Health Sciences Libraries and Information Center

Box 357155, Seattle, Washington 98195-7155
Tel: (206) 543-5531 / Fax: (206) 543-3389

Deprocessing

Reserves deprocessing can be done during finals week, if you know the final for the class is over. However, finals don't always happen on the day they are scheduled and there are students who have incompletes. It's better to wait until after the last day of finals to start deprocessing.

Choose an appropriately colored file folder.	File folders are color coded: Autumn - Yellow Winter - Manila Spring - Green Summer - Blue Year Round - Purple When a new course is submitted, we use the color for the quarter it's placed on reserve -- even if the request is for multiple quarters. That way, we can keep accurate statistics. Once counted, a course that is for multiple quarters will be placed in the folder for the next quarter or in a purple folder as appropriate. At the end of Autumn Quarter, we keep statistics for both Autumn Quarter and Year-Round reserves. So you'll be pulling both the yellow and purple folders
Print out the course materials list for the course	from the Course Reserves section of III, using the Reserve List Maintenance function and attach the list to the front of the materials from the file folder.
Record statistics	We record the number of lists, the number of electronic items and the number of non-electronic items. We also record whether the list was new, renewed, for the current quarter, or year-round. Statistics for year-round courses are recorded as new in the quarter they are processed and as renewed in Autumn Quarter. They are not counted other quarters.
Renew any materials that will remain on reserve	Nursing tapes need to have the loan period changed from library use only to 7 days after the first quarter they are on reserve. Renewed materials also need to be put in the appropriate color folder for next quarter or in a purple year-round folder.
Use the list to pull all non-electronic materials from the reserves shelves.	You should also pull shelf labels and princeton files as necessary. Some items are also on reserve for other courses. You can leave these on the shelf if you like.
Select D > DELETE items and Select C > Remove by barCODE
Scan the barcodes	for all of the physical items you've retrieved.
Remove the reserves stickers and date due slips	for items that are not on reserve for other courses.
Return materials to their appropriate locations	Materials that are on reserve for other courses should go back to the reserves shelves. HSLIC materials can be placed on the shelving truck in the Information Resources Area Materials from other branches should be placed in the to be checked-in pile behind the Information Desk to be put "In Transit" and sent back to the owning libraries.
Take care of physical materials that remain in the record.	Deprocess materials that are on reserve for another class by line number Deprocess materials with a non-reserve shelving location (such as HSRFB) by line number. If item is located at some other reserve unit notify the unit that the item may be deprocessed. Continue looking for missing items.
Deprocess electronic reserves by line number.
Delete the electronic files.	You can either do this right away or wait for a week or two. Some faculty members assume that electronic files are permanent and are really surprised when they are deprocessed. They sometimes ask right away for the items to be put back on reserve.
Deal with missing UW Libraries items.	Make a record of the item and file it in the missing items folder. Place a search on the item. If this is the only course the item is on reserve for, make a note that the stickers need to be removed when it's found. Deprocess the item by line number
Deal with missing personal copies	Make a record of the item and file it in the missing items folder. Make sure you include information about how to return it to the faculty member if it is found. Deprocess the item by line number.
Delete the III course record	Once all of the items have been deprocessed, you will be prompted: Do you want the course record deleted also? Choose y (yes).
Return personal copies to the instructor	with the appropriate form letter. There is one letter for reprints and another letter for other materials. Bundle the personal copies up and return them to the instructor via campus mail or direct delivery. Make a notation on the course list printout saying when and how you returned the materials. (You can do this by affixing a copy of the address label.) Notify the instructor of any missing items and apologize for the inconvenience. Personal copies are placed on reserve at the owner's risk. So we don't generally order a replacement copy. Note: do not delete item records for personal copies or electronic reserves. These are removed globally by Database Maintenance each quarter.
Note the deprocessing date on the file and file it in the appropriate "deprocessed" princeton file.
Follow up on missing items	Search regularly for the items in the missing item folder If UW Libraries items are not found or replaced within 6 months, check with Colleen Weum to talk about ordering a replacement. Replacements are not automatically ordered because we may choose to wait for a newer edition If a personal copy is found, return it to the instructor with a note. .