Irving ISD. Library Cataloging & Processing Specifications For Vendors Approved October 2018

Transcription

1 Irving ISD Library Cataloging & Processing Specifications For Vendors Approved October 2018 All vendors will conform to Irving ISD standards as stated below: Basic Profile These specifications apply to all libraries in the Irving ISD. All vendors will supply full/complete bibliographic records that adhere to the Irving ISD holdings format for all items. Spell out all abbreviations as per RDA inclusions. When RDA MARC records are not available, vendors will supply US MARC 21 bibliographic records that conform to the Irving ISD holdings format for all items. The library automation system used by Irving ISD Libraries is School Library Solution (The Library Corporation); holdings information is listed in the 949 local holdings field (format specified below). All items will be classified using the latest, unabridged version of the Dewey Decimal Classification system (DDC 23 as of July 2011). Include Lexile Measures (521 8$a550$bLexile) when available. Only Library of Congress Subject Headings (LCSH) will be assigned to each item. LCGFT and GSAFD genre headings (655 7$aGenre$2lcgft or $2gsafd) will be assigned to each item as applicable. All vendors must strip out all Sears Subject Headings and strip Juvenile from LC Subject Headings. All vendors must strip out Juvenile literature in floating subdivisions in subject headings and Juvenile in floating subdivisions in subject headings that contain Juvenile fiction, Juvenile poetry, Juvenile drama, Juvenile humor, etc. so that they are Fiction, Poetry, Drama, Humor, etc. This includes all headings with JUVENILE in all caps. 600, 610, 611, 650, 651 are the most common ones we use. They either need to be converted to LCSH or deleted entirely. All items are cataloged in English; do not use foreign language subject headings. Submit one bibliographic record per title, with separate 949 holdings fields for each copy. Submit cataloging records electronically (via websites or to or on 4 ¾ inch compact discs (labeled with the purchase order number, school name and date). Any vendor unable to comply with Irving ISD standards must notify Wendy Vera at wendyvera@irvingisd.net immediately. Any vendor who does not comply will be requested to refund or credit charges for labor to bring records up to standard. Cataloging Nonfiction Items Cut unabridged DDC numbers at the first prime. Workmarks (cutters) for all items, except individual biographies, consist of the first three letters of the main entry whether title or author and are entered in uppercase letters. Numbers are spelled out using the first three letters. Classify individual biographies as 92. Workmarks for individual biographies consist of the biographee s full last name entered in uppercase letters. Classify collective biographies as 920. Workmarks for collective biographies consist of the author s first three letters of last name in uppercase letters. General nonfiction items are placed in the NFC collection; there is no call number prefix. Nonfiction items written in another language are to be classified according to content not language. Reference materials are placed in the REF collection; use REF as a call number prefix. Professional materials are placed in the PRF collection; use PRF as a call number prefix. Cataloging Fiction Items Workmarks for all items consist of the first three letters of the main entry and are entered in uppercase letters. Numbers are spelled out using the first three letters. Everybody fiction items are classified as E and are placed in the EFC collection. Everybody fiction items in Spanish are classified as ESP and are placed in the EFC collection. The spine label shall read ESP. (Nonfiction/Biography items catalog according to content. See above.) General fiction items are classified as FIC and are placed in the FIC collection.

2 Story collection items are classified as FIC and are placed in the FIC collection (no SC collection). Cataloging Audiovisual Software Workmarks for all items except individual biographies consist of the first three filing letters of the title entry and are entered in uppercase letters. Numbers are spelled out using the first three letters. Workmarks for individual biographies consist of the biographee s full last name and are entered in uppercase letters. DVD video recordings are placed in the AVM collection; use VRD as a call number prefix. (example : 949$a002AVM$bVRD) Compact disc sound recordings are placed in the AVM collection; use SRD as a call number prefix. (example: 949$a002AVM$bSRD) MP3 recordings are placed in the AVM collection; use SRP as a call number prefix. (example: 949$a002AVM$bSRP) Playaway audio books are placed in the AVM collection; use SRP as a call number prefix. (example: 949$a002AVM$bSRP) Processing Requirements for Books Do not send catalog or shelf list cards. Attach Mylar jackets to all hardcover books with dustcovers using tape. Do not attach with glue. Affix 2.5 mil label protectors over exposed spine labels and barcode labels. Attach barcode on the lower left corner of the front cover vertically reading down, ½ inch from the bend of the spine and 1 inch from the bottom edge of the book. See illustration below. Attach one spine label; bottom edge of the label should be 1 inch from the bottom edge of the spine. Our preference is that the spine label be placed on the spine horizontally when at all possible (or vertically if appropriate see next specification). If the spine label is too long and wraps around the spine to the front, it is permissible to attach it vertically to read from top to bottom (biographies are an example of being too long and wrapping around to the front). See below for visual examples. For books with less than a 1/4 inch spine, the spine label may be affixed on the front cover, lower left hand corner ½ inch from the bend of the spine and 1 inch from the bottom edge of the book. Slide the barcode up above the spine label on these books. Affix one property label listing the school name, Irving ISD, and Irving, TX inside the book on the fly leaf centered in the upper section. Correct placement for long spine labels with ¼ inch spine Wrong placement for long spine labels with ¼ inch spine

3 Processing Requirements for DVDs, CDs, and MP3s Provide processing components if not approved for AVM processing. Do not send catalog or shelf list cards. Send spine labels and barcodes unattached. EBook and Electronic audio book specifications No barcodes are necessary for processing. MARC records will meet the same standards as all other materials (see Basic Profile). For 949 Local Holdings Field only include 949$c$d$h$p$s (see 949 Local Holdings Field chart below). Submit cataloging records electronically (via websites or to or on 4 ¾ inch compact discs (labeled with the purchase order number, school name and date). Barcode Specifications Top center of barcode should read Irving ISD Libraries. Do not put the individual school name. Item barcodes are 14-digit CODABAR barcodes with a mod 10 check digit. See processing specifications above for proper barcode placement. The Irving ISD institutional code is The leading number for all item barcodes is 3. Barcode Specifications continued Vendors request barcode ranges via (sivey@irvingisd.net or call Susan Ivey at ). Please include with the request the school name, P.O. number and the number of barcodes needed. Large vendors may request blocks of numbers. Holdings Codes A holdings code consists of an agency number (see attached campus list) and a valid collection code from the chart below (e.g., 004FIC). Use the appropriate collection and classification code specified below for all languages with the exception of Everybody Spanish Fiction (EFC). Use the following collection codes: Collection Code (949$a) Classification (949$c) Nonfiction NFC DDC Number Biography BIO 92/920 Everybody Fiction EFC E Everybody Spanish Fiction EFC ESP Fiction FIC FIC Graphic Novel GNC GNC (for FIC and 741.5) Collection of comic strips, such as Big Nate, Peanuts, Calvin & Hobbes, etc. should stay 741.5) Reference REF DDC Number REF Professional PRF DDC Number PRF Videorecording DVD AVM VRD Sound Recording CD AVM SRD Sound Recording MP3 AVM SRP Sound Recording Playaway AVM SRP Classification Prefix (949$b) GNC (only if NFC/BIO with Dewey/920/92 in 949c) GNC GNC DEWEY/ ABC LAST NAME

4 949 Local Holdings Field Format This field is repeatable. Do not use the Dynix 949 format. Subfields must be in alphabetical order. No indicators. 949 Subfield Description Example $a Holdings code see above 001REF $b Classification prefix (Call number prefix) REF $c Classification (Call number) $d Workmark (cutter) BAK $g Barcode $h Copyright or reprint date (one date only) 2005 $p Price exclude $ sign but keep decimal $s Source (vendor P.O. number) Use an abbreviation for Company Name or use Primary Name (no Company or Inc.) Order Specifications District-wide specifications will be filed with the vendor and updated as needed. All materials must be shipped to: Irving ISD/Ratteree School Name 2121 S. MacArthur Blvd. Irving, Texas ACME Boxes must be numbered to indicate sequence (Box 1 of 3, 2 of 3, etc.). District Purchase Order numbers must be printed on shipping labels. Provide packing slips with prices or invoice copy with shipment. Do not substitute titles or bindings or format. Observe any Do Not Exceed (DNE) amount when used on orders. Vendors are responsible for orders that exceed the DNE amount. Please address all questions concerning individual orders to Susan Ivey in Acquisitions at (972) Please address all questions concerning these specifications to Patricia Alvarado at (972) or at palvarado@irvingisd.net.

5 School Name Type Agency Irving High School High School 002 MacArthur High School High School 003 Nimitz High School High School 004 Cardwell Career Prep. Center High School 005 Jack E. Singley Academy High School 006 Austin Middle School Middle School 045 Bowie Middle School Middle School 041 Crockett Middle School Middle School 042 dezavala Middle School Middle School 048 Houston Middle School Middle School 046 Lady Bird Johnson Middle School Middle School 050 Lamar Middle School Middle School 044 Travis Middle School Middle School 043 Barton Elementary Elementary School 101 Brandenburg Elementary Elementary School 116 Britain Elementary Elementary School 103 Brown Elementary Elementary School 102 Davis Elementary Elementary School 121 Elliott Elementary Elementary School 118 Farine Elementary Elementary School 113 Gilbert Elementary Elementary School 122 Good Elementary Elementary School 105 John Haley Elementary Elementary School 106 Thomas Haley Elementary Elementary School 107 Hanes Elementary Elementary School 119 Johnston Elementary Elementary School 108 Keyes Elementary Elementary School 109 Lee Elementary Elementary School 111 Lively Elementary Elementary School 112 Schulze Elementary Elementary School 114 Stipes Elementary Elementary School 124 Townley Elementary Elementary School 120 Townsell Elementary Elementary School 123 Clifton ECS Early Childhood School 161 Pierce ECS Early Childhood School 162 Kinkeade ECS Early Childhood School 163 Dr. Joe W. Cassell Professional Library 800 Learning Resources 896 Student Reassignment Center 896SRC