Cataloging Department

Note: this guide has been written with input from various members of the Cataloging Department staff.

Introduction
Buley Library Standards
Shared Bibliographic Records
Cataloging Policies
Cataloging Procedures

Receiving
Searching & Sorting
Cataloging

Editing Bibliographic Records
CONSULS Item Record Values
Determining Dates
Updating Records
Exporting RecordsProcessing
Rush Books
De-accessionning
Replacement
Reclassification
Gifts

SUMMARY: FINAL CHECKLIST

Special Situations and Projects

Transferring items
Adding items
Reference added copies, continuations, etc.
Connecticut Room
Books with disks
E-Books
Databases
Sabbatical leave reports
Juvenile Reclassification Project
Micro Format Project

CONSULS Codes

Location codes and opac labels
Item type codes
949 subfields

Department Staff

Introduction

The Buley Library Cataloging Department is responsible for creating bibliographic records for the materials in the library using descriptive and subject analysis, and making those records available to users through the library catalog. In addition, the Department physically processes library materials to make them available for patron use, removes items from the catalog when they are no longer part of the collection, and maintains authority control over the catalog.

 

The Cataloging Department is a member of the CSU Catalog Database Maintenance Group and has established some procedures in coordination with the four other consortium member libraries. (CCSU, ECSU, WCSU, Connecticut State Library)

Buley Library Standards

In general, the Library uses Library of Congress Classification and Subject Headings. The juvenile fiction collection is classified using a local Cutter-based classification, and other special collections use varied adapted LC class systems.   The CONSULS catalog is a component of the Innovative Interfaces Inc. integrated library system. The library subscribes to the OCLC bibliographic utility using the Connexion interface.  Bibliographic records are maintained in USMARC format and cataloging conforms to AACR2R 2002 standards. 

Using Shared Bibliographic Records

In general, catalogers do not want to do work that has already been done. All materials that are acquired by the library and need to be cataloged are "searched" on WorldCat.  This OCLC database  includes the bibliographic records of millions of monographs and other materials input by thousands of libraries around the world. If the bibliographic record for an item is there, Buley's holdings are updated and the record is exported the CONSULS database. If the record is incorrect it is edited before export. 

 

Standard information for each record includes title, statement of responsibility, physical description, series statement, date and place of publication and special notes and standard numbers. Of utmost importance to catalog users are the subject headings chosen for a work and the LC call number which gives it a place on the shelf.  Call numbers and subject headings in WorldCat may be edited to better serve Buley Library users.

Cataloging Policies

  1. In most cases, materials are cataloged in the order in which they are received.

  2. "Rush" books are cataloged upon receipt and are left at the circulation desk for pickup within one work day of receipt.

  3. Gift books cataloged following review by subject selectors.

  4. Honors Theses and bound SCSU Masters Theses will be cataloged for inclusion in the Theses collection.

  5. Books will be sent to bindery as needed. In-house repairs will be done as possible.  Books in poor physical condition may be de-accessioned; others may be removed to protected shelving as recommended by the special collections librarian (CD Librarian will oversee re-ordering of de-accessioned material).

  6. Patrons may request materials that display "in process" in the OPAC. They will be cataloged for use and left at the circulation desk for pick-up within one work day of the request.

Cataloging Department Procedures

These procedures describe general operations. For information regarding specific instructions for processes refer to the documentation for the required system. OCLC Connexion and CONSULS documentation is available on-line.

RECEIVING

  1. Books are received from acquisitions and roughly sorted: Reference, Circulating, Connecticut Room, Juvenile, media.

  2. Books are shelved by "received" date.

  3. Gift books are received from selectors and cataloged (having been distributed for approval decisions by acquisitions staff).

SEARCHING

  1. Search  CONSULS for bibliographic records for "received" and gift items. Print record and place with item.

    a. Search new books by bib #  found on verso of title page.

    b. Search media by bib # on "post-it notes"

  2. Attach barcode to item.

    a. upper inside cover of books.

    b. tape barcode with backing to media items for permanent attachment later

  3. Sort books by DLC/non-DLC. 

  4. Shelve by call number and date on appropriate shelves.

    a. DLC to copy catalogers

    b. Non-DLC to original catalogers

    c. duplicates (in CTN) to copy catalogers (may confer with CD librarian for appropriate action)

    d. volume sets to original catalogers.

CATALOGING

DLC:  The bibliographic record for a book is located in OCLC and the record was input by the Library of Congress and call number and subject headings were assigned by LC.   

Non-DLC:  The bibliographic record is located in OCLC and the record was not input by LC and call number and subject headings were not assigned by LC (though they may be LC type numbers and headings)

The following steps illustrate the general cataloging workflow:

  1. call up WorldCat record
  2. check call number against shelf list, verify using LC schedules
  3. verify LC subject headings, add headings as necessary
  4. add 949 fields with export codes and item information for CONSULS
  5. update OCLC holdings; export record to overlay CONSULS bib and add item
  6. process materials

    a. books: attach labels, tattle-tape, stamp, apply date due slip

    b. media: send to LRC with label info and barcode loosely attached for processing in that department

  7. send trucks to shelving areas.

EDITING

Bibliographic records must be edited for use in Buley Library's catalog. While the entire record should be reviewed the following steps in particular should be taken:

Check "Material Type" for accuracy (in fixed field area)

Add 949s and subfields to describe item information and source.

Check OCLC holding symbol

050 or 090 Check against LC schedules for correct classification; check card catalog to insure unique number. 

090 Assign LC type call numbers if missing or inadequate. Use 099 for local call numbers.

100 Check against title page for spelling and general accuracy.

245 Check against title page for spelling and general accuracy.

260 Check against title page or verso for publisher date.

300 Check pagination, size of book, descriptive abbreviations (ill., por., etc.)

 

6XX Scan subject headings for sensibility, and spelling accuracy.

856 check links and edit as necessary

 

949 Add 2 949s before exporting. 

Check all fixed fields for accuracy. Use the "tools" pull-down menu to verify MARC tags and headings.

CONSULS item record values 

Note:  To see options for field values "double-click" the field or the field label in question.

Any "weirdness": Be sure to use the NOTE field to describe anything unusual about an item record. (ex. Bib record is for one publisher, our copy has same edition with a sticker from another publisher in it. Attach to record with a note about our particular copy.)

 
Note: These are very general procedures. Be sure to check cataloging rules and system documentation for specific information.

DETERMINING DATES

Use copyright date that is in the book, even if the year is not yet here.
Correct dates if OCLC record and book do not match.
If OCLC record contains a subfield g with print date do not delete; however, it is not necessary to add a $g print date even if the title in hand has such information.
Add a note about print date to the item record if print date is different from copyright date when appropriate. (ex. 2nd printing in honor of bicentenial.)

UPDATING RECORDS

When the record is determined to be edited correctly the holdings are "updated" in WorldCat.  Buley Library is committed to the concept of a shared bibliographic database so there are no situations where a book or item new to the library would not be cataloged on the OCLC database.  There are instances where a record is edited for inclusion in CONSULS (ex. strip $2 data from 655 _7 field)

EXPORTING RECORDS

Bib and Item (as a 949 field with local information) records must be exported to CONSULS from OCLC in order to appear in the on-line catalog.  The bib record that the order is attached to will be overlaid and the item record will be attached.

PROCESSING 

BOOKS

Spine labels

Print two labels for books with covers; attach one to spine of cover, one to spine of book
Attached label to spine of book about 1 inch above bottom of spine.

Cover with label cover or wide magic tape. 

Write call number on verso of title page in pencil.

Tattletape  
Insert magnetized strip into spine of book for hardcovers. 
Place magnetized strip between two pages of book for softcovers. 

Ownership stamp 
Stamp each of the three page edges of book with "SCSU" stamp.

Date due slips 
Apply date due slips to inside of book on first page inside cover. If this location obscures important information apply to inside of cover.

MEDIA AND CURRICULUM COLLECTIONS

Spine labels

Print and attach spine labels to retrospective catalog project items. (for shelving immediately and label re-printing at a later date) Send new items to LRC accompanied by call number information and barcode to be attached by LRC staff.

 

Tattletape

Insert magnetized strip into spine of book for hardcovers. 
Place magnetized strip between two pages of book for softcovers. 

Do not tattle-tape media items.

Ownership stamp 
Stamp each of the three page edges of book with "SCSU" stamp.  Leave Media items for stamping or labeling by LRC staff.

Date due slips 
Apply date due slips to inside of book on first page inside cover. If this location obscures important information apply to inside of cover.

RUSH ITEMS

Any catalog department member may receive a "rush" book request.  If assigned cataloger is not available staff members present will agree on a person to follow through with rush cataloging request. Any available cataloger should catalog rush items.

DE-ACCESSIONING

Items sent to cataloging for de-accession should be placed on a book truck, clearly labeled and delivered to TS staff for processing as outlined below.  

Items sent to cataloging for review (often older editions or duplicate copies) should be placed on designated "review" shelves. The Collection Development/Acquisitions librarian will contact subject selectors for review (books may be brought to selectors if requested). After review, books should be placed on the designated "deaccession" shelves or returned to the collection. Items chosen for deaccession will be processed by TS staff as outlined below. Shelves should be checked on a regular basis.

-If the book being deaccessioned is NOT the last copy: 

  1. Mark the item record field ICODE2 with "d" (mark for deletion)
  2. Update check-in records accordingly
  3. Stamp books "withdrawn" and make slash mark through spine label
  4. Shelve books with book sale stock or discard

-If the book being deaccessioned IS the last copy: 

  1. Mark the item record field ICODE2 with "d" (mark for deletion)
  2. Mark the BCODE3 field in the bibliographic record with "n" (suppress)
  3. Delete holdings from OCLC to indicate "not in CTN"
  4. Update check-in records accordingly.
  5. Stamp books "withdrawn" and slash through spine label.
  6. Shelve books with book sale stock or discard.

At fiscal year end create a list of records marked for discard, include statistics in annual report and add manual stats to total. At close of fiscal year materials marked for discard will be deleted from the system. 

REPLACEMENT COPIES

Add replacement copies of books using the same copy number as the original. (i.e. If a copy 1 was lost the replacement is also copy 1.) Add an internal note ($x) to the CONSULS record indicating "replacement copy" . If the original is ever found the record should be adjusted accordingly.

RECLASSIFYING BOOKS

 Dewey to LC (No record in CONSULS)

Export  from WorldCat if there is no record in CONSULS
a. Include original acquisition date, price if available
b. Add number 300 in ICODE1 ($q) field 
c. Update subject headings as necessary.
d. Attach barcode 

Print new label

  Process book

LC to LC (record in CONSULS)

1. Change call number in item record 
2. Print new label 
3. Process book

GIFTS 

Gifts are to be cataloged as received unless a request for rush treatment is made. A reasonable effort will be made to catalog gift books within the same time frame of receipt as purchased books are cataloged. Gifts will be distributed to catalogers in the same way that new books are distributed. Item records are created at the time of receipt and then bibs and items are edited by catalogers. Typical changes or updates to records are noted below.

Update records to current AACR2 standards.

  1. Add date of publication in call no.
  2. Eliminate 100 field if editor (s) or compiler (s)
  3. Change Cutter to reflect title
  4. Change first indicator in 245 field to 0 (from 1) (if editor or compiler)
  5. Add 700 field to record for editor (s) or compiler  (s)
  6. Add 0,1,2 or 3 to first indicator in 700 field to indicate forename (0), single surname (1), multiple surname (2) or name of family (3)
  7. Change punctuation in 300, 260 and 245 fields to reflect AACR2 standards (see above examples)
  8. ICODE1=311 (949 $q)
  9. Note=gift (949 $n)
  10. IPED standards for price being used at other campuses is: $10.00 hardcover; $5.00 fir softcover.
  11. Gifts are to be cataloged as received unless a special request is received.
Remember to change Desc. fixed field coding to "a" to reflect AACR2 level cataloging

An example of an old record (non AACR2) is:
1 010 65-14648 
2 040 DLC $c WSU $d SER 
3 050 0 PR4146 $b .B68 
4 082 821.7 
5 090 $b 
6 049 CTNN 
7 100 1 Bronowski, Jacob, $d 1908- 
8 245 10 William Blake and the age of revolution $c [by] J. Bronowski.> 
9 250 [1st ed.] 
10 260 New York, $b Harper & Row $c [1965] 
11 300 207 p. $b illus., facsims. $c 22 cm. 
12 504 Bibliographical references included in "Notes" (p. 195-202) 
13 600 10 Blake, William, $d 1757-1827.

An example of the same record updated is:
1 010 65-14648 
2 040 DLC $c WSU $d SER 
3 050 0 PR4146 $b .B68 1965 
4 082 821.7 
5 090 $b 
6 049 CTNN 
7 100 1 Bronowski, Jacob, $d 1908- 
8 245 10 William Blake and the age of revolution / $c J. Bronowski. 
9 250 1st ed. 
10 260 New York : $b Harper & Row, $c 1965 
11 300 207 p. : $b ill., facsims. ; $c 22 cm. 
12 504 Bibliographical references included in "Notes" (p. 195-202) 
13 600 10 Blake, William, $d 1757-1827.

Item information

ICODE1=311 (949 $q), note=Gift (949 $n) This is an internal note. 
IPED standards for price being used at other campuses is: 
$10.00 for hardcover gift 
$5.00 for softcover 
If price appears on item, use price as marked.

The 949 field can be used to export item information with the OCLC bibliographic record. If a constant data record is created it should include the following field information:

Note: $= subfield delimiter sign.

1 090 $b
2 049 CTNN 
3 949 *recs=bs;ins=kas; (your initials) 
4 949 1 $z 090 $g 1 $l sbm $x gift $p 10.00 $q 311 $t 101 $i 34024061390000

 


CATALOGING SUMMARY -- FINAL CHECKLIST

STEPS FOR EVERY BOOK AND ITEM

 

Books and media, whether arriving grouped in big shipments or individually in small packages, must be:

a.  received in CONSULS

b.  received through Banner (invoice signed, recorded, and sent to accounts receivable)

c.  stamped with received date and left for cataloging (regular or rush)

NOTE: Check carefully for duplicates or “rare book” status before stamping.

 

Books and media, whether cataloged in groups or individually, must have:

a.  records in OCLC created or updated

b.  records in CONSULS created or overlaid on existing record

a.     items & orders attached to same record

b.    orders transferred if new bib has been created

c.  order record updated with cat date to suppress order from public view

 

Before being sent to Circulation for shelving newly cataloged books must have:

a.  spine labels with correct call numbers

b.  barcodes associated with item record

c.   security strips

d.  ownership stamps on edges (SCSU)

e.  date due slips

Exceptions:

Media items – call numbers on slips for labeling and processing in the LRC

Rare Books – info on acid-free strips, no stamps or adhesives

 


 

 

SPECIAL SITUATIONS

TRANSFERRING ITEMS

If it becomes clear that an item record is attached to the wrong bibliographic record and the correct bibliographic record is in the system then it is necessary to transfer the item record from one bib record to the other. 
Make note of old record # 
Make note of new record # 
Choose "transfer attached" from "Edit" pull down menu, choose record and 
follow on screen prompts to transfer record

If there is no other item record attached to the bib record the item was transferred from (source record) then delete bib record.

Update location code in bib record to include addition of item. (Optional: there is a weekly program run at the system level that matches location codes in bib and item records.)

ADDING ITEMS

 (NOT NEWLY CATALOGED) Records that are in CONSULS at another location may have item records added at a CONSULS terminal. Records for which there are holdings in WorldCat but not in CONSULS may be exported (not updated) from WorldCat 
Reference collection: ICODE1=312 (949 $q) 
Circulating collection: ICODE1=313 (949 $q)

If there is no bib record in CONSULS the book should be searched in WorldCat and the record exported (but not produced) 
Once a bib record is located in CONSULS--either it has been exported from WorldCat or it exists in the system and has other items attached--an item record for the book should be attached to the bib record.

Use Millenium Cataloging Module (milcat) to add items. 

REFERENCE ADDED COPIES, CONTINUATIONS, SERIALS, ETC.

Many reference materials are issued annually or at other regular intervals. These materials are included in the on-line catalog in 3 ways: bibliographic record, check-in record, item record. 
The bib record describes the item 
The check-in record allows the user to see what issues have arrived or are missing
The item record allows the reference librarians to monitor in-house use statistics by use of a barcode.

If one of the five consortium libraries has a check-in record, no item records will show to the public. If any library has added a check-in record,  then Southern must add a check-in record.

Use Millenium Cataloging Module (milcat) to add items for multi-volume sets or added copies.

Instructions for Creating Item Records at the Point of Check-In

1. Make sure the title on the screen matches the title on the title page in hand.

2. Follow the normal procedure to check in the item.
3. Right-click on the check-in box. Choose “Box Menu”, then “Create Item” for box. (You can also highlight the box and type <ctrl>+<R>).
4. Type in the appropriate fields in the item record:

5. Write the call number on the title page verso.
6. Put circulating books and reference books on separate carts and date and initial the cart.

CONNECTICUT ROOM MATERIALS

The Connecticut Room collection consists of materials that deal with the history and culture of the state of Connecticut including documents generated by the state government. Works by and about Southern faculty are also cataloged for the Connecticut Room.

Cataloging procedure

1. materials are received by the Connecticut Room cataloger 
2. Search WorldCat for an existing bibliographic record 
-if there is no record available the item is cataloged. (use workform procedures) 
-if there is a bibliographic record it is edited for use in Buley's catalog. 
3.Call number 
-if there is a call number check shelf list to see that it is unique. 
-if there is no call number build a unique LC call number for the work. 
4. Create item and/or check-in records for work 
-if work is a serial that the library receives on a regular basis create a check-in record for the work and an individual item record for each issue. 
-if work is a monograph or a serial for which we only have one or intermittent issues create an item record. For series be sure to include volume information in volume field.

CATALOGING BOOKS WITH FLOPPY DISKS OR CD-ROMS

Books should be searched in the usual way; with the searcher choosing a DLC record that includes the disk or cd in the bibliographic description (marc 3xx field). Book and disk should be barcoded.  Materials are put on appropriate cataloger's shelf.

Books with cds or floppy disks:

  1. Cataloger edits and produces bibliographic record. 
  2. Record is exported to CONSULS and either: 
    949 for each item (book and disk) is added and exported or 

    Item records are added at CONSULS terminal.
  3. Records are edited for labels and "saved." 
    labels include book spine and "disk" suffix.
  4. Items are processed: 
    round identification sticker placed on CD. 

    "accompanying disk" sticker placed on outside of book. 

    CD placed in paper sleeve. 

    call number labels placed on books and CD sleeveor desk.
  5. books are stamped and tattle-taped  
  6. Books are sent for shelving.
  7. Disks are delivered to circ desk for filing.

Books with floppy disks:

  1. Cataloger edits and produces bibliographic record. 
  2. Record is exported to CONSULS and either: 
    949 for each item (book and disk) are added and exported or 
    Item records are added at CONSULS terminal.
  3. Records are edited for labels and "saved." 
    labels include book spine and "disk" suffix.
  4. Items are processed:
    1. "accompanying disk" sticker is placed on outside of book.
    2. call number labels are placed on books and disks.
    3. books are stamped and tattle-taped.
  5. Books are sent for shelving.
  6. Circulating disks are delivered to circ desk for filing; archival disks are filed in tech services area.

CATALOGING E-BOOKS

 

E-Book records may be individually cataloged and imported from Worldcat or may be added to the database through tape loads for collections of e-books.  In essence they are not treated differently from "hard books."   Bib and item records are created (double-click fields for coding options).

Special attention should be paid to the following procedures:

The genre field "655 _7 electronic books" should be included.  There may also be a 650 field with subject "electronic books."  Both will show up in the public record but at this time (5/2005) there is no genre index.  The 655 is included in anticipation of the addition of a genre index. If the record is imported from Worldcat, the subfield 2 field must be stripped from the record (as it creates a confusing display).

The bib record must include the correct material type (usually 3; double-click field for other coding options), and subfield h in the title field.

The item record must include the appropriate itype, location and status codes (double-click fields for coding options).

Call number should be included to provide additional access point.  It shall include the suffix "eb."

The 856 field (URL) must be included in the item record and deleted from the bib record.  When adding an item to  that is owned be another library, the URL may have been deleted from the bib record.  It can be copied and pasted from the holding library's item record.

In some cases the 856 $u may be replaced by a $z with information about specific subscriptions (i.e. Electronic Book: Access limited to subscribers of xreferplus. Select appropriate link from below:) that will display from the bib record though the actual link will be from the item record.

The 856 must have a subfield z which displays as a "click here" description (i.e. An electronic book accessible through the World Wide Web; click to view ) and suppresses the URL ($u) from public view.

The proxy statement 0-www....com.csulib.ctstateu.edu/ must be added to paid resources and said resources must be added to Buley's load table.

E-Books and resources that are free and do not require proxies do not need  item records.  They use the the material type "3." The URL remains in the bib record.

CATALOGING CD-ROM DATABASES

These procedures are to be followed by all 5 of the CONSULS libraries. 8/1/97

The following guidelines have been drafted so that the CONSULS database does not get cluttered with duplicate records for the same items and the public is presented with a consistent display in the OPAC.

All catalog departments should receive CDs with associated documentation before they are mounted and installed so that they can be cataloged. Catalogers must also receive information on where each CD will be located.

When searching OCLC for matching records to download to the local system catalogers should choose the computer file record (mat type "m"). Catalogers should not export electronic  bib records with material type "a".

All libraries should attach check-in records to the bib record unless there is a one-time only release of a cd-rom product and an item record is most appropriate.

All databases should be classified.  Classification provides an access point via subject to the work. Call number can be included in the check-in record by using "insert" and typing "c" for call number.

All libraries should use the same general labels in describing their electronic products:

location=use most appropriate code for location in the library.  Use current location codes for a cd mounted in only one place. 
identity = free text field; enter "cd-rom index" enter "cd-rom resource" for non-index cds
library has= free text field; enter span of dates 
call number=free text field; enter lc assigned or lc type call number with suffix cd-rom

ADDING SABBATICAL LEAVE REPORTS TO CONSULS

Sabbatical leave reports are generally one or two page summaries of how a faculty member spent his or her sabbatical time. It is required that such a report be filed with the Sabbatical Leave Committee at the conclusion of the faculty member's time away. A file of all of the past reports is kept in the Connecticut Room in Buley Library. Bibliographic and Item records are created in the CONSULS database for each report.

An example of the bib and item records for one report follows:

 

B2234231x Last updated: 03-11-98 Created: 02-25-98 Revision: 5 
01 LANG: eng 03 LOCATION: scsu 05 BIB LVL: - 07 BCODE3: n 
02 SKIP: 0 04 CAT DA:02-25-98 06 MAT TYPE: a 08 COUNTRY: 
09 100 Buzzell, Judith 
10 245 0 Case study on teaching special needs and at-risk students 
11 260 Fall 1992; Education 
12 300 3 leaves 
13 500 Edited text for publication. Wrote the instructor's guide. 
14 650 Sabbatical leave report

I43230970 Last updated: 03-11-98 Created: 02-25-98 Revision: 5 
01 COPY #: 1 08 PATRON#: 0 15 IUSE3: 0 22 INTL USE: 0 
02 ICODE1: 0 09 LPATRON: 0 16 RECAL DA: - - 23 COPY USE: 0 
03 ICODE2: n 10 LCHKIN: - - 17 TOT CHKOUT: 0 24 IMESSAGE: 
04 I TYPE: 108 11 INVDA: - - 18 TOT RENEW: 0 25 OPACMSG: 
05 PRICE: $0.00 12 # RENEWALS: 0 19 LOCATION: sbcf 26 YTDCIRC: 0 
06 OUT DATE: - - 13 # OVERDUE: 0 20 LOANRULE: 0 27 LYRCIRC: 0 
07 DUE DATE: - - 14 ODUE DAT: - - 21 STATUS: o 
28 090 Housed in Connecticut Room files

 

JUVENILE RECLASSIFICATION PROJECT


The Buley Library Juvenile and Curriculum Collection book collections are now divided in the following way:

• New non-fiction books are cataloged for the LRC and classified using LC call numbers, and shelved on the third floor.
• New fiction books are cataloged for the juvenile collection and classified using an adapted Cutter number system (based on catalog main entry) and shelved on the ground floor.
• Old non-fiction juvenile books are classified using Dewey call numbers and shelved on the ground floor.


An obvious problem with this system is that juvenile non-fiction books are separated in two ways—they are shelved in different areas and classified using different systems. Some time ago is was decided by the LRC staff that having the juvenile non-fiction collection classed the same way as the general circulating book collection was more helpful to our users than classing them according the system that is commonly found in school and public libraries. At that time, the existing LRC collection was reclassed from Dewey to LC, and catalogers began classing all new books according to LC. Around the same time, it was determined that the juvenile collections would be divided—non-fiction to the LRC and fiction in the general circulating collection. This left a static non-fiction juvenile collection in the general circulating collection and the division described above.

During the planning for the new building (addition) it was decided that:

• Both juvenile collections would all be shelved in close proximity to each other on the ground floor outside the new LRC. (most likely interfiled)
• All juvenile non-fiction would be classified in LC format.

To that end, the catalog department has begun to reclass the old non-fiction juvenile collection that is on the ground floor. Because space on the third floor is at a premium, the collection will not be physically merged at this time. Instead, books will be removed from the shelves, reclassified, and returned to the same shelves in their new order. The Dewey section will shrink as the LC section grows. Some processing points are:

• Location in the OPAC will remain the same (sbj-Juvenile Collection) so that users continue to be directed to the ground floor.
• Labels will have Curr. Lab. preceding the call number and include a neon sticker. The sticker will signal staff to shelve the books on the ground floor in spite of the call number prefix.
• Stacks will be labeled as the catalog department removes/returns books.
• When the Curriculum Collection and juvenile collection books are moved to interim stacks in the old student center and permanent stacks in the new building the collections will be integrated.

Adjustments to this procedure will be made as necessary.

MICRO-FORMAT PROJECT

The purpose of this project is to represent the library's extensive collection of microfilm, fiche and card holdings in the library catalog thereby making them accessible to university scholars and others. The collections consist of literary works, historic primary documents, historic newspapers, theses and dissertations, and journal back files. Many of the items in the collection have bibliographic records in OCLC that can be downloaded to CONSULS. Some items will require catalogers to create original bibliographic records which will be contributed to the OCLC database.

In some cases, the microform document(s) has been digitized by another institution and is publicly available on the World Wide Web. CONSULS records will be created with links to those documents. In instances where there are no digitized versions of a document one may be created and stored on a server for access. When no digitized version exists to link to, a scan of some pages of a document will be made and presented in the catalog record as a “preview” image to further inform the user about the microform volume.

See an example of a record with a scanned preview: http://www.consuls.org:80/record=b3058152~S16

See an example of a record with a link to the digitized version: http://www.consuls.org:80/record=b3058169~S16

CATALOGING, LINKING, SCANNING MICRO FORMAT COLLECTION:

CONSULS CODES

SCSU LOCATION CODES and OPAC labels ( $l)

To see the most up-to-date codes "double click" in the Millenium data fields. 

sba Rare Book Room 
sbac Rare Books CSB 
sbbd Government Documents 
sbbdj Bound Journals 
sbc Connecticut Room 
sbcf Connecticut Room Faculty Collection 
sbcis Current Issue Shelf 
sbinx Indexes, Periodical Room 
sbj Juvenile 
sbjo Juvenile Oversize 
sbl Cage
sblh Cage Honors 
sblo Cage Oversize 
sbls Cage Child 
sblt Cage Thesis 
sbm Main 
sbmb Main - Blanshard Collection 
sbmo Main Oversize 
sbr Reference 
sbrm Maps 
sbsbj Bound Journals 
sbsci Current Issues 
sbsip Indexes- Periodical Room 
sbsiv Incomplete Volumes 
sbsmc Microform - card 
sbsmf Microform - fiche 
sbsmi Microforms - index wall 
sbsmm Microform - film 
sbsmr Microform Room 
sbsn Newspapers - Periodicals Room 
sbspr Periodicals Room 
sc Serials
scc Curriculum Lab 
sccj Curriculum Lab Juvenile 
scsu Southern 
slc Learning Resource Center

sww SCSU Web Resource

ITEM TYPE CODES ($t)

101 Book 
102 Microfilm 
103 Microfiche 
104 Video 
105 Microform (other) 
106 Reference 
107 Connecticut Room 
108 Connecticut Room, Faculty Collection 
109 Maps 
115 Graphics 
120 Documents (U.S.) 
121 Documents (CT) 
122 Documents (other) 
123 CD Rom 
125 Periodical, unbound 
126 Periodical, bound 
127 Newspaper 
128Computer file 
130 Database 
131 SCSU E-Book 
132 Audio Cassette 
133 Kit 
134 Filmstrip 
135 CD-ROM Audio 
136 Records 
137 Transparencies 
138 Film, 16mm 
139 Film Loop 
140 CD-ROM Video 
145 Reserve Book, Personal Copy 
146 Reserve Book, Personal Copy, overnight use 
147 Reserve Photocopy 
148 Reserve Photocopy, overnight use SUBFIELDS FOR 949 _1 (item records) 

949 SUBFIELDS

$a, $b item level call number 
$c free text volume/part information 
$d, $e repeatable volume/part information 
$g copy number 
$i barcode number 
$k call number post-stamp 
$l location (1-5 characters) 
$n note 
$p price 
$s status 
$q icode1 
$r icode2 
$t item type 
$x note 
$y accession number 
$z MARC tag for call number 

updated 10/12/09; cks

Cataloging Staff
 

    Cindy Schofield Buley 016
    TS Division Head 392-5778
    Jacqueline Toce Buley 016
    Cataloger 392-5777
    Katherine Swenson Buley 016
    Cataloger 392-5751
    Hing Wu Buley 016
    Cataloger 392-5774
    Mary Migliaro Buley 016
    Library Technician 392-5779
    Kim Wilk Buley 016
    Library Technical Ass't 392-5853
    Arlene Balkauskas Buley 016
    TS Office Assistant

    1 (800) 833-8134 ext. 392-5029

Cindy Schofield