Policies and Procedures

Cataloging Policy
Call Numbers/Prefixes (In Online Catalog & On Spine Labels)
If applicable, use one or combination of the following appropriate call number prefix/es:

Collection	Call # Prefix
African-American Artifacts Audiocassettes Charts CD-ROM Compact Discs Flannel Boards Filmstrips Globes Hand Puppets Juvenile Kits Laser Discs Maps Math Disketts Motion Pictures Paperbacks Photographs Recordings Reference Slides Study Prints Transparencies Vidiocassettes	N A TC C CR CD FB FS GL HP J Kit LD M MD MP P R Ref SL SP TR VC

Call Numbers/Class

1. General:
   1. Classify all books by discipline or subject ­­­according to the Library of Congress Clas­sifica­tion­ scheme.
   2. To catalog a series of individual titles as a set, choose the call number for the subject or dis­cipline of the set and cutter by the series title.
   3. Separate the class number only between the alpha and numeric portion (in the case of spine labels, place the numeric portion on the second line); do not separate at the decimal, except for the first cutter number (the first cutter number has a decimal).
2. African literature:
   1. Classify African literature (including that written in English and/or French) in the LC class range PL8021 - 8844.
   2. For African literature originally written in English, French and/or other non-African language, class in PL8021 (and cutter by nation; example: S4 for Senegal).
      • Bibliographies:
        • Class a general bibliography in the LC class Z1035.
        • Class a bibliography on a specific subject or discipline in the LC class according to the subject or discipline.
      • Biographies:
        • Class a biography or diary not as­sociated with a speci­fic discipline or sub­ject in the LC class CT.
        • Class an autobiography, biography, or diary associated with a specific ­dis­cipline or sub­ject with the dis­cipline or sub­ject.
        • Class African American collective biography in the LC class E185.96 and African American individual biography in the LC class E185.97.
      • Computer languages and applications:
        • Class programming languages in the QA76.73 class.
        • Class applications in the HF5548.4 class.
      • Music recordings:
        • Class blues, jazz and R&B in the M1366 class.
        • Class African/African-American folk music in the M1670 class.
      • Periodicals:

Call Numbers/Clutter

1. General:
   • Use the Library of Congress Author Number Table to create cutter number.
   • Cutter number by subject, personal name, subject, corporate name, subject, series title, type computer language/software, category of music, etc. (as indicated in LC Class schedules) is entered as the first cutter number (ex. .J3 for jazz).
   • If apply (two cutters), cutter number by author of work follows cutter number of subject, series title, etc. (ex. .J3 A77).
   • Add an initial period to the first or only cutter number (ex. .J3).
2. Regular works (if not specified in the LC Classification Schedules):
   • For a work that is not a biography, criti­cism, and/or interpretation, cutter by author.
   • For a work by two or three authors that is not a biography, criticism, and/or interpreta­tion, cutter by the first or most popular author.
   • For a work by four or more authors that is not a biography, criticism, and/or interpreta­tion; cutter by the title.
   • For a work without an author that is not a biography, criticism, and/or interpreta­tion, cutter by title.
3. African literature:
   • For African literature written in or originally written in an African language, select cutter (if LC class does not apply) by that language giving in LC class PL8024 - 8844.
   • For African literature originally written in English, French or other non-African language, (class in PL8021) cutter by nation (such as S4 for Senegal).
4. Biographies, criticisms & interpretations (if not specified in the LC Classification Schedules):
   • For a work of a biography, criticism, interpretation, and/or other works about a person; cutter by the person who is the sub­ject (600 Sub­ject - Per­sonal Name).
   • For a work of a biography, criticism, interpretation, and/or other works about two or three per­sons; cutter by the first or most popular person who is the subject (600 Subject - Personal Name).
   • For a work of a biography, criticism, interpretation, and/or other works about four or more per­sons; cutter by the author. If a work does not have an author, cutter by the title.
   • For a work about a family, cutter by the family name.
   • For a biography and/or other works about a per­son, add the second cutter by the author of the work.
   • For criticisms and/or interpretations of a work, add the second cutter by the title of the work being criticized and/or interpreted.
5. Corporate names (if not specified in the LC Classification Schedules):
   • For a work about a company, cutter by the corporate name which is the subject (610 Subject - Corporate Name).
6. Computer languages & applications (if not specified in the LC Classification Schedules):
   • Cutter by individual language or name of application.
7. Shakespeare works (if not specified in the LC Classification Schedules):
   • For a work of or about a comedy, tragedy, his­tory, or poem by William Shakespeare, ­cutter by the author of the work other than Shakespeare.
   • For other works (including collection of works on com­edies, tragedies, etc.) by or about Shake­speare and his works, cutter by the author other than Shake­speare.

Call Number/Copy & Volume Information

1. Copy Information on Items:
   • For multiple copies, add copy number (example: c. 1) under the year or volume number (if given).
   • If more than one copy of a title is distributed in several locations of the library, apply copy information only according to what is on the shelf or available in a particular location (example: for two copies of a title of which each is in a different location such as Main Stacks and Reference, INDICATE "c. 1" for each; DO NOT USE/DISCONTINUE USING "c. 1" for one area and "c. 2" for another).
2. Volume Information on Items:
   • Add the publication year or year of the volume below the cutter number/s.
   • For multiple volumes, add volume number (example: v. 2) under the year.

Bibliographic Record

1. MARC Record:
   • Add the price of an item or set of items in subfield "c" of the 020 tag.
   • For multiple copies and/or volumes, add copy and volume informa­tion in the 049 tag.
   • If "v" is shown in the 300 tag, add volume information.
   • If no volume number is given for a volume, use the publi­ca­tion year (049y).
   • In local database, add volume and/or year coverage for serials and titles with multiple volumes.
   • In local database, merge record of each edition of a title into one master record (use latest DLC re­cord).
   • Download a serial record of a title with multiple editions to overlay one and relink the item record/s from the other/s to it.
   • For a serial title change, move former title from the 245 tag to a new 780 tag and enter the new title in the 245 tag.
   • Use 246 field for variations of a title (change 212 and 214 to 246).
   • Use 740 field for each title of a work within a work, such as sections or volumes (or use for a title of a chapter or a volume of a work).
   • Delete or strip the following fields or tags from the bibliographic MARC record: 012, 051, 052, 055, 060, 061, 066, 069, 070, 071, 072, 080, 088, 096, 098, 210, 211, 212, 214, 265, 530, 653, 654, 655, 656, 657, 680, 681, 683, 699, 886, 890, and 900.
   • Delete subject heading fields (6XX) with a second indicator other than 0 (for LC); For subject headings for children, change the second indicator from "1" to "0" and add "Juvenile literature" or appropriate subheading; accept only LC headings.
2. Copy/Volume Information in Database (Online Catalog):
   • Add holding information for editions and multi-volume works.
   • Add volume and/or year coverage for serials and titles with multiple volumes (example: v.5- (1980- ) or v.1-24 (1968-92).
   • For editions, add the edition and/or year for each (example: 2nd ed. (1996)).
3. Authority Record:
   • Contains authorized and unauthorized forms of a name, a uniform title, a series, and/or a subject.
   • Add an established heading of a personal name (100), a corporate name (110), a conference name (111), a uniform title (130), a series (130), or a subject (150 or 151).
   • If apply, add heading/s for "search under" or "see from" (400, 410, 411, 430, 450 and/or 451 fields); a search under a 4XX heading will display "see" heading/s or cross-reference/s (1XX).

     Example (OPAC display):
     Professors
     *Search Under:
     College teachers

   • If apply, add heading/s for "search also under" or "see also" (500, 510, 511, 530, 550 and/or 551 fields); a search under a 5XX heading will display "see also" heading/s or cross-reference/s (1XX).

     Example (OPAC display):
     Teachers
     *Search Also Under:
     College teachers

   • For subjects: 150, 450 and 550 fields are for topical subjects; and 151, 451 and 551 fields are for geographical subjects.
   • Delete a duplicate record.
   • Delete the following subheadings:

     20th century
     Addresses, essays, lectures
     Collected works
     Collections
     Congresses.
     Popular works.

   • Delete the subheading "United States" ONLY where it is appropriate.

Editions and Serials

1. Single record for multiple editions of a title:
   • If no serial (open entry) record available, enter editions of the following in the record of the latest edition or applicable edition (ex. English ed. and Southern ed.)...that is, include all such editions of a title in one bibliographic or MARC record, such as:

     Geographic editions (e.g., East Coast edition).
     Special group or special interest editions (e.g., Farmers' edition).
     Different language editions if the original title exists on the title page along with an edition statement.
     Reprint or reissued editions.
     Sequential editions like 1st ed., 2nd ed., etc.
     

   • Enter sequential edition statements like 1st ed.-. in 362 field/tag in a record, not in 250 field/tag.
   • Add a subfield "a" in the 035 field for the OCLC number of the previous edition.
   • Overlay the record of the previous edition with the one for the new edition.
   • Enter notes of preliminary editions/issues in 515 field/tag.
   • If the authors/editors of the previous or other editions are different, enter an added entry for each in the 700 field.
   • Enter publisher's and author/editor's information of the previous or other editions in the 500 field.
   • Move copy holdings, MARC holdings and item records to the new record.
   • Delete the other individual records of the editions of respective title.
2. Individual/separate records for each edition of a title:
   • Use separate records only for editions of special format or physical presentation (e.g., Braille ed. or Microform ed.).
3. Serials (open entry):
   • Code "s" -- Serial. A serial is a publication in any medium issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely. Serials include periodicals; newspapers; annuals (reports, yearbooks, etc.); the journals, memoirs, proceedings, and transactions of societies; and numbered monographic series. Serials are not published items containing collections of works.
   • If a serial record is available on OCLC, overlay the record of the latest edition in the collection with the most updated serial record (preferably, DLC).
   • Move copy holdings, MARC holdings and item records to the new serial record.
   • Delete the other individual records of the editions of a title.
   • If there is a title change, update the MARC record by both editing and adding the new title change or overlaying the local record with the latest record from OCLC.

Cataloging Procedures
Material Processing Procedures

1. Items received from acquisitions.
2. Items are property stamped.
3. A detection device, pocket and barcode are placed on the inside back cover of a book or on items where appropriate.

Cataloging Process

1. Search the OCLC database for correct bibliographic record.
2. Edit record as needed.
3. Update record to OCLC.
4. Export record from OCLC to local database.
5. Write call number in pencil on verso of the title page.
6. Print or type spine label.
7. Match labels with items.
8. Affix spine labels to items with protective cover.
9. Record statistics.
10. Send cataloged items to Circulation Department; if AV items, send to the Media Center.

Search/Update Bibliographic MARC Records on OCLC

1. Search and retrieve a record:
   • Search by the LC number. Example: 77-6737
   • If no LC number, search by the ISBN (disregard the hyphens) or ISSN. Example: 0824206479 or 0093-7673
   • If no ISBN or ISSN, search by the author, title, and year.
     Enter the first four letters of the author's last name, comma, the first four letters of the first keyword in the title (omit the initial article, such as "A", "An", "La", "Le", and "The"), slash, and the year.
     Example: kroe,anth/1923
     chri,my/1963
     If more than one publication year, choose the latest.
     
   • If no author, search by the title (in 3,2,2,1; 3,2,1,1; 3,1,2,1; or 3,1,1,1 format).
     Enter the initial three letters of the first keyword (not initial article: "A", "An", "La", "Le", or "The"), the initial two letters of the second word, the initial two letters of the third word, and the initial one letter of the forth word in the title; optional: add a "/" and the year.
     Example: lif,of,th,m (for "The life of the mind.")
     i,kn,wh,t/1970 (for "I know why the caged bird sings." published in 1970)
     
   • If audiovisual, search by the title, item type, and year.
     By title, material type, and year; enter comma, the first four letters of the first keyword in the title (omit the initial article, such as "A", "An", "La", "Le", and "The"), slash, item type ("rec" for sound recording, or "vis" for other media), slash, and the year.
     Example: ,defi/vis/1986
     ,my/vis/1963
     If more than one publication year, choose the latest.
     
   • Depress send key.
2. Match a record:
   • If a list is displayed, identify match/es by author, title, publisher, publication year and material type (monograph, serial, film, slide, sound recording, videorecording, kit or computer file).
   • Select one record according to the following priority by entering the number of the selection and depressing send key:
     LC-MARC record - DLC - (line 040.....DLC $c DLC).
     LC-Member record - DLC - (line 040.....DLC $c XXX).
     Member input record (line 040.....XXX $c XXX).
     DLC is the holding symbol for the Library of Congress.
     XXX is any given holding symbol for a member library (example: AMU).
     
   • If more than one record exist, choose the record requiring the least local editing or containing the most needed information.
   • Choose the record that adheres most closely to AACR2 choice and form of entry.
   • If duplicate latest entry records exist for a serial, compare the title (field 245) and/or heading (fields 100-111) and former titles (field 247). Use the record that most nearly matches the publication pattern of the serial.
   • Match title with line 245.
   • If an edition, match edition with line 250.
   • Match publisher and publication year with line 260.
   • Match number of pages, volumes, physical units, material type, number of minutes (see also "Leng:") or speed, format (see also line 500), or etc. with line 300. a). Match the type of item with "Type:"
     "a" for printed material (book).
     "c" for music score (sheets).
     "g" for projected media (film, video, slide, etc.).
     "i" for spoken recording.
     "j" for musical recording.
     "m" for computer file.
     "o" for kit (mixture of components).
     
   • Match form of item with "Repr:"
     "b" or blank for non-reproduction.
     "d" for large print.
     "r" for regular-print reproduction.
     
   • Match bibliographic level with "Bib lvl:"
     "m" for monograph.
     "s" for serial.
     "c" for collection of works.
     
   • Match type of material with "Type mat:" (does not apply to sound recordings and computer files):
     "b" for kit (mixture of components).
     "f" for filmstrip.
     "m" for motion picture.
     "s" for slide.
     "v" for videorecording.
     
   • Match language with "Lang:"
     "eng" for English.
     "fre" for French.
     "spa" for Spanish.
     
   • If no match, try the next search strategy (see "A. Search and retrieve a record").
3. Edit a record:
   • After editing each screen, send changes.
   • If item is not for main 010101 (circulation), change the second "A" in "BDCA" on the 049 line to reflect one of the following; depress the INSERT key:
     "BDCN" for African-American Collection.
     "BDCR" for Reference.
     
   • If more than one copy or volume, enter space after the OCLC symbol; "$c," space, copy number, space for each copy; or "$v," space, volume number, space for each volume; for multiple copies of a volume, enter copy and volume information as follows:
     Example: 049.....BDCN $c 1 $v 1-2 $c 2 $v 1
     
4. Update a record to OCLC:
   • Enter the update command "u" at the home position and depress the send key to update holding/s to OCLC.
   • If any errors, make correction/s and send screen/s.
5. Delete a bibliographic MARC holding on OCLC:
   • Enter "delh" at the home position.

Create/Delete A Bibliographic MARC Record in Local Database
See user manual of cataloging procedures of local library management system.

Create/Edit/Delete a Copy, Holdings Information and Item Records in Local Database
See user manual of cataloging procedures of local library management system.

Create Circ-On-The-Fly Records (at circulation)
See user manual of cataloging procedures of local library management system.

Added Copies and Volumes

1. When added copies or volumes are received in the Acquisitions Department, a slip containing the call number will be inserted into the item.
2. The bibliographic record will be retrieved in the OPAC and the information added to the library’s holdings.

Lost and Missing Items Procedures

1. Retrieve bibliographic record in OPAC and delete.
2. Delete holdings in OCLC
3. If partial holdings are missing or lost, delete only those items and not the entire bibliographic record.
4. If lost/missing item is returned after deletion, download records from OCLC and update catalog information.

Add/Edit Authority Record
Authority records are added or edited as necessary to maintain the integrity of the online catalog.

Database management is responsible for maintaining the integrity of the online catalog and the library holdings.

When materials are removed from the library’s collection, they will also be deleted from the online catalog. This may include the entire bibliographic record or selected holdings, which are being deleted. As volumes or copies are added to the collection, they should also be reflected in the library holdings. As errors are found in the database, they will also be corrected in a timely manner.

For procedures, see user manual of cataloging procedures of local library management system.

Inventory
The purpose of inventorying the collection is to determine what materials cannot be accounted for because they are either checked out or not on the shelves. Because it is a labor-intensive undertaking, an inventory is not conducted on a regular basis.