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  C. Transfers  
• AS OF 9/10/21, THIS SECTION PENDING REVISION

I. Initial Conditions

Transfer the item(s) online according to the instructions found in section "6. Disposition" of the " Selection Policy for Shelf Space Adjustment.  

If the transfer involves a title for "rmc,anx" or one of the "ranx" sublocations, follow the Rare Annex (12a) instructions below.

If the transfer involves superseded editions or volumes, see also Special Instructions below.

If the title is a serial, check for and report an open purchase order. 

If the title bears a "Pamphlet" call number, send it to the Library Annex.

Process the physical piece(s) as follows (except for Rare Annex material)      

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II. Single Part Item and Complete Multipart Item Transfers 

1.  Display the

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Holdings record that matches the old location and copy number of the title and edition in hand.

2.  Verify that the record is

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NOT suppressed from public view. If it is suppressed, uncheck the Suppress from Discovery box.

3.  Change the Permanent Location field to the new location.  

4.  If needed, add a copy number in the Holdings record and Item records.

5.  Check the Oversize Chart for prefixes and/or suffixes appropriate for the new location.

6.  In the Holdings notes, enter transactions for Withdrawal (,,w), and for Added Location (,,l), plus a note  showing which collection the piece originally came from, and when it was transferred:

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Exception: Transfers to Annex do NOT require a transfer note

7.  Search the database to verify that the old call number is not already in use for the new location. If it is, add publication date and work letter to the call number already in use, or work letter only if call number already contains a date.                                                                                                                               

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8.  Save and close the Holdings record.

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III. Partial Multipart Item Transfers  

1. Display the holdings record that matches the old location and copy number of the title and edition in hand.
2. Delete the volumes and/or numbers to be transferred from the 866, 867, and/or 868 fields Holdings statements, INCLUDING supplements and indexes.
3. Display the holdings record that matches the new location and copy number. If there is no holdings record for the new location, skip to "8" below.
4. Click on the system tab to verify Verify that the record is not suppressed from the OPAC. If it is, uncheck the Suppress from OPAC box and change the record status value to 'c' in the leader areaDiscovery box.
5. Add an appropriate $x transfer note following the call numberthe appropriate "Transfer From" note to the Holdings Notes (Note type: Note), as in the above example.
6. Add the volumes and/or numbers to be transferred to the 866, 867, and/or 868 fieldsappropriate Holdings Statements.
7. Save the Holdings recordto the database.
8. If there is no holdings record for the new location and copy number (including ANX locations, if you are transferring items to the Library Annex), create and edit one. Be sure to:
   
   • Check the   Oversize Chart for prefixes and/or suffixes appropriate for the new location.
     
   • Search the database to verify that the old call number is not already in use for the new location. If it is already in use, add a w suffix to the last cutter in the call number.
     
   • Add an appropriate $x transfer note following the call number.
     
   • Include 866, 867, and/or 868 fields
     
   • Code for Type of Record (use v or y), Encoding Level (use 4), Receipt Status (use 0) and Completeness (use 1, 2, or 3) in the fixed fields  .
     

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