1. Minutes of the April 4, 2002 meeting were approved.

2. Online Cancellation/Cessation form (database):

Pat Loghry gave a quick overview of the new online Cancellation/Cessation form. She explained that the top part of the form is filled out by the Collection Managers.

– When a Collection Manager wants to cancel a title, they click on "Add" and put in an Aleph number. The form is then populated with bibliographic/location and Acquisition information from Aleph.

-- Once they submit the form Serials Acquisitions verifies the information and puts a Y in the "Serials Acquisitions Verified" line.

-- That action submits the form to Gay Dannelly and the CDC Committee. Once they sign off on the "Approved by" line Serials Acquisitions is notified to process the title.

-- Jayne Schlutt will then close out the Order and "hold" the form until the last piece of the order has been received.

We then discussed the routing of the title, whether Jayne should send titles ready for processing to the "Receiving Location" and Serials Cataloging at the same time or whether the Receiving Location would send the title on to Serials Cataloging after they closed out their records. Pat mentioned that this is a work in progress and help will be needed by all to make sure we have the right routing and notifications. We can make drop down boxes of names for selected routing to individuals or we can make a drop down boxes of lists of names to be notified. There is a lot of flexibility and we just need to decide the routing and make people aware.

The online form will be used only for the 6% budget reduction project until later in the summer.

3. Discussion began regarding how Branches should check-in issues of journals that are not checked-in through Serials Acquisitions such as Gifts and Gov. Docs. This topic was suggested by Karen Malling making the point that since the branches are no longer using the kardex to check-in print journals and branch check-in is being done in Aleph, how are non-library journals to be checked-in.

– One suggestion made was to create an item record when a piece is received and to collapse those items at time of binding. Lisa Steinbarger is going to check to make sure that this will work for issues checked in through the branches only. She will report back at the next meeting.

– Another suggestion was to check-in the issues in the Holdings record and use angle brackets (<>) to state that the issues are unbound (<unbound>). There is some documentation for different uses of the angle brackets.

During the discussion a question was raised about receipt of donated journals, possible from a professor. Pat Loghry made the point that and Individual subscription cannot be used for a Library subscription because of the difference in costs for the two types. There could be legal issues involved and it was suggested that this topic be discussed in a broader environment.

4. There was no new business but Pat Loghry did give a brief update regarding the status of the global change for the Holdings "In Process" note. They have a bit more checking to do and will put in the test database.

Meeting adjourned at 10 a.m. Next meeting will be June 5th at 9 a.m.

Respectfully submitted,

Robin Lisek