Claiming Gift, Exchange, and Depository Subscriptions

Claiming Gift Subscriptions

Gifts are library materials that are obtained free of charge. Gifts may be in any format. They may be solicited or unsolicited, donated, or sent by publishers through the mail. There are two basic types of gift subscriptions:
1. Personal Gifts -- Personal gift subscriptions are donated by university faculty, library staff, library patrons, etc. These gift subscriptions are NOT claimed. If a personal gift subscription lapses, contact Gift and Exchange. Gift and Exchange will contact the donor and inquire about the status of the gift subscription.
2. Institutional Gifts -- Institutional gift subscriptions are donated by associations, publishers, universities, etc. These gift subscriptions ARE claimed. If an institution gift has lapsed, please see the section on Gift, Exchange, and Depository Lapses. If a gift issue needs to be claimed, complete the following steps:
  - Enter the OPR.
  - Type cst m and press Enter. This creates a blank memo statement.
  - Type in the appropriate code(s) for the claim. Please refer to Vendor Correspondence Codes to determine which codes to use.
  - Press Tab once. Set an action date for the claim. Action dates for all claims are set to the last day of the month three months from the time of the claim. For example, if you are claiming an issue on January 1, 1999 your action date will be March 31, 1999 (3/31/1999).
  - Press Enter until Done appears at the top of the screen. Press Enter once more. This saves the memo statement and creates a claim letter. Claim letters are printed overnight and received the following day.
Claiming Exchange Subscriptions

Exchanges are library materials obtained through cooperative institutional agreements between the LSU Libraries and other libraries, universities or research institutes. There are many types of exchanges. In a simple "one for one" exchange, an LSU serial title is exchanged for a specific serial from another university. Exchange agreements can also result in groups of periodicals, a mix of serials and monographs, or subscriptions or groups of monographs being purchased for the exchange partner.

Use the same procedure for creating exchange claims that is used for Institutional gift subscriptions.
Claiming Depository Subscriptions

Usually, LSU receives two copies of state depository items: the first copy if forwarded to Hill Memorial Library; the second copy is retained at the library. Depository items are NOT claimed. Follow the following procedures for depositor items:
1. If a depository item has been received within the last year to year and a half, set the OPR action date one year from the last time we received the publication.
2. If a depository item has not been received within the last year to year and a half, complete the following steps:
  - Enter the following notes in the OPR:
    ***CLOSED DUE TO NON-RECEIPT***
    ***OPEN IF NEW MATERIAL RECEIVED***
  - Z-out the OPR. If issues were sent to Periodicals Display, be sure to pull the display tag and all issues received. Do not pull the display tag if all issues have not been received.
  - If issues were sent to Periodicals Display, be sure to delete the "mdsd" exploding code if all issues have been pulled.
  - Change the R STAT on the marc holdings screen from a 4 (current) to 5 (non current).
Lapsed Gift and Exchange Subscriptions
1. Gift Subscriptions
  
  If a gift suscription has not been received in the last two years, complete the following steps:
  - Enter the following notes in the OPR:
    ***CLOSED DUE TO NON-RECEIPT***
    ***OPEN IF NEW MATERIAL RECEIVED***
  - Z-out the OPR. If issues were sent to Periodicals Display, be sure to pull the display tag and all issues received. Do not pull the display tag if all issues have not been received.
  - If issues were sent to Periodicals Display, be sure to delete the "mdsd" exploding code if all issues have been pulled.
  - Change the R STAT on the marc holdings screen from a 4 (current) to 5 (non current).

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