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Collection Management Services

Information on Collection Management Services and Operations

Activation (eResources)

Include general instructions for all vendors:

- Rush

- Notification

- Problems?

- Course Reserves


- includes Databases - post-activation -> need to make sure Database of Databases are updated


Electronic Standing Orders (Monographic Series)




July 15, 2022

UVic DocStore and Misc. Links E-journal collection in Alma. PDF's sent to and uploaded to Docstore by Metadata staff.


Suppressed DAR's for each "emailed PDF subscription" migrated  to Alma.

A local collection -  UVic DocStore and Misc. Links. - was created and activated in the CZ for these subscribed titles. All but one title. Monkey: new writing from Japan, was linked to a CZ record. The DAR for Monkey: new writing from Japan was unsuppressed.

Follow up: Create a local e-journal record for Monkey and suppress the DAR?? Or submit a case and ask that the record be added to CZ?


Activating Collections and Packages in the Community Zone






The instructions for activation of GOBI e-books has been included as part of the Ordering procedure. Please see the Ordering GOBI E-Books for the Ordering through Activation process for this material.

Receipt of One Time Purchases (Physical)

Rough outline of Rush/Notify process:


  • We may get requests for Rush or Notify via various channels at point of order:
    • Via GOBI note from a selector
    • From Course Reserves via GOBI selection folder
    • Via email - ; [non-preferred: personal emails]
    • We need to communicate to selectors that it is Rush OR Notify when possible (include those words exactly) - assumption of Notify is that it's just an alert, NOT put on hold
  • POL Interested Users Tab:
    • If you know at point of order that ordering for rush/person; add a receiving note ; do NOT select Routing during receiving because that doesn't mean anything to us
    • Add interested user: when received a letter gets emailed
    • on intereste users tab also have to select:
      • Notify user upon receiving / activation -> use for true Notifies, do not tick for Rush - use Hold Item instead
      • Hold item --> Q: for us do we select this in Acq. at time of Order? YES for true Rush (indicated as Rush on blue flag)
      • NOtify upon cancellation (not used here usually - maybe just for continuations subscription)
  • Once material is ordered there may be additional requests place on the item:
    • Via Access Services/Fulfillment [need clarification from Access: would they just direct user to put a Request on it in Primo instead?]
      • Do they give us blue slips still? yes for now - goes to Sherry's mailbox, and then people in Acq. know when to check that [Carol and Paul check those]. Slip indicates Rush/Notify/Course Reserve
      • Access checks when get Rush request the cataloguing shelf - if they find it, then they'll put flag in book and bring over for Rush Cataloguing shelf ; if they can't find it, it goes to Sherry's mailbox to put with the item when it comes in
    • Via Primo directly [Q: does that go to a Fulfillment list? OR hopefully an alert when they scan it in at the service desk or stack maintenance]
  • When we receive the material:
    • If a Rush / Notify request was placed already before Receiving (which should be the case), then there would be an "Interested User" attached to the POL and some indication of whether it's just a notify or a rush
      • Rush in the REceive New Material screen: seems to be triggered by a "Interested User" and "Hold" or just "Notify" but need to confirm
    • When you click on Receive, notification is sent if the user is an Interested User
    • If a Rush, then the Hold option would have been selected on the POL interested users tab - if it hasn't then tick the HOld box on that tab now
    • Acq. member adds Rush/Notify flag to the item
    • If it's shelf-ready:
      • Rush/for hold: 
        • if for course reserves, bring it over to course reserves shelf
        • if for access services: Rush/Hold for Fulfillment/Access Services space labelled -> for where Access picks up material [Need to define and label this] -> or maybe with metadata rushes? even though they don't need processing, will need to go down to hold shelf - maybe put shelf/ready and non-shelf ready rushes together with indication of whether it needs to be processed
      • If a Notify, it just goes with the regular material for shelving
    • If it's not shelf-ready:
      • rush/for hold:
        • go to the rush cataloguing shelf to be rush catalogued
        • cataloguer puts it on Rush pick up spot for Access [to be confirmed]
    • Service desk picks up from 260 (main or law):
      • scan the items in and should be alert to put this on hold for patron - goes on hold shelf? with slip? If non-shelf ready, they woudl process it
      • Patron gets alerted and picks up material


Include general instructions for all vendors:

- Rush

- Notification

- Problems?

- Course Reserves

GOBI One Time Physical Receiving

FYI: GOBI subaccounts -09,-10, -60, and -69 are non-approval accounts that have been set up for shelf ready services. All will have been ordered and initial records (Bibs and POLs) will have been brought into Alma via API. For these subaccounts, an Update Inventory profile has been set up (one for each account) that will update the bib record with an updated OCLC record, populate the call number in the holdings record, and add a barcode to the item record. NOTE: As of January 26, 2023 these import profiles bring call numbers in from the 090 field - whatever call number (050 or 055) has been assigned to the item by GOBI and on the spine label.

  1. Physical material from GOBI will be placed in Bay 1
  2. In Alma, go to the Receving workbench (Acquisitions --> Receiving and Invoicing --> Receive)
  3. From the Receive New Material screen, select the One Time tab
    1. This will list all resources that have been ordered and are waiting to be received
  4. Search for your title
  5. Once you've found the appropriate title ...
  6. Is the title shelf-ready?
  • Yes the title is "shelf-ready." 
    • Inspect the physical item. Is the barcode in the correct place? If not, alert Dean or Sherry: these will be reported to GOBI. If possible, remove the barcode and place it correctly.
    • Is the barcode in the item record in Alma?
      • If it isn't there, add it
      • If it is, check to make sure that the barcode on the item matches the barcode in Alma - if they don't match, update the item record in Alma with the barcode that is on the item. Once the barcode on the item and in Alma match, go to the next step.
    • Does the call number on the spine label match the call number in the holdings record in Alma?
      • If yes, then the item is not problematic - select the tickbox to the left of the item in the Receiving task list - and at the top of the screen deselect "Keep in Department" - do not tick "Shelf Ready" and click on Receive
      • If the call numbers on the item and in the holdings records do not match (or if there is no call number in the holdings record)  - select "Keep in Department" at the top of the page and choose "Shelf Ready Problems" from the drop down - place on the Shelf Ready Problems shelf
      • Has the item been ordered for the curr location in McPherson? If so and a Dewey classification number has not been added to the spine label and the Alma record (instead of LC Classification), it should be sent to the "Shelf Ready Problems" shelf - select "Keep in Department" at the top of the page and choose "Shelf Ready Problems" from the drop down
      • Take a look at the bibliographic record in Alma and teh spine label  - does it have a 055 with a call number in the PS8000s OR beginning with FC? If so, the call number label and Alma holding record will both need to reflect that Canadian call number. Add to Shelf-Ready Problems shelf if the holdings/spine label does not match the 055 with these call numbers
      • NOTE: YOU MAY NOTICE THAT A CALL NUMBER IS NOT PRESENT IN THE HOLDINGS RECORD. IF THAT IS THE CASE, THEN SEND IT TO THE "SHELF READY PROBLEMS" SHELF - select "Keep in Department" at the top of the page and choose "Shelf Ready Problems" from the drop down
  • No the title is not "shelf-ready
    • If it needs to go to Metadata for Cataloguing - select "Keep in Department" at the top of the page and choose "Cataloguing" from the drop down list - Click on Receive.
    • If it needs to go to Metadata for Rush Cataloguing - select "Keep in Department" at the top of the page and choose "Rush Cataloguing" from the drop down - Click on Receive.

What do I do with the physical item?

  1. If the material is Shelf-Ready and by-passes the Metadata Unit - place on the shelf/truck for Access Services to pick up
  2. If the material is NOT shelf ready - place it on the appropriate shelf for Cataloguing, the Shelf-Ready Problem Shelf, or the Rush Cataloguing Shelf in Metadata
  3. At this point - the Item will have an appropriate Status in Alma (and Primo) - either In Transit if moving directly to Access Services or Technical Services if passing on to Metadata.
  4. NOTE: only records with Items can be assigned Work Order Statuses
  5. If you did not receive the item and select "Keep in Department" and want to change the status manually go to Fulfillment --> Scan In Items. Select "Cataloguing" (or other category) from the drop down and scan in the barcode











  • Go to Acquisitions -> Receiving
  • Find your item by searching by POL or title on the One Time tab
  • Once you find your item and are confident that the physical material in hand matches what was ordered
    • Tick the box next to the title
    • On the top of the screen select "Keep in Department" and "Cataloguing" from the drop down
    • Click on the Receive button
  • Barcode????
  • The material is now received and will have a process type of Cataloguing
  • Send item to MetaData
  • Next step: Invoicing

KI-KIL Classification Items

  • If an item is intended to be KI-KIL classification (Law of Indigenous Peoples), this will be indicated by the ordering Librarian via a note in GOBI, or via email for non-GOBI orders.
  • Please leave KI-KIL classification items in the dedicated tray labelled "LAW - KI CLASSIFICATION" on the Law cataloguing shelf.
  • Please also make a note on the Law flag that the item needs KI classification, and also note any other specifics about the KI classification, if any additional information was indicated by the Librarian that submitted the order.

Receive a Special Collections One Time Physical Purchase

Note: If this is an Auction item please give to Supervisor

  • Go to Acquisitions -> Receiving
  • Find your item by searching by POL or title on the One Time tab
  • Once you find your item and are confident that the physical material in hand matches what was ordered
    • Tick the box next to the title
    • On the top of the screen select "Keep in Department" and "Cataloguing" from the drop down
    • Click on the Receive button
  • The material is now received and will have a process type of Cataloguing
  • Double check the following:
  • Write the POL on the flag
  • Place the item in the SCUA locked cabinet located across from Karen Nelson's workstation
  • Next step: Invoicing


When receiving "ref" material, whether for the main stacks or "ref" location, current best practice is to barcode the item in hand and add a FOR USE IN LIBRARY ONLY label to the item. The item policy should be noted as "nocirc".  The section on Ordering Law Material provides background and order details

GOBI Import Profiles

Import profiles have been set up in Alma to retrieve files from GOBI's ftp server and add information to GOBI.


As of January 26th, 2023 all ordering is done via GOBI API (material will no longer be sent automatically via GOBI Approval Plans).It should be noted that this process is spelled out in the technical specifications and does not require an Import Profile into Alma.

When you order in GOBI via API, a brief bibliographic record, holding, item, and purchase order line will be automatically created in Alma.

GOBI Update Inventory Profiles

Update Inventory Profiles replace the initial brief bibliographic record brought into Alma via API, overlays the holdings with shelf-ready call number assigned by GOBI, and adds a barcode to the item record.

The only option for matching with Update Inventory profiles is the POL No.

As of January 26, 2023, whatever call number has been assigned by GOBI (050 or 055) will be placed in the 090 of the incoming record and that will be the source of the call number in the import profile.

GOBI sub-acc. Ordered On P or E Alma Vendor Code Setup for GOBI API Ordering Alma Import Profile Type Import Profile Name OCLC Silver Plus record Digital Content

Physical Processing:

GOBI shelf-ready

8031-02            N none defined         Do Not Order On This Subaccount
8031-03 P        MYBPCURRUS Y Update Inventory GOBI API Import Profile - Update Inventory - Print - 8031-03 Y N N  
8031-08 P   Y           Do Not Order On This Subaccount
8031-09 P MYBPUS Y Update Inventory GOBI API Import Profile - Update Inventory - Print - 8031-09 Y N Y  
8031-10 P MYBPUSSF Y Update Inventory GOBI API Import Profile - Update Inventory - Print - 8031-10 Y N Y  
8031-11 P MYBPAHSUS N New Order GOBI - New Order Approval Plan Fund Print - 8031-11 Y N Y Do Not Order On This Subaccount
8031-12 P MYBPASTUS N none defined   Y N Y Do Not Order On This Subaccount
8031-13 P     none defined          
8031-14                 Do Not Order On This Subaccount


8031-17 P MYBPACAUS N New Order GOBI - New Order Approval Plan Fund Print - 8031-17       Do Not Order On This Subaccount
8031-69 P MYBPUK Y Update Inventory GOBI API Import Profile - Update Inventory - Print - 8031-69 Y N Y  


Receipt of Continuous (Physical) Material

Draft - Updated June 17/24/Susan

General Information:

POL type determines how material is received and processed. POL types include:

  • Serials > Print Journal - Subscription > Bibliographic, holdings records already exist > Receive via "Continous" tab; add item as necessary. (Note that loose-leaf material as well as some membership DARs may also have this POL type)
  • Added Volumes (ongoing multi-volume monograph set) > Physical Standing Order - Non Monograph > Bibliographic, holdings records already exist  > Receive via "Continous" tab; add item as necessary > Keep in Department
  • Monographic Series > Print Book - Standing Order > OPR is typically via a DAR > inventory is created on receipt via quick cataloguing > Keep in Department

Mail: Separate main and law material. Further separate loose leaf materials from serial material. Set aside any monographic standing orders (AU S/O's)

Procedures apply to both Law and Main locations, but NOT SCUA material.

Set aside all material ordered and located in Special Collections and Archives (SCUA). Follow separate SCUA procedures for receipt of all SCUA material.

Call Number format: Call number format for active orders may be updated within the holdings to reflect new best practice established with migration to Alma.

Barcodes: Apply Priestly barcodes to law material; and McPherson barcodes to main material. Affix barcodes top center on item cover, regardless of library or location. (Though do not worry if in error a McPherson barcode is attached to a Priestly item, or vice versa.)

Unsolicited material: See spreadsheet on W-drive > LTEC > Serials

Series Authorities: Local authority notes (field 667 with |5 CaBViV in Voyager AR)  did not migrate from Voyager to Alma.

  • For series received as gifts or on deposit: Series titles with local processing note will be added to the Unsolicited folder.
  • For S/O's received on DAR: ATTENTION CATALOGUER notes will be added to the POL receiving note. Voyager authority records with notes are still available to view via the "Voyager Legacy Tool".

Standardized POL Receiving Notes found here: Alma Processing Notes

Instruction notes for Law Staff: Items will be flagged (with yellow law processing flag); Standardized notes (uppercase) will be recorded in the holdings field 852 |x. The yellow law processing slip acts as a flag to law staff to read the shelving instruction notes in the holdings.

Shelving: For items without item records, stacks staff will watch for non receipt of issues and/or duplicate issues and advise orders@uvic as necessary. Duplicate issues may be returned to Acquisitions and/or discarded as appropriate.

Holdings: Rely on the summarized holdings statement - not the presence or absence of item records - and check stacks as necessary to confirm holdings.

Items: In general, item records are not created for each periodical item, but may be created for annuals and less frequently published material. For Serials, note both Enumeration and Chronology in item records.These will now both print on the call number label. Edit label as necessary. Because of past practice at law or for ILL, item records may exist for bound periodicals, coded item type "nocirc" or "law-ncirc"). Migrated item records attached to periodicals were assigned the material type of  "issue".

Alma's predictive functionality will not be implemented.




  • "PREDICTIVE", "NOT FOR PREDICTIVE", AND "NON PREDICTIVE" notes to be removed from holdings record (Field 866 ##). Further cleanup of holdings notes also required. Note that "Versions" of holdings records can be viewed via the MDE " View Related" tab.
  • Current processing notes spreadsheet (OneDrive)
  • Rep-Can; Dig-Can, etc. : Rep-Jur, Dig-Jur, etc.  "rubric" printing on spine label. Delete "rubric". Spine-O-Matic to be updated >> think this was recently updated in Spine-O-Matic
STOP - FOR SCUA SERIALS: Refer to Metadata Unit > Processing Information > Serials - SCUA
Never affix barcodes or labels to SCUA material.


On "Receive New Material" page:

On "Continuous" tab, with item in hand, search and select title:

  • Click POL number  to bring up Purchase Order Line Details > Summary tab
  • Confirm bibliographic information matches item in hand (title, series, volume numbering, edition, creator, etc.). Click "Description tab" or view the bibliographic record as necessary.
  • Confirm summary holdings are open and the POL type = "Print Journal - Subscription"
  • In "Ordered Items" box: Read and act on "Receiving note". 
  • If BARCODE note is present: Click back button to return to the "Receive New Material" search result: Select the title in hand from the list. Click the ellipses to view the row actions list > Select "Receive"  to bring up "Receive New Items" page:
  1. "Keep in Department" : Do not tick unless routing to cataloguing is necessary* e.g. ANALYZED SERIAL
  2. "Received date": update/add as necessary
  3. In "New items details" box: Update Enumeration and Chronology fields as appropriate.
  4. Click "Generate" button (to update "Description" field)
  5. Confirm  "Description" field updated and details match item in hand
  6. Click "Receive and Set Barcodes" button > "Set Barcodes" box will pop up
  7. Affix barcode to item, then in "Set Barcodes" box > Scan in barcode > click Submit
  8. Find item in "Received Items" list. (Use "Sort routine" as necessary.) Click row action ellipses > "Edit inventory item" to open "Physical Item Editor"
  9. Update item record fields as necessary (i.e. Copy ID; Material type = "Issue" for serials; Item policy = "book" if item circulates or nocirc if FOR USE IN LIBRARY ONLY; or ensure data for new item matches data of migrated items ) > Save
  10. Via the Purchase Order Line Details page > "Summary" Tab > "Ordered Items" box > click ellipses > "View Items". View "List of Items" to ensure data entered is consistent with other items.

*NOTE: When  "Keep in department" is not ticked, no process type is applied and the item will will have a status of "Item in place".

  •  Print call number in black pen on label; or print label using Zebra machine as appropriate; affix call number label to item as appropriate
  • Law serials: Stamp with property stamp ONLY as appropriate (i.e. periodical material). DO NOT GUTTER STAMP. Place promptly on truck for processing and transfer to law library
  • Main serials: Process with property stamp or gutter stamp as appropriate and place on shelf for stack maintenance pick up


Route any questions to Metadata supervisor (Serials)


To edit [or view] holdings in MDE via POL Details page:

  • Click "Edit" [if not already in edit mode]. In "Ordered Items" box, click ellipses. Select edit. [Edit > Save and Release]
  • Click the MDE icon to return to the POL Details page
  • Click "Back" to return to the  "Receive New Material" page


  • Call number format for continuations to be updated at a future date
  • In POL Details > "Vendor Information" Box: to be updated at a future date
  • Shelving instructions for Law staff will be added to holdings field 852 |x



Loose Leaf - Introduction

These items must be filed in order received and according to filing instructions noted on each loose leaf issue. Careful attention to filing instructions must be followed. Staff responsible for filing this material must advise when an issue is skipped or missing. Skipped or missing issues must be claimed.

Status: Recurring Renewal or;

PO line type: Print Journal - Subscription or;

PO line owner: Mearns-McPherson Library

PO sent / Physical Continous

Loose Leaf - Procedure

On the Continous Tab, search for the title.

Click on the POL number to view the POL Details. Click on the "Description" tab. Confirm the title in hand matches the bibliographic record  (Alternatively, click on the hyperlinked title to view the bibliographic record.) Watch for changes of title, author, editor, etc. Route any cataloguing questions to Metadata supervisor.

Return to the "Summary" tab. Read and follow any "Receiving note" instructions.

Note call number on item, add property stamp and route as appropriate.

Item records are created only for the binders that hold the loose leaf. Item records are not created for each loose leaf release or issue. Filing staff must advise Acquisitions at if issues are missing and require claiming.



POL type = Standing Order - non monograph

Added volumes (A/V) (multi-volume set): A bibliographic record with holdings exists within the repository for the item in hand. The record is NOT suppressed. A/V's must be routed to cataloguing where the bibliographic record and summarized holding (as necessary) are updated to include the latest volume.

 Receive > Receive New Material > Continuous Tab

  • Search for title
  • Click ellipses > Receive
  • See Receiving Note, then proceed as follows:
  • Tick Keep in Department; Update Received Date as necessary
  • In "New items details" box: Add Enumeration > Click "Generate" button
  • Click "Receive and Set Barcodes" button
  • A "Set Barcodes" box will pop up: Scan in barcode > Submit
  • Received Items List > Find item > Ellipses > Edit Inventory item > Add Copy ID > Confirm other details > SAVE
  • Flag as A/V and route to Metadata



Notes: Update POL type to Physical Standing Order - Non monograph???; Dean toggled on this option October 20022

Law Continuations - General Notes:

  • Law POL's for monographic sets may need to be updated from Print Journal - Subscription to Standing Order - non monographic
  • Monographic sets kept up to date with replacement or reissue volumes, supplements, etc. : BARCODE bound volumes: withdraw (delete) item record of replaced volumes
  • Rep-Jur: Should not appear on call number (but currently does when scanned via Spine-O-matic). Update needed. jur=jurisdiction of law report
  • Receiving notes for Acquisitions staff are located in the POL; Shelving instructions for law staff are located in holdings field 852, subfield |x
  • Receiving notes/Shelving instruction notes need to be updated
  • For continuations: neither the call number nor the MMS ID need to be written on verso t.p. (barcode/call number label now affixed before item is sent to law)
  • Update call number format for law continuations? Have done a few as test
  • Continue to add material type and item policy for law material? How to know what to select from drop down menus? "Duplicate" function will autofill material type: leave as is; No longer necessary to select item policy from drop down as location determines circulation.
  • Scan in continuation items to indicate in transit for reshelving/shelving? Yes

Formatting Law "Receiving note":

  • Note call number on the first line: Law Rep-Can A8 C7526
  • For titles with multiple parts (and parts replaced): Note each part in lower case followed by receiving note in UPPERCASE. (e.g. Bound volumes: CREATE ITEM AND BARCODE. For an example, see: British Columbia Law Reports). Separate parts with a line break; Separate notes within each part with a semi colon.


  • Add "Shelving Notes" for law staff in field 852, subfield |x
  • Delete field 583 if notes are outdated (i.e. notes pre merge with main)


  • This location is used by Course Reserves staff only

Room A116:

  • Titles/items assigned this location by law librarians. Ensure latest editions are located here with previous editions relocated to the main law stacks
  • Current loose-leaf titles typically situated here permanently




See DUMMY ACQUISITIONS RECORDS for details on receiving material ordered on a DAR.


Draft notes:

DUMMY ACQUISITIONS RECORDS (DAR's) are created for order and payment purposes only. The bibliographic records is suppressed.

Separate bibliographic, holdings, and item records are created for items received on DAR's. The item is linked to the DAR via the POL field in the item record.

Items received on DAR's include monographic Series, MEMBERSHIPS, COMBINED SUBSCRIPTIONS, All publications, etc. DAR's may have a purchase type of one time; continuous or standing order.

See Metadata Unit  > Libraries and Locations > Special Collections when ordering and receiving SCUA items.


1. Search for item title and/or DAR in Alma repository. (Mono series: Watch for volumes added  (A/V) to a title already catalogued AND part of a monograph series. e.g. Eneados.) View POL.

2. Determine POL type.

  • One time
  • Continuous
  • Standing Order

3. As necessary: Quick cataloguing: Resources > Create Inventory > Add Physical Item. BARCODE and link item to POL. Flag and send to cataloguing

4. Within Item record: Update fields as necessary. Always enter POL number and receiving date

5. As necessary: Flag and route to Metadata (Flag to be updated? No more A/V; POL, no. PO noted on slip?)

6.. Questions:

  • How to connect quick catalogue item to DAR? via POL in item ; or associate at the holdings level as appropriate
  • How to add 561/other gift notes?: Via MDE > Editing Actions > Add Field (F8). Field will sort upon Save. > Release Record
  • When to create a technical order and associate with DAR


SCUA material received on DARs: Do not create brief bib records, holdings or items. Do not barcode or label or stamp. But do:

1. Ensure 561 Provenance note is present in DAR

A normalization rule has been added to the Metadata Editor (MDE): UVic Add 561 Purchased Note for SC. Note that field 561 notes are not added to material purchased for arc locations.

To add this note to a DAR:

  • Open the bib record in the MDE

  • Under Editing Actions > "Enhance the Record" > UVic Add 561 Purchased Note for SC

  • Update the 561 field with relevant information for item in hand > SAVE

See also Metadata Unit > Libraries and Locations > Special Collections and University Archives > Field 561 - Gifts, Purchased or Transferred Note

2. Flag material for SC. Note POL on appropriate slip/flag

3. Place inside Metadata's locked cabinet


Metadata: Refer to the Metadata Special Collections - Purchases section

Draft/Susan/Last updated Dec.20

Print Series (POL Type = Print Book Standing order) ordered on a DUMMY ACQUISITIONS RECORD (DAR).

Each title within the series is catalogued separately. (May or may not be classed together.) POL's are associated at the item level (not the holdings level).

Items with a POL type of Print Book - Standing Order are not received via "Receive New Material".

In the persistent search bar: Search for the title of the item in hand. Is it an A/V? (If yes, insert A/V flag), then:

1. In the persistent bar: Search for DAR via series title, PO, or POL or other

2. Click "Orders"  to view orders > Open POL Details. Review and confirm receiving information.

3. Copy POL number

4. Go to "Add Physical Item" via Quick Cataloguing (Resources > Create Inventory > Add Physical Item)

  • Choose Holdings Type > New
  • Citation Type > Book
  • Click "Choose" button

5. FIll-in Quick Cataloguing form:

Resource Information:

  • Title: Fill in this mandatory field (Transcribe from title page)
  • Series title and volume (if present on item)
  • Suppress from Discovery: UNTICK (if ticked)

 Item information:

  • Location: Fill in this mandatory field: select from drop down. If item has a SCUA location: DO NOT AFFIX BARCODE TO ITEM. See SCUA section in LibGuide
  • Barcode: Affix barcode to item; add barcode number to item record

6. Select "Items". Click ellipses > Edit > Physical Item Editor (Notice some fields auto populate). Fill in the following fields:

  • PO Line: enter POL number
  • Material type: update as appropriate (e.g. Book or Compact Disc)
  • Receiving date:
  • Process type: Technical Services
  • Copy ID
  • Click SAVE button


7. Search for DAR > Click "Orders"  to view POL > Open POL and confirm item created is listed, Confirm:

  • Barcode
  • Availability = Received

8. *Flag (with green slip) and route to appropriate shelf in Metadata (Law standing orders to law shelf)

9. Cataloguer will collect material from mono series shelf, find brief bibliographic "Quick Cataloging" record and update bibliographic, holdings and item records, etc. as appropriate



Discoverable in Primo? YES

Is a green Acq PO Fund slip still necessary? Continue to insert, but no need to fill it out




Draft notes/SF/10/23

For POL type, consult Acquisitions supervisor as necessary. In most instances, memberships that included a print resource migrated as POL type Print Journal - Subscription.

In Voyager, best practice was to add a 500 field to the DAR bibliographic record for each resource received on the membership. Resources received on the DAR may be print or electronic, a monograph -  or part of a monographic series - or a serial or a mix of formats and titles.

Monograph series: Local notes were once added to series authority records in Voyager. These authority records have been captured and saved and available to consult as necessary. See librarian or supervisor. The local notes will be transferred to the "Receiving note" as necessary and on encounter basis.

Monographs (includes mono series): "Quick catalogue" (aka "Add Physical Item") > Resource Information: title ; Item information: Location, BARCODE. Save > then add/associate the POL to the item/holdings as appropriate. (NOTE: "an item can be linked to a one time PO line and a holdings can be linked to a continuous PO line"). Route to appropriate shelf in Metadata

Serials: Receive as usual

Ephemera: see "Unsolicited folder" on W-drive



Current list of 'All publications' standing orders:

Above/Ground Press
Barbarian Press
Continuing Legal Education Society of British Columbia
ECU Press
Ekstasis Editions 
Flask Publications
Frog Hollow Press 
Greenboathouse Press 
Jackpine Press
Leaf Press
Mother Tongue (except UABC)
Rebel Mountain Press
Unheralded artists of BC. (via Mother Tongue)



Can't find an item in the repository? See the Unsolicited Folder on the W-drive (LTEC > Serials)

Unsolicited serial material we've decided to retain will have a record in the repository. The Method of Acquisition in holdings field 008 is coded  g= Gift

Gifts and Deposit material with open holdings:

Current receipt will be reflected in the summarized holdings statement via open holdings as well as coding in field 008: "Receipt, acquisition or access status" = 4 Currently received. Process and route material as appropriate. BARCODE as indicated. (Via "List of Items" > + item. Add barcode and update fields as necessary. i.e. Material type; Recieving date; Enum. & Chron.; Copy ID) See appropriate Item Field Guide.

Gifts and Deposit material with closed holdings:

Closed holdings will be reflected in the summarized holdings statement as well as the coding in field 008:  "Receipt, acquisition or access status" = 5 Not currently received. This material should only be added if it has been flagged by the GIK coordinator and placed on the appropriate "Add to holdings" shelf. A serials cataloguer will then update the holdings and bibliographic record as necessary before routing the material to its appropriate location.

Gifts for SCUA locations: Gifts with open holdings located in SCUA: DO NOT MARK OR STAMP. Fill in PROCESSING FORM 1 and place on appropriate shelf for pick up by SCUA staff.

Gifts with an arc location, open holdings and received via the GIK coordinator(e.g. The Martlet and The Ring): Processed at point of receipt by the GIK coordinator and placed on the appropriate shelf for pick up by SCUA staff.

Missing issues of serials coded as gifts and located in SCUA are claimed by SCUA staff as appropriate.


In the holdings record:

  • Field 008, Method of acquisition is recorded as g- Gift
  • Current receipt is noted via the open holdings in the summarized holding statement and the "Receipt, acquisition, or access status" 4 = Currently received. Current receipt of each issue is no longer recorded
  • Close holdings and update field 008 when issues are no longer received


In the holdings record:

  • Field 008, Method of acquisition is recorded as d - Deposit
  • Current receipt is noted via the open holdings in the summarized holding statement and the "Receipt, acquisition, or access status" 4 = Currently received. Current receipt of each issue is no longer recorded
  • Close holdings and update field 008 when issues are no longer received
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