1. Invoices -- Give to the subject bibliographer or selector who will mail to SAS.

2. Claim memos -- Keep the memo with the item. Show to supervisor.

3. Billing information -- Give to the subject bibliographer or selector who will mail to SAS.

4. Correspondence returns with comments -- Keep the correspondence with the item. Show to supervisor.

5. Supply reports
   1. If the report is about a delay in shipment -- Follow CLIO Manual procedures for inputting a note statement in the OPR record.

   2. If the report indicates that materials are out of print or unavailable -- Show to supervisor.

1. If there is no OPR record, consult supervisor.

2. If there is an OPR record, proceed to the next step below.

1. If there are no receipt lines:
   1. Review the list of activity status codes and actions to take during checkin (located in the DCMM). Take appropriate action.

   2. Check the current shelves to see if any other issues of this serial title are there. If there are other issues, create receipt lines for all of the issues of the title.

2. If at least one receipt line is present, proceed to the next step below.

If so, verify that a second copy has been ordered for your site.

1. If a second copy has been ordered for your site, check in the item on its appropriate OPR record or kardex card.

2. If a second copy has not been ordered for your site, send the item, mailing label, and any other memoranda to SAS.

   DO NOT PROPERTY STAMP OR TATTLETAPE THE ITEM

   Before sending the item to SAS, you might wish to do a little more investigation:

   Look at the copy holdings record. Do any other libraries receive this journal? If so, review their OPR records for recent receipt lines. Have they received their copy of the journal issue yet? If not, it is possible that this other library checked in their copy of a journal issue on your OPR record. Contact the other library who receives the journal, ask them to check their current shelf. If they have a copy of the issue on their shelf, but not in their OPR record, the mystery has been solved. Ask them to update their OPR record.

   Double check the mailing label.

   Look for relevant notes. Examine the NO field in the OPR record. Look for N lines (Note statements) in the OPR record.

If so, verify that a current subscription exists for the serial title.

1. If no current subscription exists, contact the subject bibliographer or selector.

2. If the subscription is current, claim the missing issue(s). Follow the DCMM procedures for claiming periodical issues during serials checkin.

If so, check in the item and delete the corresponding Memo Claim (MC) line.

1. If the OPR record is closed (ZN):
   1. Check the OPR record for tc or other note.

   2. Check in the issue of the new title on the correct record.

2. If the OPR record is not closed (BN) -- Notify SAS.

3. If there is no record for the new title -- Notify SAS.

   Before sending the item to SAS, you might wish to do a little more investigation by studying the bibliographic or cataloging record:

   How do I know if the serial is dead?

   --The code in the S/STAT (serials status) fixed field should be d

   --A date should be present in the DT/2 (ending date) fixed field (if known)

   --A closing date should be present in the 260 field (if known)

   --The 362 field should indicate the last issue published (if known)

   --The codes in the order status field should be ZN

   How do I know if the serial title has changed?

   --Has a word (other than an article, preposition, or conjunction) been added, changed, or droppped within the first five words of the title, section title ($p) or section designation ($n)?

   --Has the name of the issuing body changed, and is this name included in the title?

   --Has the ISSN changed?

   If the answer to any of these questions is yes, there is a good chance the title has changed.

   How do I know if the title change has already been caught?

   --The code in the S/STAT (serials status) fixed field should be d

   --A date should be present in the DT/2 (ending date) fixed field (if known)

   --A closing date should be present in the 260 field (if known)

   --The 362 field should indicate the last issue published (if known)

   --The record should contain a 785 field with the new title

   --The codes in the order status field should be ZN

   --The OPR record should have tc or other note

If so, report the change to your supervisor so that the value in the ACTINT field can be changed. Your supervisor will report the change to SAS, using the Serials Cataloging/Maintenance Report Form.

How do I know if the frequency has changed?

--Does the frequency indicated on the issue match the frequency indicated by the code in the FREQ fixed field?

--Does the frequency indicated on the issue match the frequency indicated by the text in the 310 field?

If the answer to either of these questions is no, there is a good chance the frequency has changed.

How do I know if the type of serial has changed?

--Is the serial issued at least twice per year?

--Is the code in the S/T (serial type) fixed field p or n?

If the answer to either of these questions is no, there is a good chance the periodical has changed to a serial.

How do I know if a supplement should be checked in on the record for the main title, or on a separately cataloged record?

--Is a 525 field present but no 770 field? If so, check it in on the record for the main title.

--Is a 580 field present and a 770 field? If so, check it in on the separately cataloged record.

How do I know if an index should be checked in on the record for the main title, or on a separately cataloged record?

--A note in the 555 indicates whether the index is published with an issue of the serial or is published separately.

If so, contact SPS.

How do I know if the issuing body has changed?

--Does the issuing body indicated on the issue match the issuing body indicated in the 550 field (and/or the 260 field), and/or the 110 or 710 fields?

If the answer is no, there is a good chance the issuing body has changed.