Acquisitions Department

SELECTION PLANS PROCEDURES

Introduction

The domestic selection plan currently being used by the library is similar to an approval plan, except that bibliographic data slips are sent by the vendor to the library for purposes of selection in lieu of the actual material. Such a plan has one of the major advantages of an approval plan, simplification of the acquisitions process, which greatly expedite the processing of material. Procedures for payment are identical to those of approval plans in that monthly deobligations are made against the total allocation, which is obligated early in the fiscal year rather than in relatively small increments throughout the fiscal year.

Establishment and/or Continuance

1. The vendor for a plan will be evaluated on the following considerations:
1. Speed of supply.
2. Accuracy of invoices and material sent.
3. Ability to supply material regularly so the internal work patterns and flow of material are not disrupted.
4. Costs of material sent are competitive.
2. A vendor successfully meeting the above criteria may be granted an extension of the selection plan agreement for the following fiscal year.

Processing of vendor notification forms

1. The Acquisitions Department is presently receiving from one vendor "notification" forms announcing the availability of new book which they can supply. The vendors produce the forms to try to sell the books. The Acquisitions Department utilized the forms to reduce departmental paperwork and to gain higher discounts on the purchase of titles from these vendors.
2. Student Assistants process the forms in several stages and should be quite careful at each stage.

Initial receipt of forms

1. Baker & Taylor (U.S. jobber: goldenrod multiple-copy forms)
1. Forms are computer-generated in sets of side-by-side pairs containing six forms.
2. Separating sets:
1. Tear off forms from sets;
2. Turn forms face down to keep in subject sequence as supplied by the vendor.
3. When work on a large group is completed, band them together.

Processing receipts

1. Procedures for processing material received on the selection plan are similar to the Return Procedures in that the checking and routing of individual items are involved. The following procedures must be done first:
1. Baker & Taylor (U. S. jobber: goldenrod multiple-copy forms):
1. Remove Library Copy slip & discard remainder.
2. On the Library Copy slip of the set:
1. Stamp vendor name in upper left corner;
2. Stamp "office use" in mid right section;
3. Stamp Fund Code above "Official Use" stamp in upper left-center section;
4. Stamp "searching symbols" on verso, aligned straight, l/4" from bottom, l/2" from left edge;

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