CCL Manual
- Cataloging Policies
- Contacts
- Forms (Staff Only)
- Glossary
- Home Locations
- Maintenance
- Physical Processing
- Serials
- Surrogates
- Workflow
Maintenance surrounding serial holdings can be complex. We list and track serials holdings for every library in five different places, including OCLC for Interlibrary Loan purposes. Please refer maintenance activities pertaining to processes outlined below to the Serials Cataloging Team.
When a title in hand is new to The CAT or new to your location, submit a surrogate using the standard CCL Request for Cataloging Form (both Web and hard copy versions are available for use), or simply write the same information on the surrogate depending on your preference.
Serials/Periodicals
When submitting surrogates, follow these guidelines:
Example of serial surrogate:
Example of periodical surrogate:
Campus:
Identify the campus sending the request. Enter your campus name.
Date Sent/Initials:
The date that you completed the information or sent the surrogate to UP and initials of the staff submitting the request.
Library:
Name of the Call Library.
Home Location:
Location within the call library where the volume(s) will be shelved. See Home Location/Marking Description List for location codes.
Non-Circ?:
Indicate whether or not the volume(s) will circulate. If volumes are shelved in two locations, use this box to indicate circulation status of latest edition (i.e., latest in reference) and use the Special Instructions box for previous volumes.
Author/Title (optional if on surrogate):
Author-A serial/periodical title normally does not have a personal author, but could have an issuing body. If you can identify the issuing body, include it in the author/title area. If unsure, include this information in your surrogate documentation.
Title-Always use the earliest or first issue or volume for new titles. For title changes, submit a surrogate for the current title using the earliest available issue that indicates the title change.
Call Number:
LCCN (LC Card No., i.e., LC Control Number)(optional):
If the LC control number or ISSN/ISBN numbers are available, record them. If more room is needed, place information in the Special Instructions box.
Publisher, Yr., Edition (optional):
Include publisher information if you can identify it in the supporting documentation. Photocopy everything you think might be publisher information. Year and edition information will be included in copies/volumes area for serials.
Series:
Serial/periodical titles normally are not part of other series. Leave blank unless you can identify a series present in the supporting documentation. If an apparent series title appears and you are unsure, include this information in your surrogate documentation.
No. of Copies, No. of Volumes:
In order to set up your MARC holdings accurately, use this area to list holdings as they are to be displayed in The CAT. It is important to clearly indicate what volumes and issues you have, leaving gaps when your holdings are incomplete.
If you have a standing order, note the starting volume and date of your holdings and write "to date" at the end:
2007-To Date
v.29 no.3 1998-To Date
3rd ed. 2000-To Date
v.1,no.1-4, 1928; v.1,no.8-12, 1928; v.3, 1930
For limited retention holdings (latest 2 years only, current 6 months, etc.), note:
Current Edition only
Current 2 Years only
Current 6 Months only
If keeping the most recent edition in your reference section and previous editions in the stacks, make a note that says:
Latest in Reference
If you notice changes in a title or a change of numbering and you are sending separate surrogates and CRC forms to document the change, be sure to show the holdings separately for each title.
Special Instructions:
Use for all additional information. You may attach a note if more space is needed. Additional information may include:
For microform reproductions, supply information for the original publication in the form; supply information applying only to the microreproduction as special instructions (i.e., transcribe the type and number of microforms, plus the place, agent, and date of reproduction).
Submitting your Surrogate
Send your serials surrogates directly to our team. Address them to:
Serials Cataloging Team
126 Paterno Library
Alternatively, you can submit your requests to the Cataloging Department and they will be routed to this team. However, this option may delay processing of the request.
The Cataloging Department may send a CCL Serial Title Change Notification form to a CCL location informing the campus of changes to one of their titles. The serials cataloger will fill out the form through the title change information portion of the form. In many cases a response is required. If so, complete the lower portion of the form. If there are questions about the form, e-mail the Serials Cataloging Team.
Use the online Serial Label Request Form for volumes that need to be added to existing holdings (i.e. a MARC holdings record is already established for that campus location). These include:
Once the request is received by the Cataloging department, a print-out of the request form is sent by mail to the home library. A barcode and a spine label will be attached to the print-out. Instructions for transfer or withdrawal of previous volumes will be included.
Use the CAT record to check the status request. If it is still being processed, the Home Location will display "IN-MARKING;" if it is completed and in route, the Home Location will display the permanent location.
If the cataloger discovers that new labels will be required for volumes held at a campus location, a Label Request will be sent to CatMarking and labels will be produced and sent to the campus. The campus will then be responsible for changing the labels on the spines of the books as indicated.
CCL serial titles are itemized in The CAT so that labels can be produced automatically. The barcodes are sent to the campuses with the labels and must be applied to the volumes by CCL staff.
Labels to replace damaged or missing labels can also be requested. Indicate the unique holdings information for the label that you are requesting (e.g., v.2, 1990). Give any barcode information that is available from the CAT record or from the item in hand.
For instructions for label requests for new volumes of previously cataloged materials, refer to the Added Volumes section of this page.
Notify the Serials Cataloging Team of corrections or updates to holdings, corrections to the cataloging records, withdrawals and transfers, through OOPS. Clearly state the correction required, indicate the Library location needing the correction, and identify the sender.
See the Using Oops instruction page.
Alternatively, use the online serial maintenance forms available to you.
