[Original posting on this topic is reproduced below; the responses follow it.]
From: "Schmidt, June" <jschmidt_at_library.msstate.edu>
I'm interested in knowing how academic libraries notify faculty members
that the books they have requested have been received and are available for
checkout.
Our library files the original requests submitted for books. When the
materials are received, the requests are pulled, the call number is
recorded on them and the requestsare then returned to the requestors. We're
interested in eliminating the steps required to maintain the files, but we
don't want to lose the personal touch of notifying the requestors
individually.
We spend between $600,000 and $800,000 a year on book orders and would be
particularly interested in hearing for institutions with a similarly sized
book budget. Thanks!
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(1) From: "Marjorie A. Rathbone" <rathbone_at_mailhost.sju.edu>
When we place an order for a requested book, we return the original order
to the faculty member with a stamped designation of "ordered" on it; if the
original request was received via e-mail or our web site, we send an e-mail
notification. When the book is received and the status has been designated
"rush" or "notify upon receipt", our Circulation staff notify the faculty
member that the book is available at the Circulation Desk for use or to be
placed on reserve. For regular orders, i.e. "this title would be good for
the Library to have", we usually rely on the faculty to check our New
Acquisitions list that is posted monthly on our web page, the online
catalog, or our New Books display. If we receive a notification that the
book is out-of-print or delayed, Acquisitions staff notify the requester.
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(2) From: "Helen P. Mack" <hpm0_at_Lehigh.EDU>
At Lehigh University, we use the "hold" capability within our SIRSI
system. When Acquisitions creates the order, the staff already knows
whether or not the requesting faculty member wants to be notified when
the book is available for use. The "hold" was actually designed for use
with books already out in circulation, but it works with books on order
too -- although you must deal with an override because you're putting a
hold on something with no copies. I think the insertion of a cataloging
date is the trigger which makes the item on hold available, and an email
notice is sent.
In order to physically flag these items, we append a certain letter the
the auto-generated PO #, which indicates the use of a colored streamer
placed in the book when it is received. The streamer also indicates a
cataloging priority, and stays in the book until it hits circulation.
This whole process avoids having to record the call number on hold slips
in a subsidiary file and is paperless, except for the streamers which we
re-use.
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(3)
From: "Beverley Telfar" <Beverley.Telfar_at_vuw.ac.nz>
We operate a dual system here at Victoria University. Our Dynix library
system enables a patron to place a hold on a book as soon as it's ordered
and the record shows on the Opac. They are then automatically placed in the
queue to have the book reserved for them.
Alternatively, if anacademic member of staff wants to be told when the book
arrives (but may not necessarily want to take it) out theycan ask to be
notified of arrival when they submit the order. We then put an instruction
to that effect in the workslip note and, once the book has arrived and been
processed, the workslip stays in the book as a flag forour Lending Services
(Circulation) staff to email the faculty memberconcerned.
Victoria has a student population of around 15,000.
Beverley Telfar, Senior Librarian
Collection Services, Library
Victoria University of Wellington
P O Box 3438, Wellington, New Zealand
URL: http://www.vuw.ac.nz/library
E-mail: beverley.telfar_at_vuw.ac.nz
Phone: +64 4 4721000, Ext.6124; orDirect Dial463 6124
Fax: +64 4 471 2070
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(4) From: "Linwood DeLong" <linwood.delong_at_uwinnipeg.ca>
Our budget is roughly the same as yours. We don't notify faculty for
routine purchases (we don't have the staff time to do this), but we do
notify them for special orders or rush items, or if they specifically asked
to be notified about a book.
Linwood DeLong
Collections Coordinator
University of Winnipeg Library
515 Portage Ave.
Winnipeg, MB, Canada
R3B 2E9
Ph. (204) 786-9124
FAX (204) 786-1824
e-mail: linwood.delong_at_uwinnipeg.ca
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(5) From: Martha Starck <starckm_at_milwaukee.tec.wi.us>
Although our budget is much smaller than yours, here is our method:
We put the faculty member's name on the order slip or card in our order
file. That slip or card follows the book through the cataloging and book
processing. When done, we send out a memo to the instructor with a copy of
the record(s) for the books downloaded into the memo from our online
catalog. I train student employees to do the memos.
Martha Starck
Library E-MAIL: starckm_at_milwaukee.tec.wi.us
Milwaukee Area Technical College Phone: (414) 297-6424
Milwaukee, Wisconsin 53233 Fax: (414) 297-6798
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(6) From: guthro_at_Macalester.edu
Our book budget is a bit smaller ($350K). We only do notifications if
faculty explicity request it. We add a notification note and requestor name
in the order record. When the book is received it is flagged with their
name. When cataloging sends the book to circulation, circulation staff put
a hold on the book and e-mail the faculty that the book is available. If
they don't come in two weeks to look at it the book is shelved.
Clem Guthro Voice:651-696-6208
Team Leader for Collection Management Fax: 651-696-6617
DeWitt Wallace Library E-mail:guthro_at_macalester.edu
Macalester College
1600 Grand Ave.
St. Paul, MN 55105-1899
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(7) From: "Janellyn P Kleiner" <jkleiner_at_lsu.edu>
We spend a bit more for books. Instituted electronic ordering about 2 yrs
ago -- also books come shelf-ready and are available to requestors or on
the shelves in 24 hrs. When needed, a Rush & Notify note is placed in the
system when ordered. A Rush slip is placed in the book with the person's
name & phone # when it arrives. Records are loaded in our system overnight
and the book is sent to Circ. They call the person & place it on a hold
shelf.
Jane Kleiner
Associate Dean of Libraries for Collection Services
The LSU Libraries
Louisiana State University
Baton Rouge, LA 70803
Phone: 225-578-2217
Fax: 225-578-6825
E-Mail: jkleiner_at_lsu.edu
Received on Wed Jan 30 2002 - 16:13:59 EST