SERIALS

Chapter 2. SUBSCRIPTION SETUP

   

 

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Adding a Subscription

Use the Subscription Setup function to add a subscription record for a new subscription to your library's database.

To add a subscription record:

1. From the Serials menu, select Subscription Setup.
   • The Serial Subscription Setup Search screen displays.

2. Enter the title or barcode of the serial for which you wish to set up a subscription in the Enter Title or Barcode text box.
   • When entering a barcode, enter the complete barcode.
   • When entering a title, you may enter a complete or partial title.

     NOTE: When entering a partial title, do not skip words. For example, when searching for "The Guinness Book of World Records," you may enter "guinness book" as your search term; you may not enter "guinness records."

3. Click the Submit button.
   • If you entered a title, a list of titles matching your search criteria displays. For lists longer than one page, use the Prev and Next links to view the entire list.

NOTE:If the desired title is not shown, click the Modify Search button to return to the Serial Subscription Setup Search screen. Repeat steps 2 and 3 to perform a new search, or, add a brief bibliographic record for the desired title to your library’s database se (see Adding a Brief Record for details).

• Click the desired Title link to display a list of items for the selected title.
• Click the Select this Title link for the desired item. The Subscription Setup screen for the selected item displays.

• If you entered a barcode, the Subscription Setup screen for the associated title displays.

4. Click the Add Subscription button.
   • The Subscription Add/Edit screen displays.
   • The Subscription Add/Edit screen shows the Title, Publisher and ISSN for the currently selected title.

5. Select a status for the subscription from the Subscription Status menu, either Active, Inactive, Expired or Terminated. This field is mandatory.
   • If you will immediately begin checking in issues for this subscription, you should select Active as the subscription status.
   • If you will not immediately begin checking in issues for this subscription, you may wish to select Inactive as the subscription status.

     NOTE: If you select the Inactive status, you will need to edit the subscription record when you begin checking in issues to indicate the subscription is Active (see Editing a Subscription for details).

6. Select the vendor that will be filling the subscription from the Vendor menu. This field is mandatory.
   • The Vendor menu lists all vendors currently in your library's database.

     NOTE: You may have more than one subscription for a given title, and a different vendor associated with each subscription.

7. If applicable, enter the vendor's subscription number for the subscription in the Vendor Subscription Number text box.
8. Enter a start date for the subscription in the Subscription Start Date text box.
   • Enter the Subscription Start Date using the format MM/DD/YYYY; "01/01/2019" for example.

     NOTE: Be sure to include the slashes "/" when entering the Subscription Start Date. Do not include alphabetic characters when entering the Subscription Start Date.

     • You may also click the Date Entry Calendar icon next to the Subscription Start Date text box to select a Subscription Start Date using the Date Entry Calendar System Basics User Guide for details).

     NOTE: Entry of the Subscription Start Date is optional; however, a claim for the first issue of the subscription cannot be generated if the Subscription Start Date is omitted.

9. Enter a stop date for the subscription in the Subscription Stop Date text box.
   • Enter the Subscription Stop Date using the format MM/DD/YYYY; "12/31/2015" for example.

     NOTE: Be sure to include the slashes "/" when entering the Subscription Stop Date. Do not include alphabetic characters when entering the Subscription Stop Date.

     • You may also click the Date Entry Calendar icon next to the Subscription Stop Date text box to select a Subscription Stop Date using the Date Entry Calendar (see the System Basics User Guide for details).

     NOTE: The Subscription Stop Date is used to determine when the system should stop predicting and claiming issues. If the subscription will be renewed, leave the Subscription Stop Date blank.

10. If desired, enter the name of the patron or staff member who requested the subscription be started in the Requestor text box.
    • The Requestor is shown on the Issue Check In screen (see Checking In Issues for details) for this subscription.
11. If desired, select a routing list for this subscription from the Routing List menu.
    • The Routing List menu lists all Standard Routing Lists (see Managing Routing Lists for details) currently in your library's database (Standard Routing Lists may be applied to multiple subscriptions), and includes the option to create a Custom Routing List (the Custom Routing List applies to this subscription only – see Custom Routing Lists for details).
12. If desired, add any special instructions or other information related to this subscription in the Check-In Note for Copy text box.
    • The Check-In Note for Copy text displays on the Issue Check In screen (see Checking In Issues for details).

    NOTE: You may also include a title-level check -in note if desired (see Claiming Days and Check In Notes for details).

13. If you wish to create multiple copies for the subscription, enter the desired number of copies in the Number of Subscription Copies to Create text box.
    • The default value for the Number of Subscription Copies to Create is “1.”
14. If desired, enter the information necessary for the automatic creation of item records for each issue and each copy of the subscription in the FOR OPAC ITEMS ONLY field (see Adding OPAC Information for details).
15. When all desired subscription information has been entered, click the Submit button.
    • If you selected to attach a Custom Routing List to the subscription, the Add Routing List screen for the custom routing list displays (see Custom Routing Lists for details).
    • If you selected to attach a Standard Routing List to the subscription, or did not attach any Routing List, the system returns to the Subscription Setup screen. Subscription information is shown in the Subscription field, and includes the subscription number (Subscr.#), the current Status of the subscription, the subscription Start/Stop Date, the Copy number and library Location for issues of the subscription, the Requestor and Vendor for the subscription and the name of the Routing List attached to the subscription.
16. Click the Modify Prediction Algorithm link to set up a prediction algorithm for the subscription (see Prediction Algorithm Setup for details).

    NOTE: The prediction algorithm is used to alert you to late/missing issues, and to generate Claim Letters to vendors.

17. Click the Change Claiming or Notes link to set up claiming days for the subscription, and to add Check In Screen notes (see Claiming Days and Check In Notes for details).
18. When all necessary subscription information has been entered, you may click the Go to Check-In Screen link, if desired, to begin checking in issues for this subscription.

 

 

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