Periodicals

When we receive a new issue of a periodical, follow these instructions to receive and create an item in Alma. Periodicals will be placed on the shelf in the ILL office with the sign “Interlibrary Loan & Periodicals Incoming Mail.” Stamps are on the top rightmost shelf.

We occasionally get catalogs or free publications that we do not keep. Catalogs can be put in the staff room. Free publications can be recycled. You can always search for the title in Alma if you are unsure if you need to process it.

Note: The Sunday issues of The New York Times need The New York Times Magazine and The New York Times Book Review taken out and processed as individual periodicals.

• Log into Alma and select the “Seymour Library - HSL Acquisitions Department” location
• Go to Acquisitions>Receiving and Invoicing>Receive
• Click the “Continuous” tab
• Make sure the “Keep in Department” box is not checked
• Search for the title in the box right below the Continuous tab
• Click the three dots to the right of the title, then click "Receive"
• Under “New item details” fill out the following fields
  • Enumeration A: volume number
  • Enumeration B: issue number
  • Chronology I: date
• Click “Generate”
• Click “Create and Receive”
  • If a box pops up and says "The item does not have a barcode." click "Confirm"
• Alma will take you to the "Received Items List." Locate the item you just created in this list and click the three dots next to it, then click "Edit Inventory Item"
• Fill out the following fields
  • Item policy: Serial
  • Is magnetic: No
• Click "Save"
• Stamp the receiving date on the issue
• Shelve the issue in Current Periodicals

If the periodical is not on the Continuous Receives tab, follow these instructions. (The two periodicals you frequently need to do this for are Archaeological Reports and National Geographic.)

• Do a Physical titles search for the periodical's title. Locate the proper record in the results list.
• Click the three dots to the right of the holdings record with a location of “hslper,” then click "Add Item."
• Fill out the following fields in the new item record
  • Copy ID: 1
  • Material type: Issue
  • Item policy: Serial
  • Is magnetic: No
  • Receiving date: today’s date
  • Enumeration A: volume number
  • Enumeration B: issue number
  • Chronology I: date
• Click “Generate”
• Click “Save”
• Stamp the receiving date on the issue
• Shelve the issue in Current Periodicals