Penn State University Libraries - Procedures

Procedure

• Find matching item in The CAT.
• Check type of material - Send special category items to Cataloging.
• Series present? Check treatment and classification. Referral?
• Add location using Call Number and Item Maintenance wizard.
• Barcode item.
• For non-circulating items, uncheck "circulate" box in item record and change item type to REF-ITEM.
• Write call number, initials and date on flier/orf.
• Place item on marking truck or appropriate shelving area.

Processing Notes

• Make sure the item in hand meets all of the "match criteria" before adding your location to a CAT record.
  
  
• Check Classification acceptance rules before accepting a call number.
  
  
• If the item is part of a series, 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 the location in question) is not on the matching CAT record, send the item 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 CCL locations (e.g., University Park adds a Q or F to call numbers for oversized or folio volumes while CCL locations do not; the University Park Education 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 contains such a call number which is invalid for a CCL location, input a new call number by copying the 050/090 in the bib record if present and usable for a new call number. If you are unsure of a call number's validity for a CCL or UP location or there is no 050/090 to copy, send the item on to Cataloging.
  
  
• 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 and 505 (if present). When this is the case, go ahead and add the volume for the location in the record, then include the volume designator/number in the call number or barcode box when you fill out the flier. The volume designator(s) should also be included in the call number in the record. If a |z is not automatically input immediately before the volume designator upon saving your edits, input it manually. See Terms Used In Call Numbers. Also see Sets notes.
  
  
• Don't process added locations for complex sets/multi-part items.
  
  
• Don't process added locations for serials and periodicals.
  
  
• Take the appropriate statistics for Added Locations:
  
  • For each new Library Location, add 1 to Locations/Add column only in Dean's Statistics area
  • If subsequent copies of a title are added for the same location, each additional copy will be 1 added to Volumes/Add column
  • If the location has not yet been added to a set record, add 1 to Locations/Add column for the first volume of the set added and 1 to the Locations/Add column for each subsequent set volume added for that same location
  • If at least one set volume has already been added to a record for a particular location, add 1 to Volumes/Add column for each additional set volume added for that same location
  
  
• When in doubt - send item to Cataloging.

Procedure

• Find matching item in The CAT.
• Check type of material - Send special category items to Cataloging.
• Add copy using Add Item or Call Number and Item Maintenance wizard.
• Barcode item.
• For non-circulating items, uncheck "circulate" box in copy record and change item type to REF-ITEM.
• Write call number, initials and date on flier/orf.
• Place item on marking truck or appropriate shelving area.

Processing Notes

• Make sure the item in hand meets all of the "match criteria" before adding your location to a CAT record.
  
• Take the appropriate statistics for Added Copies:
  • Each additional copy after the first for a particular location will be 1 added to Volumes/Add column

Procedure

• Find matching copy in the OCLC database - or in The CAT if a record was already imported/created to support an online order record.
• Check type of material - Send special category items to Cataloging.
• Accept series from full copy if series statement is also found on item.
• [Add 590  Description based on surrogate. for new surrogate titles.]
• Input correct call number, removing extra spaces, and update Library location.
• Barcode item.
• Input "INPROCESS" as home location if sending to CatMarking. PromptCat items that are to be completed should have appropriate Home Location input.
• For non-circulating items, uncheck "circulate" box in copy record and change item type to REF-ITEM.
• Write call number, initials and date on flier/orf.
• Place item on marking truck or appropriate shelving area.

Processing Notes

• Make sure the item in hand meets all of the "match criteria" before adding holdings for the new title to a full level record.
  
  
• Check Classification acceptance rules before accepting a call number.
  
  
• Accept series from full copy. If a series statement is on copy but not on the item, or vice/versa, consider them a non-match and send the item to Cataloging.
  
  
• Remember that while University Park adds a Q or F to call numbers for oversized or folio volumes, CCL locations do not. Also, Lehigh Valley may add a lowercase "j" to the end of call numbers for books in its juvenile collections. If you are unsure of a call number's validity for a CCL or UP location or there is no 050/090 to copy and use, send the item on to Cataloging.
  
  
• Don't process new sets/multi-part items.
  
  
• Don't process serials and periodicals.
  
  
• Take the appropriate statistics for New Titles:
  
  • Add 1 to the Copy column in the Work Statistics area and 1 to the Titles/New column for each title having an active holding added to its record for the very first time
  • If subsequent copies of a title are added for the same location, each additional copy will be 1 added to Volumes/Add column
  
  
• When in doubt - send item to Cataloging.

Procedure

• Determine whether item is an added location or new title and follow relevant workflow procedures.
• See Juvenile Books documentation for special handling procedures.

Quick Processing Notes

• As with other CCL material, do not use the letters Q or F at the end of the call number for oversized juvenile materials.  If less than 10 cm, use mm instead.
  
• Remember that Lehigh Valley adds a lowercase "j" to the end of call numbers for books in its juvenile collections.
  
• Do not use Education Library call numbers beginning with "Picture Books" or "Fiction". Instead, copy the 050/090 in those records, if usable, to create another call number. Add publication date to call number if missing from 050/090.
  
• Be aware of edition statements. If the edition statement on the item differs from the edition statement on copy, consider it a non-match and continue searching for copy. Popular juvenile books may be published in several editions by the same publisher in the same year.
  
• The size of a book can be a good hint as to whether it is a match to copy or not. Be sure to have a ruler with centimeters on it for those cases when you want to check the size of a book, especially if you're not familiar with metric sizing.

   

Do not process new sets or serials. Do not process items having accompanying material unless the accompanying material has already been noted in the bib record for another location.

Procedure

• Determine whether item is an added location, added copy or new title and follow relevant workflow procedures.
• Add a "590  Description based on surrogate." for new titles only.

Processing Notes

• Refer to the same FastCat Table when determining whether to process or refer a surrogate. Give serial surrogates to the Serials Cataloging Team. Give surrogates for new video titles to the Music/AV Team or just give them to a designated Monographs Team member with any other surrogate referrals for Cataloging.
  
• Campus library staff will include requested information needed for cataloging of a surrogate item on either a CRC Form (i.e., Campus Request for Cataloging Form) or on the surrogate itself. Some campus locations may also have created their own forms.
  
• Provide a barcode for the surrogate item if a barcode number has not already been provided on the CRC Form/surrogate by campus library staff. Stick the small strip of the barcode on the form/surrogate and clip the larger part to the back of the form/surrogate with the barcode facing in so that it is not scratched by the paperclip.
  
• Take note of "Special Instructions" provided by campus library staff. They often note when a class together call number should be used for an item in a series.
  
• The campus location should be noted on the form/surrogate. Assume the item is to be cataloged for that campus library's general stacks location unless another Home Location is indicated. If the item is for the library's reference location and a CRC form was used, "Non-Circ" should have been checked on the form.
  
• For Title, Author, Publisher and Series, prefer the information on the actual surrogate versus the information provided on a CRC form. Remember that most campus library staff members are not familiar with cataloging rules.
  
• If there is a difference of one or two pages between the number noted on the provided material and in the 300 in copy, disregard the difference and accept copy if everything else matches. Refer items having a greater difference in number of pages noted on provided material vs. in copy.
  
• Campus library staff do not always round up when noting height of item. Accept a difference of one or two centimeters.
  
• If the campus library has more than one copy of a surrogate item to be cataloged, the number of copies should be noted on the CRC Form/surrogate. If the surrogate is for a second, etc., copy, it should be noted on the CRC Form/surrogate. Do not add a second, etc., copy for a campus library location if it is not indicated as such on the CRC Form/surrogate. Instead, contact that library location and ask if the surrogate was a duplicate sent in error, or if another copy of the item does exist and should be cataloged.
  
• "Second request" surrogates should be noted as such on the CRC Form/surrogate. Campus library locations may send second requests for surrogate cataloging when six months has passed since the first surrogate was sent for an item and there is no indication of the item having been cataloged, yet, in The CAT.
  
• Write the call number on the CRC Form in the call number box, if possible, or next to it if there is not enough room. When the form is not used, write the call number on the front of the surrogate in a white area near the top of the page.
  
• Initial and date the CRC Form/surrogate when cataloging is completed and place in surrogate tray on marking shelves in Cataloging area. If a CRC Form was used, it can be separated from the surrogate, which can be recycled, or they can be kept together.
  
• Take the appropriate statistics.
  
• When in doubt - send surrogate to Cataloging.