Checking in Periodicals (Magill)

Periodicals are publications issued on a serial basis with no end of publication expected and are published more frequently than once each year. These include journals, magazines, newspapers, and some indexes.

All journals are checked in by the Serials department in Magill Library, with the exception of those whose current issues are housed in Special Collections, those which are housed in Koshland Science Library, and limited retention titles. Science and Quaker Collection journals are checked in at their respective locations, but Astronomy Library journals are checked in by Magill staff.

1. Retrieve the Check-in Card by searching the database:
    
   1. From the pulldown menu within the Search screen, choose to search on Journal Title (j), Title(t), or Standard Numbers (i).
       
   2. Enter the title or ISSN.
       
   3. Click the Search button or press Enter. Millennium Serials will display matching hits.
       
   4. Double-click the correct hit. Millennium Serials will open the brief bibliographic record and summary of records attached to it. If only one Check-in record is attached, the system will bring you directly to that Check-in record and its Check-in Card tab. If more than one check-in record is attached, choose the Haverford record.

   Note: When the record appears on the screen, make sure the title exactly matches the title on the cover of the periodical in hand and that the location code is "hm" to ensure no confusion with the card of Bryn Mawr or Swarthmore Colleges.

2. Follow check-in instructions, if any, in the NOTE field in the upper portion of the screen.
3. Each box on the check-in card represents one issue. Within each box are various elements:

   Cover date: upper right corner

   Transaction date: middle of the box

   Volume & issue numbers: lower left corner

3. Find the box matching the issue in hand (cover date and volume and issue numbers match). If this box is not already highlighted, click on the box to highlight it. Then click Check In. A dialogue box will open up, wherein any changes may be made to elements of the box reflecting the issue. Click Submit.
4. If an earlier issue has not yet arrived and its Status is Late, a claim for it may be sent to the print queue at this time:
    
   1. Highlight the box or boxes.
       
   2. From the dropdown menu at the top, choose Tools, and Card Function, and Claim (or <Control>< L>). The last payment made on this title will appear above the boxes.
       
   3. Click on Claim One or Claim All.
       
   4. A box will appear containing the order record number.
       
   5. Click on Submit.
       
5. To edit a box or a series of boxes, either right click on the highlighted box(es), or choose Tools from the top dropdown menu, and choose Box Menu for various options for modifying boxes. There are also keyboard commands for editing, and these can be seen in the menus. For instance, to modify a box, highlight the box and key <Control> <M>. A dialogue window will appear in which you can edit any of the elements of the box. Remember to click on Submit after entering the edits.
    
6. Save before clicking Close to quit.
    
7. Stamp the front cover or the title page of issue with Haverford College Library property/date stamp. Affix target (security tag) to any non-text page unless note in check-in record indicates it is not necessary, and place issue on shelf in Periodicals Reading Room.
    
8. Current issues of Music journals are housed in the Music Library and may be placed in the Music Librarian’s mailbox after check-in.
    
9. Property stamp each section of each newspaper and bring the papers to the Periodicals Reading Room newspapers stack. Only the latest issue of each is shelved on the newspapers shelves; back issues are stored in suspended files located near the doorway to Sharpless Gallery.
   
   
10. The latest issues of some journals and newspapers are shelved in the Lobby Browsing Area.