Skip to Search

 

   
diagonal spacer   Library Catalog   |   Databases   |  Site Map   |  Search

 

AlephPro

Guideline for Cataloging of Rush Requests

An e-mail account for the Copy Cataloging Unit in the Cataloging and Metadata Department is set up to handle item requests.  When a patron clicks the Request button in Mango, an email is automatically generated with the relevant information and is sent to libcat-help@ufl.edu. E-mail addresses should be kept current for the Print Monographs and Serials Unit, Electronic Resources Unit, Preservation Department, and all Circulation locations for follow-up activity.  Cooperation is essential from all appropriate library departments and owning locations in order to provide the best service to the patron.

The Copy Cataloging Unit:

  1. Staff rotate responsibility for rushes based on a monthly schedule. The cataloger responsible for the rushes both searches for and catalogs rush requests received electronically as well as rushes placed on the rush shelf in Copy Cataloging by Acquisitions staff. The staff person who has the following month is the back up for the current month.
  2. Monitors the rush request e-mail account twice a day.  Rush/hold requests are sent to the libcat-help mailbox via the request button in Mango. 
  3. Receives and prints (optional) a copy of the request form
  4. Searches Aleph to determine the location/status of item
    • If item appears to be in the Cataloging and Metadata Department, staff search all possible locations within the department
    • If item appears to be located in a location outside the Cataloging and Metadata Department, staff forward the request to the appropriate location to follow-up when necessary.

Procedural examples:

  1. Item is in the Cataloging and Metadata Department

  2. Item is in Preservation Department

  3. Item is in transit or at the owning location

  4. Item order has been cancelled for any reason

  5. Item has been received but cannot be located and is presumed lost

  6. Item has not yet been received from the vendor

  7. Multiple requests exist for the same item

  8. Item is designated as a brittle book

  9. Item is in “on order”

  10. Item is in “pre order” status

  11. Item is not owned by library

  12. Incomplete item information from patron

 1. Item is in the Cataloging and Metadata Department (Copy Cataloging staff)

    • Requested item should be searched in all likely locations. Considerable detective work is frequently required to locate many items.
      • If the item cannot be located by Copy Cataloging staff, send an email to the Cataloging and Metadata Department and the Print Monographs and Serials Unit (in the Acquisitions Department) distribution lists, requesting help finding the item.
    • When the item is found, it is cataloged by the cataloger responsible for the rushes (or taken to the Contributed Cataloging Unit as needed. After cataloging, take the item to the rush shelf in the Processing Area. The cataloger records statistics for the rushes (including those received from Acquisitions) which are sent to the unit supervisor at the end of each month. Rushes should be processed throughout the day.
    • Move request from Inbox to the appropriate completed folder.
    • After processing of the rush item:
      • For West (including the Africana, Asia and Judaica collections) material place on the rush ready for pick up shelf. West staff pick up the rushes for West daily.
      • For LAC material, take rushes to the circulation desk on 4th floor.
      • For all other owning locations, box material as soon as processed and place for mail pick up. Delivery to the owning location can take up to 2 days, depending on mail pick up.

2. Item is in the Preservation Department

    • Forward request to Preservation (See contact information below) – Copy Cataloging staff
    • Send the patron an email with this message: "The item you requested is in the Preservation Department. Your request is being forwarded and will be processed as soon as possible."
    • Move request from Inbox to Completed folder – Copy Cataloging staff
    • Follow Preservation procedure to transport item to appropriate Circulation location – Preservation
    • Follow Circulation procedure to notify patron that the item is available for check-out – Circulation staff

3. Item is in transit or at the owning location - Copy Cataloging staff

    • The IPS code in the item record is TR:
      • Check the item history to see when the IPS code changed to TR.
      • Always check the book trucks holding material that has already been scanned for call number labels. The scanning of the item's barcode when a call number is being generated automatically changes the IPS code from PP to TR.
      • If the item is not found in Processing, and the IPS code of TR was recently added, assume that the item is actually in transit if it is destined for a branch whose material is boxed. West and LAC material should either be on book trucks in Processing or at the owning location. Wait a day to give circulation a chance to check in new material. After that check with your supervisor.
      • Send the following message to the patron if it is determined that the item requested is actually in transit to its location or appears to have already arrived: "Item is on its way to the [name of library here]. You will be notified as soon as circulation staff have processed the item."

      • Move request from Inbox to Completed folder – Copy Cataloging staff

      • Follow Circulation procedure to notify patron regarding status of the item – Circulation

4. Item order has been cancelled for any reason.

Always consult with Monograph Acquisitions to determine why the record has been cancelled. The bibliographic and holdings records of the cancelled item should be suppressed. If we eventually receive the item, the records can be unsuppressed.

    • Send the following message to the patron: “The item you requested is not available because the order has been cancelled.  Follow this link to request the item through Inter Library Loan (ILL). Click on "ILL logon for UF Patrons"." – Copy Cataloging staff
    • Move request from Inbox to Completed folder – Copy Cataloging staff
    • Suppress the bibliographic record (and holding, if present), if there is only one copy.  If there are multiple copies, suppress the item and holdings (if any) for that particular copy. Add a staff note in the item record indicating that the order was cancelled – Copy Cataloging staff
     

5. Item has been received but cannot be located and is presumed lost

    • If the item cannot be found within two working days, send the patron an email with the following message. "We have been unable to locate the item you requested. We will continue to search for 5 working days. If we are still unable to locate the item, an email will be sent notifying you of this. We are sorry for any inconvenience this has caused."
    • Wait for five working days to see if the item turns up.

    • If the item is not found, add a staff note in the holding record (x| of the 852) and a note in the internal note field of the item record indicating that the item is missing with the date and the cataloger's initials. Send the following message to the patron: “The item you requested cannot be located and may be missing. Follow this link to request the item through Inter Library Loan (ILL). Click on "ILL logon for UF Patrons"."

      Move request from Inbox to Completed folder – Copy Cataloging staff

     

6. Item has not been received from vendor

    • We should not receive electronic requests for items that have not been arrived. That functionality is turned off in Mango. However, if such a request is received via another route, do the following:
    • Send the following message to patron – Copy Cataloging staff
      “The item you requested has not arrived yet.  It may take 2-3 weeks or longer to have the item available for use.  You will be notified by the appropriate Circulation location when the item is available for your use.”
    • Add the patron's name and email to the circ note in the item record
    • Move request from Inbox to Completed folder – Copy Cataloging staff
     

7. Multiple requests for the same item

    • Send the following message to the requesting patron: “There will be a delay in getting this material because there is a queue for this item.  Your name will be added to the queue.  Each person, in turn, will be allowed a three week check-out period.  You will be notified when it is available for your use.  If urgently needed, you can contact Inter Library Loan (ILL). Click on "ILL logon for UF Patrons"."
    • Move request from Inbox to Completed folder – Copy Cataloging staff

8. Item is brittle book

    • Forward request to Preservation including a note that the item requested is a brittle book (See contact information below). – Copy Cataloging staff
    • Send the patron an email with this message: "The item you requested is brittle and in the Preservation Department for conservation treatment. Your request is being forwarded and will be processed as soon as possible. If the condition of the book is such that it cannot be used, you can contact Inter Library Loan (ILL). Click on "ILL logon for UF Patrons"."
    • Move request from Inbox to Completed folder – Copy Cataloging staff
    • Follow Preservation procedure to transport item to appropriate Circulation location – Preservation
    • Follow Circulation procedure to notify patron that the item is available for check-out – Circulation staff
    • Move request from Inbox to Completed folder – Copy Cataloging staff
    • Follow check-out procedure for brittle book to notify patron – Preservation


9. Item is in “on order” (IPS is OR) status

    • If the IPS of the item requested is OR forward the e-request to Acq-help. Monographs will determine whether any given item was ordered shelf-ready. This should be a simpler way of handling material on order. – Copy Cataloging staff
      Send this message to the patron: “The item you requested is in the process of being ordered.  It may take 6-8 weeks or longer to have the item available for use. If you need the item  sooner, contact Inter Library Loan (ILL). Click on "ILL logon for UF Patrons".
    • Move request from Inbox to Completed folder – Copy Cataloging staff
    • Input in copy field note, the name (if known) and address of the patron. – Copy Cataloging staff
    • Follow monograph order policy – Monographs


10. Item is in “pre order” status

    • Send the following message to the patron and forward a copy to Monographs (acq-help):
      “The item you requested has not yet been ordered and its availability is unknown. If the item is needed immediately, check with Inter Library Loan (ILL). Click on "ILL logon for UF Patrons"." – Copy Cataloging staff
    • Move request from Inbox to Completed folder – Copy Cataloging staff
    • Follow monograph order policy – Monographs

11. Item is not owned by library

    • This is very unlikely to happen, but if it should: Send the following message to the patron: “The item you requested is not owned by the library.  It may be available through Inter Library Loan (ILL). Click on "ILL logon for UF Patrons"." – Copy Cataloging staff
    • Move request from Inbox to Completed folder – Copy Cataloging staff
     

  12 . Incomplete item information from patron

    • This should not happen since the process is automated, but if it does: Send the following message to the patron: “The rush catalog request you submitted cannot be processed because of conflicting or incomplete information.  Please supply the following information and resubmit your request.” [Explain what information is needed or conflicting.] – Copy Cataloging staff
    • Move request from Inbox to Completed folder – Copy Cataloging staff

 

PEOPLE TO NOTIFY IN OTHER LIBRARIES FOR RUSH REQUESTS

 

        Department                                   Person to Notify                                 E-mail Address

    ACQUISITIONS                  Notify:   Acquisition Help Mail                  Acquisition Help Mail

    AFA                                     Notify:   Dan Salvano                                dansalv@ufl.edu  

    ALF                                     Notify:    Hang SooHoo                             soohoo@ufl.edu

    BORLAND                          Notify:    Kathy Moeller                              kmoeller@ufl.edu

    CIRCULATION                   Notify:   Jim Stevens                                 jimstev@ufl.edu

    EDUCATION                      Notify:   Carol Whitmer                             carwhit@ufl.edu

    HEALTH CENTER            Notify:   Linnea A. Danielsen                    linanci@ufl.edu

    INTERLIBRARY LOAN     Notify:   N/A                                                 ILL webpage  

    JOURNALISM                    Notify:   Paul Kirk                                    pkirk@ufl.edu

    JUDAICA (ALL)                 Notify:   Emily Madden                               emimadd@ufl.edu

    LAC                                     Notify:   Paul Losch                                    plouch@ufl.edu

    LAW                                    Notify:   Susy Potter                                   potter@law.ufl.edu

    MEAD                                 Notify:   Penny Chou                                  penchou@ufl.edu

    MUSIC                                Notify:   Michel Wilbanks-Fox                    micwilb@ufl.edu

    PRESERVATION              Notify:   John Freund                                  Johfreu@ufl.edu

    REFERENCE  RES          Notify:  Michael Dietz                                 mdietz@ufl.edu

    SCIENCE                           Notify:   Marijka Willis                                 marijka@ufl.edu

    SERIALS                            Notify:   Naomi Young                                 naomi@ufl.edu

    For Judaica material being sent out for binding or repair contact Emily Madden above

     

 

 

Indexed: Rush Cataloging Guide

 

Revised by: Betsy Simpson
April 15, 2002
Revised by Doug Smith, July 14, 2010

Notify list revised by Doug Smith, May 15, 2012

 

University of Florida Home Page