Scope: CUL participates in a patron-driven acquisitions plan which allows patrons to select titles they would like the library to purchase. The vendor provides MARC records for selected items and the purchase orders are created by an automatic process an email notification is sent to ltsorders@cornell.edu when patrons choose one of the selected titles for purchase. The records fit a profile established established by CUL selectors and include items published by a variety of publishers in a wide range of classifications. The records arrive periodically but with no scheduled regularity. This procedure addresses the process which Ordering staff follow when notification is received that materials have been selected by patrons as part of this plan.
Contact: Masayo Uchiyama
Unit: Acquisitions (Ordering)
Date reviewed: 07 12/0212/2020 2023
Date of next review: July 2021
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December 2024
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Anchor A A RECORD LOADS:
When Batch Processing LTS ordering staff are notified by the vendor that there are records available for loading from their server, BP ordering staff load the MARC records according to bulk Data import conditional specifications. The bibliographic records These are loaded with an 856 field that contains an appropriate url, in addition to a note that reads: ‡z Click holdings: LTS Review Shelves – Available for the Library to Purchase. Click “Request item” to ask Cornell University Library to RUSH purchase. We will contact you by email when it arrives (typically within a week). Clicking the url will invoke a set of steps that will result in the automatic creation of a purchase order. Anchor
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B WHEN A PATRON SELECTS AN ITEM:
CUL IT staff have in place an automatic script that will immediately send a token to the vendor which provides our patron-driven-acquisition plan MARC records. That token will invoke a search of the vendor's warehouse for availability. Whether or not the item is available from the vendor, a Voyager purchase order will be created and a message, providing requestor informationAn email notification (the subject line: PDA Request Form Submission), providing requester net ID and FOLIO instance HRID number, will be sent to the ltsorders group account.
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- A purchase order is created with vendor xxx/PDB where xxx represents the vendor which has provided the MARC records.
- An email notification is sent to the ltsorders group account, alerting staff that the item has been selected for purchase.
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- A purchase order is created with vendor xxxxx/PDB where xxxxx represents our rush vendor.
- An email notification is sent to the ltsorders group account, alerting staff that the item has been selected for purchase.
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LTS ordering staff handle the email notification that was generated to the group account:
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ltsorders@cornell.edu and LTS ordering staff handle the order.
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CREATING AND PROCESSING THE PURCHASE ORDER:
- Search the instance record and update the holding location from LTS Review Shelves to appropriate location depending on its call number.
- If the item is in stock from OASIS, create a purchase order with selecting order template: Patron Driven OASIS, and place a stock rush order directly in OASIS (OASIS account name: Generic Stock Rush Ordering)
- If the item is not in stock from OASIS, create a purchase order with selecting order template: Patron Driven Amazon, and place an order in Amazon.com.
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RECEIVING AND PROCESSING PURCHASED ITEMS:
- Items will generally be shipped to the library within three days of order placement.
- Receiving staff will process items according to guidelines followed for other rush items.