Penn State University Libraries - Set Cataloging Notes

• A set record is most often based on the first volume of the set to be published. Later volumes may contain varying information. Do not update descriptive fields to match later volumes. Instead, use other fields (e.g., 500 notes, 246) to indicate the varying information if necessary or important.
• Sometimes both set copy and individual records may be found for the same title. When this is the case for a new title and you can't decide which is best to use, refer for a decision.
• Do not confuse the presence of a 245|n and |p in copy for a single item with set copy (i.e., |n voluming does not go in the call number).
• Delete angle brackets and the information within them from all monographic set records (especially in 260|c, 300|a, series).
• Sometimes a volume from a different edition will be ordered to complete a set. This is call a "Mixed edition" set and requires that some fields and/or notes be added to the record. Example:

  250    3. ed.

  500    Vols. 3-4 edited by J. Jorge Klor de Alva and others.

  590    Mixed ed.; v. 3-4 have imprint: Madrid : Siglo Veintiuno Editores. 1. ed.

• Add 020s for individual volumes and qualify them by their volume numbers. Input a space between volume designator and number. Separate different types of qualifying information by a space colon space.
  
  9780979149481 (v. 1)
  9780979149467 (v. 1 : CD-ROM)
  9780979149498 (v. 2)
  
  
• Do not add series ISBNs, but do add set ISBNs, when using set copy, and qualify them as such.

Occasionally you may come across a set which has its title changed in a subsequent volume. One way to handle this is to leave the 245 as is and input a 246 for the variant title. Example:

246    1#    |iTitle on vols. 4-5:|aNew title here

or

246    1#    |iVol. 4 has title:|aNew title here

• The first date in the 260|c should reflect the earliest date that any of the volumes was published, which is not necessarily the publication date of volume 1. This date should match the date in Fixed Fields Date1.
• The 260|c should remain open unless the set is known to be complete, even if we don't have all the volumes.
• If a set is open, the Dat_Tp in the Fixed Fields area should be "m" and Date2 should contain "uuuu", unless the set is a reprint, in which case Date2 will be the original publication date of the set.
• When the set is closed and the last date any of the volumes was published is known, Fixed Fields Date_Tp, Date1 and Date2 should be adjusted as necessary. It is possible for all volumes of a set to be published in the same year in which case the Date_Typ will be "s" with only a single date in Date1.

• The 300|a should remain open unless the set is known to be complete, even if we don't have all the volumes.
• A set may have a complete 300|a and open 260|c if the number of volumes in the set is known, even though the last volume has not been published.
• The number of physical volumes may not match the number of bibliographic volumes, which is noted in the 300|a.
• Sets with continuous paging should have the paging included in parentheses in the 300|a following the number of set volumes.
• Supplements/guides/plates/accompanying material, etc. are sometimes included in a set record's 300|e and/or 500 note, and other times they are given their own record depending on a number of things: does the "accompanying" material have its own ISBN: is it substantial in size/paging? does it have a different author/title? does an individual record for it already exist?
• If volumes in a set are different sizes, give the span in the 300|c. If one or more are oversized, make all oversized in the call number.

• For sets having numbered series, add the subsequent series numbers to the series statements.

• When adding a volume to a set record, check the original OCLC copy for notes that may have been added for subsequent volumes that you can copy and add to The CAT record. Update volumes cited in notes when applicable (e.g., 500, 541).
• 505s should have a first indicator 0 if complete/closed and may contain information on items we don't have; 505s should have a first indicator 1 if incomplete.
• The first volume designator in the 505 should not be capitalized unless the word represented by the abbreviation is normally capitalized in the language of the designator (ex. Bd. 1. in German).
• Input a space between each volume designator and number.
  
• A set may be open in the 260|c but have a complete 505 if all the distinctive titles are mentioned in initial volumes and added to the 505.
• Accept enhanced 505s with a second indicator of 0 and subfielding within the contents note.
• Voluming/designators in the 505 should match the voluming/designators in the call number. Supplied information should be bracketed only in the 505.
• [No distinctive title] can be used for volumes in 505s lacking an individual title when some volumes in a set have distinctive titles and others do not.

• All volumes of a set will use the same date in the call number - that of the earliest volume published, which is usually, but not always, volume one. An exception may be sets within class together series, since dates are not usually used in class together call numbers.
• Sets having a class together call number, where the numbering is based on the series volume number and is different for each set volume, should not have the set voluming included in the call number or written on the flier (e.g., Methods in enzymology). If the class together number is the same for each volume, it is okay to include the set voluming, as well. Dates are not generally used in class together call numbers unless the item is a 2nd or later edition.
• A |z should precede the volume designator in the call number. It may be necessary to manually input the |z before some foreign language designators. It may also be necessary to move the position of the |z in some class together call numbers.
• For oversized sets, the Q and F designations should always appear as the very last element in the call number.
• Do not include diacritics for volume designators in the call number.
• The volume designator written on the flier must match the designator in the call number.
• If one flier is used for multiple volumes, do not include any of the volume numbers in the call no. area. Instead, write the individual volume designators/numbers next to the matching barcodes on the flier. Do not assume that the barcodes are on the flier in the proper order, especially if the title is in a foreign language.

• The first volume of a new set title to be cataloged counts as 1 new title and 1 copy/original/mlp statistic.
• Each subsequent volume of a set title added to a record for the same location counts as 1 Volume Added.
• The first volume of a set title cataloged for a second or later location counts as 1 Location Added.

Also see:
Terms Used in Call Numbers
Cardinal and Ordinal Numbers from Yale University Library
Vernacular Designators from Princeton University Library