Accepting Replacement Copies

This procedure covers evaluating and accepting a replacement copy of a UCB item from a user who is replacing an item that they have lost. Users who lose Automated Fulfillment Network (AFN) items should contact the owning UC library. Users who lose non-AFN (ILL) material should contact the Resource Sharing Division. 

In order to be accepted as a replacement copy, the item must be in acceptable condition, without marking, highlighting, or excessive wear and tear. 

Be sure that the new item is an EXACT copy of the one that is being replaced for the library for which you have authorization to accept a replacement. More details are available under Exact match monograph replacement, including how to "Confirm Bibliographic match to replacement item."

Note: A new item record must ALWAYS be added for a replacement copy. The information for the original copy should not be eliminated. This allows for an institutional record of the original item, and for the possibility that the original item may be returned. It also preserves any patron physical item requests (i.e. holds) the original item may have. 

Note: Check in item and mark it as missing. This will remove the replacement cost and leave the processing fee if there is one. 

Note: NRLF will determine if a replacement copy is acceptable for both UCB and non-UCB items held at their facility. Please contact NRLF to inquire if a replacement copy is permissible. 

Procedure

Note: If patron physical item requests (i.e. holds) exist, do not cancel them first. If the request is at the bib-level, no changes to the request need to be made. If the request is at the item-level, place a new bib-level request for the user, then cancel the item-level request (staff have the ability to place two requests for one user on the same bib record). 

1. Identify the item in the user's inventory; DO NOT manually mark the item as lost. Copy the barcode for use below.
2. From the persistent search bar, select Physical item and Barcode, paste the barcode in the search box to search from the item record. Identify if the item has any patron physical item requests.
3. Go back to the Loan tab of the user's record, copy the barcode, then check in the item from the Returns tab.
4. Mark as "missing" (note: user may have a resulting processing charge from being overdue pre-replacement)
   1. Conduct a physical item search by barcode
   2. Click on the ellipses of the missing item in the list
   3. Click on "Toggle Missing Status" (note: Toggling missing status is only for temporarily marking as missing before tech services can properly withdraw the item. For items not found on shelves, use the On Search procedure [forthcoming] instead).
5. If the replacement copy the user is providing is a paperback, a $25 binding fee should be applied. Copy the title, then go to the fines tab. Click "add charge", chose the predefined binding fee from the dropdown menu, and paste the item title in the Notes field of Manual Charge.
6. Print the item record. Stamp the date received, initial, and place the item record in the book.
7. Forward the book to whomever is doing Exact match monograph replacement.