Reviews Online publishes unbiased reviews of academic
materials (books, electronic media, and internet resources)
that include audience level and purchase recommendation.
Books in Print is a bibliographic database of
in print and forthcoming books, ebooks, films and audiobooks of interest to all audiences.
Resources for College Libraries is the updated, online version of Books for
College Libraries, and offers lists of core academic titles identified by subject bibliographers.
- Websites and catalogs for qualified foreign language distributors and nonprint
distributors are available from the Collection Management Services department. Please
contact your Library Liaison if you wish to search for foreign language or nonprint
vendors.
Reasons Why Titles Cannot Be Obtained
- OUT OF PRINT. When the publisher has no copies of a given title for distribution and does
not intend to reprint this title, it is considered out of print. If the title you
ordered is out of print, we can have an out of print dealer search for the title, but the
success rate is only about 20%.
- CANNOT BE SHIPPED WITHIN POLICY DATES. Vendors and publishers are given six months to
procure a title. If the order cannot be filled within that time frame, the order is
automatically cancelled. If a title is cancelled but you would like the Acquisitions staff
to followup on individual titles, please contact your library liaison.
- OUT OF STOCK (OS). If a publisher has no copies of a title for distribution, but is
holding orders until it is profitable to reprint that title, we do not keep the order open
past the six month period, knowing that it may take many months to reprint, or may never
be reprinted. You may hold this order until the following fiscal year to reorder and
perhaps the title will become available.
- FOREIGN DISTRIBUTION ONLY. The Acquisitions department cannot place any order by credit
card or prepayment to foreign vendors. Many foreign websites may list materials for
purchase but will not accept a purchase order. The library orders all materials using
purchase orders.
Serials include periodicals, newspapers, annuals, journals, proceedings and numbered monographic
series.
Unlike book requests, the library receives Serial requests all year and holds them on file for
approval review each May. New approved subscriptions will be ordered after the beginning of the
next fiscal year (July) to begin service the following calendar year (January). All new serial
approvals are dependent upon a number of factors, including next year's budget projections,
reputation of the issuing organization, the language of the serial, the availability of indexing,
and cost. Faculty may find Ulrich's Online helpful
when choosing new serials. Ulrich's includes reviews, indexing, price and publication information for most journals. The
academic departments should submit their requests on Serial Request Forms in rank order.
Serial Request Forms are sent from the academic departments to the Head of Collection Management
Services, who forwards them to the appropriate Library Liaison for review. Library Liaisons review
the information on the requests and notify the academic departments concerning availability and
price discrepancies. Following this review the Serial Request Forms are circulated among the
librarians. It is their responsibility to determine whether the new serial requests adhere to the
selection criteria.
The library's journal holdings are included in the library's catalog. Use JournalFinder to check availability of print and
online (full text) access to all journals and magazines.
2.3 Gift Materials
(follow this link for complete policy):
The library welcomes, encourages and solicits gifts of books and journals. The Collection
Management Services. Department accepts all gift materials with the understanding that the
Library, through the University, becomes the owner of the materials and reserves the right to
determine retention, location and disposition. The library generally adds only unduplicated
materials that enhance the existing collection and support the educational curriculum at Coastal
Carolina University. Deposition may include but is not limited to: selling, trading, donating to
other libraries or state agencies, disposal. Gifts are reviewed by the librarians.
Following the selection criteria for library serials, gift subscriptions to journals are accepted
for a minimum 3-year subscription term, Gift subscriptions will be ordered after the beginning of
the next fiscal year (July) to begin service the following calendar year (January). Gift
subscriptions may be ordered directly by the donor or monies may be deposited into the library
materials budget.
Kimbel Library is a selective depository for federal government documents, and holds 14% of the
materials printed by the federal government. The library also participates in the South Carolina
State Depository Library Program. It receives all of the state documents that are collected by
the South Carolina State Library for distribution. The documents may only be added once a year in
June, after the Government Printing Office distributes the Survey Updates to the List of Classes
of United States Government Publications Available for Selection by Depository Libraries.
The Library Liaison and the Department Liaison may choose and prioritize new titles, submit them
on Document Request Forms, and forward them to the Documents Librarian. Faculty are encouraged to
contact the Documents Librarian if they have a specific interest.
Date Last Modified: Jul 09, 2009
Page URL: http://www.coastal.edu
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