Scope: This document outlines the steps involved in creating order records in Voyager for items purchased by ILS Services. This patron accomodation, developed in conjunction with Collection Development, will supplement the Interlibrary Loan and Borrow Direct Services. Titles for all campus libraries with the exception of Law, can be acquired through this means.
Contact: Masayo Uchiyama
Unit: Ordering
Date reviewed: 10/04/2014
Date of next review: October 2017
Patron Request in ILS
Technical Services Workflow: Ordering
Technical Services Workflow: Receiving
A. Patron Request in ILS
- When a patron requests an item not held by CUL, following predetermined guidelines in LTS/ILS Procedure #122, Interlibrary Services (ILS) staff sometimes decides that purchasing a requested item is a better option than handling through Interlibrary Loan or Borrow Direct.
- ILS staff will search current imprints in Oasis (Coutts' interface). If they determine that the title has shipped or selected for approval, the patron information is sent to the LTS ordering mailing list (LTSORD-L) so that the item will be rush processed on receipt.
- If the item is not expected from Coutts, ILS staff will order the item from Amazon, then notify Ordering staff of the purchase, requesting that an order be created in the Voyager acquisitions module. They will providie pertinent location information. The email sent to LTSORD-L should include the subject line: Buy or Borrow project - record needed.
- When the book arrives, ILS staff will stamp the item before loaning to the patron for a 4 week interval.
B. Technical Services Workflow: Ordering
- When a purchase alert is received from ILS staff via the LTSORD-L list, Ordering staff will:
- Create a bib record in Voyager.
- Create a purchase order using vendor code Amazon/ILL and fund code p552.
- Create a MFHD: 852 $b [location] $x Buy or Borrow
- The Voyager record will retain its "On order" status through the patron-borrowing period, as a way of preventing the duplication of the order.
- In the event that another patron requests an item while it has the "On order" status, Ordering staff will add the patron request information to the Requester field of the PO's line item, as well as adding the REQ: see PO or 2nd REQ: see PO note to the 852 field.
C. Technical Services Workflow: Receiving
- ILS staff will send individual packing lists for these purchases to LTS receiving staff where they will be processed as outlined below:
- Search Amazon corporate account for appropriate invoice.
- Create new invoice in Voyager. Append/Receive the appropriate line item.
- Add receiving statistic 948 (,,r) to Voyager bib record.
- Write voucher number on invoice.
- Place invoice in appropriate folder for Business Services staff.
- When the patron returns the title to ILS, it will be delivered, with location flyer, to shelf in LTS designated "ILL returns for Inputting". Inputting staff will:
- Search OCLC for better copy if applicable and use appropriate 948 fields.
- Fastcat or send to Cataloging.
With an updated status in Voyager, the item is officially part of the collection and is processed as all other materials are.