PROCESSING. Flags -- Departmental paperbacks -- Departmental hardcovers -- Accompanying
non-print materials -- Accompanying print materials
-- Primary non-print materials -- Folio call numbers
-- Marking -- Item records
-- SPECIAL LOCATION PROCESSING -- Anthropology
-- Art Library/Birren/Locked Case -- Astronomy
-- CD-ROM Reference -- Drama -- Engineering
-- Forestry -- Judaica -- Kline
Science -- L&B -- LSF -- Mathematics -- Microform
-- Microtexts Desk -- Numismatics -- Ornithology -- Reference -- Science Libraries -- Zeta -- -- Yale Collection -- Yale Dissertations -- Workflows: Atlases & Maps -- Mudd Serials & Multiparts -- Vernaculars
SML Tech. Services staff: for your convenience, these are brief notes on special processing to be followed for items cataloged at Sterling Library. This list is provisional; expect updates as our procedures evolve with Orbis2. 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 e-mail firstname.lastname@example.org.
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 are left on a designated shelf in the department;
Preparations staff picks up daily and delivers to the Shipping Room. Exception: Art paperbacks are sent to Preparations. NOTE: the
practice of using Avery labels on departmental paperbacks ceased in
Hardcover books for departmentals are marked like stacks books and
are placed on the Binding Truck.
- EXCEPTIONS: Anthropology,
Chemistry, Engineering, Forestry, Kline hardcovers do not go through
Preparations; leave them on the pick-up shelf for departmental paperbacks.
- See also exceptions
for Art sublocations
- Departmental bookjackets
are left on the books.
- NEW PROCEDURE: Nov. 2004. If a book is designated
for SML, an SML sublocation, or CCL, and the book has accompanying media (e.g. floppy disk, CD-ROM, audio cassette, audio disc), catalog the book for the designated location. The media item should be recorded as accompanying material on the bibliographic record. A separate MFHD is not made for the accompanying item; a separate item record is made for the accompanying item and associated with the MFHD for the primary item. The accompanying media item should travel in a separate case with a separate barcode. Send book and accompanying material to Preparations. For details,
- If a book is designated
for a departmental library and has accompanying material, catalog
it for the designated location but DO NOT SEND TO PREPARATIONS. After
cataloging, discharge the item(s) and leave both book & accompanying
material on the departmental pick up shelf. Most departmental libraries
do not include the accompanying material when the book is sent directly
to the team; the dept. staff should indicate that the accompanying
material was not sent and the catalog record must indicate that the
library owns the accompanying material. Books selected from blanket
orders received at SML may include accompanying material.
- SML books with accompanying
microfiche are cataloged for the Microform collection. See note below
- If the accompanying printed material will be barcoded and labelled separately, assign the same call number but add a
descriptor term to it, and mark the item with the call number. Use
the descriptor assigned in 300 e, e.g. atlas, user guide, etc. Shorten if necessary (e.g. Guide instead of User Guide) In some cases the descriptor will be in a note rather than 300 e. Enter the same descriptor term in CHRON. Note: descriptor term should appear on the label after the date but before "(LC)" if "(LC)" is used.
- Note that when the primary item cataloged is in a media category, there are special instructions for Item type and Item Statistical Category. Refer to guidelines for item records below. When marking, use the descriptor term Suppl to match the Item Statistical Category term and enter the same descriptor term in CHRON.
PRIMARY MEDIA ITEMS
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 CCL. Media items will travel through processing and be shelved in a special security case.
- Enter the format term as the last element of the call number before "(LC)" [if the call number does not take "(LC)," the format term will be the last element]]
- Use the appropriate format term from the Categories column in Statistical Categories table; observe the usage for each category & do not make up new terms
- Catalog primary non-print
materials for the assigned location
- Follow special instructions for item records below.
- After cataloging, charge items to the Preparations truck
- Do not follow this procedure
for microform. See note below under Microform.
||‡b cclaudio ‡h PR1583 ‡i F58 2006 CD <for a sound recording>
||‡b sml ‡h TL558 U6 ‡i N68 CD (LC) <serial issued as a CD-ROM>
||‡b sml ‡h T385 ‡i .S53 2008 DVD (LC) <for a DVD-ROM>
||‡b sml ‡h NA2542.35 ‡i T123 2007 DVD (LC) <for a DVD video>
||‡b sml ‡h PS3525 I43 ‡i D4 1965 TAPE<for an audiocassette>
||‡b sml ‡h PN1992.77 ‡i V54 2003 VHS <for a videocassette>
||‡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
fes ‡k Folio ‡h GV191.42.C8 ‡i 032 (LC)
FOLIO AND FULL CALL NUMBER
||‡b art ‡k
Folio ‡h NJ18 F21666 ‡i A12 2003 (LC)
For more information on folio and oversize,
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.
1. Books sent to Preparations.
If the barcode has been attached to the book, do not write the call
number on the verso t.p. If the barcode is still attached to the barcode
card, write the call number on the verso t.p. of the book. EXCEPTION:
Write call number on the verso t.p. of volumes for multipart monographs
that are also part of a classed together series even if the barcode
has been attached to the volume. If the multipart volume is not part
of a classed together series, it is NOT necessary to mark the volume
if the barcode has been attached.
2. Books sent directly
to school and departmental libraries (bypassing Preparations). Write
the call number on the verso t.p.
3. For serials and multipart
monographs, if the call number is written on the verso t.p., include
the caption used with the volume number if a caption is used in the
For rules and examples, refer to Rules for Marking Serials:
4. See also the Flags section above for use of the Green Flag.
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.
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:
- Do not use item type media when media is primary. Instead,
- Assign the specific item type from the scrolldown list for the Item Type field. CAUTION: the terms do not correspond to the Item Statistical Categories table used for SML.
For departmental media items, Statistical Category is not updated.
For accompanying media items, assign the specific item type from the scrolldown list; Statistical Category is not updated.
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 Kline.
If a book designated for Anthropology falls into the LC Q class, the
location should be changed to Kline Science; remember to change the Perm loc on the item record as well. All books for Anthropology Library, hardcover and paperback, should be placed on the Shipping Room pick up shelf.
- Art Library and its collections
(Reference, Birren, Mudd,Art) use a different oversize range (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). <Rev. 1/25/11. Formerly Oversize 29-39 cm height/25-30 cm width; Folio 40 cm & over; width 31 cm. and over>
- Leave jackets on all
- Beginning Jan. 1, 2000,
art paperbacks are sent directly to Preparations. See
Paul Conway's memo.
- Art flag should
indicate Birren, but check Orbis location as well. DO NOT MARK BIRREN
BOOKS. After cataloging, send to Art in the container provided by Art. Use plastic ties provided to make sure the container does not open accidentally.
- For copy cataloging, if
the cataloging copy lacks a subject with the term "Color," refer to
the art original cataloger. NB: an Art book with cataloging
copy with subject Color is not automatic Birren; either the Art flag
or the Orbis loc must indicate Birren.
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--
- Currently located at the Haas Art Library, but continues to use the location code smlaob. Item record: nocirc
- NJ18. For books by an individual artist, use NJ18 unless the artist has already been assigned N7433.4.A-Z; in that case use LCC (form table for 2nd Cutters in ClassWeb)
- Autograph. If book is autographed by the artist, add a 692 14 <name of artist>.
- 590: record copy numbers (copy x of y copies) as well as presence of autograph. 590 made for the Fritz Kredel Collection ("From the library of Fritz Kredel")
- Colophon a good source for notes.
- For fine press, paper & font are not noted. Papermakers are not noted unless they actively collaborate in the creation of the book.
- Artists' books. LC currently uses 650 Artists' books as a form heading as well as a topical subject. 650 Artists' books can be subdivided geographically, but the scope note seems to indicate that geographic subdivision is only used when 650 is treated as topical. MARC 655 cannot be subdivided geographically.
- v Specimens. Not used with artists' books since they are specimens by LC definition.
- Books are picked up and delivered to the mailroom after cataloging; they are not sent to Preparations.
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. If the book arrives
without MFHD k and the book turns out to be classed in QB, check
with the departmental secretary. If the book has MFHD k but does
not class in QB, retain the k. Astronomy books are not barcoded; nevertheless, hardcover books cataloged for Astronomy should be sent to Preparations for labelling (paperback books to the departmental pick-up shelf).
CHEMISTRY LIBRARY. All books for Chemistry Library, hardcover and paperback, should be placed on the Shipping Room pick up shelf.
[no longer valid]
- The CD-ROM Reference Center (smlcd) was closed in [2008?]. As of 7/2009, items were still in the process of being transferred to SML stacks.
- Always add a 655 type
of material tracing to the bibliographic record. <OBSOLETE 3/05 >
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 >
- Full LC classification
- The practice of entering
CD-ROM in 852 $k has ceased. (Sept. 2001)
- Item type for CD-ROM Reference Center: reference (statistical category: CD)
- Items cataloged for the
CD-ROM Reference Center are charged to Prep after cataloging and left
on the Preparations truck.
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
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.
LIBRARY. Hardcover & paperback books are placed on the pick-up
shelf for Shipping after cataloging.
AND ENVIRONMENTAL STUDIES LIBRARY. Hardcover & paperback books
are placed on the pick-up shelf for Shipping after cataloging.
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.
SCIENCE. All books for Anthropology Library in Q class should be
cataloged for Kline. Anthropology Library is housed physically within the Kline Science collection. "(LC)" is entered at the end of all Kline call numbers. Former (obsolete) practice: Q, R, S, T did not get (LC); all other LC classes got (LC). All books for Kline, hardcover and paperback, should be placed on the Shipping Room pick up shelf.
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.
LSF (Off-campus Library Storage Facility).
- If an item is flagged for LSF, DO NOT CHANGE THE LOCATION CODE in MFHD 852 ‡b. LSF has special software to update the location; changing the location in Orbis will disrupt the LSF software.
- Books with the LSF flag should be left on the LSF Preparations truck, not the regular Preparations truck.
- Be sure to leave the LSF flag in the book!
- If a volume must be added to a multipart set already transferred to LSF, write the call number of the home location (the original location) on the t.p. verso, and flag the volume with an LSF flag and a green ("use call number in book") flag, and leave on the LSF Preparations truck
- Call number is pre-assigned
& written on the verso of the t.p.
- Always use first indicator
8 for Math Library call numbers
- If the Math Library call
number is not pre-marked on the verso of the t.p., cataloger should
assume a call number is not used for the book in hand. In that case,
enter on Orbis as :
||‡b math ‡h
shelved by title
||‡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
(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
with accompanying microfiche are cataloged for the Microform collection
(not the Microtext Desk collection) with regular LC classification.
- For detailed cataloging
procedures for microforms, consult:
- Status tracking to Catalog Dept. (NEW PROCEDURE BEGINNING MAR. 1 2005) Microfilm: one item record is assigned per reel. (Serials and some multiparts will require ENUM/CHRON data on individual records.) EXCEPTION: Yale dissertations on microfilm are delivered directly from Mss&A to the Catalog Dept.; the microfilm reel boxes will be barcoded at the time of cataloging. Microfiche: one item record is assigned per MFHD, even if the MFHD represents multiple sheets. The barcode for microfiche sets is used solely for status tracking; do not affix it to the envelope of the microfiche.
- Printed guides for microform collections are recorded as a separate MFHD on the microform's bibliographic record. The printed guide will have a separate item record. Refer to:
- Status tracking after cataloging. Microfilm is charged to Preparations and left on one of the Preparations pick-up trucks. EXCEPTION: Yale dissertations on microfilm are left on the Microtext pick-up shelf in the Catalog Dept. Microfiche is discharged and sent directly to the Microtext collection unmarked, although a printout with the call number is usually enclosed. Have the item record deleted after the item has been discharged. Leave the microfiche on the Microtext pick-up shelf in the Catalog Dept.
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.
Newspaper call numbers: 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. Items from this collection are not barcoded; nevertheless, send hardcover books to Preparations after cataloging for labelling; paperbacks go to the Departmental pick-up shelf in the Catalog Dept.
The BIBLIOGRAPHY and SUBJECT BIBLIOGRAPHY collections
were merged with the REFERENCE collection located in the SML Reading
Room in the summer of 1997.
LIBRARIES. 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.
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.
- The collection has its own classification scheme. YAL uses the same oversize dimensions as SML; use $m Oversize following the Yale Collection call number in MFHD 852.
- Monographs. Biographies of Yale graduates are organized by class year. If Manuscripts & Archives does not provide a graduation year, contact them.
- Serials. Currently using local subject for student serial publications: 655_7 ‡a College student newspapers and periodicals ‡z Connecticut ‡z New Haven. ‡2 local. [Tag as local because LCSH does not permit geographic subdivision for genre/form headings]
- EXCEPTION: books for the Yale Collection's reference collection should be classed in LCC. Use "(LC)" under all numbers and ‡k Reference preceding ‡h in 852.
- NACO & Yale headings. Many departments & institutes have not been established, and many name changes for established corporate names have not been accounted for in the NAF. Be sure to use the name of the department or institute that corresponds to the item in hand.
- All items come directly to the cataloger from MssA & are picked up by MssA staff after cataloging is completed; do not mark any item.
ATLASES & MAPS. Current assignments:original & copy cataloging to: Tony Oddo (Original Team). Exceptions: all Geology to Tachtorn Meier (Copy Cataloging Team); all Slavic & Hebrew to Specialty Team; all Arabic to Near East; CJK to EAC..
MUDD LIBRARY SERIALS & MULTIPARTS. Adding of volumes is not permitted for ongoing serial & multipart sets in the Mudd Library. If a serial or multipart add is received, it will be routed to CMS for reclassification to LCC & assigned to SML stacks or other non-Mudd location. The non-LCC volumes will be transferred to LSF. Rebound volumes, replacement volumes, & back issues: route to Rick Sarcia.
Books in "vernaculars" (usually but not always non-Roman scripts)
are to be re-routed to the following cataloging units:
- Original Cataloging Team:
- Tony Oddo: Greek, Turkish in roman alphabet (copy & original)
- Ellen Jaramillo. Iberian languages and dialects (e.g. Basque, Gallegan) except Spanish & Portuguese (Arcadia Project; copy & original)
- Chuck Riley. Sub-Saharan African languages, including Afrikaans (copy & original)
- East Asia Cataloging:
Chinese, Japanese, Korean
- Specialty Cataloging/Hebraica: Hebrew,
- Near Eastern: Arabic,
Persian, Turkish (prior to use of roman alphabet)
- Specialty cataloging/Slavic: all publications
and languages used in these countries: Albania, Bulgaria, Czech Republic,
Finland, Hungary, Mongolia, Poland, Romania, Slovak Republic,
former U.S.S.R. and its Republics (incl. Armenia, Azerbaijan, Belarus,
Estonia, Georgia, Kazakhstan, Kyrgyzstan, Latvia, Lithuania, Moldova,
Russian Federation, Tajikistan, Turkmenistan, Ukraine,
Uzbekistan), and the former Yugoslavia (Bosnia-Herzegovina, Croatia,
Macedonia, Slovenia, Yugoslavia)
- Southeast Asia Cataloging:
all books published in the vernacular languages used in these countries:
Brunei, Burma (Myanmar), Cambodia, India, Indonesia, Laos, Malaysia,
New Guinea, Pakistan, Philippines, Sarawak, Singapore, Thailand, North
and South Vietnam. Books in Western European languages: copy cataloging to Catalog Management; otherwise to Original Cataloging Team. Books in Slavic languages, etc. [see list above] to Specialty Cataloging (both copy cataloging & original).
Yale Dissertations see:
Yale Dissertations: Processing Workflow
Yale Dissertations: Preliminary Records for Microfilm Copy
Yale Dissertations: Guidelines for Cataloging Archival Copy on Orbis
Yale Dissertations: Cataloging Microfilm Copy at Minimal-Level