Cataloging and Metadata Services Unit: Policies & Procedures

Consult this section to see if you need to do anything differently in cataloging and processing based on information on flags.

Faculty request

requested by faculty
orange paper

Item record - not different

Rush

requested by faculty
yellow paper
prioritize cataloging and processing these items over other work

Item record - not different

Faculty funds

requested by new faculty or sabbatical faculty
blue paper
Access Services will change Item Status to 01 when items are either returned or taken off the hold shelf

Item record

Item Status: 21 (New Faculty Loan) or 22 (Sabbatical Faculty Loan)
Circ. note: Place on Operations Processing shelf upon return

Special Collections

go to archives or rare books room
green paper
cataloged by Anna
should not be in cataloging room

Item record

Collection: SPCOL (Special Collections)
Item Status: 03 (Non-Circulating)

Gift

nothing extra in catalog record
Missy writes note in pencil
count in statistics

The policies for cataloging replacement items for lost and damaged books, same or different edition.

Replacement process

• When an item is a replacement, it will be indicated on the flag.
• Check the shelf in the Cataloging office "Replacement request sent to Acquisitions" for damaged items. If the new item is a replacement for one of these, withdraw the damaged item physically and in the catalog.
• If the item is the exact same edition of the damaged or lost item, put in the new barcode in the same item and change the IPS to LB (in process).
• If the replacement copy is a different edition, withdraw the old one following the withdraw procedures. Follow copy cataloging procedures for the replacement.

This is an overview of the policies for cataloging at the Loyola Notre Dame Library. This page is intended as a quick reference for the Cataloging & Metadata Unit. [See the full policies and procedures on the I: drive (in draft) for more details.]

Contents:

Flags guide: flags used by the CAS department for books

Copy cataloging: overview of the steps for copy cataloging for OCLC and Aleph

Collections policies: the most used collections in the catalog and when they have different cataloging and processing steps

Multiple volumes and copies: how to catalog multiple volumes and copies on one bib record

Oversize: when to put an item in oversize

Replacement items: how to replace damaged and lost items in the catalog

Overview of copy cataloging using OCLC and Aleph.

Bibliographic record

• in Alpeh search ADM Sys. No. in Record Bar/Cataloging Bar to find stub record from acquisitions
• search OCLC Connexion command line: scan barcode/type in ISBN number
• choose the best record
• copy OCLC# from Connexion, paste in Aleph
• if no results, add macro ##oclc and export chosen bib record from Connexion
  • search OCLC# in Aleph again to find full bib now in Aleph; click Cataloging
• if there is a result that's a full bib record for the book, click Cataloging
  • move MAI50 from our stub to full record, then delete our stub
• on full bib, use macro ##xpty
• open items; if none, click New

Item record

• 2. General Information
  • Sublibrary: LNDL          Item Status: 01 (General Collection)
  • Collection: STACK        Item Process Status: LB (Labeling)
  • Material Type: BOOK
• add barcode to book

Holding record

• click Create New, click Edit
• use macro ##own
• save and close all

Reference AlephCodes for all for a complete list of codes and definitions that are possible in Aleph. Includes Collection, Material type, Item status, and Item Process status. This is a quick reference. Click on the links in each collection code for more detailed instructions for cataloging. Click on the link in the Processing column for more detailed instructions on processing.

Apprentice House

two copies: first for circulation (STACK/01), second for Apprentice House Collection.
loc classification number

Collection: LOYAH
Item Status: 03 (Non-Circulating)
Material Type: BOOK

Faculty Publications

two copies: first for circulation (STACK/01), second for Faculty Publication Collection

Collection: FACOL
Item Status: 03 (Non-Circulating)
Material Type: BOOK

create superholding with these fields:

• 710 2# $a Faculty Publication Collection (Loyola University Maryland) $5 MdBLN [or]
  710 2# $a Faculty Publication Collection (Notre Dame Maryland University) $5 MdBLN
• 700 1# $a [faculty name based on LC Name Authory standards] $5 MdBLN [if readily available]

Multiple Volumes

for multiple volumes, add new items but attach to the same holding

"added vol." will be checked on flags for new items that are part of series already in the collection

some series are classed separately -- a holding note will specify this

Multiple Copies

for second copies that are going in the same collection, add another item but attach to the same holding

for second copies that are going in different collections (eg Stacks and Special Collections), add a new item and a new holding for that item

Add OVR prefix to the call number (852 $k OVR).

Stacks

For Stacks (STACK), books are oversize if they are over 27.5cm in height or 20cm in length.

Reference

For Reference (RF), books are oversize if they are over 27.5cm in height or 20cm in length.
Add REFOVR to call number (852 $k REFOVR)

Art

For Art (ART), books are oversize if they are over 33.5cm in height or 30cm in length.

Health Science

For both Health Science (HLT) and Health Science Reference (RFHLT), books are oversize if they are over 33.5cm in height or 30cm in length.

To add a new record in OCLC Connextion:

• First, make sure you click the EditValidate button in the toolbar -- it has a green check mark
• With record open, Action > Holdings > Produce and Update Holdings

Minimum fields checklist

• leader
• 020 ISBN
• 100 main entry
• 245 title
• 260/264 edition, imprint, etc
• 300 physical description
• 336
• 337
• 338
• 600s subject headings
• 700 added entry

Minimum format specific recommendations for ebook cataloging records -- USMAI