Author: Thomas A. Bremer

General Rule: three people who must be informed of any changes: Acquisitions Associate (Carole Turchin), Account Technician (Susan Laven), and the appropriate Subject Librarian.  Communication can be by email, memo, copy of the book order, etc.

1.

Every year in March (or the month the awards are announced), the Account Technician (Susan) obtains a list of recipients from the Development Foundation (Ron Peterson).  Recipients of grants and awards relating to Libraries for 2000 (and subject librarian) are:

• Jeffrey Brand (Communications - Fran Fisher):  $650 - CommSearch 3rd edition
• Jeffrey Clark (Sociology/Anthropology - Kathy Enger):  $2,500 - anthropology books
• C Hall & C Logue (Food & Nutrition - Kathie Richardson):  $1,050 - food safety books
• C Hawley & C Pearson (Modern Languages - Fran):  $1,000 - Spanish & Spanish American literature books
• Kent Kapplinger (Art - Fran):  $300 - periodical subscriptions
• Kathie Richardson (Library):  $4,500 - Food Sciences & Technology Abstracts (one year subscription)

2.

Account Technician (Susan) notifies the Acquisitions Associate (Carole) and Subject Librarians involved of the current awards.

3.

Books:

    a.

Acquisitions Associate (Carole) creates a functional name for the grant (an identifier name, can include the faculty name) and informs appropriate Subject Librarian.  The Acquisitions Associate (Carole) assigns new codes consisting of functional name and numbers and gives the code to the subject librarian.

    b.

Subject Librarian contacts grant recipient and obtains a list of titles to be purchased (or other work to be done).

    c.

Subject Librarian provides both the Acquisitions Associate (Carole) and Account Technician (Susan) with the list of titles to be purchased from each grant.  No orders will be processed until the complete list has been received by both individuals.

    d.

Subject Librarians prepare and submit an order form for each item using the new codes (functional name of grant and code numbers both must appear on the order form). 

    e.

The Acquisitions Associate (Carole) will keep subject Librarians informed on the status of their orders (Out of Stock, Out of Print, price increases, etc.)

    f.

Subject librarians may over-encumber up to 10%, which might result in more titles than were on the original list of titles to be ordered.  When replacement or additional titles are selected because an order is out of print or because of over-encumbering or whatever, subject librarians are to inform both the Acquisitions Associate (Carole) and the Account Technician (Susan) of these changes.

    g.

This system allows us to split payment on the last book, which means the grants can be spent down to zero, making up the difference out of 1916.

4.

Subscriptions or other material: Subject Librarians work with appropriate individuals to order the material (database, periodicals, etc.).  For databases this normally would be the Assistant Director for Information Technology (Mark England).  For subscriptions this normally would be the Serials Associate (Jane Arendes). Generally there won’t be a MnSCU/PALS record created, however the needs of the situation will prevail.  The Serials Library Associate I (Vicki Sorum) should also be notified with both databases and subscriptions.   Subject Librarians will bring invoices generated to the Account Technician  (Susan) for payment.