Scope: This procedure outlines instructions for processing special orders in the Monographs Ordering Unit. This guideline should be used with much discretion, and only at the recommendation of the heads of the LTS Ordering and/or Receiving Units.
Contact: Masayo Uchiyama
Unit: Acquisitions Ordering
Date last updated: 02/27/2024
Date of next review: February 2025
Qualification for Special Orders
A. Qualification for Special Orders Special order materials may be a single monograph or groups of items such as foreign language videos or unique area or literature collections. These items typically:
B. Placing Special Orders
1. Create a preliminary level instance record (encoding level = 5) for the item/items with a 245 and a 246 field.
Example:
2. Create a holdings record with proper location.
3. Suppress both the instance and holding records.
4. Create a purchase order following the guidelines for regular materials.
5. Fax, phone or mail the purchase order as circumstances dictate. Make sure to ask vendor to:
C. Receiving Special Orders
Upon arrival, the materials are put in front of the queue of other materials to be received. The receiver should receive these items as soon as is reasonable and before receiving other more traditional materials.