Scope: The document below outlines the procedures that Library Technical Services serials staff follow when claiming a missing or overdue serial.
Contact: Joanna Cerro
Unit: Serials Management
Date last updated: Jan. 2023
Date of next review: Jan. 2024
Preliminary information: Claims will often be sent from selectors or serials receivers to the LTSSER email list, or a note will be placed in the inbox of the Serials Claiming Coordinator's desk. Staff who pay invoices or check in items will also notice items that need claiming, and will bring them to the attention of the Serials Claiming Coordinator by email. EBSCO and Harrassowitz claims can be submitted using their online portals. Claims can also be submitted by email, and when necessary, by phone.
Claiming is necessary if:
- a later edition of a serial is checked in before receiving a previously published issue (e.g. vol. 23, no. 2 has just been received, but we never received vol. 23, no. 1)
- receipt of a serial has completely lapsed (this is usually identified when processing a renewal invoice)
Submitting a claim using EBSCOnet
1. Sign into EBSCOnet (ebsconet.com)
2. Click on the Orders tab
3. Under Advanced search,
change Current subscriptions to All years, in order to bring up the full range of our subscription history
4. It's easiest to search for a subscription by title or ILS number (our PO# in FOLIO)
5. Clicking Start Date will arrange the subscription years in descending order (you can also click the headers on any of the columns to sort in various ways)
6. You'll want to click on the year that the issue you're claiming falls under. For example, if you're claiming the 2022 Apr./May issue, you'll want to click on the subscription that begins 4/1/22. Click on the caret on the far left-hand side of the screen next to this subscription.
7. Click on Submit service request on the far right-hand side of the screen
8. Under Type, select Claim for print
9. It's easiest to submit claims using the checkboxes next to the issues if EBSCOnet gives you this option. If not, type in the issue(s) you're missing. Click Submit when done.
9. Previously claimed issues should appear under the Claim history tab of the year that the issue(s) fall under. 
10. To reclaim something that was previously claimed, click on the Claim date, and select Reclaim
Submitting a claim using FOKUS (Harrassowitz)
1. Sign into the Harrassowitz database FOKUS (harrassowitz.de/OHFokusWeb)
2. Search for the subscription you'll be claiming the missing issue under by typing the title or PO number under the MYFOKUS tab
3. Find the active subscription from the list of results and click the arrow next to the subscription on the right-hand side of the screen
4. Click Claim followed by Claim Print
5. Type the year or date of the issue you are claiming, along with the vol., no., and/or part if applicable. A claim reason must be selected from the drop-down list. Click submit claim.
How to mark a serial issue as claimed in FOLIO
1. From the Receiving app, search for the serial needing to be claimed by title or PO#
2. Click Actions → Add Piece from the Expected field
3. In the caption field of the Add piece box, type the enum./chron. of the issue(s) you have claimed followed by a brief explanation of how you submitted the claim with your initials followed by the date (ex. JC claimed via ebsconet 9/7/22)
4. Click Save & close. The claimed issue will remain in the Expected field until it's received.
NOTE: If reclaiming a second or third time, add a note to the beginning of the comments field indicating how many claims have been submitted (ex. 2x claim sent via ebsconet. JC 1/18/23)
Notes on following up and reclaiming if necessary
1. It is up to the discretion of the claimer to determine how they would like to keep track of their claims. This can be done in various ways, such as holding on to print outs until a claim is resolved, keeping email folders of open claims and resolved claims, maintaining a spreadsheet, or a combination of all of these.
2. As a general rule, an item(s) should be reclaimed if we still do not have the material by 6 weeks for U.S. vendors and 2 months for foreign vendors.
3. If we have not yet received an item(s) after 3 claiming attempts, it’s appropriate to give up on the claim. It should be resolved internally using the following steps:
a. Check the item(s) in using the “Quick Check-In” button and edit the issue with a brief note explaining why we did not receive it. A typical note reads “NA” after the issue or “not rec’d.”
b. Hit the “Display in OPAC” button to make sure it reads “No” in the “Display in OPAC column.
c. Write a brief, private note (delimiter x) on line 852 in the holdings record of cataloging (e.g. “v. 23, no. 1 NA”).
Helpful Customer Service / Vendor Contacts
Ars Polona
Contact: Hanna Prusinska
Email: hanna.prusinska@arspolona.com.pl
Ebsco
Contact: Lindsey Wood (rep)
Email: l.wood@ebsco.com
Online portal: https://www.ebsconet.com/
Harrassowitz
Contact: General customer service department
Email: service@harrassowitz.de
Online portal: harrassowitz.de/OHFokusWeb
Amalivre
Contact: Guita Samiinia
Email: guita.s@amalivre.fr
Nardecchia
Email: periodicals@nardecchia.it
Casalini
Contact: Stella Di Vincenzo
Email: stella.divincenzo@casalini.it
Yankee
Contact: Joanne Franklin or Chuck Eastman
Email: JFranklin@ebsco.com