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Aleph@UF: Catalog Problems Mailbox

Cataloging procedures and policies

Catalog Problems Mailbox

Updated November 2019 by Greg Allen

Catalog Problems Mailbox Guidelines

The Catalog Problems mailbox ( is monitored by members of the Cataloging and Discovery Services Department  Managers Group (CMG) on a rotating basis.  Each month a CMG member is responsible for monitoring the mailbox regularly to ensure a timely response.  Another CMG member serves as back-up. 

Catalog Problems Schedule, January 2019 - December 2020


Month               Lead / Back-up

January 2019 Greg / Jorge
February Dave / Greg
March Hank / Dave
April Doug / Hank
May Jorge / Doug
June Greg / Jorge
July Dave / Greg
August Hank / Dave
September     Doug / Hank
October Jorge / Doug
November Susan / Jorge
December Greg / Susan
January 2020 Dave / Greg
February Hank / Dave
March Doug / Hank
April Jorge / Doug
May Susan / Jorge
June Greg / Susan
July Dave / Greg
August Hank / Dave
September     Doug / Hank
October Jorge / Doug
November Susan / Jorge
December Greg / Susan




  • Include lib-catproblems when replying or forwarding messages to maintain the record of activity in the mailbox.  Using reply to all comes in handy, but you might need to remove an entry, such as Mango
  • It’s possible to change who the e-mail reply is from by clicking the arrow in From.  The default is to send the e-mail from lib-catproblems.
  • When responding to a patron, include your name and affiliation (e.g., [Name], Cataloging and Discovery Services Department, Smathers Libraries, University of Florida)
  • When the subject line says “Someone reported a problem with this record” change it to more descriptive text (e.g., problem title) before forwarding.
  • When problem is resolved or referred, move the e-mails to the Completed folder (e.g., Completed FY18).  You don’t have to follow-up on problems referred to er-help or circ, unless there is a need to coordinate a response.
  • Keep an eye on the Junk E-Mail folder.  Occasionally e-mails end up there instead of the Inbox.
  • The In Process folder includes individual folders to place in-process e-mails if desired.  Some of us use our individual folder; some don’t.  Please don’t put e-mails there and then neglect to follow-through.

Broken Links

  • Forward e-resource package broken links to as needed (see canned message below).
  • If the broken link is not part of a package, update the link if possible.  Otherwise, the link will need to be removed.  If the bib is an e-resource record, suppress the UFER holding.  



Library West Contacts

User Services (if it involves a patron)

  • Includes rushes, notifies, missing items not on shelf
  • Unit is also responsible for intake of new materials from Cataloging and Acquisitions
  • Contact 

Collections Services (all other issues/questions)

Law Library

Patron Driven Acquisitions

  • PDA (Patron Driven Acquisitions) problems should be emailed to: Jason Heckathorn’s unit in Acquisitions at
  • The way to identify the PDA catalog records is at the very bottom of the report. 
  • The place where the UF bib sys number is…it says UFPDA003437318. 
  • Only Jason and Collections Support Unit staff can get into the PDA MARC records.
    • If unsure you can just forward to Electronic Resources and they will make sure Jason and his unit get it.


SUL Union Catalog


  • Refer problems with embargoed content (i.e., the record says RESTRICTED TO UF STUDENTS, STAFF, FACULTY, AND ON-CAMPUS USE UNTIL 2014-12-31 but it's February 2015) to G.W. Swicord at:


  • For Mango and union catalog issues contact the FLVC Help Desk at:


How to delete an erroneous eBook or eJournal icon from MANGO

Go into the ALEPH bib record. If the 856 field contains any of the text strings below, the icon will NOT display in MANGO. Simply add the appropriate text string to subfield y,  z, or 3 in the 856 field.

                                  "also available online"
                                  "also issued online"
                                   "table of contents"
                                   "tables of contents"
                                    "sample text"
                                    "book review"
                                    "front pages"
                                    "no longer available"
                                    "film clip"
                                    "film clip"
                                    "web site"

                             More information is here: How does an eBook or eJournal icon get Created in MANGO?

Canned Messages

Link issue

Thank you for reporting the problem. I just tried the link from on campus, and it seems to be working. Were you on or off campus when you had the problem? If you were on campus, it is possible there was a temporary interruption of service. If you were off campus, you would need to use one of the two methods described here. I would recommend using the main campus VPN client. It is considered to be more reliable for accessing the Libraries' materials. If you have difficulty installing the VPN, you can contact the Help Desk at (352) 392-HELP (4357). Please let me know if you are still unable to connect to the resource. 


Link still doesn’t work for patron, or it also didn't work for you.

I am copying our Electronic Resources Unit so that they can look into the problem.


Link issue with ProQuest Ebook Central titles.

Thank you for reporting the problem. For titles in the ProQuest Ebook Central collection you will need to log in with your GatorLink account, regardless of whether you are on or off campus. Try that and please let me know if you are still unable to connect to the resource.


Not on shelf

Thank you for reporting the problem. I am forwarding this to the Circulation Unit at [name of library]. I would check the shelf one more time and if you still can’t find the book, report the problem to staff at the service desk. Check with the service desk to see if you can use UBorrow which would allow you to request the book from another Florida university or Interlibrary Loan.


Not on shelf  - ALTERNATIVE

I see that the book was recently returned to the library. It may not have yet been shelved when you checked the shelf. I would check the shelf again. If you don’t locate the book, ask at the circulation desk and let them know it was recently returned. It may be sitting on a book truck.


UF does not own requested resource.

You might try requesting the book through Interlibrary Loan. I also see that it is available through other Florida university libraries: [link to Mango here]. Sign in to use UBorrow and you can request the book from another school. This latter method is probably faster. Hope this helps.


Book has an item processing status indicating it is in Cataloging, Acquisitions, or In Transit

Book has an item processing status indicating it is in Cataloging or Acquisitions or no item at all (the problem can be referred to Doug Smith). Respond back whether the book has been found or not.

See the following note for patron --  We will initiate a search for the item you are looking for. If it is found, we will process the book. If the item cannot be located, we’ll let you know a couple of alternatives for getting a copy.


Report of a problem requiring record editing (e.g. misspelled title).

Thank you for reporting the problem. It’s been fixed. In some cases, it may take up to three days to display correctly in the library catalog.


Patron request that we pull an item from the shelf for them.

We received your request. This is something that is out of the scope for reporting catalog problems. I am forwarding this to the Circulation Unit at [name of library] so that they can respond.


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