4.3.1 Field 1 Compiled Holdings String: 74 characters, multiple, display only

Purpose: To display the last two lines of the Compiled Holdings String. This field changes as each issue is checked in since holdings are recompiled for each newly added issue. See the OPAC for the complete display, including the Free Text Holdings.

4.3.2 Field 2 Last Action: 60 characters, display only

Purpose: To display the last issue checked in for the displayed title for this session.

4.3.3 Field 3 Check In Notes Display Count: 10 characters, display only

Purpose: Since the Check In window only displays 3 lines of the Check In Notes, this field displays the total count of Check In note lines. When a Copy's notes exceeds 3 lines, the entire notes are displayed in a pop-up window when the Copy is first selected.

4.3.4 Field 4 Circulation Location: 10 characters, display only

Purpose: To specify the circulation location where the Serial Copy will reside.

Format: It is a table selection.

4.3.5 Field 5 Circulation Status: 30 characters, display only, tab stop

Purpose: To specify the circulation status of a new issue at the time of Issue Check In. For example, select AVAILABLE if the issue may be circulated. Select NON-CIRCULATING if new issues should not be lent to patrons.

Format: The field is a table selection.

4.3.6 Field 6 Circulation Class: 30 characters, display only

Purpose: To specify the loan period that a new issue can be lent. The Circulation Class is the loan period. NON-CIRCULATING is a valid loan period.

Format: It is a table selection.

4.3.7 Field 7 Title Display Dates: 20 characters, display only

Purpose: To specify the dates that will be displayed after the serial title in the OPAC Search Results. Display Date will also appear on the Issue Check In window. This field is useful if you have two collections of the same title; entering different dates allows you to distinguish between the two. Note that the Display Date is associated with the serial title, thus it is independent of each Copy. In other words, all Copies of a serial title share the same Display Date.

Format: It is free text.

Example: JAMA, the Journal of the American Medical Association, had the title "The Journal of the American Medical Association" from 1883-1960. In 1960, it changed the title to "JAMA". Accordingly, there are two unique bibs. To minimize confusion on the two titles, the first should have a Display Date of "1883-1960", and the second should have a Display Date "1960- Current." Quotes should not be used.

Even for a static title with a single copy, the Display Date enhances the OPAC Search Results display for patrons.

4.3.8 Field 8 Vendor for this Copy: 30 characters, display only

Purpose: To specify the vendor who provides the resource.

Format: It is a look up table. If the vendor is not in the Vendor Table, the vendor can be added dynamically.

4.3.9 Field 9 Journal Check In Note: 60 characters, multiple, display only

Purpose: To specify the Check In note for a specific Copy. The Check In note provides information for the user. Check In notes can be used to indicate the title has changed, the journal is routed to a particular patron or group of patrons, the title has supplements that arrive twice a year, or any other details that are specific to that particular title, or anything else.

Format: It is free-text.

4.3.10 Field 10 Issue Publication Frequency: 16 characters, display only

Purpose: To specify the frequency of the issues' publication. If the frequency is not known, then select "Irregular" unless it is a "Monographic Series".

Format: It is a table selection.

4.3.11 Field 11 Issues Per Volume: 3 characters, display only

Purpose: To specify the number of issues per volume.

Format: It is a valid integer.

Example: The New England Journal of Medicine has 26 issues per volume.

4.3.12 Field 12 Volumes per Year: 3 characters, display only

Purpose: To specify the volumes per year for the journal.

Format: It is a valid integer.

4.3.13 Field 13 Bind per Volume: 2 characters, display only

Purpose: To specify the number of times per volume the library binds the serial issues. This value is independent of the publication Issues per Volume.

Format: It is a valid integer.

4.3.14 Field 14 Established Date: 10 characters, display only

Purpose: To display the date that the copy was started in the catalog.

4.3.15 Field 15 MARC Number: 9 characters, display only

Purpose: To display the database MARC Number.

4.3.16 Field 16 Pending Routing Print: 20 characters, display only

Purpose: To display the number of issues checked in during the session that have the printing of routing slips or labels pending.

4.3.17 Field 17 Function Keys

4.3.18 Field 18 Serial Look Up: 80 characters, tab stop

Purpose: To identify a serial by its ISSN, MARC Number, the MARC Control Number (tag 001), bar code, or part of the title. Only titles without monographic holdings (items) may be selected.

Format: This field accepts an appropriate combination of letters and numbers. When searching by words from a title, any number of words may be used. The words do not need to be in order, and can be abbreviated.

The most efficient way to look up a title is to enter an acceptable value (e.g. a reasonable portion of the title or the entire ISSN) and press either the ENTER, TAB, or CURSOR DOWN key. The software will work better using this method than entering a value and clicking on the Look Up push buttons below the Look Up field.

Example: "SCIE AMER" or "amer scie" and pressing ENTER will both find Scientific American if it is in the catalog.

Additional Features: if the look up is part of an edit function, (e.g. [Issue Check In]), and the ISSN is entered but is not in the catalog, then when the look up function [ISSN] is used to attempt find the value and the look up fails, then the ISSN and its associated title may then be dynamically added to the catalog and Serials Management. When created in this fashion, catalog and frequency data may be adopted from the Aggregate Serials Frequency Database. This process is documented elsewhere (see "Getting Started in Serials Management").

Use this powerful feature when you know the title is not in the catalog. In the Journal field enter the ISSN value, then click on function [ISSN] (or press cursor key down until you are focused on function [ISSN] and then press ENTER). The software will either find the title by the ISSN value or ask you if you want to add it to the catalog. You may later import a MARC bib for the title, or edit the MARC bib more thoroughly.

4.3.19 Field 19 Look Up Menu: tab stop

Purpose: To specify a look up function that matches the value in the Serial Look Up text field (located above this collection of push buttons).

Format: It is a push button selection.

Examples: if the Serial Look Up text field has an ISSN value, select function [ISSN]. If the Serial Look Up text field has portions of a title, select function [Title].

Menu Style: Push Button

Menu Values:
Serial Title
Any Title
MARC#
ISSN
Control#
Bar Code

4.3.20 Field 20 Serial Copy Number: 2 characters, tab stop

Purpose: To specify the Serial Copy for the previously selected title. A Serial Copy is a set of issues. Typically, most titles will have one Copy. When more than one Copy exists, then the specific Copy must be selected for the operation.

Format: It is a number or table selection. Some functions, such as [Issue Check In], will allow a new Copy to be created via the field.

4.3.21 Field 21 Add an Additional Copy: tab stop

Purpose: To allow the user to create a new Serial Copy on demand. A Copy is a set of issues, not the individual issues. For example, if the library receives two copies of Scientific American, then a Serial Copy must be established for each. The individual issues are then checked into a specified Copy. A Serial Copy cannot have two of the same issues.

4.3.22 Field 22 Check In Volume: 15 characters, tab stop

Purpose: To specify the volume number for issue Check In.

Format: It is 1 to 5 digits with an optional mantissa value.

Example:

          38 
          38.44 

4.3.23 Field 23 Check In Issue Number(s): 11 characters, tab stop

Purpose: To specify the issue number(s) for Check In. The value initially displayed is the expected Issue.

Format: The field accepts any number within the range of allowed issues per volume, e.g., "5" but without the quotes. A combined issue may be entered by using a dash, e.g., "3-5" but without the quotes. For combined issues, no issue in the range should be claimed or previously received.

Discussion: If the originally displayed issue value is changed ( from the expected issue), then fields Year, Month, Day, and Running Issue, which are normally deactivated, become activated. Thus, these secondary fields are made available for editing, and should be adjusted accordingly.

When the user specifies an issue number and/or volume number greater than the expected issue, the software will automatically create a claim for all of the missing intervening issue(s). Conversely, if the issue was already claimed, then the claim is cleared.

The Expected Issue, and all of the expected values, are incremented upon selection of function [Issue Check In] or [Check In and Close Volume]. If the expected values need adjustment beyond the issue currently being checked in, then use function [Edit Copy] to do so.

4.3.24 Field 24 Check In Running Issue Number: 10 characters, tab stop

Purpose: To specify the Running Issue value for the issue, if applicable. If the Running Issue was set up in the Serial Copy, then this field is active. Otherwise, it is deactivated.

Format: The field takes a positive whole number, e.g., "345" without quotes, or a number with a mantissa, e.g., "345.6768" without quotes.

4.3.25 Field 25 Check In Part: 2 characters, tab stop

Purpose: If the issue a Part, then this field specifies the Part's value. When checking in a Part, the check box Part Completes Issue is activated: if selected, then the Check In will increment the expected values. If Part Completes Issue is not selected, then the expected values will not change with the Check In of the part.

Format: It is a mix of one to two numbers or uppercase letters.

Example: 1, P1, or A might be the first, and 2, P2, or B might be the second part.

4.3.26 Field 26 Part Completes Issue: tab stop

Purpose: To specify if this Part completes the Issue. If it does not, then the expected values will not change and function [Check In & Close Volume] should not be selected. If the Part completes the Issue, when function [Issue Check In] or [Check In & Close Volume] is invoked, the expected values will increment to the new values appropriately.

Format: It is a check box selection.

Menu Style: Radio Button/Check Box

Menu Values:
Part Completes Issue

4.3.27 Field 27 Check In Supplement: 7 characters, tab stop

Purpose: If the issue is a supplement, then this field specifies the Supplement's value.

Format: It is any characters. If it begins with a "S" or "s", it must be respectively "SUP" or "sup".

Discussion: Because identification of Supplements and their frequency varies from one serial title to another, your library will need to establish its own Check In policy for them. We suggest that this policy be based on frequency. If the Supplement is issued frequently and regularly, you may consider creating a MARC bib for the Supplement. Then the Supplement will have its own bib, Copy, and holdings string, as well as its own Check In process, so you can check it in as you would a regular issue.

If the Supplement is released irregularly or infrequently, you will probably want to check it in with the regular issues for the title. To Check In a Supplement with the regular issues, it must be tied to a volume and issue number. If the values displayed on the screen do not show the correct volume number, then modify Check In Volume number and the related Issue number. Obviously, the Supplement value needs to be provided. You may bind the Supplements separately.

If you Check In the Supplement with the regular issues, information about it will not be reflected in the holdings string, but it will show up on the detailed display. Before it is bound, the Supplement has its own item record as any issue would, and is managed through [Item Edit] and [Bindery]. If the Supplement is bound with the regular volume, it will not have an item record after it is bound. If the Supplements are bound as a separate volume, the bound volume will have an item record.

4.3.28 Field 28 Check In Year: 4 characters, tab stop

Purpose: To specify the current year for the journal.

Format: It is any four digit year in the form NNNN.

4.3.29 Field 29 Check In Month: 9 characters, tab stop

Purpose: To specify the month or season for the issue check in.

Format: It is a table selection.

Table Values:

April
August
December
Fall
February
January
July
June
March
May
November
October
September
Spring
Summer
Winter

4.3.30 Field 30 Check In Expected Day: 2 characters, tab stop

Purpose: For weekly publications, this field specifies the day of the current issue.

Format: It is a number for the day in the current month.

4.3.31 Field 31 Issue's Bar Code Value: 20 characters, tab stop

Purpose: To specify a serial issue's unique bar code.

Format: The issue's bar code may be any combination of letters and numbers.

Discussion: Scan the bar code with the bar code reader to enter the bar code into this field, or typed into the keyboard. Scanning is recommended to avoid typographical errors.

Example: D218LX

4.3.32 Field 32 Check In Functions: tab stop

Purpose: To determine the action for the specified Check In values.

Format: It is a push button selection.

Discussion: Function Issue Check In will validate that the specified Check In values do not represent an issue already received. If the issue is new, this function will create an item (a holdings record) for the title. If the issue being checked in is the expected issue, then the Volume, Issue number, Running Issue, Month, and/or Day may all be automatically set to the next issue's expected values. If the issue had previously been claimed, then the claim is cleared. If the issue bypasses expected issues, then claims are generated for all of the intervening issues. If the issue completes the volume, the volume number will be automatically incremented and the issue number reset to 1. If the issue completes the issue for a binding, the user is notified.

Function Check In & Close Volume is similar to function Issue Check In, except that it will close the volume by incrementing the volume number and resetting the expected issue to 1. This function is used when the user knows that the volume is prematurely completed, i.e., that the previously specified Issues per Volume value will not be met.

Function Edit Copy allows the user to adjust the expected issue values without generating claims. This function also specifies all of the Check In rules for the Copy, as well as the Check In Notes, the OPAC's Free Text Holdings String, and Circulation Location, Status, and Class.

Function Routing Print prints the queued issues routing slips and/ or patron labels for routing. Once the user returns from this function, the session's routing queue is automatically cleared.

Function View OPAC displays the selected Journal in the OPAC.

Function Help displays function key help, extended help for the window, or a link to all online manuals.

Function Quit exits the menu.

Menu Style: Push Button

Menu Values:
Issue Check In
Check In & Close Volume
Edit Copy
Routing Print
View OPAC
Help
Quit