procedures+for+schools

 Procedures @Schools

Purpose:  To speed delivery of school library book orders so students may enjoy the use of new materials as soon as possible. Ordering: Receiving: Copy Cataloging Record Editing Spine Labeling Returning Damaged Books
 * There are two participating vendors: Follett and Baker & Taylor.
 * Follow normal title selection and cart transfer/share procedures when ordering from these vendors.
 * Orders placed with other vendors are received and cataloged at 1330 Fox Street, and delivered to your school by the DPS warehouse, as usual.
 * Provided we have your school’s current and signed allocation form, carts are ordered within 3 business days.
 * Keeping cancellations and 60 day backorder cycles in mind, please prepare “wish list” carts so you may quickly spend unencumbered funds that may become available later on in the year.
 * We have worked with Follett and Baker and Taylor to provide you with tools for tracking the status of your orders. Follett tools are available through your Title Wave account. Baker and Taylor tools are under development.
 * You may track cancellations through your Librarian Dashboard, as usual.
 * For questions or help resolving problems, please contact the Library Services help desk.
 * Librarians are responsible for receiving the shipment and authorizing payment **within 5 business days** of the cartons arriving.
 * If for some reason you are unable to receive **within 5 business days**, please notify the Library Services help desk.
 * Pilot schools that consistently fail to receive **within 5 business days** will be dropped from the program and all subsequent shipments will be re-routed to Library Services for processing.
 * To receive:
 * Open the carton, pull the packing list and count the items.
 * Compare the total items received to the total items shipped (it’s on the last page).
 * If the numbers match, circle the total, and initial and date the packing slip.
 * If items are missing, **circle each missing title**, and write a corrected total on the last page.
 * Don’t worry about identifying damaged items for now. Those problems are easily fixed later.
 * Send an **initialed and dated** copy of the packing slip to DPS Library Services:
 * Email – Jennifer_Watters@dpsk12.org
 * Fax – 720-423-8109
 * Interoffice Mail – attn: ERS/Library Services, Fox Street
 * Keep the original for your records.
 * Librarians are responsible for checking, and if necessary correcting, all copy cataloging and end processing provided by the vendor.
 * If you haven’t already received a **Call # Mismatches Report** for your shipment, please notify the Help Desk before proceeding further. **NEVER ATTACH NEW RECORDS FOR THE BOOKS!** Mismatches Reports for Baker and Taylor orders are created and emailed to you within a few days of the order leaving the Baker and Taylor warehouse. Reports for Follett are created and emailed to you after we receive your initialed and dated packing slip.
 * ** Here is a suggested processing workflow: **
 * Check in the books to take them out of **IN TRANSIT** status. If your receive a "barcode not in database" error, stop what you are doing and refer to the Receiving instruction above. **DO NOT ATTACH NEW RECORDS!**
 * Group the books as you check them in as follows:
 * //Damaged books that need to be returned//. Change the status of these item records to **WITHDRAWN** and contact the Library Services help desk for instructions on returning the material for credit or replacement.
 * //Books that can be shelved immediately//. If the shipment is really large, the books **may** be in rough Dewey order and the carton **may** be labeled to show the Dewey range of the contents.
 * //Books that require spine label and/or item record editing//. If you **do not** have time to work on this group of books now, consider checking them out to yourself so they don’t appear as AVAILABLE in the online catalog.
 * The **Call # Mismatches Report** lists the bibliographic and item call numbers assigned by our catalogers to the books you just received. The report includes a “match” field for easily grouping the books that have one call number in the bibliographic record and different call number in the item record. These are the books that may require some record and spine label editing. For example, the vendor may have assigned FIC EHL to “Feathers for lunch”, but you want to shelve that title in your “E” section.
 * As you check in the books, scan the records for other coding errors:
 * STATUS – make sure the books are AVAILABLE.
 * ITYPE – If you see any “BT NEEDS ITYPE” entries, please report them to the Help Desk immediately for correction.
 * LOCATION – If you have a Broncos Reading Corner, be sure to use your “XXXbr” location code for any books in the shipment that you are adding to your Broncos collection.
 * Please refer to Josh’s sheet labels instructions, or cut and paste call #s from the record into your preferred label template.
 * Call Jennifer 720-423-8128.