To: SML Technical Services Staff
From: Steven Arakawa
Date: (Sept. 25 2003 creation date/ For revision date see Effective Date below)
SML Technical Services staff: for your convenience, these are brief notes on special processing to be followed for items cataloged at Sterling Library. If these notes need to be updated or corrected, of if you think other special processing procedures should be listed, ask your Team Leader or unit supervisor to notify a CPDC member.
FLAGS. (Expect more to be listed as acquisitions processing evolves)
Location flags. ALWAYS leave location flags (including the LSF flag) in books to facilitate processing in Preparations, and be sure the flag is visible.
LSF: Items flagged for LSF now go on a separate truck for Preparations. Use the salmon LSFR flag for restricted items.
PREPARATIONS: Please use call number as in book. (GREEN FLAG). Cataloger should insert when the Preparations label-generator software cannot handle the call number in MFHD 852. If this flag is used, cataloger must write the call number on the verso t.p. Typical examples: a.) Volume in hand is part of a multipart monograph in a classed-together series b.) Volume is being added to a set already transferred to LSF; MFHD loc is lsf, but home location is SML (as indicated on the verso t.p.)
DEPARTMENTAL PAPERBACKS. Paperbacks for departmentals bypass Preparations and are returned via campus mail (Shipping Room) after cataloging. Exception: Art paperbacks are sent to Preparations. NOTE: the practice of using Avery labels on departmental paperbacks ceased in Sept. 2001.
DEPARTMENTAL HARDCOVERS. Hardcover books for departmentals are marked like stacks books and are placed on the Binding Truck.
NEW PROCEDURE NOV 2004. Use the following procedure for videos, sound recordings, and other media items when the media item is the primary bibliographic unit ("stand alone" rather than accompanying material) and the assigned location is SML stacks or Bass. Media items will travel through processing and be shelved in a special security case.
|852||0||0||‡b cclaudio ‡h PR1583 ‡i F58 2006 CD <for a sound recording>|
|852||0||1||‡b sml ‡h TL558 U6 ‡i N68 CD (LC) <serial issued as a CD-ROM>|
|852||0||0||‡b sml ‡h T385 ‡i .S53 2008 DVD (LC) <for a DVD-ROM>|
|852||0||0||‡b sml ‡h NA2542.35 ‡i T123 2007 DVD (LC) <for a DVD video>|
|852||0||0||‡b sml ‡h PS3525 I43 ‡i D4 1965 TAPE<for an audiocassette>|
|852||0||0||‡b sml ‡h PN1992.77 ‡i V54 2003 VHS <for a videocassette>|
|852||0||1||‡b sml ‡h HN581 ‡i .B37 DISKETTE (LC) <serial issued as 3 1/2 in. computer disk>|
Folio is entered in subfield k between subfield b and subfield h. SML folio range is 39 cm. and over for height or 29 cm. and over for width. Art has a different folio range. From Jan. 1 2008, a full call number (with "(LC)" if applicable) is used for any MFHD 852, 1st indicator 0. The $m Oversize field is not added at the end of the call number.
FOLIO AND FULL CALL NUMBER
|852||0||0||‡b fes ‡k Folio ‡h GV191.42.C8 ‡i 032 (LC)|
FOLIO AND FULL CALL NUMBER
|852||0||0||‡b art ‡k Folio ‡h NJ18 F21666 ‡i A12 2003 (LC)|
For more information on folio and oversize, click here.
Note that books under 10 cm. are offered to Beinecke. If Beinecke does not need the book, catalog it for Zeta (smlzeta). See ZETA below.
ENUM. If a caption is used in the MFHD 866, use the same caption in ENUM.
For more detail, see ENUM/CHRON Fields in Voyager Item Records for Serials and Multipart Policies and Procedures: Item Records.
Check item type if the item processed is for any serial, a reference collection, all departmental locations, and any nonprint item.
1. jour=non-circulating journal. Journals less than 10 years old (based on issue date): add decade/year digits, e.g. jour02. Note that many (but not all) locations outside SML do not circulate even after 10 years & are assigned jour at the time of cataloging. Some newly received retrospective sets for SML may be assigned jourcirc if over ten years old.
2. For SML, assign item type circ to an annual unless it is held by a reference collection.
3a. Media items (videocassettes & DVDs, audio CDs, audiocassettes, CD-ROMs) for SML stacks, SML sublocations, and CCL. If the media item is primary ("stand-alone"), use item type media. If the media item is cataloged as accompanying material, assign item type circ or jour[xx] as appropriate for circulating collections, nocirc for special collections.
3b. For both primary and accompanying media, select also the appropriate media type from the Item Statistical Categories List. See instructions for updating the item record at:
For table of authorized item types and statistical categories, refer to:
In the table, note that when a media type is primary, accompanying print material is assigned the same item type (as the primary item) but is assigned Item Statistical Category Suppl.
3c. For accompanying media items, enter the appropriate format designation in CHRON to differentiate the call number from the primary item. CHRON: CD DVD DISKETTE VHS
4. Item type reference. If item is a journal volume, use reference rather than jour[xx] as the item type, e.g. a serial in artref gets item type reference. However, latest issue in reference serials would get jour[xx] for the volume in reference.
5. Departmental item types/statistical categories for media. Departmental accompanying media generally are not assigned separate item records; often the accompanying media item is not sent with the book. Policy for situations where the media item is primary:*
For departmental media items, Statistical Category is not updated.
For accompanying media items, assign the specific item type from the scroll down list; Statistical Category is not updated.
*EXCEPTION: CSSSI and Mathematics: follow the SML procedures.
6. If accompanying material is not assigned a barcode (e.g. microfiche in pocket), record in Pieces section of the Item record, e.g. single volume book with 6 microfiche in pocket counts as 7 pieces; a single portfolio containing 25 sheets counts as 26 pieces.
7. If a location is changed in 852, the Perm. loc. must also be changed to the corresponding location.
8. If the item record needs to be updated for other reasons (e.g. 5.-6. above), change the Copy number to 0.
NOTE: see GENERAL PROCESSING above for instructions about where to send departmental hardcover and paperback books after cataloging.
ANTHROPOLOGY. Collection is housed physically at CSSSI. If a book designated for Anthropology falls into the LC Q class, the location should be changed to csssi; remember to change the Perm loc on the item record as well. Items for the collection bypass Preparations and are returned after cataloging via campus mail (Shipping Room).
ART LOCKED CASE (1, 2, etc.). Do not mark. After cataloging, follow the Art Birren procedure & send back to Art.
ARTS OF THE BOOK (AOB)--DRAFT--
ASTRONOMY. Copy cataloging, labeling, and plating are done by CSSSI staff. Original cataloging is done by the CSSI liaison at CMS. MFHDs for Astronomy copies sent for cataloging will have a ‡k shelving code for books that are on astronomy topics (LC QB class). Books that are not about astronomy will not have a MFHD ‡k. Items for the Astronomy collection bypass Preparations and are returned after cataloging via campus mail (Shipping Room).
CHEMISTRY COLLECTION. Items for the collection bypass Preparations and are returned after cataloging via campus mail (Shipping Room).
CD-ROM REFERENCE CENTER [no longer valid]
|655||7||‡a CD-ROMs ‡2 lcsh|
Use the type of material tracing on any bibliographic record where the CD-ROM is primary, not just records for the CD-ROM reference center. <OBSOLETE 3/05 >
CSSSI [formerly: Kline Science Library] All books for the Anthropology Collection in Q class should be cataloged for CSSSI. Anthropology Collection is housed physically within the CSSSI collection. "(LC)" is entered at the end of all CSSSI call numbers. Former (obsolete) practice: Q, R, S, T did not get (LC); all other LC classes got (LC). Items for the collection bypass Preparations and are returned after cataloging via campus mail (Shipping Room).
The Drama Library moved to the renovated Arts Library in July 2008 & now shares the same shelves. Although the Drama Orbis locations continue, Drama now uses the same oversize as Arts: (29-39 cm. height/25-36 cm. width use Oversize; Folio is written above the call number (‡k on Orbis) for 40 cm. and over height/37 cm. and over width)
Items cataloged should now be sent to SML Preparations (rather than back to the Drama Library)
Watch out for book club editions & playbooks with variations in physical description from the LC or member copy; they need to be treated as variant editions. <Now under review>
EGYPTOLOGY READING ROOM. This is a small, non-circulating collection (SML 329B). Scope is largely restricted to serials and reference books in the subject area. Unless a book has been flagged for this collection by the curator, do not assign the location even if the subject matter appears to be within scope; assume the curator has reviewed the item.
ENGINEERING COLLECTION. Engineering books are now received at SML. Catalog all books for SML, using the sml location.
FORESTRY AND ENVIRONMENTAL STUDIES COLLECTION. FES items are received, cataloged, and processed at CSSSI; original cataloging is done by the CMS liaison to CSSSI.
GEOLOGY LIBRARY. Geology items are received, cataloged, and processed at CSSSI; original cataloging is done by the CMS liaison to CSSSI.
JUDAICA. All unflagged books received for SML cataloging and falling into LC class BM are automatically cataloged for Judaica. (Orbis location in 852 and on the item record should be changed if necessary.) Items in Hebrew, Aramaic, Yiddish should be re-routed to the Hebraica Team.
KLINE SCIENCE see CSSSI
Linonia & Brothers [L&B] (smllnb). Prior to Feb. 2005, 050 00 belletristic call numbers in the L&B collection only could be assigned a trailing W to avoid shelflisting. Beginning in Feb. 2005, the trailing X procedure began to be used for belletristic 050 00 call numbers in all collections, including L&B. On November 30, 2016 the trailing X procedure was discontinued for all 050 00 call numbers.
LSF (Off-campus Library Storage Facility).
|852||8||0||‡b math ‡h shelved by title|
|852||8||1||‡b math ‡h shelved by title|
Hardcover books without call number should still go on the Binding Truck for plating and labelling.
Reminder: script "ell", common in Mathematics Library call numbers, is entered on Orbis as capital L
MICROFORM (smlmic). This catalog records SML's microform holdings and SML monographs with accompanying microforms (usually microfiche). Microform call numbers are for the most part sequential numbers preceded by a format "stamp" and letter, e.g. Film B1923 (for a monograph microfilm).
MICROTEXTS DESK (smlmicr). This catalog records the collection of reference books (indexes, guides, etc.) used by the MICROFORM collection. Do not confuse with the MICROFORM collection (smlmic). The MICROTEXTS DESK collection was known formerly as Microtexts Reference. Folio size books for the Microtext Desk location do not get the Folio (in $k); instead, $m Oversize is used.
MUDD. Currently received serials and ongoing multiparts formerly held at the Mudd Library: most of the titles were reclassed to LCC prior to the transfer of the Mudd collections to LSF. For titles that were not reclassed, the original number is now retained and the volume is added to the volume holdings of the LSF MFHD. Contact Catalog Management.
NEWSPAPER CALL NUMBER: Until Oct. 2012, newspapers were assigned Yale classification An, and the title cutter construction was based, exceptionally, on the Cutter table (which has a more detailed expansion than the LC table). Shelflisting against a separate An shelflist was required. From Oct. 2012, reflecting the steep decline in newspaper microform purchases, microform newspaper call numbers are constructed following the standard accession number procedures used for microform serials & are shelflisted against the Film S or NS shelflists.
NUMISMATICS. Formerly Mudd Numismatics. Collection now in LSF. Except for the titles specifically acquired for a different collection, materials classed in CJ in the curatorial collections automatically go to the Numismatics Collection. Procedures can be found at:
ORNITHOLOGY. Copy cataloging is done at CSSSI. Original cataloging is done by the CSSSI liaison. Labeling and plating are done at CSSSI.
REFERENCE. The BIBLIOGRAPHY and SUBJECT BIBLIOGRAPHY collections were merged with the REFERENCE collection located in the SML Reading Room in the summer of 1997.
SCIENCE COLLECTIONS. Note that some classed together series do not have (LC) under the call number. Formerly, in such cases, call numbers for analytics did not get (LC) below the call number. In current procedures, classed together volumes with (LC) below the call number are shelved alongside volumes without (LC). If the series was originally established without (LC) and new volumes are received for cataloging, add (LC) to the new volumes. Update the 090 on the authority record to indicate that (LC) is entered under the call number. The cover record 852 is not updated.
If a classed together series includes both regular and oversize volumes, use a single MFHD to record holdings for both oversize and regular size volumes; use oversize in the 852 call number (revise the 852 if necessary) and in the 090. (Science library practice does not distinguish between regular and oversize in shelving location). NOTE: use of a single MFHD for regular and oversize monographic series is NOT SML practice.
ZETA. Locked collection formerly in SML. SML books with loose plates, other material that could be easily removed, gifts accepted under certain security conditions, and some non-print items were assigned to Zeta (generally but not always by selectors). The collection was moved to Mudd from SML ca. 1995. Current policy for non-print materials is described above. Currently, print items that would have gone to Mudd Zeta are now flagged LSFR. They should be cataloged for the Orbis location already assigned in MFHD 852 ‡b in Acquisitions, following the processing procedures for LSF. Items from the backlog flagged for Zeta: add an LSFR flag and use smlzeta as the location.
ATLASES & MAPS. Current assignments:original & copy cataloging to: Tony Oddo (Original Team). Exceptions: all Geology to Tachtorn Meier (Copy Cataloging Team); all Slavic, Hebrew, & Arabic to Specialty Team; all CJK to EAC.
VERNACULARS. Books in "vernaculars" (usually but not always non-Roman scripts) are to be re-routed to the following cataloging units: