Minutes of November 4, 2004 meeting

Present:: Michelle Best, Sandy Bodner, Salvatore Cardinale, Azon DeChavez (Chair), Yuhwei Ling (recorder), Rebecca Martinez, Natascha Owens, Neera Sondhi, Clotilde Twagiramariya

Agenda

Receiving and how it affects claiming
Preliminary Receiving Checklist
Reminders:
- How to treat items with parts
- Receiving supplements with titles that are different from the main title
Extended Info - has it helped receiving - what, if any problems, are being encountered?
Information sharing

Michelle spoke on the importance of claiming and how it pertains to receiving
It is important to check the receiving pattern and generate new predictions correctly
Look at the receipt record and adjust accordingly
When modifying prediction dates, regenerate new predictions instead of modifying existing ones
Gifts get claimed the same as normal predictions

The group went over the checklist given to Sal and Yuhwei by Paul Cabelli
Several changes were suggested. Sal and Yuhwei will go back to Paul to give the group’s inputs
For reinstated titles – all issues should go to Bib-cat regardless of length of cancellation date
Group asked for clarification on publisher/agency changes
Cancellations – Michelle will ask the claims/invoice group if outstanding claims for cancelled titles should be printed out
Ceased titles – Robin Pastorio-Newman will handle all aspects of titles that have been ceased
Sal will go back to Paul with the changes to be made.

Items with multiple parts should be checked in as individual issues
Supplemental CD’s should get sent to selectors
Supplements with titles different from the main title
The group discussed how this should be determined and how it should be handled
It was unsure whether this should be a cataloging issue or a selector issue
Items determined to be a different title should go to cataloging (Paul Cabelli & Bob Hosh @ Alex & LSM, respectively)

Yuhwei and Sal asked for input and thoughts on improving the extended info standardization project
Group decided that processing slips will continue to be used in lieu of ext-info printouts
Receiving instructions are helpful to the receivers to help in processing and receiving of items
Receivers will help to update old ext-info format into the new standard
Yuhwei and Sal will finish up the ext-info standards and distribute it when it is ready

The group welcomed Azon DeChavez as the new chair of the Receiving group
Also in a new role, joining the group is Neera Sondhi, she will be helping receive items at LSM and fix problems with Sal
Rebecca talked about system-wide roles. She asked everyone to consider his or her role not only in receiving but also how it pertains system-wide.
Michelle talked about the challenges of helping fill Joan’s role at Alex while still receiving
Sal mentioned that he is seeing less problems related to receiving. He believes that this is due to the use of standards being implemented.
Natascha says that she understands claiming better now and it makes more sense to her now.
Yuhwei is now placing orders for NBL
Clotilde is doing post-cat work as part of her duties
Sandy & Azon are receiving more items now that Pat Jones has retired.

When adjusting prediction dates, generate new predictions instead of modifying existing ones
Gifts get claimed the same as normal subscription titles
Several changes/additions to the preliminary receiving checklist (see agenda item 2 for details)
Items with multiple parts should be checked in as individual issues
Supplemental CD’s should get sent to selectors

SC – go back to Paul Cabelli with changes to the Preliminary Receiving checklist
YL & SC – finish the extended info standards

Supplemental materials with titles different from main title – How to determine this?

Next meeting: December 1, 2004 @ Alexander Library/CSD
Time: 10:00am

Next recorder: Natascha Owens
Back up recorder: Neera Sondhi