Acquisitions Department

APPROVAL PLANS PROCEDURES

Introduction

In previous years the library maintained large domnestic and foreign approval programs with several vendors (U.S. books - Midwest; British books - Blackwell's; German books - Harrassowitz; French books - Boussac; music - Harrassowitz). Occasionally continuations which began during those periods when the standing orders were in effect will still be sent to the library.  Each title is evaluated as it is received to determine if it should be purchased.  Any of these titles may be returned without charge to the vendor.

Presently the library has only one small approval plan with Springer-Verlag for non-serial titles in the field of mathematics. This program, altho almost inactive, is maintained because it allows the library to obtain a larger discount on all firm and standing orders with that firm, with whom the library does a large dollar volume of business.

The following procedures are followed for this plan:

Receiving

1. Books shipped on this approval plan can be identified by the fact that:
1. Invoices packed with shipment will cite under P.O./the identifier: AUTO 560, i.e. automatic shipment, acct. no. 560;
2. No purchase order forms will be found in the OIP; and
3. Subject matter of books will be some aspect of mathematics.
2. Person unwrapping package should place books, wrapper,and invoice on desk of Materials Receipt Assistant.
3. The Materials Receipt Assistant:
1. Verifies that this is indeed a Springer-Verlag approval plan order and prepares a meno to the Faculty Representative for the Mathematics Department: "A shipment of book/s has been received on the Springer-Verlag approval program, and is being held at my desk. Please evaluate these titles as soon as it is convenient so that we may either pay the invoice or return the material."
2. Keeps the carbon in the book, sends the original through Campus Mail, places the book on shelf labeled SPRINGER-VERLAG APPROVAL PLAN; and notes desk calendar ahead two weeks to see if anyone has come to evaluate the books. (A reminder should be sent after two weeks).

Accepting and Paying for the Books Wanted

1. As soon as the Mathematics Department Faculty Representative (or his designee) has decided a title should be added to the collection:
2. The Materials Receipt Assistant:
1. Checks with the Department Head to be sure there are sufficient funds in the Math account to pay for the item;
2. Checks the Online Catalog to see that the title has been previously ordered;
3. Gives the book and invoice to the Acquisitions Assistant for complete searching.
3. The Acquisitions Assistant sees that:
1. The book is completely searched;
2. A request card is typed for the title, using the fund code MATH.
3. The book and invoice are placed on the worktable of the Department Head.
4. The Department Head:
1. Notes on the vendor card: MATERIAL ON HAND; DO NOT MAIL P.O.
2. Revises the searching;
3. Assigns the vendor;
4. Gives to the Clerical Assistant with a note indicating that all material and all forms should go to the Materials Receipt Assistant.
5. The Clerical Assistant:
1. Types the purchase order
2. Gives material and all forms to the Materials Receipt Assistant;
6. The Materials Receipt Assistant processes.

Returning Books Not Wanted

1. As soon as the Mathematics Department Faculty Representative (or his designee) has decided a title should not be added to the collection the Materials Receipt Assistant:
1. Prepares a "Return Memo" (2 copies) to Springer-Verlag;
2. If all titles on the invoice are being returned
1. Beside blank for "Not our Order:" adds "Shipped under approval plan 560; we do not wish to purchase."
2. At the bottom of the form checks the line which says, "No credit needed as we are returning both the material and invoice."
3. Places invoice in book.
3. If not all titles on the invoice are being returned,
1. Beside the heading "Other", add "Shipped under approval plan 560, Invoice No._____of (date); we do not wish to purchase (titles in all capitals) for (Price)".
2. At the bottom of the form check the line which says, "Send credit memo as we are holding invoice."
3. Places invoice, copy of Return Memo, material to be purchased on hold shelves;
4. Prepares orders for mailings.

Send questions/comments/suggestions to Foster Bunday Acquisitions Department | The University of Memphis | University Libraries 126 Ned R. McWherter Library | Memphis, TN 38152-3250 Phone: (901) 678-2203 | Fax: (901) 678-8218