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Acquisitions Overview

Acquisitions is a vital component of the Library Support Services division, responsible for obtaining books, journals, and other non-print materials for HCCS libraries.

My Responsibilities

• Ordering Materials: Procure recommended physical and digital books, as well as streaming media.
• Material Intake: Receive and deliver materials to the cataloging department.
• Invoice Approval: Review and approve invoices for payment.
• Fund Code Management: Maintain accurate fund code records.
• Vendor Relations: Foster and manage relationships with vendors.
• Web Management: Configure reports for web management.
• Symphony Acquisitions: Implement and manage the Symphony Acquisitions platform for streamlined ordering and inventory management.
• Monthly Reporting: Generate and analyze monthly order reports.
• WT COX Serials: Manage serials (magazines and periodicals) through WT COX.
• Data Visualization: Utilize BLUEcloud Analytics to transform complex datasets into clear graphs and charts, enabling quick comprehension of trends and patterns.

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. 

Budget -- The total amount of funds available to meet a library's expenditures over a fixed period (usually one or two years). 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 the list price.

Monographs – Materials in any format that only have to be paid for once. Books, eBooks, Music CD’s, DVD’s, etc.  A key concept for monographs is that they are complete in one piece.

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

**Check the library catalog

You would be surprised how many requests we get for books that we already own. Before submitting a purchase request, please check the library catalog to be certain that HCCS Libraries does not own the title or have the title already on order.**

How to Order Physical Books from Midwest

1. Find Titles:
   • Use Midwest to search for the title you wish to order.
2. Place an Order:
   • Add the title to your Selection Cart.
   • Include the necessary information, such as the fund code and any acquisition notes.
   • Move the title to the Order Cart.
3. Submit Your Order:
   • Submit your cart.
   • To send the orders to the administrator, check the box labeled √ [Approve]

 Once you approve the order, it will automatically be sent to me.

How to order electronic books from ECM (EBSCO)

Ordering Guidelines:

1. Select eBooks Only: Use ECM (EBSCO) and prioritize DRM-Free eBooks when available.
2. User Access: If your budget permits, opt for Unlimited Users access.
3. Avoid DDA: Do not use Demand-Driven Acquisition (DDA) for eBooks, as we are not equipped for this, and it could lead to significant costs.
4. Concurrent Access Model (CAM): Refrain from using CAM, which provides a perpetual license with a maximum of 365 uses per year. Once this limit is reached, the eBook will no longer be accessible.

Submission Process:

• Submit your lists through ECM (EBSCO). I will be notified of your order automatically, and can check the submitted list online.
• Ensure the submit drop-down menu is set to Marlinda Karo.
• Don’t worry about fund codes not appearing in ECM. Just use the three- or four-letter fund code you are purchasing for, along with your initials (e.g., ENGL_MK or PSTR_MK).

Important Note:

• Rushing eBook orders is unnecessary; they are cataloged as soon as the MARC records arrive, which typically takes a couple of hours or a few days. You will receive an email notification once your eBooks have been fulfilled.

If you have any questions or uncertainties, please feel free to call or email me!

***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 runs from September 1st to August 31st. 

I am taking orders now until Wednesday, October 29th!!!

Due to the migration of Sierra to SirsiDynix and SirsiDynix going LIVE on November 20^th, the deadlines for remaining orders are as follows:

FY 2026 Acquisitions Calendar/Deadlines

• 25% of Orders Due: Thursday, February 26th
• 75% of Orders Due: Thursday, March 26th
• 100% of Orders Due: Thursday, April 30th

*Note: This is a Full stop for orders except for faculty requests through the end of the year. 

Midwest Password

To log in at Midwest Library Service, use either your first name or the initial of your first name followed by your last name and the campus you work at. For example, marlindakaro or mkaro district. If you encounter any issues logging in, please email me at marlinda.karo@hccs.edu for assistance with your username and password.

EBSCO Password

To reset your EBSCO password, visit EBSCO and click on the “Forgot Your Password?” link.

Book Arrival Timeline

For books marked as "To Be Determined" (TBD), please note that they typically take 3-19 weeks to arrive after being ordered. Once received, they will be cataloged in the order they arrive. For questions or concerns, please contact Klairon Tang at klairon.tang@hccs.edu and Nora Martinez at nora.martinez@hccs.edu, as they handle cataloging and can provide the best estimates for arrival times.