Procedures for Checking in Special Collections Periodicals

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.

Journals are checked in on Tripod in the Millennium program. Log in using the username and password assigned.

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 specific title.
    
3. Click the Search button or press Enter. Millennium Serials will display matching hits.
    
4. Double-click the correct hit. This 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.

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 hq to ensure no confusion with the card of Bryn Mawr or Swarthmore Colleges.

Follow check-in instructions, if any, in the NOTE field in the upper portion of the screen.

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

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.

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.

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.

Save the changes/edits before clicking Close to quit.

Send any enclosures involving renewals or publication changes to the Serials Office.

Stamp the front cover or the title page of the issue with the Haverford College Library Quaker Collection property stamp, and place the issue on the periodicals shelf.