We maintain a large number of subscriptions through EBSCO. When we receive an invoice, we usually use that opportunity to review the subscription details and verify that all order notes are up to date. If all internal notes and holdings information are correct and the coverage dates on EBSCO’s invoice match the Order Record’s payment notes, write the upcoming volume/date information on the invoice and proceed to the next order.
There are a variety of issues that may need to be addressed with EBSCO periodical orders. Below are examples of some of the more common occurrences, along with standard Internal Notes that can be used as a template.
COMBINATION SUBSCRIPTIONS: to be used when payment for one title includes additional titles.
DELAYED PUBLICATION: to be used when coverage dates (and volume dates) are behind the current year (example: o10330537)
Internal Note: Delayed Publication see EBSCONET for Volume/Issue Information
INCORRECT VOLUME INFO ON EBSCO INVOICE: to be used when volumes on EBSCO invoice to not match the Publisher's volume number for a particular coverage period
Be careful - the volume numbers referenced on EBSCO invoices are incorrect. See EBSCOnet for correct Volume/Issue Information. jgc
MEMBERSHIP NO LONGER AVAILABLE – NOTES: to be used on Membership/Package Subscription Orders that are no longer offered through EBSCO
UNDER REVIEW: can be used for a variety of reasons when a subscription order is being reviewed; one example below
Message: This annual title is under review; the content is possibly available Online through our subscription to CQ Press Electronic Library = e1000201. See Steve Knowlton or Denise Keeney 01/31/2013
CHANGED MEMBERSHIP PACKAGE:
Internal Note: Paid on Order Record: o10329432 for ACM Digital Library Master Sig Package = b22121055
CANCELLED PERIODICAL SUBSCRIPTION DUE TO AVAILABILITY THROUGH PROJECT MUSE:
CANCELLED PERIODICAL SUBSCRIPTION PRIOR TO PAYING INVOICE: to be used when you're cancelling a title that appears on an unpaid invoice
BIB RECORD FOR COMBINATION SUBSCRIPTION PACKAGE
When we are invoiced for serveral titles under an EBSCO "Package" Title Number, we create a "home grown" Bib Record showing the Package Title and the individual titles included within the package. Then we create an order record to hang on the newly created Bib. Example: Social Issues and Policy Package -- b23600779
To create package bib:
1. Click on the "New" Icon at the top of the page in Sierra.
2. From the list of Templates, select Brief Serial Bib
3. Select Location: mce for an online only package and mc for a print or print + online package
4. Enter Material Type: E-Journal for online subscriptions and Periodical for print + online packages
5. Enter the Vendor Title No. as it appears on EBSCONET or your EBSCO Invoice.
6. Complete the title as it appears on EBSCONET or your EBSCO Invoice.
7. Ensure that all of the top level Bib fields are completed as shown on the screenshot below:
8. Click "Insert" at the top of the page in Sierra to insert the appropriate fields as show above.
9. Hit Save. And return to Summary.
10. Create a New Order Record. Detailed instructions can be found here.
11. Ensure that all notes and fields on the Order Record are completed as shown on the screenshot below:
(larger images can be found as attachments at the bottom of this box)
ACM PACKAGES
Digital Library Master Sig Package (b22121055) and Digital Library Core Package (b21002769) -- Perpetual Access to content beginning in 2013. Perpetual Access does not extend to content prior to 2013. Retain print copies of issues prior to 2013.
Beginning in 2013, orders include these notes:
Orders listed as Print + Online: (beginning in 2013)
Internal Note: Beginning in 2013, DISCARD PRINT and/or CD-ROM ISSUES. We have perpetual access to all Online content published after 2012.
Internal Note: Per Publisher this subscription is Prtin + Online. EBSCONET incorrectly indicates Online only. (if applicable)
Staff Note: Discard any future Print or CD-ROM issues. As of 2013, Subscription is Print + Online with perpetual access to all online content published after 2012.
Two "master" examples: b21039744 and b10031509
SWITCHING ORDERS FROM PRINT TO ONLINE ONLY
Order Record for current format must be cancelled:
Change status to ‘z CANCELLED’
Insert: Identity “Cancelled – changed format”
Insert: Internal Note “Cancelled – Beginning in [year], Subscription will be Online only. 05/07/2014 jgc”
Create new Order Record for new format:
From the Summary tab, select ‘Attach New Order’
Enter Data for new Order Record: **this step can be set up as a template**
Insert: Internal Note “Online Subscription to begin [Month] [Year]. 05/07/2014 jgc”
Insert: Internal Note [any order specific information, ex: “Springer package – Do Not Cancel”
Insert: Vendor Title No. “xxx-xxx-xxx” (this information can be obtained on EBSCONET for most orders, under Title Details.
Insert: Tickler
Hit Save. Return to Summary tab.
Update Holdings information:
From Summary tab, select View --> Holdings
Double click current holdings card, or select “Card” from the left navigation panel.
Verify that there are enough check-in boxes to fill the remaining print subscription. If not, add the appropriate number of boxes.
Create a final box that contains a cancellation note:
Click “Holdings” from the left navigation panel, and type the following as a Nonpublic Note: “Print Cancelled after [year] – Subscription is now Online only 05/05/2014” – Click Apply Changes
Click “Record” from the left navigation panel. Click Insert and choose “m Message” from the dropdown menu. Insert the following message: At end of [current year], close holdings and update card.
Click Save.
Examples of other types of changes....
SWITCHING ORDERS FROM PRINT TO PRINT + ONLINE
Order Record for current format must be cancelled:
Change status to ‘z CANCELLED’
Identity “Cancelled – changed format”
Internal Note “Cancelled – Beginning in [year], Subscription will be Print + Online. 05/07/2014 jgc”
Create new Order Record for new format:
Internal Note “Print + Online Subscription to begin [Month] [Year]. 05/07/2014 jgc”
Vendor Title No. “xxx-xxx-xxx” (this information can be obtained on EBSCONET for most orders, under Title Details.
Tickler:
Update Holdings information:
Holdings -- Nonpublic Note Print + Online Subscription begins with v.90 2014. No perpetual access - continue to bind issues. 05/05/2014
OR (if we do have perpetual access)
Holdings -- Nonpublic Note Print + Online Subscription begins with v.90 2014. 05/05/2014
Record – Message Print + Online subscription begins with v. 90 2014. We will need to decide whether to bind or discard v.90 - and beyond.
CANCELLED PERIODICAL SUBSCRIPTION DUE TO OPEN ACCESS:
Order being Cancelled:
Identity Cancelled – Open Access Title
Internal Note Cancelled after 2014. This title is now Open Access at this address: [insert link] 05/05/2014 jgc
Microfilm Order:
Message Before renewing in 2015, review order documentation. This title is now Open Access: [link] 05/05/2014 jgc
Holdings:
Card -- In final box Print Cancelled after 2014 - Open Access Title
Holdings -- Nonpublic Note Print Cancelled after 2014 - Open Access Title: [link] 05/05/2014
Record – Message At the end of our 2014 subscription, discard all issues and remove (NOTE: Libraries also hold most recent four years on unbound shelves) from the record. OR At end of our 2014 subscription, close holdings and update card. **Or relevant instructions**
SWITCHING ORDERS FROM ONLINE TO PRINT + ONLINE
Order being Cancelled:
Identity Cancelled – Online sub is single-user only (ex. o1033127x and o10332820)
OR
Identity Cancelled – Perpetual access is not available (ex. o10031911)
Internal Note Cancelled - Beginning in 2015, Subscription will be Print + Online. 05/07/2014 jgc
New Order:
Identity Print + Online
Internal Note Print + Online Subscription to begin Jan 2015. 05/07/2014 jgc
Holdings Card - Final Box:
Online only for 2013. Print + Online begins in 2014.