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Binding Collection Instructions

Binding Copies | Ceased Subscriptions | Collect Slips | Duplicate Copies | Gift Items | Replacement Orders | Temp Location | Title Pages, Contents, & Indexes|

In working with periodicals, there are no hard and fast rules which apply to all periodicals (journals) equally, because each one presents an individual case different from the others. Sometimes the title of a journal may change, sometimes special supplements or sections are added, and sometimes indexes are published separately rather than in the last issue of a volume. Each journal must be treated as a special case, until staff becomes familiar enough with them to make decisions concerning each journal and how to bind it.


Many journals have a title page or "TP", a table of contents, and an index, though there may be only one, i.e., an index. They can have combinations, such as a TPC (title page, contents) or CI (contents, index), or they may not have any of the three. Most of the time, the TP/C/I has been incorporated into the last issue of a volume; however, they often arrive separately, to be bound with the volume. Some periodicals have a cumulative index that encompasses several volumes. These should be bound with the last volume of the accumulation.

Once a separate TPCI is received, check against the holdings to see if the volume can be bound. If not, keep it in a file under the call number located in Binding and Preparation.

On occasion, a TPCI may arrive late or even need to be claimed from the publisher. Most of the time, a separate TPCI will come shortly before a volume is complete, however, it can come as much as a year later, or even longer, depending on the journal. Familiarity with each journal characteristic in this area will be the key.


Collect slips are printed by Serials Dept. when the first issue of the next binding unit is received. The slip indicated the volume number, issues, year and location. Also, noted is any pertinent information in regards to Title Pages, Contents, Indexes and supplements. Usually this refers to location, such as separate or back last issue, etc.

These slips are picked up daily and the material is collected. When a binding unit is complete, it is put in order with the first issue on top and descending in order and any separate TPCI is included. All is rubber banded together with a sturdy band.

If the unit is not complete, the date and missing issues are noted on the collect slip. At a later date, possibly a month, they are checked again. If something has been missing for four checks, a replacement order is made.

When preparing a journal for binding, check previous bound volumes on the shelf to determine if there are special parts needed such as TPCI's or supplements.


All completed binding units are brought to Serials to have the check-in boxes changed to "IN BINDING PREP." This is done in order for the staff to know where items are located from the time they are pulled until they are sent out to the Bindery.

After an item record has been created for the binding unit the boxes are changed to "BOUND."

A report is created and put on the K drive.


From time to time, certain subscriptions will cease. At that time, a notice will be sent by Serials Acquisitions to collect the final issues to bind. When sending this unit to Binding, the notification slip will be included.


Certain periodicals are used and mutilated more than others. For these we receive binding copies. These are kept in the Bindery and Preparations area and will be used for binding instead of copies from the stacks. Instructions on the collect slip will indicate that these are binding copies.


Widely used periodicals are kept in the Reserve Room and released to the patron upon request. Any collect slips for these periodicals are to be given to the Reserve Room supervisor who will notify Binding when these are ready to be bound.


When it is noted that an item has been missing for four checks, which might be a period of as long as a year, a request is sent to Collection Development for a decision on whether to order a replacement or to bind incomplete. If it is decided to order a replacement the decision is given to Serials Acquisitions for ordering that replacement.

Replacement issues, when received, are also placed in the collect slip box. These issues are kept in Binding and Preparations while waiting for replacement issues.


Duplicate copies of some of the subscriptions are kept alphabetically in boxes filed according to floor level number. Periodically, these are checked in Millennium to see if the volume has been bound and if it is needed to complete a binding unit. If the particular volume is not bound, the duplicate is taken to the stacks to see if the issue is needed to complete a volume. If it is missing but does not complete the binding unit, then a permanent call number is affixed and top and bottom ends are marked with red and it is left on the shelf. If it is not needed, it is discarded by either sending to EBSCO to be used in an exchange, or recycled.


Many books and periodicals are donated to the Library by private individuals. These are housed in the "cage" in Binding and Preparations, Level 5. Any periodicals need to be inventoried and matched against existing holdings to determine if any can be used to complete binding units. These copies are to be given to the Binding supervisor or given to Serials Acquisitions to add to the holdings.

Cataloging Department