Periodicals

** Collection Development - Periodical procedures   ** These procedures are for periodicals that are subscribed to, including periodicals received as part of a membership subscription. Some memberships are paid for Depts. via the library; however, publications are received directly by Depts. This information is found in the notes on E-library. Subscriptions which are received in the Library are circulated to teaching staff. Some remain within Departments for staff use. Check the notes field for each title on E-library for circulation/retention period. ** Accessioning periodicals   ** It is usually easier to wait for processing of magazines until a group have been received - Normally mid week – End of the week and then deliver to staff.  1. Periodicals are received in the library. Remove wrapper and note any relevant information from the mailing address (i.e. Customer #, which can be useful when claiming missed issues. You can enter this # in the notes field on E-library for the title of your subscription).  2. Check for renewal notices inside magazine issues, especially around main renewal times (end of year/start of year/mid year).  3. Check E-library, searching by title and including periodical type in the media type section.  4. Select the notes field, and enter the latest issue received detail: e.g. Vol. 24 Nov 08 rec’d 10/12/08  5. Note if renewal is due, check for issues not received and claim missed issues if necessary.  6. Using the information provided in the notes section in Elibrary, write out circulation slip including date, title, and names of staff. Use appropriate slip – ‘library return’ or ‘kept in department’ and staple to magazine. Note: the Art Department magazines are not stapled.  7. Place a property sticker on the front of the magazine, before delivering magazines to staff pigeon holes near the staff room.

** 8. **** Magazine loans – Recreational ** Some recreational periodicals can be borrowed to students for a one week loan, which are displayed in the library.** Recreational Magazines to catalogue include: ** Australian MAD Cosmos Delicious Donna Hay Frankie Indigo In Style Lip New Scientist Phosphore Reader’s Digest Russh Teen Vogue Yen

** 2) Cataloguing periodicals – Recreational  ** adding copies to record Magazines for weekly loan are kept in one main record on the library system, and then individual issues are “added on/copied’’ into the record, using barcode numbers and issues/dates of magazine.    Go to Enquiry search in the library system and type in title of periodical. Open record.     Click on Auto copy button. Scan/type in barcode of magazine    In Comments field type in the date/month and year of issue.    When magazine is issued to a user, it will display the title on their record. To check which issue or volume they have on loan, double click and record will appear with required information.    **  Example of magazine record:   **  **  Renewals  **   All subscription information is kept on file for easy reference in 3 places – on Elibrary records, print copy (subscriptions folder), and in a subscription expenses Excel spreadsheet. Necessary updates are made if required – Publishing information, Renewal and Expiry dates, Order numbers, Costs, and any other information.  1. Library technician receives renewal notice from publisher of magazine.  2. Check title on E-library and renewal expiry date.  3. Remove previous year’s renewal print out information (plastic pocket) kept in the Journal Subscriptions folder.  4. Using information from renewal notice invoice, Email Head of Dept. and request approval for renewal. Include in your email, Title/membership details, cost, department and account expenditure to be charged (found on Excel subscription expenses spreadsheet) Allow one week for reply, and then follow up.  5. Make a sticky note to the invoice – Date, Staff member emailed and reply due date and attach to new renewal notice.  6. Clip together previous year’s renewal print out and new renewal notice and file in the “awaiting department replies” folder.  7. Once Head of Dept. has approved the renewal, acknowledge receipt of their renewal, and print out the email.  8. Fill in any required information/ details on renewal notice. Use renewal print out from previous year as example. <span style="margin: 0cm 0cm 0pt 18pt; mso-list: l3 level1 lfo2; tab-stops: list 18.0pt; text-indent: -18pt;"> 9. Write out an order. Include supplier details, date, and title of subscription/membership, renewal details, cost and any relevant information for Accounts Dept. in the notes field. Eg. Some subscriptions have 2 issue copies for a 1 year subscription – It is a good idea note this on the order form so the publisher sends correct copies. <span style="margin: 0cm 0cm 0pt 18pt; mso-list: l3 level1 lfo2; tab-stops: list 18.0pt; text-indent: -18pt;"> 10. Photocopy the renewal/tax invoice x 2. Stamp or write “copy” on both of these. Place one invoice copy in the order book with the original invoice which will go to Accounts Dept. Staple the 2nd copy to printed email from Head of Dept. with their OK to renew details. Note the order# and date of order on the 2nd copy for your records. <span style="margin: 0cm 0cm 0pt 24pt; mso-list: l3 level1 lfo2; tab-stops: list 24.0pt; text-indent: -24pt;"> 11. Pass the order book to Head of Library, who will sign and pass the renewal/order to Accounts Dept. for payment. <span style="margin: 0cm 0cm 0pt 24pt; mso-list: l3 level1 lfo2; tab-stops: list 24.0pt; text-indent: -24pt;"> 12. Update E-library periodicals record. Search by title. Check publisher details are correct, or update with any changes from the new tax invoice (ie. Phone numbers, etc.) Update the cost field with new price on tax invoice. <span style="margin: 0cm 0cm 0pt 24pt; mso-list: l3 level1 lfo2; tab-stops: list 24.0pt; text-indent: -24pt;"> 13. Select the notes field, and update periodical record with the new order #, renewal date, expiry date (12 months) and cost details. Include frequency of title on this page if not already listed. Include any other information, such as subscriber no. For any electronic subscriptions, check that any log in details are updated for electronic subscriptions. <span style="margin: 0cm 0cm 0pt 24pt; mso-list: l3 level1 lfo2; tab-stops: list 24.0pt; text-indent: -24pt;"> 14. Print out E-library record <span style="margin: 0cm 0cm 0pt 24pt; mso-list: l3 level1 lfo2; tab-stops: list 24.0pt; text-indent: -24pt;"> 15. Update Excel document (libraryexpenses-subscriptions) with all department renewals listed alphabetically and by department. Update the fields: date of payment, order #, expiry date and cost. (Note: Heads of Dept. may ask for a list before budget time of their subscriptions, therefore having a current list of payments is useful.) <span style="margin: 0cm 0cm 0pt 24pt; mso-list: l3 level1 lfo2; tab-stops: list 24.0pt; text-indent: -24pt;"> 16. File E-library print out with a copy of the tax invoice and attached email/note back in the Journals subscriptions folder. ** Entering new subscriptions into E-library catalogue   ** When starting a new subscription, enter information in the cataloguing section of E library, under New record. Notes Section – E library ** Periodical procedures – Frequency information  ** This can be found inside magazine cover. A - Annual (Memberships are annual) W – Weekly BM – bi-monthly eg. Jan/Feb Q – Quarterly (4 issues per year) F – Fortnightly (every 2 weeks) 3/yr or 10/yr – 3 issues or 10 issues published per year I – Irregular ** Periodical procedures – Claiming missed issues  ** <span style="margin: 0cm 0cm 0pt 30pt; mso-list: l0 level1 lfo3; tab-stops: list 30.0pt; text-indent: -30pt;"> 1. When noted that an issue has been missed, either email or phone the publisher/supplier. <span style="margin: 0cm 0cm 0pt 30pt; mso-list: l0 level1 lfo3; tab-stops: list 30.0pt; text-indent: -30pt;"> 2. Record claim placed in the notes field for the title you are claiming on E-library. Update as information is received from the publisher. ** Cancellations of Periodicals   ** If Head of Department does not wish to renew a subscription/membership, you will need to update this on Elibrary, Journal folder, and Excel spreadsheet. ** Storage and Display of Periodicals   ** Periodicals are shelved in boxes in the library in Alphabetical order. Some journals are not returned by staff to the library, or may only have some issues come back, and they are kept in their departments for use. The Principal sometimes returns issues to the library for display / storage. ** Professional **journals for staff reading include titles such as Educational Leadership, Education Review Education Today Shine Teacher
 * 1) ** ** Accession **these magazines by placing a barcode sticker above the property label, and a 1 week loan sticker beside.
 * 1)  Use a plastic pocket sheet to place any sheets and information about the 2. subscription.
 * 2)  Place a barcode sticker on the plastic sheet pocket
 * 3)  In E library, enter title and holdings statement of first volume and year
 * 4)  Enter ISSN, Media-Periodical, Call no. PER, barcode (from periodical plastic pocket sheet), Order number in Accession no. field, Cost, etc.
 * 5)  In comments field, enter publisher information – Address, ph no., fax, email and web page.
 * 6)  Go to Notes section. Enter order date / renewal date, and expiry date. Enter order number. On a separate line, enter circulation details – names of staff to receive magazine. On a separate line, enter holdings details and dates, subscriber no, frequency / and any other relevant information.
 * 7)  Print out the record to place in the plastic sheet, and keep information filed in subscriptions folder.
 * 1)  Search journal title on Elibrary. Add “CANCELLED-DATE” in title field, and Notes Section. Print out the E-library record.
 * 2)  Note the cancellation on the tax invoice/renewal and attach it to the E-library print out of the subscription.
 * 3)  Attach print out of staff email notification of cancellation, or write details of staff members name, date and reason of cancellation on record.
 * 4)  Notify publisher of cancellation by phone or email.
 * 5)  File information in cancellations folder.
 * 6)  Delete record off elibrary system.
 * 7)  Update Excel subscription spreadsheet – enter Cancellation note underneath table, and delete from Alphabetical and department list.

and other curriculum related issues and journals of interest. Recreational periodicals for student loans are displayed (for list of titles on display, see above cataloguing magazines section) ** Weeding Periodicals  ** Generally, weekly periodicals are kept for 1-2 years. Monthly/Quaterly periodicals are kept for 2-3 years. Check with the Head of Library about specific magazines. Periodicals are normally weeded at t   he end of each year.