JOB CHAT

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JOB CHAT

• A Day in the Life of
• ACQUISITIONS at
• YALE UNIVERSITY LIBRARY

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Why are we here today?

• Acquisitions overview of SML and School
  Department libraries
• Job titles
• Typical workday
• Acquisitions support to Yale University Library
  operations
• Positives negatives
• Core competencies and skills

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• YUL ACQUISITIONS FUNCTIONS
• Vendor Relationships
• Order Placement
• Receiving Distribution of Materials
• Invoice Payment Financial Control
• Preparations
• Periodical Check-In and Binding
• Other Duties as Assigned

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Generalist Versus Specialist

• The Generalist performs all tasks at a variety of
  levels depending upon the needs of his/her
  library.
• Likely to be cross-trained in other functional
  areas
• Depth of knowledge in acquisitions functions
  varies and depends on experience and tasks.
• Volume handle ranges from low to moderate.

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Generalist Versus Specialist

• The Specialist performs all tasks in a
  well-defined functional area.
• Unless cross-trained to provide Helping Hands
  in other units, the Specialist concentrates on
  his/her functional area.
• Depth of knowledge is considerable.
• Language skills usually required
• May act as a resource for other Staff Members.
• Volume of thru-put is high.

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SML Unit Activity, FY05

• Operations Management
• 26,874 EOD Records
• Order Support
• 21,154 Orders
• 834 Rush Orders
• 13,279 Researches
• Monograph Support
• 44,929 Approval Titles
• 19,952 Firm Orders
• 14,560 FACTCat
• 77,439 Cart Traffic

• Fiscal Support
• 69,886 Lines Paid
• 8,760 Invoices Processed
• 1,314 PurchCard Lines
• 338 New Vendors Maint
• Preparations
• 15,359 LARS / Binding
• 170,095 Prep Volumes
• Serials Support
• 25,862 Issues Checked-in
• 10,281 Bound Volumes

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Acquisitions Presenters

• Tobin Nellhaus RSC
• Simon Samoeil Near East Collection
• Marsha Garman - ACQ
• Susan Tucker OST
• Rebecca Hamilton MST
• Julie Niemeyer Music
• Ana Amelia Contrastano Latin American
  Collection

• Paul Belbusti OST
• Janet Prochownik FST
• Curtis Orio - SST
• Peter Spataro SST
• Anna Gutswa SST
• Pat Simon Preparations
• Susan Mar Prep
• Gerry Hardy - Prep

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Tobin Nellhaus

• Librarian for Drama, Film, Theater Studies -
  Research Services and Collections, SML

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Simon Samoeil

• Curator - Near East Collection, SML

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Marsha Garman

• Acquisitions Operations Management Librarian

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Susan Tucker

• Manager - Order Support Team (OST)

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Rebecca Hamilton

• Manager - Monograph Support Team (MST)

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Monograph Support Functions

• Unpacking of inbound vendor shipments
• Receiving of materials
• FASTCat and record updating
• Purchase order creation/add book
• Voucher creation and approval
• Review Plaza and Cart Traffic

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Julie Niemeyer

• Acquisitions Assistant Music Library, SML

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Ana Amelia Contrastano

• Acquisitions Assistant Latin American
  Collection, SML

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Paul Belbusti

• Acquisitions Assistant Electronic Resources
  Specialist Order Support Team (OST)

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Curtis Orio

• Manager - Serials Support Team (SST)

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Serials Support Functions

• Check-in of periodical issues / Delivery
• Collapse of completed periodical volumes /
  Holdings Updating / Binding
• Receiving of microformats of periodicals and
  newspapers
• Coordination of the annual periodical renewals
  with Selectors and Vendors
• Assignment of Predictive Patterns
• Creation of new Predictive Patterns
• Support to School Department Libraries

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Peter Spataro

• Acquisitions Assistant Serials Support Team
  (SST)

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Anna Gutswa

• Acquisitions Assistant Serials Support Team
  (SST)

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Janet Prochownik

• Manager Fiscal Support Team (FST)

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Fiscal Support Functions

• Processing and payment of invoices for 20 school
  department libraries
• Auditing of SNAP, HOP, and Unpaid Invoice Reports
• Reconciliation of PURCHcard transactions
• Vendor creation and maintenance in Voyager and
  ORACLE
• Support to self-payers
• End-of-year activities and fiscal rollover

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Pat Simon

• Manager - Preparations

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Preparations Functions

• Materials management Inbound Outbound
• Preparation and distribution of periodicals
  volumes for commercial binding
• Shelf Preparation for books, microformats, media
  and bound periodical volumes
• Commercial bindery coordination
• Many clients SML, CCL, Curatorial Areas, AA,
  etc.

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Susan Mar

• Binding Assistant - Preparations

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Gerry Hardy

• Work Leader - Preparations

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How has acquisitions changed over the years?

• Manual to electric typewriters key punch to key
  pad
• Buying books to buying multi-formats
• Title-by-title buying to buying by fiscal year
• Many vendors to fewer vendors choices
• Homegrown service to using vendors for
  value-added services
• Growing importance of system vendors
• Focus on spending down funds

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Business as Usual

• Seasonal peaks and valleys our peaks now have
  peaks!
• Knowledge of multiple LMS modules
• Foreign languages requirements
• Concept of materials management not just buying
  receiving materials
• Priorities downstream effects

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FUTURE OF ACQUISITIONS

• More technology
• Focus on electronic products and ordering
• Delivery of bibliographic records and embedded
  order data with materials
• Growth of international markets
• Establishment of preferred vendor relationships
• Streamlining workflows

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Thank You!

• Our Audience
• Meg Bellinger, Associate University Library,
  Technical Services Integrated Access
• Our Presenters
• Our Sponsors Shaundolyn and Roy
• All the YUL Staff Members engaged in acquisitions
  functions