Selecting Titles in GOBI
Instructions for Selectors

1. Before a title can be selected in GOBI, it must pass these four tests:
   • Local History Test
     • To pass this test, the local history must be one of the following:
       • Slips - this means the title has been profiled as a slip. If you select the title, remember to choose a "slip" subaccount. (See Example)

       • Your Consortium has no history for this title - the title does not match our profile for sending books or notification slips. If you select the title, remember to choose a "firm" subaccount.

     • If the local history is anything else, the title fails this test and cannot be selected. The other possibilities for local history are:
       • Books - the title has been shipped to fill an order or as an automatic shipment triggered by our profile. If you want an additional copy, ask CD/Acquisitions staff to order it on the bypass account. (See Example)

       • Books selected not yet ordered - the title has already been selected. An order will be created in Workflows and then uploaded to YBP. After YPB receives the order, it will read Order. (See Example)

       • Order - we have already placed an order for this title. If you want an additional copy, ask CD/Acquisitions staff to order it on the bypass account. (See Example)

       • Standing Order Instruction - the title is part of a series that we have either setup as a standing order through YBP or we have blocked the series because we have a standing order or subscription through a different vendor. (See Example)

         Regardless of the instruction, you must not select a title that contains "Standing Order Instruction". If we have setup a standing order for the series with YBP, the book will be shipped automatically. If the series is blocked, the book will be shipped by the other vendor. The standing order instruction includes the account number, plan number, and the action to be taken by YBP. The action is listed as a code.

         • b=send book
         • x=do not send book

     • What happens if you select a title by mistake?

       Your mistake will not be caught in the beginning. The title will be ordered in both Workflows and GOBI. The price of the book will be encumbered against your fund. YBP will detect the duplicate order and send us a cancellation notice. Cancellation notices will be received every other week. Until that notice is received and acted upon, your funds will stay encumbered.

   • Title Field Test
     • To pass this test, the title cannot contain a volume number or year

     • If the title contains a volume number or year at the beginning or end, you must search Workflows for a serial, monographic series, or monographic set record. Did you find such a record in Workflows?
       • Yes. If we have a current subscription or standing order through another vendor, the title will be shipped by the vendor. There is no need to contact Serials Services. If you notice that the subscription or standing order has lapsed, follow the lapsed subscription policy.

         If we do not have a current subscription or standing order through another vendor, the title must be ordered on the bypass account. Submit your request to CD/Acquistions staff.

       • No. Ask CD/Acquisitions staff to order the title on the bypass account. The reason you cannot select the title is that PromptCat will send us a monographic record. We want a serial, monographic series, or monographic set record. CD/Acquisitions staff will download the appropriate record into Workflows, create an OPR, and then order the title in GOBI on the bypass account.

     • See examples of titles that fail this test.

     • What happens if you select a title by mistake?
       • If we have a current subscription or standing order, you will have wasted your money. YBP has no way of knowing that we have a current subscription or standing order. We cannot return the title. In addition, we will receive a PromptCat monograph record that we do not want. We pay both YBP and OCLC fees for PromptCat processing. Database Management staff will have to delete that OCLC record in Workflows, cancel holdings in OCLC, relink the item record, cancel the OPR and recreate it on the serial, monographic series, or monographic set record. That's a lot of work and wasted money for your mistake.

       • If we do not have a current subscription or standing order, we will receive a PromptCat monograph record that we do not want. We pay both YBP and OCLC fees for PromptCat processing. Database Management staff will have to delete that OCLC record in Workflows, cancel holdings in OCLC, relink the item record, cancel the OPR and recreate it on the serial, monographic series, or monographic set record. That's a lot of work for your mistake.

   • Series Statement Test
     • To pass this test, the title cannot be part of a series or set for which there is a cover record in Workflows. You must search the series or set in Workflows to determine this.
       • You found a series or set cover record in Workflows
         • If we have a current subscription or standing order with another vendor, the series or set needs to be blocked from all approval plans. Please contact CD/Acquisitions about the series or set. After the series or set is blocked, you will see Standing Order Instruction in local history.

         • If we had a subscription or standing order with another vendor in the past, the title must be ordered on the bypass account. Submit your request to CD/Acquistions staff.

     • What happens if you select a title by mistake?
       • If we have a current subscription or standing order, you will have wasted your money. YBP has no way of knowing that we have a current subscription or standing order. We cannot return the title. In addition, we will receive a PromptCat monograph record that we do not want. We pay both YBP and OCLC fees for PromptCat processing. Database Management staff will have to delete that OCLC record in Workflows, cancel holdings in OCLC, relink the item record, cancel the OPR and recreate it on the serial, monographic series, or monographic set record. That's a lot of work and wasted money for your mistake.

       • If we do not have a current subscription or standing order, we will receive a PromptCat monograph record that we do not want. We pay both YBP and OCLC fees for PromptCat processing. Database Management staff will have to delete that OCLC record in Workflows, cancel holdings in OCLC, relink the item record, cancel the OPR and recreate it on the serial, monographic series, or monographic set record. That's a lot of work for your mistake.

   • Notes Test
     • To pass this test, the following conditions must be met:
       • NYTBR does not appear

         New York Times Book Review Coverage: YBP will ship books automatically, overriding normal profile specifications, for titles reviewed in the New York Times Book Review. Coverage will include full and half-page reviewed titles (short reviews excluded), as well as books appearing for the first time on the bestseller lists.

       • TLS appears but the title is not a work of fiction

         Times Literary Supplement Coverage: YBP will automatically ship books for fiction titles and notification slips for other works of literature and nonfiction titles, overriding normal profile specifications, for titles reviewed in the Times Literary Supplement.

       • VLS does not appear

         Voice Literary Supplement Coverage: YBP will automatically ship books, overriding normal profile specification, for titles reviewed in the Voice Literary Supplement. Coverage will include all reviewed titles.

     • What happens if you select a title by mistake?

       Your mistake will not be caught in the beginning. The title will be ordered in both Workflows and GOBI. The price of the book will be encumbered against your fund. YBP will detect the duplicate order and send us a cancellation notice. Cancellation notices will be received every other week. Until that notice is received and acted upon, your funds will stay encumbered.

2. Once you have determined that you can select the title, check Workflows and then follow steps 3 - 7.

3. Select the correct subaccount from the Customer number menu.

4. Type the appropriate Workflows fund code in the Fund Code box.

5. Type your three letter initials in the Initials box.

6. If applicable, type notify or location information in the Notify/Location box.
   • Notify information should consist of the patron's name and phone number. We do not notify patrons via email.

   • The following locations have been set up with YBP. You do not have to specify these locations when selecting.
     • CHEM
     • DESI
     • HILL,LA
     • MIDL
     • MIDL,MUSC
     • MIDL,REF
     • MIDL,IMC

     If you want the book to go to another location, you must specify that in the "Notify/Location" box.

7. Click the Select button.