Adding a Journal Subscription to the Autographics Database for Your Campus A tutorial for librarians who use Agent-Verso by Jennifer Carless

Only Library Directors and others who have access to the CatAdmin module may enter new journal subscriptions into Autographics.

Clarification of terms: a “new” subscription means that your campus is not listed (yet) under and existing bib record for a serial title in the Autographics database. This has nothing whatsoever to do with whether your subscription physical copies are new, or not.

Before getting started, decide which issues have not yet been added to Autographics, and choose the OLDEST issue to work with. Assign a barcode, and affix barcode and call number labels.

Now, log in using your Library Director’s login, and go to the Search screen.

Be certain that the box next to “KES Library Catalog” IS CHECKED. Be certain that the box next to “Z39-50” is NOT CHECKED.

Search for the journal by title. If a journal name begins “Journal of,” then you must include that part, to bring up the right record. Select “Journal Title” from the drop down menu and click Search.

From the results screen, click on the journal title.

In the Item Record, click “Serials Checkin.” (Scroll down the page, if necessary, to find this button.)

Click “Subscription/Prediction Setup.”

On the next screen, verify that your campus is NOT in the list. If it is NOT, then click “Add Subscription.” There may be more than one page of campus locations for a subscription. Click through, to see if your campus is there.

This is where you set up your campus as a location for your subscription for a journal title.

Here is the top portion of the screen, filled out, with attention drawn to specific values and fields.

Here is the bottom portion of the screen, with attention drawn to specific drop down (or up) menus. Select your campus from the list. Be sure to select the material type as “Serial.”

Here is the other drop down (or up) menu. Select “Serial” from the list.

Review all of your choices on this page, and then click “Submit.”

Return to Searching.

Enter the journal title in the search box, and select “Journal Title” from the drop down menu.

Click on the journal title, and bring up the Item Record. Find the link (you may have to scroll down) for “Serials Checkin” and click that link.

Now, it’s time to check in your first issue. After this, any library employee will be able to check in issues. Click “Checkin issue.”

This is what the Issue Checkin screen looks like for a totally new subscription. Adding your campus to an existing bib record that is already used by other campuses may mean that the screen you get is already filled out. If that is the case, simply replace all of the information you can, and click Submit. It will be ok.

Here is an example of how this screen may be filled out. Be careful to click the radial next to “Checkin.” That is VERY important!

An alternative way to fill out this screen is given as an example, below. THIS is where you enter the seasonal issue information for a quarterly journal. This is also where you can specify that you are adding a SUPPLEMENT.

When you are finished filling out the screen, verify your information, then click SUBMIT. The screen below will appear. After verifying the information below, you may close this screen.

For a serial that is set up for more than one campus, the list will look like this:

All finished!

This tutorial was created on July 7, 2009 by Jennifer Carless, Library Director for Keiser University’s Orlando campus.