Penn State University Libraries - Add New Title Wizard (Adding a Title without SmartPort)

To guard against duplication, be sure to search the catalog thoroughly before adding a new record to the database. You can use the Item Search and Display icon in WorkFlows, the WebCat, or even SmartPort.

From the Cataloging Toolbar, select the blue Title Maintenance icon.
From the sub-menu, select the Add Title wizard (i.e., the pencil writing icon) to add a new title.

The Properties screen sets default values for the records you create and gives you some control over the system behaviors. Until you get used to them, you might want to set Show these values to ALWAYS. If you want to set your defaults permanently, you can change Show these values to NEVER. To change properties (or view them) once you have set Show these values to NEVER, just right-click on the wizard icon and you will retrieve a menu. The last choice on the menu will be Properties; select it and you will retrieve this screen. Properties includes two tabs -- one for Behaviors (currently not available) and one for Defaults -- if your logon is customized to include it or if you have supervisory/administrative privileges.

Behaviors
The Behaviors tab will be very important for Serials Cataloging. If the item you are cataloging is a Current title (standing order, under Serials Control), go into this tab and turn off the Auto Create Copy behavior (copies will be created through the Serials Control Checkin Wizard). If the title is Not current (no standing order, not under Serials Control), go into this tab and turn on the Auto Create Copy behavior. We will have to develop the habit of always checking this behavior before adding any new titles!

Also under behaviors is Auto Generate Call Number. The default is set to have this behavior On (for Academic Reserves staff). You'll want to turn it Off and keep it off.

Defaults
Note: the Title/Bibliographic Defaults are the most important, as they cannot be changed from within the record (once you choose a format, the system supplies you with a workform with the appropriate fixed fields for that format). Most of the others (such as Call number/Volume Defaults) can be changed from the default while working on the record. Since Serialscat routinely has to change back and forth among item types, class schemes, libraries, etc. we really won't be able to take advantage of setting default values. There are suggested defaults below, but do try to get in the habit of routinely checking each field in the vol/copy info tab.

Title/Bibliographic Defaults

• Format: Change to match the item in hand, i.e. Serial.
• Entries: Use Full or Template. Don't use Brief.
• Add 006 for: For now, keep NONE as default. We will use this only when cataloging a mixed format item (More Instruction Later -- this is confusing!) Note: this does not pertain to situations where you are adding the electronic or micro holdings to the record for the print.
• There should be a red check mark in fixed fields, so the fixed field will display.  Clicking descriptive labels will show words as well as tags to describe the fields (for example, "Title" as well as 245.) Uncheck it if you don't need the labels - it saves space.
• You probably won't need to shadow title very often. Leave blank.
  

Volume display option
Clicking in show shelving key will display what the call number looks like to Workflows when it searches by call number. Since most of our call numbers are LC, you probably don't need to se it, but it's kind of interesting and doesn't hurt anything. The shelving key displays on the Vol/Copy screen.

Call number/Volume defaults

• Library shows the location of the item. You may want to set this to UP-PAT which is the Library for most of the stacks locations in the Pattee/Paterno complex.
• Class scheme will be either LCPER (for all serials & periodicals with LC classification), SUDOC, or ASIS (for free format call numbers).
• We won't need to use shadow call number very often, if at all.

Copy defaults

• Type is the item type. Serialscat will have to change the item type routinely, so the default setting won't be extremely helpful to us. In general, Serials will be Item Type BOOK; Periodicals will be PERIODICAL; Newspapers will be NEWSPAPER; CD-ROMs, DVD-ROMs and computer disks will be E-MEDIA; Ejournals and Eresources will be ONLINE. Don't forget to use REF-ITEM for all items in a Reference location. If an item falls into two categories (such as a newspaper online), use the Item Type Preference sheet to determine which item type to use.
• Set Home location default to IN PROCESS (CatMarking will update Home Location information as last step of Tech Services processes.
• There should be a red check in the permanent box; practically all of our records will be permanent.
• Circulate: You may as well keep this on (defaulting to circulating), unless you are doing a lot of non-circulating items. While the item type actually controls whether or not an item circulates (circ policies have been defined for each item type), the "Circulate" box in Workflows controls the patron display, so it is important to update this info.
• Shadow copy won't be used often, if at all. Leave it blank.

Optional
We'll be ignoring all of these for now.

Press OK to move into the record itself. Cancel closes the screen, so you can start over or do something else.

Record Screen
There are Four Tabbed sections on the Add Title Wizard - Control, Bib, MARC Hldgs, and Vol/Copy. We'll take them in order, even though the BIB tab will be initially displayed.

Things to Remember:

• In Workflows, you must click on the word to move between displays; it isn't enough to click in the tab.
• Each screen has an OK button; only click OK when you are done with the whole record, not when you are done with that screen. If you get a message that says something like "You need to provide a new call number," just press OK in the message box to move to the Vol/Copy tab.

No. of volumes, Record format, Created by, and Date created are all set elsewhere or by the system. Don't worry about them.

Date cataloged is important. You must change Date cataloged to TODAY on each record when the record is done (unless you are referring it). This will determine what records are sent to our Authorities Vendor, so if you forget, the record will never go through Authority Control.

Remember, OK saves the whole record, so don't press it until you are done with the other screens, too.

In general, use the mouse or tab key to put the cursor where you want to type. You can type over field tags or use the ones supplied by the template.

Supply appropriate Fixed Fields

Use the Before, After and Delete keys at the top right to Add a blank field before or after the current field (i.e. where your cursor is), or to delete it.

**Remember**  The order of fields is important. Workflows stores fields in the order we input them. For the most part, we input fields numerically, but 5XX and 6XX fields must be input according to CONSER and AACR2 guidelines. CONSER convention for 5XX fields is simply to put them in numerical order, but when you have more than one field of the same numerical value (two 500s for example), follow AACR2 guidelines for order of notes. See the Cataloging Dept's order of notes cheat sheet for quick help.

The subfield delimiter is the bar | (Shift + \). You do not have to put spaces before or after delimiters.  Do include spaces before the ISBD punctuation.

Example:
245 00 To Sirsi with love /|cby S. Poitier.

Remember to supply ISBD punctuation.

Don't forget your indicators!

Input an 040 PSt|cPSt if you have not used an 035 (indicators blank; no ISBD punctuation in this field).

There are no diagnostic prompts for mistakes (i.e. invalid ISBNs, barcodes). The system will accept whatever you input.

Follow the guidelines for diacritics, which can be found here.

If 245 |a has an ampersand (&), add a 246 for the word 'and'.

If you don't use a field, the system will delete it (you don't have to).

If you finish the record (and change the date cataloged to TODAY), input a 979 with your initials (an example will be here soon). If you are referring the item to someone else, you don't need to enter your initials.

The Call number is listed on the Vol/Copy screen. The record isn't done until you add a Call number and barcode; go to Vol/copy to do this.

The OK button is for the whole record; don't press it until you have completed all elements.