STAFF RESOURCES

Preparing Firm Orders

Prepared by Mary Beth Weber
August 2011

Note: The following information is needed to place a firm orders not submitted using OASIS. Refer to the document "OASIS Ordering" for information about placing orders with Coutts.

Orders requests are sent to the Head of Acquistions [mr923@libraries.rutgers.edu] (listed in order of preference)

1. Pre-order searching

Search the library catalog first to make sure that a title isn't in our collection or isn't already on order for another library. The goal is to avoid unnecessary duplication. There are cases when more than one copy is ordered for a library, when there is more than one copy on a campus, or when a title is ordered for all three campuses. In such cases, the selector needs to note that duplication is okay.

2. Orders must include

Information about the resource:

Note: The minimum information required for order requests is Author, Title, ISBN and Publication information. Order requests can't be processed without this information and will be returned to the selector.

Information about the selector:

Information about the vendor:

Other information:

3. Sending the order to Central Technical Services (CTS)

Firm order requests for monographs may also be emailed or submitted using the online order form. Send firm order requests for single e-book titles (not packages) to the E-Books Team [RUL_ebooks@email.rutgers.edu]. This team operates in the same fashion as the Serials Team. Send firm order requests for scores, CDs, DVDs and streaming video to the Media Team [media_orders@email.rutgers.edu].

You may also mail or fax catalogs (or pages from catalogs); photocopies; printout from the Internet; printed records from WorldCat, Books in Print, etc. when placing a firm order requests. Send the request to the attention of the Head of Acquisitions [mr923@libraries.rutgers.edu]. If you email an order request, please include (if available) ID number in vendor's database or links to a resource on the vendor's website.

Recurring orders must include series title, series number to begin with, fund code and holding code. Email requests for recurring orders to Kati Ritter [ritterj@libraries.rutgers.edu].

4. Using the online form to place orders

Use the Monograph/Firm Order Form (see below) for single title monographic purchases that aren't available in OASIS, which include books, microforms, videorecordings, sound recordings, scores and foreign orders.

**Priority treatment can apply to both the order and cataloging treatment, order only, or cataloging only.

Default = No time limit for ordering or cataloging (ideally, in a timely fashion)

Reserves = Rush treatment for ordering and cataloging.

If a date is given for when the material is needed for a course, a rush order will be placed. If an item is in stock, many vendors ship within a standard period (delivery within 3-5 business days).

Reserves are treated as a priority for cataloging and cataloged and shipped out within a 24 hour period.

Orders should be placed far enough in advance to give Acquisitions staff time to confirm the vendor has the title in stock and can ship it to us within a reasonable timeframe. Extra charges for expedited shipping should be avoided.

Reference = If a date is given for when the material is needed for a course, a rush order will be placed if needed. If an item is in stock, many vendors ship within a standard period (delivery within 3-5 business days). This is typically a 7 day turnaround time for cataloging.

Note: The following information relates to cataloging treatment and this may be addressed in the Notes portion of the form:

Priority 0, 1, and 2 as applied to cataloging mean:

Priority 0- No priority and will be handled as staffing and time permit.

Priority 1- There are different categories of priority 1: faculty request, patron request, and reserve. These requests are handled within a 24 hour period. Regular priority 1 treatment is a 7 day turnaround time. Priority 2 is a 30 day turnaround time and is often used for reference materials.

Direct questions about orders to the Head of Acquisitions [mr923@libraries.rutgers.edu]. Questions about e-books orders are handled by the E-Books Team [RUL_ebooks@email.rutgers.edu] (see below).

5. Sending firm order request to the E-Books Team

This team follows the successful model used by the RUL Serials Team. The E-Books Team was established to coordinate the work required to order and make accessible e-book formats. Knowledge in these areas spans multiple departments and a listserv was established to facilitate communication among the departments and to resolve problems. Send requests for e-book orders in any title (excluding those placed in OASIS) to the E-Books Team [RUL_ebooks@email.rutgers.edu]. Team members will execute and distribute requests and monitor them to completion. Address questions about e-book orders (Coutts or other publishers, vendors, etc.) as well as problems and concerns to the E-Books Team.

The Media Team [media_orders@email.rutgers.edu]coordinates an integrated workflow for ordering and disseminating physical and streaming media. Since knowledge in these areas spans multiple departments, a listserv was established to facilitate communication among the departments and to resolve problems. The Ordering Team is a subteam of the Streaming Media Team.



Last updated: October 31, 2014
 
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