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 when patrons choose one of the selected titles for purchase. The records fit a profile 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: 07/02/2020
Date of next review: July 2021
Record Loads
When A Patron Selects An Item
Processing The Purchase Order
Receiving and Processing Purchased Items
RECORD LOADS:
When Batch Processing staff are notified by the vendor that there are records available for loading from their server, BP staff load the MARC records according to bulk import conditional specifications. The bibliographic records are loaded with an 856 field that contains an appropriate url, in addition to a note that reads: ‡z Click 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.
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 information, will be sent to the ltsorders group account.
- If the item is available from the vendor's warehouse:
- 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.
- The item is not available from the vendor's warehouse.
- 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.
- When the purchase order is created, regardless of the vendor as outlined above:
- The bib is automatically retrieved from the Voyager database, and the associated link is deleted.
- A copy is made of the Voyager bib record, adding a mfhd for the appropriate location based on the classification in the Voyager bib record.
- The leader in the original bib record is changed to "d" and the record is suppressed, invoking the necessary notification that will insure accuracy in WorldCat holdings.
PROCESSING THE PURCHASE ORDER:
LTS ordering staff handle the email notification that was generated to the group account:
- If the purchase order is created with vendor xxx/PDB where xxx represents the vendor which provided the MARC records, the order was officially placed with that vendor. LTS staff will move the requestor information from the Notes area in the purchase order to the Requestor area, then simply approve the purchase order.
- If the purchase order is created with vendor xxxxx/PDB where xxxxx represents our rush vendor, LTS staff will place the order with our rush vendor, then move the requestor information from the Notes area in the purchase order to the Requestor area before approving the purchase order.
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.