Acquisitions Contacts

Fund Code Suffixes

Voyager coding structure.
Allocated funds have four digits.
Income funds also have four digits.
Endowed funds have a “p” in front of four digits. (“p” for plate)

Extensions to the funds that are used for system-wide statistics:

01 -- for electronic remote resource such as a database or e-journal (e.g. 4210-01)
02 -- for electronic local resource such as a CD-ROM or computer software disk
03 -- for replacement copy

If you order a remote electronic resource, a physical electronic resource, or a physical item replacement, add a dash, followed by the appropriate suffix, after the fund number.

Creating other two-digit/alpha extensions that you define yourself to help keep track of something are also possible. For instance you may want to know what is acquired from certain countries, or on certain sub-subjects. It may be best to wait to assign these until you know what you want to know, as it does involve some work for Accounting to set them up.

Ordering - Monographs

Types of Orders

For monographs, use POOF; for e-Serials use NERF, for print serials, use ltsser-l@cornell.edu

See the sub-pages under the Selection Tools tab for information on ordering materials through OASIS.

Monograph Firm (or unit) orders.

Submit these via POOF2 (Purchasing Online Order Form) when possible, including the requested information on title, price, and fund. It is easiest to populate the information from an OCLC or ISBN number. You can find prices from GOBI or OASIS, but you will need logins to use these systems. Contact ltsord-l@cornell.edu with questions. A fund number is required, so look up your fund's balance (and encumbrances) before selecting a fund.

Firm order procedures for Mann monographs.
All selectors may select monographs in any Mann subject area, although the assigned subject selector is the preferred decision-maker for high-cost items. Mann orders, either from print or electronic sources, are submitted to Sarah Kennedy, who assigns the fund and submits the orders to LTS.

Specific editions.
If you know you want, for example, "this ed.," or "English language ed," indicate that on the order to avoid getting it back with the question, "Want this ed.?" If you know there is a paperback edition and you prefer to get that instead of the hard cover (sometimes the case with expensive Routledge books), put "paperback edition" on your order. POOF has a place for notes. For Mann Library, the default format is paperback. If a hardback is desired, this should be indicated on the order.

Additional copies.
When ordering something we already have put "copy 2," or "intentional duplicate" on the order in the notes.

Replacements.
Add -03 to your fund number, and make a note ("copy 2" or "replacement copy") so Acquisitions knows that you want another copy, if the original copy is still in Voyager.

If a selector wishes to replace an item using a fund for which an -03 suffix has not been created, then he or she needs to contact Ann Crowley in Library Accounting to set up the replacement sub-account for that fund.

Replacement costs are reimbursed with money received from patrons by Access Services for lost books. This money is distributed proportionately, once a year, based on the percentage of the total funds controlled by each selector, regardless of how many items he/she actually replaced.

In the case of Olin media replacements, the following workflow was established in 2003:

  • Olin Media Center staff attaches a blank flyer to the tapes/DVDs, before putting them on Fred Muratori's gift shelf.
  • Fred reviews and distributes them to appropriate selectors.
  • Selectors put tapes/DVDs with annotated Media Replacement flyers (white flyers kept in the flyer cubbyholes in 110 Olin) in the bin for order requests (if replacement is to be ordered), or, on DBQ's shelf in Olin 110 (if no replacement is to be ordered and item is to be withdrawn). The ordering unit will order an item if a quoted prices from a vendor is equal or less than price cap given by the selector +10%.

In the case of fragile material that must be either withdrawn or replaced, see the following procedure for brittle books.

Patron Purchase Requests:
Respond to the patron, letting the person know that you will order the item (or that you will not, stating the reason why). Research the price and availability. Be sure to indictate the requestor's name and email in the POOF. This will (1) generate an e-note to the patron that we have placed their order, and (2) trigger a note for receiving staff that there is a requestor for the item and it will get rush treatment in LTS.

If you know the item is going to come on an approval plan, put "Please create xbo" (expected on blanket order) on the order. A record will be created in FOLIO, and the patron will be notified when the item comes. Library Technical Services notifies patrons to confirm that the order has been placed.

Notification:
When a patron (or a selector) simply wants to be notified that an item has arrived, but doesn't want it held for him or her at a circulation desk, ordering staff will also add a note in the order record. Put "REQ" plus the person's name and e-mail on the order (e.g.,REQ:dp123@, Diana Prince). Receiving staff will send the requestor an email when the item arrives.

New & Noteworthy Books

Only books that will permanently reside in the Olin or Kroch Asia collections may be designated for Olin's N&N shelves. If you are unit ordering a book that you think should be N&N, put your fund number and initials on the order and add a note that this item should be processed for the N&N shelves when it is received.

[NOTE: In general, N&N-worthy books are recent and aimed at a general readership. If a new book is published by a commercial press (i.e., Houghton Mifflin, Norton, Scribner, Knopf, FSG, Doubleday), getting a lot of media attention, and is intended to appeal to a larger audience than a small coterie of academic specialists, then it's a candidate for N&N. If you see the author frequently appearing on cable news shows or hear him/her being interviewed on NPR, ditto. A university press/scholarly book with small type and billions of footnotes is probably not right for N&N. On the other hand, if the book is authored by a faculty member in your liaison dept./program at CU, you might want to designate it as N&N to demonstrate your awareness of it, even if the topic is specialized. Also, a book by an author who is well-known in the local community but not affiliated with CU (e.g., novelist Eleanor Henderson, who teaches at IC) would certainly be appropriate. These informal guidelines are based on the "tradition" of N&N over the years. No selector is under any obligation to agree. There is no collection fund dedicated exclusively to N&N books, but a few years ago we initiated a plan to acquire New York Times Book Review-reviewed books in a more timely manner. These are funded centrally. Many arrive on approval from Coutts, but some do not. Each Monday Fred Muratori searches the list of reviewed titles (those reviewed individually, not those briefly covered in collective reviews) in the CUL catalog and in OASIS. If we don't have them and they're not already in the approval pipeline (i.e., books with an OASIS status of Shipped or Selected for Library), Fred submits OASIS or POOF orders to LTS. LTS will rush order them.

Titles that are clearly in the collecting sphere of libraries other than Olin or Kroch - typically books on music, painting, or life sciences - are not ordered this way, though there can be gray areas here from time to time. Books arriving with shelf-ready labels for libraries other than Olin and Kroch Asia are sent to those libraries.