Penn State University Libraries - Paperwork Completion

1. Barcodes
2. Call Number Placement
3. Writing the Call Number
4. Initials/Date
5. Inserting Paperwork in Books

Most items received in cataloging will already have a barcode applied to them, with the exception of paperback items that need to be bound. The smaller barcode strips will be applied to the accompanying paperwork, or the barcode numbers will be written on it. When a cataloger catalogs an item that lacks a barcode, whether it is the main text, accompanying material, volumes in a set, etc., apply the small barcode strip of numbers to the accompanying paperwork (e.g., flier, orf, mof, printout). If more than one barcode strip needs to be attached to or written on the accompanying paperwork, it may be necessary to use the back of a flier, yellow slip, etc. The larger barcode strip will be handled differently, depending on the type of item in hand.

Paperbacks

Do not apply the larger barcode strip to a paperback item. Instead, paperclip it to the accompanying paperwork, printed side facing in against it so as not to be scratched.

Hardbacks

Apply the actual barcode to the item in the lower right hand corner of the back cover, leaving about half an inch between it and the edges of the book if possible. Placement of the barcode may need to be adjusted depending on information that may be printed on the back cover. Do not obscure isbn information or any other information that may be significant with the barcode strip. If there is a printed barcode on the back cover in the lower right hand corner, try to place the barcode strip over it.

Optionally, paperclip the barcode to the accompanying paperwork and CatMarking staff will apply it to the item later.

Surrogates

Campus staff sometimes barcode items before sending surrogates for them. They may have applied the smaller barcode strip to the surrogate or CRC form, or written the barcode number on the surrogate or form. When that is the case, use the barcode number supplied. It will not be necessary to supply a different barcode unless specifically requested by campus staff.

If campus staff have not supplied a barcode for a surrogate item, the cataloger will need to supply one. Apply the smaller barcode strip of numbers to the CRC form in the appropriate space or, if a form was not used, apply it to the surrogate somewhere near the top in a blank area, leaving room to write the call number above it. The larger barcode strip should be paperclipped to the CRC form or surrogate, printed side facing in so as not to be scratched.

If the accompanying paperwork has a call number box, use it.

If the accompanying paperwork doesn't have a specified call number box, find a blank area of the paperwork (e.g., back of ORF, front of yellow slip, back of printout) and write the call number in the upper left hand corner, above the barcode strip.

For surrogate items, use the call number box if a CRC form has been used. When the CRC form has not been used, try to find a blank area near the top of the surrogate in which to write the call number.

• Write clearly and in block letters.
  
  
• Include "Q" and "F" designations when appropriate. (See Oversized Monographs in Classification.)
  
  
• Make sure the correct Home Location is noted somewhere above the barcode number. Fliers will have a designated area for the Home Location.
  
  
• When recording the call number in the appropriate area, break the call number into lines at
  
  
  • Any space within the call number
  • Punctuation, except volume numbering
  • Subfield b (|b)
  • Volume numbering (e.g., v.1, t.3, Bd.2, 2d.ser)
  • "Q" or "F" designations
  
  

  TX928.S33 1989
  
  TX928
  .S33
  1989

  BL65.S38C65 1990
  
  BL65
  .S38
  C65
  1990

  QP102.4.M55 1990 Q
  
  QP102
  .4
  .M55
  1990
  Q

  HV636 2005.N4C595 2007
  
  HV636
  2005
  .N4
  C595
  2007

  UC23 1917-18.Z56 1992
  
  UC23
  1917-18
  .Z56
  1992

  UC23 2003-.R37 2007
  
  UC23
  2003-
  .R37
  2007

  E527.5 105th.W38 1996
  
  E527
  .5
  105th
  .W38
  1996

  QC35.C37 2002 guide
  
  QC35
  .C37
  2002
  guide

  AE5.E363 1990 v.27
  
  AE5
  .E363
  1990
  v.27

  G161.H2 3d.ser. no.14
  
  G161
  .H2
  3d.ser.
  no.14

  Please note that if individual items in a set each have their own flier or other accompanying paperwork, the volume number should be included in the call number area. If, however, one flier (or other paperwork) is being used for multiple volumes, do not include any volume numbering in the call number area. Instead, write the base call number in the call number area and the appropriate volume numbers next to their matching barcode numbers attached to/written on the paperwork.

Write your initials and the date the item is cataloged near the call number or barcode strip (or next to the first barcode strip, if there is more than one).

UP packets with approval plan slips, firm-order MOFs, printouts, etc.

Fold the paperwork vertically and back across the packet so that the call number can be read without opening the packet. Insert the packet into the book so the call number can be read above the book. Use a paper clip to attach any loose barcodes, giftplates, etc. to the part of the slip inside the packet.