Binding Collection Instructions

In working with periodicals, there are no hard and fast rules which apply to all periodicals (journals) equally, because each one presents an individual case different from the others. Sometimes the title of a journal may change, sometimes special supplements or sections are added, and sometimes indexes are published separately rather than in the last issue of a volume. Each journal must be treated as a special case, until staff becomes familiar enough with them to make decisions concerning each journal and how to bind it.

Many journals have a title page or "TP", a table of contents, and an index, though there may be only one, i.e., an index. They can have combinations, such as a TPC (title page, contents) or CI (contents, index), or they may not have any of the three. Most of the time, the TP/C/I has been incorporated into the last issue of a volume; however, they often arrive separately, to be bound with the volume. Some periodicals have a cumulative index that encompasses several volumes. These should be bound with the last volume of the accumulation.

Once a separate TPCI is received, check against the holdings to see if the volume can be bound. If not, keep it in a file under the call number located in the file cabinet in the front office.

On occasion, a TPCI may arrive late or even need to be claimed from the publisher. Most of the time, a separate TPCI will come shortly before a volume is complete, however, it can come as much as a year later, or even longer, depending on the journal. Familiarity with each journal characteristic in this area will be the key.

COLLECT SLIPS

Collect slips are written by Serials Dept. when the first issue of the next binding unit is received. The slip indicated the volume number, issues, year and location, i.e., Main Display. Also, noted is any pertinent information in regards to Title Pages, Contents, Indexes and supplements. Usually this refers to location, such as separate or back last issue, etc.

These slips are picked up daily and the material is collected. When a binding unit is complete, it is put in order with the first issue on top and descending in order and any separate TPCI is included. All is rubber banded together with a sturdy band.

If the unit is not complete, the date and missing issues are noted on the collect slip and on the first issue. At a later date, possibly a month, they are checked again. If something has been missing for four checks, a replacement order is made.

When preparing a journal for binding, check previous bound volumes on the shelf to determine if there are special parts needed such as TPCI's or supplements.

MAIN DISPLAY

It is the responsibility of this office to remove noncurrent periodicals from the display and to send to the stacks. The Main Display sticker is crossed out to indicate that it is not to be reshelved on MD in the future. Only current issues are to be displayed on Main Display. If items to be collected are not complete when removed from MD they are to be taken to the stacks to check if any missing issues are there. If the unit is not complete, it is left on the shelf at its call number.

SCIENCE

Collect slips are not written for Science items. These are picked up by searching the stacks, going up and down the aisles. Science Display and the collection of "T" call numbers located on the Mezzanine are done in the same manner. Only current issues are kept on display. If the first issue of the next binding unit has been received, the previous issues are removed and sent to the bindery. If the unit is not complete, check the stacks to see if it has been shelved there. If it is still not complete, mark out the Science Display mark and leave on the shelf.

Binding instructions are kept in notebooks. Science Display is listed alphabetically by title and the stacks notebook by call number. These are updated periodically as changes are made.

LISTS

All completed binding units are brought to the Bindery Collection office. They are to be checked and entered on a list which is kept in the Binding folder of the Common drive under Microsoft WORD. This allows others to check the list for items missing from the stacks.

A list called "Scibind" on the Common drive is kept for the Science periodicals and is updated daily or whenever a group has been completed and is ready to take to Binding. The Science Librarians delete the listing when checking in the bound volumes.

A second list called "Collects" is made up of all other collected items. These are deleted using the binding report that is generated when the shipment has gone to the bindery.

CEASED SUBSCRIPTIONS

From time to time, certain subscriptions will cease. At that time, a notice will be sent by Serials Acquisitions to collect the final issues to bind. When sending this unit to Binding, the notification slip will be included.

BINDING COPIES

Certain periodicals are used and mutilated more than others. For these we receive binding copies. These are kept in the Bindery Collection office and will be used for binding instead of copies from the stacks. Instructions on the collect slip will indicate that these are binding copies.

RESERVE ROOM

Widely used periodicals are kept in the Reserve Room and released to the patron upon request. Any collect slips for these periodicals are to be given to the Reserve Room supervisor who will notify the Binding Collection office when these are ready to be bound.

REPLACEMENT ORDERS

When it is noted that an item has been missing for four checks, which might be a period of as long as a year, a replacement order is placed in the NOTIS system. (Instructions separate).

Replacement issues, when received, are also placed in the collect slip box. At that time the replacement issues should be taken to the stacks to determine if they complete a volume. If they do not, they are placed on the shelf with the rest of the unit until complete.

DUPLICATE COPIES

Duplicate copies of some of the subscriptions are kept alphabetically in boxes filed according to floor level number. Periodically, these are checked on NOTIS to see if the volume has been bound and if it is needed to complete a binding unit. If the particular volume is not bound, the duplicate is taken to the stacks to see if the issue is needed to complete a volume. If it is missing but does not complete the binding unit, then a permanent call number is affixed and top and bottom ends are marked with red and it is left on the shelf. If it is not needed, it is discarded by either sending to EBSCO to be used in an exchange, or it is boxed, taped shut and labeled DISCARD and taken to the loading dock.

GIFT ITEMS

Many books and periodicals are donated to the Library by private individuals. These are housed in the "cage" in Binding and Preparations, Level 5. Any periodicals need to be inventoried and matched against existing holdings to determine if any can be used to complete binding units. These copies are to be given to the Bindery Collection supervisor so that they may be checked in to the holdings by Serials Acquisitions.

Cataloging Department