STAFF RESOURCES

Ceased Titles & Format Changes in RUL: Basic Workflow

Note: for items received through the Federal Depository program, follow established MARCIVE procedures

A. Ceased Title Procedures:

  1. When Serials Acquisitions staff receives an official notification (thru publisher, vendor, or other reliable source) that a title has already ceased, and all expected issues have been received, then:
    • Issues are collected for binding.
    • The current MARC holdings, current Control records, and bound Control records are deleted.
    • Bound MARC holdings are updated if necessary.
    • Temporary 852 |x ceased notes are added to the bound MARC holdings for all libraries having subscriptions.
    • All purchase orders are closed out.
    • Ceased title information is added to the Cancelled/Ceased Excel Database located on the Alex T:drive.
    • A Serials Processing Form along with proof of cessation is sent to Serials Cataloging.
    • Serials Cataloging closes the record and returns paperwork to the department.
    • All 852 |x ceased notes from bound MARC holdings are removed.
    • A 'date returned' is added to the Cancelled/Ceased Excel Database.
  1. When Serials Acquisitions staff receives an official notification (thru publisher, vendor, or other reliable source) that a title has ceased, but all expected issues have not yet been received and are being claimed, then:
    • Loose and bound Control records are updated by changing the status to 'ceased', by deleting any extra predictions, and by adding 'Pull for Bind' notes to the last predictions.
    • Temporary 852 |x ceased notes are added to the bound MARC holdings for all libraries having subscriptions.
    • All purchase orders are closed out.
    • Ceased title information is added to the Cancelled/Ceased Excel Database located on the Alex T:drive.
    • A Serials Processing Form along with proof of cessation is sent to Serials Cataloging.
    • Serials Cataloging closes the record and returns paperwork to the department.
    • All 852 |x ceased notes from bound MARC holdings are removed.
    • A 'date returned' is added to the Cancelled/Ceased Excel Database.

Later, when all outstanding issues are finally received,

If all outstanding issues are still not received, then consult the following document ["Claiming/Replacement Guidelines" - in process of being written] for binding incomplete procedures.

B. Format Change Procedures:

  1. Tangible Changes:
    when Serials Acquisitions staff receives an official notification (thru publisher, vendor, or other reliable source) that a title has ceased in paper format and is continued in CD-ROM, or in CD-ROM and online, then:
    • Pricing is investigated by Serials Acquisitions, and the selector is contacted for a continuation decision.
    • If selector wants to continue subscription, then continuation is treated as a recat following procedures for a title change (see Title Changes in RUL: Basic Workflow document).
    • If selector wants to discontinue subscription, then procedures in Steps A.1 or A.2 above are followed.
  1. Online Changes:
    when Serials Acquisitions staff receives an official notification (thru publisher, vendor, or other reliable source) that a title has ceased in paper format and is continued only as online, then:
    • Pricing is investigated by Serials Acquisitions, and the selector is contacted for a continuation decision.
    • If selector wants to continue subscription as online, then:
      1. Online availability is investigated by Serials Acquisitions.
      2. Procedures in Steps A.1 or A.2 above are followed, the only exception being that Format Change information is added to the Cancelled/Ceased Excel Database located on the Alex T:drive.
    • If selector wants to discontinue subscription, then procedures in Steps A.1 or A.2 above are followed.

Addendum: Ceased titles initiated in Serials Cataloging

Categories same as with Title Changes, however item is determined to be the last issue of a serial.

  1. Record is closed bibliographically.
  2. Copies of record sent to Bib/Cat staff owning the title (see below). A note is added to the printout to adjust MARC holdings and remove controls.
  3. Email the Ceased Coordinator with the title and title control numbers of the ceased title. Ceased title information for Camden, Alexander, and the humanities and social science libraries to be sent to ALEX. Ceased title information for Dana, LSM, and the science libraries to be sent to LSM.


Last updated 12-5-05 pc
 
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