Information for Selectors
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- Ownership - each section of the wiki will list the initials of the staff person (s) responsible for the content. The owner will maintain a watch on the page.
- Anyone in CTS can make a change on the wiki as long as they write the word draft and their initials after the change. The owner of the page will review the changes and remove the word draft and the other person's initials after discussion and approval or altering the suggested changes.
- Quick start editing Help:Quick start editing
- Login using the login in the upper right side of the screen. This will allow you to go to the same page. If you login at the middle of the screen, it will go back to the Main page.
- If what you are editing is long, you will see two scroll bars. When you want to save or view the edit, scroll down using the inside bar.
- Show Preview - if you just want to see how it looks
- Save page if you made substantial changes - these changes will be recorded in the history. If you made minor changes, click This is a minor change and save.
- Create a numbered list - start the sentence with a #
- Create a bullet list - start the sentence with an *
- To change from a numbered list to a bulleted list = #*; to change from a bulleted list to a numbered = *#
- To add a table that is on a word document or on EXCEL:
- If table is on Word - copy, format and save on EXCEL as a .csv file
- If the table is on EXCEL, save a .csv file.
- Go to [1]browse to find the file and then upload it(scroll down to find the upload information). Convert to MEDIAWIKI
- Copy the coding from the box at the top of the screen. If you want lines, add this line prior to |----
{|border="1" cellspacing="0" cellpadding="5" align="center"
Claiming and binding serials and serial special ordering
Subject specialists were asked to review a list of current subscriptions and select those that are essential to claim and/or bind. Titles will be bound according to orders written in the checkin record (SCODE 2). If a print issue has been claimed via the subscription agent and not received, Technical Services will do the following:
- Research serial vendors for price and availability of issues including EBSCO’s missing copy bank and other online sources.
- Check collection manager's account and place the order if under $100. If it is expended, ask if they want to use another account or wait and place the order in the next fiscal year. Serial Specials are not considered RUSH and can be held until new funds are available.
- SEA - Contact JC and use t4500
- Hum/Soc - Contact LV and use t2100
- AHL – Contact VC and use t6800
- Educ – Contact SF and use t1700
- When over $100, contact the collection manager with information and ask if they want to purchase. If they do not want to purchase, ask if they want to bind incomplete.
- If item/quote not received after 3 months, cancel order record and ask collection manager if they want to bind incomplete since issues cannot be found.
Procedures for Bookplates for non-cash gifts
Sometimes a selector would like to add bookplates to gift books that were donated to the library. If the book needs to be processed quickly for immediate use, the selector may order the bookplates from Jeff Kuure as detailed below[[2]]. When the book plates are received, the selector may add the bookplates instead of sending the materials to Technical Services. All bookplates should be printed by MASC to maintain the high quality of the label and the special nature of the gift. Added by DC August 2009.
- Additional Links
Procedures for Ordering, Bookplating, and Acknowledging Monetary Gifts
For use by: LAO, Collection Managers, Collections and Technical Services Written January 28, 2008; updated on August 29, 2009 DC
From time to time the Libraries receive cash gifts from donors for purchase of library materials. Most often these gifts are made “in memory of” or “in honor of” a specific individual, e.g., an alumnus, a favorite WSU professor, or a family member. Below is the procedure we have agreed to use for monetary gifts or “Honor with a Book” cash gifts (minimum of $50).
The Development Officer will inform the appropriate Collection Manager and AW that a monetary gift has been received. The notification will specify the dollar amount of the gift and the particular subject area for the library material. The Development Officer will create a bookplate and mail it to the Collection Manager. (Since there is no Development Officer, send the request for bookplates to JK (MASC) via email with an estimated number of bookplates needed and details of information to be printed on the bookplate. JK will give the bookplates to the Collection Manager).
After notification of the gift and receipt of the bookplates, the Collection Manager or Selector will:
- Complete Gift Processing Request form. The librarian who received notification of the gift will complete the Gift Processing Request Form. This form will inform bibliographic control staff of your wishes for the location and acknowledgment for library materials received with the gift funds. The form can be downloaded [5] or found in print (Green color) in the reference areas in Pullman libraries. If public acknowledgment in the OPAC is requested, the librarian completing the form will be responsible for gaining permission from the donor or donor’s relatives and the wording of the acknowledgment text. The completed gift form will be given to AW in Technical Services.
- Select new library materials. Using the gift fund code, select library material(s) in the amount and discipline for which the gift was intended. You can use GOBI3, etc. The fund code will alert AW that the material is a gift.
GOBI3
Gobi3 procedures maintained by aw.
- Also see the Quick Start manual.
- Go to Gobi3 at [6] .
- After logging in, click on Help
- Download the PDF Quick State Manual
Notifications
Notifications enables user to receive notification of new titles in profile.
- Go to Notifications menu, second tab on top of menu bar at top of screen
- Select 'Manage Notifications'
- Select 'Add' in left tool bar
- In 'Saved Parameter Name', type your fund name
- In 'Universe" select 'My library's slips'
- Select appropriate approval sub-account
- Education, 1856-18
- Health Science, 1856-17
- Hum/Soc, 1856-16
- Science, 1856-15
- Select primary sort & secondary sort
- In 'Fund Code' enter fund code with a leading 'R',(r4500); matching your fund name
- Select time for 'Notification Delivery Frequency'
- Select delivery format, most people choose email with link
- Select 'Save & Schedule' on left tool bar
Design Templates
Design templates enables users to add order information with one command.
- Select 'Options', fifth tab in upper bar of screen
- Select 'Manage Templates'
- Select 'New' in left tool bar
- Name your template, use the fund name; (General Science)
- Select your sub-account for firm orders
- 1856-09 is paper preferred, binding option
- 1856-10 is paper preferred, no binding of paper
- Add fund code with a leading "T", (t4500)
- Add location
- Use location codes recognized by Griffin
- wa-Archt; we-Educ; wg-AgSci; wh-Hol; wo-Sci; wv-HlthSci
- Add vendor code-Cougs
- Local Data 4, add information you need to convey to ACQ; normally used for individual titles, not in a template
- Add initials in upper right of screen
- Select 'Save' in left tool bar
Select preferences
Preferences enables users to choose view of bibliographic information
- Select 'Options', fifth tab in upper bar of screen
- Select 'My Preferences'
- Select Library of Congress in 'Classification'
- Select 'ISBN format', ISBN-13/ean
- Choose 'Title Display'; US, UK, or Both
- Select 'Default Title View'; Brief or Full bibliographic records
- Select 'Save' in left tool bar
Create address book
Address books enables users to send emails from GOBI3 with selected email recipients previously entered.
- Select 'Options', fifth tab in upper bar of screen
- Select 'Address Book'
- Select 'New' in left hand screen
- 'Add Contact' - Type in name and email address
- Select 'Save' in left tool bar
Peer group
Establishing Peer Groups enables users to assess materials purchased from YBP
- Select 'Options' , fifth tab in upper bar of screen
- Select 'Edit Peer Group'
- Name peer group, 'Keyword'
- Make selections & move Libraries to 'Selected Libraries'
- Select 'Save' in left tool bar
Creating lists of titles in Gobi3. aw
- Notifications via email link
- Select link in email from YBP via GOBI; takes you to the newest list of titles matching your profile
- Log in to GOBI
- After log in, list automatically loads for review
- Search slips
- Select 'Slip Search' at middle top of screen
- Define 'Slip Date' before or after specific date, or range
- Select 'Subaccount'
- 1856-15 Sci,Eng,Agric
- 1856-16 Hum/Soc
- 1856-17 Hlth Sci
- 1856-18 Educ
- Select 'Fund Code' beginning with an "R"
- Select 'Go' in left tool bar
- List will load for review
- Search using 'Advanced Search' to pull up list of titles
- Select 'Delivery' option, 'Universe' and 'Date Range'
- Fill in your individual parameters for search
- Select 'Go' in left tool bar
- List will load for review
- Quick Search
- ISBN or title may be entered in 'Quick Search' box at top of screen
- Title/s will appear for review
- List by ISBN
- When you have list of titles with ISBNs
- Select 'Search' in bar in upper bar of screen
- Select 'Add Titles by ISBN'
- Choose template if you wish
- Select delivery option
- 'Subaccount', 'Fund Code', 'Location', & 'Vendor Code' are optional
- Initials are automatic; quantity defaults to one
- Enter info in 'Local Data 4'- if you want faculty notified, etc., optional
- Enter ISBNs, striking 'enter key' after each one
- Select 'Go' in left tool bar
- List will load for review
Selecting titles in GOBI aw
- Title from your list under consideration
- Selector may check holdings in Griffin or Summit by clicking on the ISBN.
- Click on GobiTween to view what other Orbis Cascade Libraries have received slips or purchased the material.
- TIPS on Duplication:
- If any regional campus library or Pullman branch library except MASC has a copy, Acquisitions staff will automatically reject title as a duplicate unless the selector adds a note to Local Data 4 note stating that want a duplicate. Acquisition staff will check via email with selector if either copy is a Reference, Reserve or a obvious reprint.
- If we have the electronic version and you've selected the print, we will order the print automatically and not consider it a duplicate that should be canceled (per CMWG agreement).
- Select title by clicking mouse in space to left of bibliographic information, creating a dark blue bar
- You may select one or more titles per session
- After titles are chosen, select either 'Put in Cart' or 'GobiExpress' in left tool bar
- 'Put in Cart' places title/s in Select Cart
- 'GobiExpress' will send title/s directly to Acquisitions
- Choose template or enter order information individually (starred items are required)
- Enter notes in the Local Data 4 box. Notes include people to be notified, processing instructions, RUSH, duplication (IDUP is fine), etc. Local Data 4 box accepts more characters than the Order Notes 1 box. Order Notes 1 is used by Acquisitions staff.
- TIP: WSU Libraries have a paper (soft cover)preferred agreement with YBP. If YBP has a book in paper, we will receive it upon publication, even if you have chosen cloth (hard bound). If you want cloth only: check the "No substitutions" box and place a note in the Local Data 4 box.
- In lower right of pop up, select 'Save' or 'Select'
- TIP: Location, fund code, vendor code and initials are required (red star) before going to the next step.
- 'Select' sends title/s directly to Acquisitions, you will receive an acknowledgment.
- 'Save' leaves title in list; place saved titles in Select Cart.
- If order information is complete, stoplight changes from red to green.
- TIP: Cart can still be edited at this time.
- 'Submit all Green Lights' in lower left tool bar will send title/s to Acquisitions; you will receive an acknowledgment
Create a list of Encumbered Monos and Media
Objective: To create a list of materials purchased on monograph funds (t) that are encumbered.
Step 1. Create the list
- Login - Griffin login/password
- Acquisitions module
- Create Lists
- Search records
- Enter a Review File Name such as Encumbered Funds 1700
- Store Record Type – use drop down box to choose Order
1 Order Fund = t1700 2 AND Order Received Date = - - 3 AND Order Status = o
- If you want all fund codes, replace the first step with Fund starts with t
Step 2a. View results
- Double click on the results line.
- Open each title and review amount encumbered and notes on the order
- If you want to cancel a title, send the title and order record number to AW on the Collections and Acquisitions staff
- We can not guarantee a title can be canceled - it may have been shipped already or a purchase card purchase that does not allow cancels.
- You may have more dollars encumbered on your report than are identified on this worksheet. Purchase card purchases are posted once a month. They would be marked received on the order record, but the accounting system will still have the dollars encumbered.
Step 2b: Export the Results
- Highlight search result (do not open)
- Click on EXPORT RECORDS
- Type = Bib; Field = Title APPEND
- Type = Bib; Field = ISBN/ISSN APPEND
- Type = Order; Field = Ord type APPEND
- Type = Order; Field = Record number APPEND
- Type = Order; Field = FUND APPEND
- Type = Order; Field = E-price APPEND
- Type = Order; Field = Status APPEND
- Type = Order; Field = ODate APPEND
- Type = Order; Field = Vendor APPEND
- Type = Order; Field = Notify APPEND
- Type = Order; Field = Int Note APPEND
- Type = Order; Field = Note
- Field Delimiter - ASCII - change to @
- Repeated Field Delimiter - ASCII - change to |
- Click on Browse - locate where you want to put the file on your computer.
- Click on the menu next to "My Documents"
- Scroll up and click on DESKTOP
- Name the file : Encumbered
- SAVE
- OKAY
Step 3. EXCEL
- Open MS Excel
- File = Open
- “Files of Type” = text files (or All Files)
- Select exported file from list
- Text Import Wizard opens
- Check *delimited* - click Next
- Check Other: and type @ in the space. Uncheck all others.
- Text qualifier = “ – Click Next
- For every column that you want to act as text (in other words - you have numbers that you don't want to add or act mathematically like an ISBN) it is critical that you change this to text or bad things will happen.
- Click on the column you want to change from general, and then click on text. Consider changing the ISBN, Fund code and order record number to TEXT.