To All Selectors:
As a result of the work and resulting recommendations of the Rush Ordering/Cataloging Task Force, we have been actively working to:
- Innovate new procedures for monitoring rush orders
-
Formalize how we manage and process rush order requests and receipts
(See Quick Time Order Chart) -
Provide guidelines to you, as selectors, regarding the information we need for rush requests
(See UP Rush Orders and CCL Rush Orders) - Publicize our Quick Time Orders program
The attached chart for managing rush orders defines the Rush Order Designation, the Order Criteria/Type of Request that should be applied in designating the rush order type, and the Expectations & Standards for Rush Handling. In general all rush orders are placed as soon as they are received; our goal is to place them in one to three work hours depending on the designation. Once they are received, hand-carry rushes are cataloged as highest priority and regular rushes are cataloged within three days. If binding is to be completed (obviously in some cases it could be delayed until the end of the semester), please allow one week for hand-carry and two weeks for regular rush. Collection care items will require four- and eight-hour turnaround times respectively. (Again, please review chart for details.)
In monitoring your rush orders, we have devised a mechanism by employing a local note (594) in the bibliographic record that will be used to monitor our rushes. This field will allow us to generate reports daily, weekly, by "course reserve," or whatever term we determine would be useful to monitor. You too will be able to search your rush orders by fund on the web in the very near future. We will provide an update to this notification with instructions when it is ready.
When you submit a rush order, you need to provide the following information:
Indicate "RUSH" on your order requests. If you want to receive
within a few days and added shipping costs are not an issue, please designate
your request as "Super Rush." (See attached chart)
Indicate whether item is for class or course reserve.
Supply date that item is needed. Please be as specific as possible.
Provide the usual information that is required for all other order requests,
if known, including ISBN, title/citation, publisher or copyright date,
format (e.g, map, AV, monograph, etc.) and edition.
Supply the required internal processing information (e.g., location, funding,
etc.) that you would usually supply with any other order request.
Include any other special instructions (e.g. notify patron, etc.).
If you are aware of item availability from a certain vendor or publisher,
especially audiovisual materials, please provide supplier information
or blurb, if possible.
For the CCL locations, please include the same information on your order
requests. We will instruct the supplier to ship your Super Rush and Hand-Carry
Rush orders to your location. Upon receipt at your library of the all
campus-ship materials from the supplier, please notify CAST immediately
by forwarding surrogates together with any packing lists and invoices
that may be included in the shipment. Timely notification of the receipt
of direct-shipped material is critical to the RUSH tracking and claiming
process. Delayed payment jeopardizes are relationships with suppliers.
Rush surrogates should be clearly marked as Rush, and kept separate from non-Rush surrogate requests. Cataloging for Super Rush or Hand-Carry Rush materials, including surrogates, will be completed within eight working hours. If cataloging within that time frame is not possible, the item may be circulated using a brief title record and should be sent for cataloging after it has circulated. If the item is at UP, the brief record will be created by technical services staff before the item is sent to the location requesting it; if the surrogate is at UP, and the item is at a campus location, the campus staff will create the brief record. In the former case, the record will be marked to instruct circulation staff to return the item to Cataloging Services for completion of cataloging. In the latter case, the completion of cataloging will proceed as usual.
We welcome your questions and feedback on our QUICK TIME ORDERS PROGRAM as well as your individual rush orders. Thanks very much.