Penn State University Libraries - Rules for Adding New Receipts to the Annex

From p.41 of the Annex Service Plan and User's Handbook:

9. Procedure for Adding New Receipts to Annex Locations

As a rule, current receipts are not added or cataloged for annex locations. There are continuing titles (sets, serials, and periodical) where volumes are occasionally back-ordered as replacements, or ordered to fill in gaps, of older titles located in the annexes. In order to keep these runs together, these volumes will be added to the annex location records, marked for the annex and housed with the other volumes in the annex. Because they are received out of order, they may likely be shelved in a different annex location than the other volumes, creating split annex locations and records.

Occasionally we receive gift titles that are cataloged directly for the annex locations because there is no space in the subject library, they fill in gaps of runs for continuing titles housed in the annex, or they are not considered to be items that will be heavily used. Occasionally selectors may order titles that are not deemed to be heavily used and will request that they be housed in the annex locations. Selectors should make arrangements with the Collection Maintenance supervisor prior to receipt of these items and instructions should be on the documentation coming through Technical Services as to which Annex location these titles will be cataloged for.

Any current receipts that are to be checked in and sent directly to the annexes need to be planned with the Collection Maintenance supervisor and documented in the receipt records across Technical Services.

Amended July 3, 2008 by the Annex Policy Task Force:

Procedure for adding new receipts (and superseded volumes to Annex ):

Purpose: Detail the process by which newly acquired materials (usually gifts) can be sent directly to Annex. Also detail the process for allowing superseded volumes of reference material to be transferred to Annex upon receipt of newer edition.

Guidelines: This procedure should only be used for a single or handful of volumes. If the materials will take up more than approx. 12 inches of shelf space then the selector should consult with Annex supervisor in advance of sending the materials for processing or transfer.

Procedures: Selectors will indicate a home location of Annex on the appropriate form. The AP/G (or other) Team will insert a "NEW ITEM FOR ANNEX" flyer in each piece to alert Annex staff that item is new to the Annex location and requires processing. Following cataloging and marking, the item(s) will then be shipped to the Cato Annex location where Annex staff will assign an appropriate location, etc. (The AP/G Team has agreed to maintain the “NEW ITEM FOR ANNEX” flyer.)

Our procedure:

• If an item that is new to the catalog is received in Serials Cataloging with a flyer marked "catalog for Annex," and has a note in the Special Instructions area that this has been approved by the Collection Maintenance supervisor, or has a white “NEW ITEM FOR ANNEX” flyer, the title will be cataloged for the Annex and assigned the location ANNEXPREP. When the item is placed on the truck for Cat/Marking, the “NEW ITEM FOR ANNEX” flyer should remain in the book.  A MARC holdings location will be created for the location ANNEXPREP with the understanding the staff at the Annex will change this record once a permanent location has been assigned.


• If the item fills a gap in Annex holdings, it will be barcoded and have a call number/item record created for the ANNEXPREP location. Place a "NEW ITEM FOR ANNEX" flyer in the book before handing it on to Marking.The Annex will determine where to house the item, and will create a new MARC holdings record as appropriate.


• If there is no note in the Special Instructions area, or the piece does not also have a “NEW ITEM FOR ANNEX” flyer, the title will be cataloged for the library or location associated with the selector's subject area.