Depository Transfers: Serials and Periodicals Student Coder/Packers

Following are instructions for student coder/packers who are sending serials and periodicals to the Depository. The macros listed are to be used with “tech1” login.

• ALEPH tab settings (upper left corner of screen) should be:
  • Connect to = FCL01
  • Select ADM Library=DEP50
• Packing Slip – All serials/periodicals should be sent with a packing slip in the first volume of each title (or title change). Monographs do not need a packing slip.
• The total number of volumes being sent should be on the packing slip.
• Statistics: Subtract the “deleted items” (also written on packing slip) from the total number of volumes being sent and record the result as linking statistics.
• Wand in the Barcode of first volume.
• Macros provided below are for the “tech1” login.

• Check Tab 2 item fields of the first item. These fields should be filled in by a screener for you. When duplicating an item these field values should transfer into the template.
  • Sublibrary = UMDPT
  • Collection = UDPER for periodicals, UDBKS for serials
  • Material Type = ISSBD
  • Item Status: “11” for UDPER (noncirculating), “01” for serials (circulating).
  • Item Process Status = TR
• CHECK Temporary Location Box (will transfer to template).
• If pages are coming out or a volume is not holding together well, please tie the volume or ask for help from Lorraine, Catherine or Marcelle.
• CTRL+D to Description field, adding “8” in the Call Number Type.
• Add description, following the format set up by the screener.
  • Incompletes: Add “Inc.” for incompletes and a “LACKS” or “HAS” note in the OPAC note field (tab 3). Notes are formatted: “LACKS #4,6-8,10” or “HAS v.5#4-7; v.6#1-4,6”
• Tab 3x and add Enum level(s). Examples:
  • For a description “v.55 no.2 1966”, Enum level 1=55, Enum level 2=2, Chron level 1=1966.
  • For a description “1986 no.2” or “Feb 1986” or “1986 Feb”, Enum level 1=1986, Enum level 2=2, Chron level 1=1986.
• WIN+1 Wand in Barcode.
• ALT+N to add “UM Box ####, date, initials” (Change macro for each new box.)
  • ALT+B is used for OCA scanned materials (”UM Box #### Scanned for OCA Digitization Project - date – initials.”)
• WIN+4 to go to Tab 4, Arrival Date.
• WIN+5 to add date.
• WIN+6 if filling dates in Chron level1.
• Enter
• F12 to Duplicate.

• Quickly check the Barcode and Notes columns of the item list to be sure that barcodes have scanned and box numbers were added.
• ALT+1 to bib, then CTRL O to public view.
  • Check items on public view against holdings statement to be sure all items are accounted for.
  • Are all items “In Transit”?
  • Do all incompletes have a “LACKS” or “HAS” note?
  • For UDPER items, check for a clickable link, “Click here to request article from Five College Depository.” If this is missing please check with a supervisor.

— Primary contact: Catherine Knapp