Order Forms
For price quotes or to submit order requests with a one-time cost greater than $3,000 or for subscription resources in Juntar.
Process
Review process:
- order request received by APCS; other documentation gathered if needed
- request added to a Collections Committee meeting agenda and information is shared with Committee members
- committee members may gather more information and/or discuss the request with their department
- request is discussed, voted on, and, if approved, prioritized during the Collections Committee meeting
*APCS strongly recommends that you request a trial for databases and large collections before placing an order request
Order process after review (some resources do not need to go through each step):
| Step | Step Tasks | Approximate Time |
| 1 | APCS and BSO determine availability of funds for acquisition | 2 weeks, depending on current workload and need by date |
| 2 | APCS may negotiate price | 2 weeks, depending on the amount of preparation and priority |
| 3 | APCS submits order to ACR | 1 day |
| 4 | ACR directs vendor to submit tax and payment information in UT system's PaymentWorks | 7 days |
| 5 | ACR requests accessibility documentation, manually tests the accessibility of the resource, requests that the vendor complete a roadmap, and creates an alternative access plan (if applicable). Note that alternate access plans must be approved by UT Libraries Administration and the Office of Equity & Diversity. | 1 to 6 months, depending on the availability of documentation and communication with the vendor |
| 6 | ACR negotiates library-specific terms with the vendor and then submits agreement/license/terms & conditions to the UT Contracts Office for additional edits and signature | 2 to 6 months, depending on how quickly the vendor responds and agrees to UT changes |
| 7 | ACR's Resource Acquisitions creates and submits a purchase order, which must be approved by UT Procurement | 7 days |
| 8 | ACR's Resource Acquisitions officially submits the order request to the vendor and requests an invoice; BSO submits payment | 1 week to 1 month, depending on how quickly the vendor responds |
| 9 | ACR's Resource Management and Cataloging make the resource available and discoverable | 7 days |
Submitting Orders in Juntar
Log into Juntar
Select the Create icon in the top taskbar
Item Information:
- Select the appropriate item type at the top of the form and enter information in the relevent fields.
- Including a link in the Where did you find this field helps eliminate any confusion with similar titles.
Price Information:
- The amount entered may be an estimate.
- If you have a price quote, attach it at the end of the form.
Routing:
- Select the primary subject area fund that will use the resource.
- FGEN and PGEN are typically only used upon direction from APCS or ACR.
Collections Committee:
- A list of 11 questions will likely appear in the form. (Their appearance is triggered by price or routing. Don't worry if you do not see them.)
- These questions will be used by the Collections Committee to better understand the request.
- Providing as much information as possible in response to each question will make the Committee's review easier.
- The Add Attachment option at the bottom of the form (screenshot above) can also be used to provide the Committee with additional information.
Submit:
- Check the box at the bottom of the screen and click the submit button.
