SERIALS

Chapter 3. SERIALS CHECK IN

   

 

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Editing Checked In Issues

You can edit information about and/or change the status of previously checked in issues. This may be necessary if incorrect enumeration or chronology information was entered during check in, or if an issue that has not yet been received was accidentally checked in.

NOTE: If the subscription for which you are editing an issue is set up to automatically create OPAC items during check in, any subsequent changes made to a checked in issue will not be reflected in the item records for that issue. The item record(s) for the affected issue must be manually edited or deleted, as appropriate, using the Cataloging module (see the CAT Administration User Guide for details).

To edit a checked in issue:

1. From the Serials menu, select Checkin.
   • The Serials Checkin Search screen displays.

2. Enter the desired search criteria in the Enter ISSN or Title or Barcode text box, then select ISSN, Title or Barcode from the associated drop-down menu, as appropriate.
   • When entering an ISSN, enter the complete ISSN.
   • 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."

   • When entering a barcode, enter the complete barcode.
3. If desired, click the Set Index as Default link to set the currently selected index as the default index each time the Serials Checkin Search screen is accessed.
4. Click the Submit button.
   • If you entered an ISSN, a list of ISSNs displays, beginning with the ISSN that most closely matches your search term.

• Use the Previous and Next links to scroll the list forward and backward.
• Click the desired ISSN link to display a list of titles for the selected ISSN.
• Click the Select this Title link for the desired item. The Serials Check-In screen for the associated title displays.

• If you entered a title, a list of titles displays, beginning with the title that most closely matches your search term.

• Use the Previous and Next links to scroll the list forward and backward.
• 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 Serials Check-In screen for the associated title displays.

• If you entered a barcode, the Serials Checkin screen for the associated title displays.

5. The Serials Checkin screen provides the following information:
   • The Title, Publisher and ISSN for the selected serial are shown at the top of the screen, along with any Checkin Screen Note entered during subscription setup.
   • The Prediction field shows the criteria on which the prediction algorithm for the subscription is based. The Frequency field shows the frequency in which issues are received. The Exceptions field indicates any exceptions to the Frequency. The Skip Enumerations field indicates whether or not to include enumeration for the issue being checked in.
   • The Missing Issues field shows a list of missing issues for the subscription.
     • If desired, click a link in the Missing Issues field to check in a missing issue.
   • The Predicted Issues table shows a listing of up to the next five predicted issues, in chronological order, and includes the Issue No., Issue Date and Expected Date for each predicted issue.
   • The Checked In Issues table shows a listing of all issues of the subscription that have currently been checked in, and includes the No. (item number), Issue Number, Issue Date, Quantity received, quantity Claimed and the Received Date for each item received. If all copies of a given issue were not checked in initially, the checked in issue is shown in the Checked In Issues table, but the Quantity is shown as “1 of 3” or “2 of 3,” etc., to show the ratio of checked in copies to total copies predicted. If an issue is skipped over entirely, the skipped issue is shown in the Checked In Issues table (to maintain the chronological/ enumerative sequence), but the Quantity is shown as “0 of 1” or “0 of 3,” etc., to indicate the issue has not been checked in.
6. To edit a previously checked in issue, click the Checkin/edit issue link in the Checked In Issues table associated with the issue you wish to edit.
   • The Issue Checkin screen for the selected issue displays.

7. The Issue Checkin screen includes the following information:
   • The Title, Publisher and ISSN for the selected serial are shown at the top of the screen, along with any Checkin Screen Note entered during subscription setup.
   • The Subscription Status field indicates whether this is a new subscription (New Sub) or an active continuing subscription (Active Sub), and identifies the Checkin Type for the subscription (Regular, Irregular or Special).
   • The Items Received field indicates the number of copies of the associated issue received-to-date (# Received) and the number of copies for which “damaged” claims were generated (Damaged Clm).
8. The Chronology table is pre-filled with the previously entered information for the issue. If necessary, edit the chronology values for the issue using the Chronology – Change To text boxes:
   • Use the Day, Month and Year text boxes, and the Season menu to enter the actual date for the issue being checked in (as it appears on the issue).

     NOTE: Enter the desired Month using the appropriate three-character abbreviation; i.e., “OCT” (for October). Enter the desired Year in four-digit format; i.e., “2001.”

   • Use only those fields appropriate to the issue being edited; all other fields may be left blank. For example, a monthly publication will usually have a date containing only the month and year. In this case, the Day and Season fields would be left blank.
   • If necessary, edit the publication date for the issue.
     • Enter the Publication Date using the format MM/DD/YYYY; “09/01/2006” for example.

       NOTE: Be sure to include the slashes “/” when entering the Publication Date. Do not include alphabetic characters when entering the Publication Date.

       NOTE: The Publication Date is primarily used by the prediction algorithm when predicting issues by publication date.

9. The Enumeration table is pre-filled with the previously entered information for the issue. If necessary, edit the enumeration values for the issue using the Enumeration – Actual text boxes:
   • The Predicted - Caption fields show the current captioning levels for the subscription (as entered during subscription setup). If necessary, you may edit the captioning for the issue using the Actual - Caption menus as follows:

     NOTE: Enumeration is used to define the hierarchical captioning for each issue of a given subscription. Up to seven levels of captioning may be defined.

     • Enter the primary (topmost) level of captioning using the Level 1 data line. Select the desired caption from the Actual - Caption menu (in most cases, this will be Volume).
     • Enter the secondary level of captioning using the Level 2 data line. Select the desired caption from the Actual - Caption menu (Part, Issue, etc.).
     • Enter additional levels of captioning, as appropriate, using the Level 3 through Level 7 data lines.
   • Edit the captioning values for the issue as necessary using the Actual – Value text boxes.
     • For example, if the issue being edited is labeled “Volume 23, Number 2,” you would enter “23” in the Actual – Value text box next to Volume, and “2” in the Actual – Value text box next to Number.
10. The Check In Copies table provides a listing of each subscription (each copy of the title) that your library receives. The Check In Copies table shows the Copy number and Location for each item received (if OPAC items were specified during subscription setup), indicates if a Routing List is associated with the subscription, identifies the Vendor for each subscription, includes any checkin Note entered during subscription setup, and identifies the staff member that requested the subscription (Requestor).
    • If appropriate, use the Call Number text box to edit the call number for the item.
11. To change the status of a copy, click the Change Status link for the desired copy.
    • The Change Issue Status screen displays.

• The Current Status field shows the current status of the selected copy.
• Select the desired status for the copy from the New Status menu.
• Click the Submit button to save the new status for the copy and return to the Issue Checkin screen.

12. If desired, you may edit additional issues for the current subscription.

 

 

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