REPLACEMENTS PROCEDURE FOR ACQUISITIONS/CATALOGING                     

Order cards for titles designated missing and/or lost will arrive at acquisitions after the item is checked in by circulation.  Any fines attached to the circulation record will be removed.  When replacement items arrive, the following is applied.

1. Exact, not ordered (patron provides a replacement).  The cataloger changes the barcode.  If the lost item returns it will be remarked and treated like another copy or withdrawn.  Count and record on the statistics sheet (1 delete item and 1 added copy).

2. 
   Exact ordered.  Acquisitions will add another holding line for a new copy.  The online catalog will show that one copy is lost and another copy has been ordered.  When the title arrives, acquisitions will send the book to cataloging.  The order card should have the call number written in the top left hand corner of the card to indicate that it is an exact replacement.  The cataloger will delete the lost item, suppress the holding for the lost copy and change the location to “rep”, add the new item as a new copy on the acquisitions holdings, and count and record the item on the statistics sheet (treated as an added copy).

3. 
   Substitute ordered.  Acquisitions does not find an exact copy.  The order card is given to cataloging to finish the process:  pull the shelflist card; delete holdings, item, and bibliographic record; take holdings off OCLC record; and, count and record on the statistics sheet (treated as a withdrawn item).  If the record is attached to an old purchase order, suppress the bibliographic and holding records and change the location to “del”.  If there is a shelflist card, file it in the withdrawal file by top line.  If no shelflist card is found, make a replacement card and file it in the withdrawal file.  The substitute title is cataloged as a new title.

4. 
   Missing.  Replacement decisions for missing titles will be made through usual collection development processes.  In some cases a second copy may be ordered and added while the original copy remains designated “missing”.

5.   Exceptions will be dealt with on a case by case basis.

                                                     11-7-06