Guidelines to the UK Research Reserve Offered Journals Template
Introduction
This is a guide for UKRR members completing the UKRR offered journals template spreadsheet. Completion of the template is the only means by which you can submit journals to UKRR.
Hopefully the columns are self explanatory, as the template has been designed to be as easy to complete as possible, whilst gathering the necessary information to inform all the relevant parties. However if you are unsure about what information to include in which section please check the guidelines below, and if your query isn’t answered contact UKRR directly via . Information about the scope of UKRR and which items are suitable for submission is included in the UKRR member’s handbook which is available from our website www.ukrr.ac.uk.
Template Commentary
Member libraries are responsible for three sections of the template:
Section 1: Bibliographic details
Section 2: Local holdings for de-duplication
Section 3: Scarcity - HE library sector holdings information
We strongly advise you to submit your list of offered journals (Sections 1 & 2) before you begin gathering the data for Section 3, as this will allow the British Library to conduct their checking whilst you are collecting the scarcity data detailing other UKRR member holdings of the titles you are offering.
The remaining two sections of the template will be completed by the other UKRR partners:
Section 4: British Library requests for transfer
The British Library will complete this section giving details of any issues from the title you are offering which they would like to ingest to complete their holdings. As all requests are based on a manual shelf check of their holdings, this is a time consuming process, hence the recommendation that this occurs concurrently with the gathering of the scarcity information.
Section 5: Retention categories
The UKRR team will complete this section and assign a category to each title showing which can be disposed of, which should be retained, and those about which decisions cannot currently be made. These categories will be determined by the information provided by the member library and the BL, so this is the last section of the template to be completed.
Guide to individual fields
Local ref. code/ Shelf mark / This information is optional and is not required by UKRR. It is there to assist you in stock moves or disposals resulting from UKRR processes.Section 1: Bibliographic details
ISSN / Enter the ISSN for the print version of the title. The spreadsheet will only accept values which are 8 or 9 characters long.
Title / Enter the current title of the journal. Do not use abbreviations. If the title is known by an abbreviation put this in brackets at the end of the title.
Title changes / Enter any previous or subsequent titles for the journal.
Publisher / This is necessary only for material without an ISSN.
Place of
Publication / This is necessary only for material without an ISSN.
Section 2: Local holdings information
- First part to offer
Start year / Complete as many of these fields as necessary to match the date and enumeration given on the first issue in the holding you are offering.
Start month/period
Start volume
Start part
Start issue
- Last part to offer
End year / Complete as many of these fields as necessary to match the date and enumeration given on the last issue in the holding you are offering.
End month/period
End volume
End part
End issue
Supplement details / This is an optional free text field. Enter any relevant information about the journal supplement if it is not known as a separate title (e.g. it does not have its own ISSN)
Gaps / Provide details of any missing issues. The enumeration should match that used to identify the main holding.
Shelf space (m.cm) / Enter the shelf measurement of the holdings which you are submitting using metres and centimetres, i.e. m.cm. The spreadsheet will accept centimetres to two decimal places.
Section 3: Scarcity - HE library sector holdings information
Copies held by UKRR members / Please check the collections of the other UKRR members for parallel holdings of the title you are offering. We recommend the use of SUNCAT for this. Journals must be matched against the holdings of other UKRR members to volume, part/issue level. If you receive requests for items from the BL before you scarcity check your holdings, do not deduct these items from the holding you are trying to match (i.e. continue to check against your entire offering).
Enter the total number of holdings within UKRR libraries in this column, excluding any copies held at the BL and the copy you are offering. If your library service holds multiple copies of the title and you are not offering all copies to UKRR, you may count the copies which are not being offered.
Do not include national libraries in your count. Holdings at libraries belonging to research centres, affiliated institutions, and departments and colleges within UKRR member institutions should be excluded from the count. A list of libraries and collections which can be counted or should be excluded is available from the UKRR website under the title UKRR holdings applicable to scarcity checking. If you find any collections which are not detailed on this list please contact UKRR and we will investigate and update the list accordingly.
Feel free to contact UKRR regarding any other questions which arise during the scarcity checking process.
Holding libraries / Detail which libraries have holdings which match yours. Please use the member library codes in the appendix at the end of this document.
Date of check / The date on which you performed the check for other UKRR member holdings.
Overlapping UKRR holdings / This field is optional, and can be used to identify multiple holdings which when combined would form a holding which matches your own. Please refer to the guidelines on overlapping holdings detailed in the UKRR scarcity checking guide, as overlapping holdings are not always applicable.
Naming your spreadsheet
As your spreadsheet will be passed between various UKRR parties and go through many iterations during the de-duplication process, it is important it has a file name which identifies your library and the stage of the process the contents relate to. The preferred format for an initial submission is:
Institution - sub-library name - offered journals – dd-mm-yy.xls
The sub-library name only needs be included if you wish to distinguish between the origin of the journals on this list and those from another library/collection/campus. The date should be the date you submitted your list to UKRR, as this helps distinguish between lists originating from the same library.
What to do next:
After you have completed your list of offerings, send it to UKRR who will acknowledge receipt and forward the list to the BL for initial processing. Once this has happened the three parties will agree a time line for responses from the BL and UKRR, and receipt of the scarcity data from the member library.
Some advice about working with the spreadsheet:
Keeping it manageable: A number of UKRR members have commented that the spreadsheet is very large and this makes it cumbersome to work with; unfortunately there is a lot of data to be collated from various sources so it is difficult to reduce the size. Hiding (not deleting!) columns which are not being used can help reduce the amount of information on the screen, and make the template easier to work with.
Adding local data: If you would like to include information for your own use in the spreadsheet you are welcome to do this, however there are a few guidelines to follow to ensure this doesn’t make it any more difficult for the other parties working with the data.
· Include your information in a new column, don’t commandeer an existing column.
· Ensure these columns are easily identifiable – a coloured fill would be ideal.
· Try and keep your columns together, not scattered throughout the spreadsheet.
Any columns you insert into the template will be moved to the far right of the spreadsheet so that they don’t interfere with the matching of columns with those on other lists. Once you receive a response from the BL or UKRR you can move the columns back to where they would be most useful for your purposes. We won’t be looking at the data in these columns, so if you think it is likely to be important to us, please tell us when you send us the list.
Ordering: You can list the titles on the spreadsheet in whatever order suits you best. The only thing we ask is that you use the same order for the scarcity data as you did for the initial submission.
Formatting: As UKRR decisions are based only on the data contained within the spreadsheet, you can use formatting such as a coloured fill to identify specific items or groups of items within the titles you are offering. However if you do this, please ensure that the data in the cell is still visible.
If you have any tricks or advice that you find helps you compile or work with the data on the spreadsheet and you think other members might benefit from them, please let us know and we’ll include them in this guide.
UKRR
February 2010
Appendix: UKRR member codes for scarcity checking
Code / Library ServiceABD / University of Aberdeen
AWY / Aberystwyth University
BHM / University of Birmingham
CUL / Cambridge University Library
CDF / Cardiff University
DHM / Durham University
EDU / University of Edinburgh
GLA / University of Glasgow
ICL / Imperial College London
KCL / King’s College London
KGT / Kingston University
LDS / University of Leeds
LIV / University of Liverpool
LSE / London School of Economics and Political Science
MAN / University of Manchester
NEW / Newcastle University
NOT / University of Nottingham
NTH / Northumbria University
OPN / Open University
OXF / University of Oxford
QML / Queen Mary, University of London
RDG / University of Reading
RHL / Royal Holloway, University of London
STA / University of St. Andrews
SHF / University of Sheffield
STN / University of Southampton
SSX / University of Sussex
UCL / University College London
ULR / University of London Research Libraries Service (Senate House)
UKRR Submission List Template Guidelines February 2010