Subscription Acquisitions

Print Journal Title Change Procedures for Orders in Sirsi Acquisitions

Teri Oparanozie 4/22/15

Introduction:

Publishers change the titles of journals for many reasons.  The scope of the journal may have broadened or narrowed so they want the title to reflect the new content.  A title may become an abbreviation or an abbreviation may be spelled out.  The volume number of the new journal may continue the same volume numbering from the previous title.  For example, T + D: Better Performance through Workplace Learning stopped with v.68 no. 7 (July 2014) and became Talent Development with v.68 no. 8 (August 2014.) Sometimes the volume numbering may start anew with the new title; for example, Talent Development might have started with v.1 no.1 (August 2014).

There are cataloging rules concerning whether a new bibliographic record needs to be created for a new title.  Acquisitions staff can check OCLC to see if a new bib record has been created for the new title or whether a note was added to the previous (often referred to as the ‘old’) bib record; or the Serials Cataloger can be consulted.

For print journals we have been using a “Subscription Title Change Form” when a title change is noticed. 

The following information is for updating the orders in Sirsi Acquisitions for title changes.  It is best to consult the Serials Cataloger to bring in a bib record for the new title (and to make sure that a new bib record is needed) before changing the orders in Sirsi.  The steps below are assuming that a new bib record has been brought into the Sirsi catalog.

1. Look up the old title in Sirsi and see what orders are attached.  If orders for years after the title change occurred are on the old record, the appropriate years need to be link to the new title (but if it is an EBSCO order, check EBSCONET first to see what orders are on which titles and make the Sirsi orders correspond to what EBSCONET has.)
2. Look up the new title in Sirsi to see if there are any orders on it.  The orders that are on it should correspond with the publication years of the title (but if it is an EBSCO order, check EBSCONET first to see what orders are on which titles and make the Sirsi orders correspond to what EBSCONET has.)
   1. From Sirsi, write down the Item ID of the new title if you are going to need to move orders from the old title to the new title
3. If the vendor is EBSCO, check EBSCONET for the old and new titles
   1.  See what years of orders are on which titles so that in Sirsi the orders for those years can be placed on the correct titles.
   2. See if the new title has a different title number than the old title.  If so, which is most often the case, the Sirsi order number (called the ILS number in EBSCONET) on the new title will need to be changed to reflect the new title number.
      1. To change the ILS number, select the appropriate order year and click on Modify Order, change the old ILS to the new Sirsi order number, click Submit Changes, review the information on the screen (check the account number and ILS number, and subscription start date), and click Confirm Entry
      2. It is sometimes helpful to check the Start/Expiration Date of the orders
4. Move the appropriate orders and/or corresponding invoices in Sirsi from the old title to the new title using the Title Link helper in the Modify Order wizard.
   1. To do this it is best to get the Item ID number of the new title first by looking up the bib record for the new title, look at the Call Number/Item page and write down the Item ID
   2. Use the Modify Order wizard and look up the old title.
   3. Click on the Title Info tab
   4. Click on the Title Link helper (icon looks like a chain link with a pencil above it)
   5. Clear out the call number field
   6. Enter the Item ID from the new title
   7. Click ok
   8. The new title should now appear in the Title Info tab
   9. Go to the Orderline tab and modify the new order to be sure the following fields are correct and match the information found in EBSCONET
      1. Unit price
      2. VENDTIDESC
      3. Material Type
      4. Renewal Date
      5. PKGCONTENT
      6. NOTE
         1. Add a note that there was a title change
         2. (If title is print plus online, in EBSCONET check the Access and Registration information and copy the Access information to include in this note.  Also look at the Authentication information—If IP Supported says NO, add that information to the note and say DO NOT SET UP ONLINE ACCESS. Remember to start all notes with the current fiscal year;” FY2015:” If no IP access, provide info to Head of Acquisitions to see if NGL can switch to print only or online only for following year.)
      7. Coverage note
   10. Go to the Order tab and change the old order number to the new order number
   11. Save Your Changes
   12. If an invoice was attached to the order, it will now be attached to the new order.