Cataloging Reference, Non-DLC & On-the-fly

Atlas Reference

On- the-fly items
(Import)
Non-DLC
 On-the-fly
(in Voyager)

Latest ed. in Ref

 Dublin books


Atlas Reference

An item must have a call number in the G’s (geographical atlas) to be cataloged as ATLAS REF and shelved on the atlas stand. Reference librarians make their decision to place items on this stand based on frequency of use. If a geographical atlas is received for cataloging and you think it would need to be on the atlas stand, consult a reference librarian.


Latest monographic edition in reference

When cataloging REF titles that have an edition statement other than "1st ed." it may be necessary to remove a prior edition from REF or to withdraw it altogether. Search Voyager Cataloging by call number and title to see if there are other editions of the title. Treat the book as you normally would if the edition that you are cataloging is the only edition we own. If there are other editions in REF, then:

(The printout will be used to retrieve the item and get an Info Services librarian to review it.)

The Staff Assistant will place a retention note on the holding record for the edition cataloged for reference (latest ed.) after the item is reviewed and recommendations are made by the Information Services librarian. This note will always be on the latest edition. It will be removed from the holding record of earlier editions when they are relocated or withdrawn as the note directs. The notes will read:

        $x Move to STACKS when later edition is cataloged.
        $x Withdraw when later edition is cataloged.

Record Management for Dublin books

We do not fully catalog records for these items.

  1. Search the item by title in Voyager Cataloging.
  2. If the Dublin holding is the only holding, then suppress the bibliographic record.
  3. Save the bibliographic record to a 3 ½” disk. (.bib file)
  4. Retrieve the Holding record. Verify the location of zdublin and make sure there’s a call number entered. If the Holding record is attached to a bibliographic record for which there are Henderson Library holdings, then suppress the Dublin Holding record.
  5. If the item is part of a multiple volume set, add an 866 to the holding record. (Save to the database).
  6. Record the call number in the back of the book.
  7. Verify that there is an Item record and add enumeration if the item is part of a multiple part set. Save any changes to the database. 


Non-DLC Cataloging

Library Assistants will begin doing non-DLC cataloging for which there is copy. The Catalog Librarian will do all original cataloging

References needed:
Access to LC ClassWEB
A copy of the LC Cutter tables (Call Number)
Library of Congress Classification (Blue and Yellow books)
Library of Congress Subject headings (large red books)
Free floating Subdivisions: an alphabetical index (turquoise book)

Note: If a call number has been provided, it is not necessary to verify the validity of an 050 as it is LC assigned. All 090’s will need to be verified

1.    Use the existing subject or call number from the printout provided to assign the best call number by searching ClassWEB. If the subject needs to be more specific, consult the Free Floating subdivisions. This will show under what circumstances you can use your chosen subdivision (i.e. ‡x psychological aspects).

2.    If necessary, use the LC subject headings to verify the proper form of your subject and obtain the Classification number. (A subject search in Voyager may also help to determine the class number).

3.    Assign cutter using the LC cutter tables. Use the first letter of the author’s last name, then the numbers for the next 2 letters in that name from the Cutter tables.


4.    If the work has an editor rather than an author, then use the first letter of the title to assign the cutter. The numbers to follow are based on the LC Cutter Tables.

Call numbers should be assigned so that main entries (the information used to determine the cutter) are alphabetically arranged in the catalog. All call numbers may need adjusting (.C53 may turn into .C531) to fit in our collection. Search Voyager to make sure that the call number you have assembled is not currently in use.

On-the-fly items (Bib in Voyager or Gov Docs)

When an unbarcoded item circulates, it is assigned a barcode number and brief bibliographic, holding, and item records are entered into Voyager by Access Services. The books come to Resource Management when they are returned. We must attach the item to a full bibliographic record (which is often already in Voyager).

Single monographs and additional copies:


Multiple volume sets:


On- the-fly items (no Bib in Voyager)




Reinstating Items previously withdrawn

When an item is returned to Resource Management as an On-the-Fly item or an item that has already been paid for, it needs to be reinstated in our online catalog.

Search the item by Title or MFHD Call Number in Voyager.

If there is a record in Voyager: If there is no record in Voyager:  

Student Technology Fee Items 

Items paid for by the Student Technology Fee should get a 590 note which reads:
Provided by the Student Technology Fee, (date).


Disks and CD supplements in books

When a disk or CD supplement is found in the back of a book it must be removed and placed in a separate container.
General guideline for shelving supplements:
All supplemental items cataloged for Reference, Oversize or the Stacks will be cataloged to shelve next to the item they supplement.

All CD-ROMs cataloged for MAA will be placed on Reserve for security reasons. The permanent location should be MAA. The items will be sent to Peggy Miley to be placed on Reserve. Other CDs and disks may be selected to shelve at Reserve for security purposes.

Study guides, Manuals, Teacher’s guides, and workbooks

Volumes received as study guides, manuals, teacher’s guides, or workbooks supplementing titles we have or will receive for cataloging should be treated as an added volume and given an enumeration of suppl. If there is a disk or CD supplement to the title, then the disk or CD will be suppl.1. The supplemental book will be suppl.2.

Collection Development has sent some of these to Resource Management as separate titles. These may be rerouted to the cataloging assistant who handles added copies and volumes. To add the study guide as a supplement to the main title: