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