Penn State University Libraries - Maintenance

"Added Locations" refers to those monographic book items initially received at your location, as opposed to University Park, which have been fully cataloged for another location and already have a matching bibliographic record in The CAT. Instead of sending surrogates for these items, as in the past, you now have the option of adding your own location to the CAT record and then having to request only the necessary labels from UP. Add locations only for monographic books and only after being trained to do so in WorkFlows. Titles you receive that have not yet been fully cataloged for any other location still require surrogates to be sent to University Park for processing.

Procedure (See Processing Notes below):

• Find matching item in The CAT.
• Check format and record status. - Send a surrogate for items other than monographic books and new titles.
• Series present? Check to see if your location uses a class together call number for items in that series. Send surrogate if in doubt about type of call number to use.
• Add location using Add Volumes and Call Numbers Wizard.
• Barcode item or request UP send barcode later with labels if requesting labels.
• For non-circulating items, uncheck "circulate" box in copy record and change item type to REF-ITEM.
• Change Home Location to INPROCESS or the actual shelf location (e.g., STACKS-XX). Note: Leaving the Home Location as INPROCESS will generate a message in the WebCat: Material being cataloged - Ask at a Service Desk and may prevent patrons for looking for the item on the shelf before you receive the labels and shelve the item.
• Submit label request form for book if you don't print out your own labels. If barcode was added, include it in "current Item ID" box. Check the appropriate option in the Edit Status of Record box.

Added Locations Processing Notes:

• Make sure the item in hand (a book) meets all of the "match criteria" before adding your location to a CAT record. Do not add locations for items other than monographic books.
  
  
• Try searching for matching records in The CAT a number of different ways: by isbn, title, lc number, etc.
  
  
• If a matching record is found in The CAT for the item in hand but the only Vol/Copy record contains ACQUISTNS as the Library and/or ORDERED as the Home Location, DO NOT add a Vol/Copy record for your location. Treat the item as a new title and send a surrogate. The record found was input to support an online order record for the title and the item has not yet been received or cataloged.
  

  Also, if the only Vol/Copy record has INPROCESS as the Home Location, DO NOT add a Vol/Copy record for your location. It may be a PromptCat record for an item that has not yet been cataloged. If you wait a month or so, the PromptCat item may be cataloged and you can then add your location. If you don't want to wait or keep checking back, treat your item as a new title and send a surrogate.
  

• If a matching record is found but it is only a brief title record, DO NOT add a Vol/Copy record for your location. Treat the item as a new title and send a surrogate.
  
  
• If the item is part of a series, remember to search the series in The CAT before adding your location. When looking at the search results, watch for class together call numbers. If a usable class separately or class together call number (determined from prior treatment of items in the series for your location) is not on the matching CAT record, send a surrogate to Cataloging.
  
  
• Be aware that University Park and other locations may use unique call numbers modified specifically for certain types of material for their locations which would not be appropriate call numbers for your location (e.g., University Park adds a Q or F to call numbers for oversized or folio volumes while most CCL locations do not; the University Park Education & Behavioral Sciences Library uses free form call numbers for some of its picture books, juvenile and young adult fiction such as "Fiction A5454ja 1988"; Lehigh Valley may add a lowercase "j" to the end of call numbers for books in its juvenile collections). When the only call number in matching copy is a call number that is invalid for your location, send a surrogate. If unsure of its validity for your location, send a surrogate.
  
  
• If the item is part of a set, make sure that the volume being added already appears on the set record in the form of the 300|a, 505 (if present) and is listed as being owned by another location. When this is the case, go ahead and add the volume for your location in the record. Include the volume designator and volume number at the end of the call number in the label request form, or input that information in the Vol. Designator(s) box (e.g., v.1).
  
  
• If you find a matching record in The CAT that is fully cataloged but includes a note about an accompanying disc (e.g., CD-ROM, sound disc) that you do not have, send a surrogate and note that you do not have the disc. If the opposite is true (i.e., you find a matching record but it does not mention an accompanying disc that you have), send a surrogate.
  
  
• Don't process added locations for complex sets/multi-part items, or for those items which are not already listed in the catalog for another location.
  
  
• Don't process added locations for serials, periodicals, scores, videos, maps, rare books or manuscripts. Locations should only be added for books.
  
  
• It is no longer necessary to take and send statistics for cataloging maintenance work.
  
  
• Request label(s) as necessary.
  
  
• WHEN IN DOUBT, SEND A SURROGATE.

The CCL Label Request form, in addition to being used to request labels, also serves to notify Cataloging of a change in holdings.

Use the CCL Monograph Label Request form when:

• adding a second, third, etc., copy of a title already cataloged for your location
• adding your location for a title that has already been cataloged for another location (send a surrogate for a title new to PSU Libraries)
• adding a new volume of a set if the volume is already listed in The CAT for another location - if not, send a surrogate
• replacing damaged, incorrect or missing labels
• replacing a volume exactly matching a lost item (if not a match, send a surrogate)
• tranferring an item from one library location to another and a new label is needed

For music/av items, use the CCL Music/AV Label Request Form when:

• adding a second, third, etc., copy of a title already cataloged for your location
• replacing damaged, incorrect or missing labels
• replacing a video/music item exactly matching a lost item (if not a match, send a surrogate)
• shelving accompanying material (e.g., audio CD, cassette, video) separate from main text/item
• tranferring an item from one library location to another and a new label is needed

For serial/periodical items, see Serial Label Requests.

Do NOT use the CCL Label Request form to request labels for a title as yet uncataloged for any location in the Penn State University Libraries (see Surrogate Instructions). If a record exists in The CAT for your item, but the only copy record indicates the item is INPROCESS or ON ORDER and has not yet been received by any location, DO NOT add your location to the record. Send a surrogate. If you find only a brief title record in The CAT for your item, send a surrogate.

Online Maintenance Forms (staff only)

Report errors found in CAT records to Cataloging via one of the online maintenance forms, especially errors involving call numbers and holdings. Errors may include misspellings, typos, invalid headings, or other problems found within a bibliographic record.

For errors in Serial records, the OOPS function can still be used at any selected record in the WebCat to report an error. (See Serial OOPS.) Read the updated instructions for sending Oops via The CAT.

When submitting an OOPS for a serial record, include initials (i.e., user id) and campus location, especially if a request is being made to update or edit campus holdings in any way. Requests affecting holdings will not be processed without faculty/staff identification in the message.

Again, for monographic items, use the online maintenance forms for holdings requests/changes.

When Cataloging Services reclassifies a title owned by a CCL location, that location will receive a printout of the online CCL Re-mark Request Form stating the reason for reclassification along with new labels for the item. If the item is lacking a barcode in the bibliographic record, Cataloging will also add a barcode to the record for the item and send the barcode along to the CCL location as well.

To request that a call number be changed, use the online Monograph Call Number Maintenance Form for books. Use the online Serial Call Number Maintenance Form for serials. For items in other formats, use the appropriate Label Request Form:

• send a CCL Music/AV Label Request Form, CCL Monograph Label Request Form, CCL Serial Label Request Form
• leave the "Call Number" box blank
• write "reclass" or "reclass to [preferred classification]" on the form in the "Other Instructions" box

Cataloging uses the LC classification schedules. If the requested classification does not agree with the LC classification schedules and there is more than one appropriate classification number for an item, Cataloging Services will use the one most likely to keep similar materials together.

When recataloging of an item includes a call number change, each location owning the item affected by the change will receive new labels along with a printout of the online CCL Re-Mark Request Form stating the reason for the call number change (e.g., monograph has become a serial; recataloging done to resolve duplicate call numbers). Any of the locations owning the item and not having a barcode in the bibliographic record will also receive a barcode for the item, which will be added to the record by Cataloging staff. The holding location may also initiate the request for a call number change by using the appropriate Call Number Maintenance Form (see Reclassification section above).

Lost/Missing Items - Barcoded | Lost/Missing Items - Unbarcoded | Defective/Damaged Items | Forms (staff only)

Lost/Missing Items - Barcoded

Barcoded lost or missing items which are being replaced must remain in The CAT until all established search procedures have been completed for them. Their replacements are treated by Cataloging as added copies, added volumes, or new titles.

• Place a Lost/Missing Charge on lost/missing items so that staff see the correct status in WorkFlows and so the item is shadowed from the public
• Complete all search procedures for the replaced items
• Submit withdrawal request for the items via the appropriate online Withdrawal Request Form (use Forms link above), via the OOPS function for serials, etc. See Withdrawals for additional options. Some withdrawals may be performed on-site without Cataloging involvement.

Premature deletion of lost/missing barcoded items from The CAT can lead to problems concerning refunds for found books, etc. When holdings for barcoded items are deleted, the system deletes the corresponding patron information associated with the item as well.

If you decide to request the withdrawal of a replaced item before all established search procedures have been completed, first notify a librarian or selector. Also, if a personal reserve has been placed on an item which is going to be replaced and is slated for withdrawal, notify the patron who placed the reserve before the actual withdrawal. Faculty, staff, and grad students have the option of requesting the item from Interlibrary Loan if the replacement has not yet been received.

Lost/Missing Items - Unbarcoded

Unbarcoded lost or missing items have a system generated item id in the Unicorn system. Unless withdrawal requests were already received and processed for them, they will be handled in the same manner as barcoded lost or missing items.

Defective/Damaged Items

Defective or damaged items chosen to be replaced that are pulled off the shelves and disposed of by staff may have withdrawal requests submitted for them via one of the online Withdrawal Request Forms (use Forms link above) or the OOPS function (for serials) without delay. See Withdrawals for additional options. Some withdrawals may be performed on-site without Cataloging involvement.

Monthly statistics used to be required for various maintenance activities (i.e., added locations, withdrawals, transfers) that affected holdings information. With the implementation of Director's Station, it is no longer necessary for you to send statistics to Cataloging each month.

In-House Transfers | Transfers Between Library Locations | Forms (staff only)

Transfers may take place between collections within a library (e.g., Reference to General stacks) or between library locations (e.g., Berks to Shenango). Both cases necessitate editing of the transfer item's Vol/Copy record in The CAT. New labels may or may not be needed. (If the item is a serial/periodical, also see Serial OOPS).

In-House Transfers

Request Cataloging to make the necessary edits via the appropriate online Location Change/Transfer Request Form (use Forms link above), or via the OOPS function. If using OOPS, remember to include the correct barcode and new location (see Home Location/Marking Description List) for the transfer item.

OPTION
Staff trained in editing of monographic bibliographic records have the option of making the necessary edits themselves - for *monographic items only*.

To request new labels for transfer items, if new labels are needed, use the appropriate Label Request Form (use Forms link above). (If the item is a serial/periodical, see Serial OOPS.)

Transfers Between Library Locations

The receiving location, preferably, is to notify Cataloging of the transfer via the appropriate online Location Change/Transfer Request Form (use Forms link above). Another option is to use the OOPS function, making sure to include the barcode of the transfer item and new location code (see Home Location/Marking Description List). Request a new label if necessary.

While the item is in transit to its new location, the Home Location may remain unchanged. It will be updated by the receiving location. Do NOT change the Home Location to Withdrawn temporarily as we are now running reports to remove Withdrawn items from The CAT.

OPTION
For *monographic items only*, if the sending and/or receiving libraries have staff trained in maintenance editing, they have the option of making the necessary edits themselves, or of notifying Cataloging of the transfer via the appropriate form or OOPS function. If one or both of the locations have a staff person trained in maintenance editing and they choose to edit The CAT record themselves to reflect the transfer, they must:

• decide which staff person, either at the sending or receiving location, will edit the record
• make the necessary edits in the copy record
• have the receiving location request new labels if necessary via the appropriate Label Request Form  (use Forms link above) or the OOPS function

If the item is a serial/periodical, see Serial OOPS.

It is important that Vol/Copy records of transfer items be edited in a timely manner so that the database can be kept accurate and current. Cataloging requires prior notice for large-scale transfer requests which require considerable staff time so that the transfers can be handled as a project.

See the online Withdrawal Procedure.