Acquisition Procedures

Acquisition is part of the Library Support Services division responsible for acquiring books, journals, and other non-print materials for the HCCS libraries.

What I Do

• Orders recommended materials (physical and digital books and streaming media)

• Receive materials intake and deliver to cataloging department

• Approves invoices for payment

• Fund code maintenance

• Vendor relations

• Web Management Reports configurations

• Sierra Acquisitions records maintenance

• Monthly order reports

• Tableau data visualization

Allocations-- The total amount of funds available to meet a library's expenditures over a fixed period (usually one calendar year). In most budgets, funds are allocated by category of expenditure, called lines. 

Discount price -- In publishing, a percentage deducted from the publisher's list price for an item as an inducement to purchase.

Encumbrance --In library acquisitions, an amount charged against a budgetary fund to cover a prior commitment to purchase materials, equipment, services, or supplies, removed once full payment is made or the order is canceled. Encumbrances are tracked by the library to prevent over-expenditure.

List price -- The undiscounted price at which a new publication is offered for sale to the public, established by the publisher at the time the edition is issued. The list price is quoted in the publisher's catalog and printed on the front flap of the dust jacket in hardcover editions and usually on the back cover in softcover editions. Discounts offered to libraries, booksellers, and jobbers are computed as a percentage off list price.

Rush – Materials that are ordered by the fastest means possible and then walked through the receiving, cataloging, and processing workflows. 

**Reminder when ordering you do not have to use Midwest first you can use ProQuest or whichever vendor you are comfortable with just make sure to double check Eagle Library Search and the HCC Library catalog before you purchase physical books and eBooks.**

How to order physical books from Midwest 

Use Midwest and/or ProQuest to find the title you wish to order.  For Midwest Orders: Add it to your Selection Cart.  Add the needed information to the record, such as fund code and any notes to acquisitions. Move it to the Order Cart. Submit your cart. To send these orders to the administrator, place a check in the check box √ [Approve] you’re done. With Midwest the orders automatically come to me. 

How to order physical books from ProQuest (OASIS)

Use ProQuest (OASIS) and/or Midwest to find the title you wish to order. Use ProQuest for eBooks, only if you cannot find the title in ECM (EBSCO). For ProQuest orders: Add it to your Selection Cart.  Add the needed information to the record, such as fund code and any notes to acquisitions.  Move it to the Order Cart. Submit your cart. Email me to let me know you have submitted your cart since I sometimes get it automatically.

How to order electronic books from ECM (EBSCO)

eBooks only: Use ECM (EBSCO) preferably DRM-Free eBooks if it is available. Please order Unlimited Users if your budget allows for it. NEVER use DDA for eBooks we are not set up for this and this will cost us greatly. Call and/or email me if you are not sure what you are doing! Avoid the Concurrent Access Model (CAM) as it provides a perpetual license to e-books available on an unlimited concurrent access basis up to an annual maximum of uses (typically 365 uses). Once that number is met, the eBook becomes unavailable. 

If you cannot find the title in ECM (EBSCO) please use Oasis (ProQuest). With ECM (EBSCO) just submit your lists as I am notified of your order automatically and I can check the submitted list online. Make sure the submit drop menu says Marlinda Karo. Do not worry about fund codes not being listed in ECM just make sure that you submit your list by the three- or four-letter fund code you are purchasing for and your initials i.e. ENGL_MK or PSTR_MK.

Asking for eBooks to be rushed is a moot point...eBooks are catalog as soon as the Marc records arrive and it usually takes a few days. You will receive an e-mail notifying you that your eBooks have been fulfilled.

*If you cannot find the title(s) in ECM you may also order from ProQuest (OASIS).

***If you do not remember the new updated subject program (fund) codes please click on the link below 

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The Fiscal year is September 1^st to August 31st.  So, this fiscal year ends August 29th. Invoices paid after August 29th will apply to next year's budget. This is why all books must be ordered no later than the end of May every year. 

FY 2024-2025 Acquisition Calendar/Deadlines

• • • 15% of orders due Thursday, October 31st
    • 25% of orders due Friday, November 22nd
    • 50% of orders due Friday, February 28th
    • 75% of orders due Friday, April 25th
    • 100% of orders due Friday, May 30th ^*

*Note for Friday May 30^th this is a full stop for the orders. 

[There are always exceptions i.e. money is still available, faculty need of book, etc.]

Monthly Order report reflects the current month posted.

Midwest Password

Login at https://www.midwestls.com/ It is the either your first name or your initial of your first name and your last name and the campus that you work at for example: marlindakaro or mkaro district however if you are still having problems logging in to Midwest please just email me at marlinda.karo@hccs.edu and I will give you your username and password.

ProQuest Password

Just go to the ProQuest link to reset your password http://oasis.proquest.com there is a Forgot password? link.

EBSCO Password

Just go to the EBSCO link to reset your password http://ecm.ebscohost.com there is a Forgot Your Password? link.

When will the books get to the campuses?

To Be Determined (TBD) books usually take 3-19 weeks to arrive after being ordered. Once I receive them, they are cataloged in the order received. Please direct questions and concerns directly to Klairon Tang at klairon.tang@hccs.edu and Nora Martinez at nora.martinez@hccs.edu simultaneously as they do the cataloging and copy cataloging of the books and can best give you an estimate of their arrival to the campuses.