Serials Policy Committee

Meeting, September 24, 2001

 

 

Present: Robert Singerman; Rich Bennett; Doug Kiker; Robena Cornwell; Jean Bostwick; Naomi Young; Michele Crump; Cathy Mook

 

 

  1. Announcements:  Naomi and Rich have coordinated the electronic resources publisher packages lists so that the list on the Library Web page and the one in the Serials Handbook are consistent.  The links on all the packages are now up-to-date.  Marie Kennedy and Naomi have worked together to identify “free” electronic journals and now made them accessible with K856 free search. The next meeting will be October 24, 2-4 in Library East Conference Room.
  2. The group reviewed the final draft for Guidelines for Establishing an 856 Link to Free Electronic Journal Access and the Request for New Electronic Resource Order Form.  Minor changes were suggested in the Guidelines and a few changes on the order request form were added to incorporate requests for “free” materials as defined in the Guidelines.  Once these changes are made, Michele will take the documents to CM Steers for approval.  After the CM Steers approval the documents will be added to the Serials Handbook.
  3. Review Serials Acquisitions and Cataloging documentation in the Serials Handbook.  Michele stated that the Serials Handbook is out of date because many of the procedures and workflows have changed since the Serials Unit split into two units: Serials Acquisitions Unit and Serials Cataloging Unit. The group looked at the “Replacement and Back Order Issues” policy and procedures to identify necessary updates.  After some discussion, it was agreed that the branch libraries are following procedures for requesting replacement copies before binding as currently documented and that those procedures seem to be working well.  However, serials acquisitions and binding staff for Main, per titles may not be requesting replacement copies before binding occurs.  Michele and Cathy will meet and discuss current workflow and reinstate replacement copy procedures.  The group will review the “Electronic Resource Ordering Procedures” for the next meeting.

4.      Michele reported on the SwetsBlackwell visit on July 31. Karen Decker and Kathy Brannon spent a good part of the day with the Serials Acquisitions and Paying Unit discussing problems and service issues.  Payment concerns: Monthly statements will be provided for both SwetsBlackwell accounts (New Jersey and Oxford); Subscriptions for September and after will appear on the ’02 annual renewal invoice; Annual renewal invoice will be issued in November; UF will process the prepay one line invoice as late as possible to keep rate of interest as near to 8% as possible. Services: SwetsBlackwell will provide reports of cancelled and delayed titles for UF’s evaluation. Claims: Serials Acquisitions Unit and branch serials staff will claim skipped or missing issues using DataSwetsConnect when possible; Claim response -- for domestic claims allow 6-8 weeks for a response; foreign titles allow 8-10 weeks; UF will claim through the 4th claim using DSC; On the 5th claim UF will use email to alert Meredith Bond that this is a problem title; Meredith will respond to emails within two weeks offering a status report on the action taken and resolution if known; UF should use “Urgent” on emails only when a response is needed within 24-48 hours.

 

  1. Future agenda items:  Update on the CD ROM case project in Marston Science; discuss expanding the CD ROM case project to other locations.  Notify Michele if you have other agenda items to offer.