Literature Cataloging Current Procedure About The collection is housed in the Children s and Young Adult Collection on the 3rd floor of Hodges Library and is in three sections: Nonfiction, Biography (individual and collective), and Fiction. books are selected for the Library by Ken Wise. Material going to is designated by the location on the acquisitions slip. Adult material selected for, such as reviews, criticism, or conferences relating to juvenile literature should be sent to Main. Conversely, bibliographic records for items going to Main may sometimes indicate juvenile material (such as Intellectual Level "j", the 520 annotated note field, and the subject subdivision " literature"). This should be ignored and the item sent to Main. Call Numbers The main difference between cataloging of material for the Collection and other material in UTK Libraries lies in the assignment of a call number. All of the following can also be found on the call numbers page (if they differ, follow the call numbers page procedures). All juvenile titles are given Dewey call numbers and Local fiction and individual biography call numbers (Indicator 1 in 852 signifies Dewey call number type). The LC call number will be in an 050 field or 090. We may have a copy in Main stacks with LC classification number. material selected for Special Collections should have an LC call number. The Dewey call number will be in an 099 field. In MARC records Dewey numbers are found in the 082 tag (Dewey number assigned by the Library of Congress) or the 092 tag (Dewey number assigned by local library). Dewey numbers can have decimal points. Numbers are checked in Alma and/or Primo for shelflisting and for checking whether first segment is used or more specific classification with the 2nd segment. All call numbers for new titles must be checked before being assigned. Fiction and Individual Biography numbers must be checked against and added to their respective Excel shelflist file - currently stored in the Tech Serv/Cataloging/Procedures/ folder on shared drive. Colle ctive biographies are classified in the DDC (Dewey Decimal classification). Shelflisting the call number in Alma's Metadata Editor: Tools >Browse call numbers >Dewey Decimal classification (Alt + C) These call number indexes may not always reflect current practice. Use your judgment in expanding cutter numbers, but the first principle is to try to keep the authors in alphabetical order. No reclassification of existing titles will be done to keep to this principle. Do not be concerned about the classification inconsistencies across the three sections of the juvenile collection that have developed over the years. Non-fiction If two or more Dewey call numbers appear in a record in the 082 field, each number in a separate subfield a, the first number is chosen over the others. Exceptions: Folk tales of various countries are usually classed in 398.2 even if this is not the first number. Collective biographies are classified in the Dewey subject number even if this is not the first number. Individual biographies are classified in B and assigned a Local call number, added to the spreadsheet. Do not use Dewey number preceded by B. See section Biography below. 1. Dewey numbers are devised in segments; these segments are indicated by "/" in the 082 or 092 field. The more specific the number, the more segments.
Example: 599.74/428 has two segments. 599.74 is the first and is for the subject "lions" and 428 is the second and is for the geographic area of Africa. Depending on the subject and past practice, the Dewey call number may be shortened from the most specific number. Check the online catalog to see what has been done with existing titles. If the specific call number you have (i.e. all segments) would be the first of that number, check the next smallest segment. If the smaller call number would also be the first, you must consider the length of the specific number and decide if it is too long (more than a dozen characters). In shortening Dewey numbers beyond the first segment, you cannot shorten a number by eliminating individual numbers within a segment. You either use the entire segment or eliminate the entire segment. Example: The call number 920/.009296073 has two segments. One segment is the three numbers before the decimal point and the other is nine numbers after the decimal point. In a case like this, use just the first segment. 2. Dewey Non-fiction numbers are checked against the catalog in Alma. Look thoroughly when you look up Dewey numbers in Alma in order to assign a Dewey number for your Non-fiction books because Dewey numbers do not file correctly in Alma. ( Alma lists numbers first and then letters). Ask for help if you need more clarification of this problem. 3. The cutter number has two parts: (1) the first initial of the author's last name and numbers that fit the author alphabetically within the file, and (2) the first letter or two letters (preferred) of the title in lower case. (Exception: "L" is always capitalized.) Books cataloged with a title main entry are cuttered by the first nonarticle word of the title; these have no title letter at the end of the cutter number 4. Only added editions have dates in the call number. Non-fiction call number examples: (write Call number on title page verso) follow either Author/Title or title Main entry example. Author/Title 956.94 A83gr Title Main entry 956.94 G83 Bibliographic record call numbers in MARC record 099 field: Alma MARC record field 099 $$a 956.94A83g OR Alma MARC record field 099 $$a 956.94G83 Biography Biographies of individuals and autobiographies are included in the juvenile B Local call number collection. If there is a "B" in the 082 or 092 field of the OCLC record, the item should receive a "B" Local call number, except for collective biographies, which are classified in the Non-fiction section with a Dewey Decimal classification number. The spreadsheet file for Biography is located in the Tech Serv/Cataloging/Procedures/ folder on shared drive. It is arranged alphabetically by the last name of the Added subject - Name heading of the biography (or in the case of an autobiography, by the author's name). The cutter number has two parts: (1) the first initial of the subject's last name and numbers that fit the subject alphabetically within the file, and
(2) the first letter of the author's name in lower case (except for "L" which is always capitalized). Do not add a letter for the author if the book is autobiographical. Individual Biography Local call number example: Shakespeare of London by Marchette Chute has the call number BS527c. "B" denotes biography, "S" denotes the first letter of the subject's name from 6XX field in MARC record, "527" cutters Shakespeare within all the other "S" names, and "c" denotes the author's last name, Chute. Write a call number on title page verso, example: B S527c Alma MARC record field 099 $$a BS527c Fiction OCLC records indicate juvenile fiction by [Fic] or [E] in the 082 or 092 field. Local policy for UTK libraries is to assign the letter F and an author cutter number. The author cutter is based on ( 1) the first initial of the author's last name and number that fit the author alphabetically within the Fiction spreadsheet file, and (2) the first two letters of the title in lower case (except for "L" which is always capitalized). If an author has more than one title beginning with the same two letters, use one or three letters, etc. Fiction Local call number example: for the title Can you top this? by Taylor, Jane, in Alma MARC record field 099 fiction, T29 for Taylor, ca for the first two letters of the title). $$a FT29ca (F for In the book, write the call number on title page verso: F T29ca Editing in OCLC: Keep the LC call number fields (050) in the bibliographic record. call numbers are entered in 099 field in subfield a. Do not delete or change the intellectual level in the fixed field or the 520. Subject headings tagged 650 or 651 with a second indicator of 0 will usually have a form subdivision: v v fiction v literature v poetry (and so on). Subject headings tagged 650 or 651 with a second indicator of 1 (LC subject headings for children's literature) do not appear in the Alma index, don't have to delete these headings from the bibliographic record. Per request from Reserve: add the subject heading to bibliographic MARC record for popup books and other books with movable parts. 650 0 Toy and movable books $v Specimens. Editing in Alma: If the record in Alma is not a Full level input or it needs enhancing or upgrading in OCLC, start editing record in Connexion and then Export the record to overlay Alma record with updated version. Many records in Alma are Full level Library of Congress cataloging. For these records we do not have to go to Connexion to edit the records for adding Local call number. Also, books are coming on Approval plan and the bibliographic records are loaded to Alma. The OCLC records provided in Alma in a couple of weeks will show the TKN holdings information in Connexion and WorldCat. 1. Alma - Metadata Editor DO NOT DELETE 050 CALL NUMBERS, this is outdated practice.
Add 099 field with the Local call number or Dewey Decimal call number shelf-listed for Author or Main entry in Alma Call number browse or shelflisted in appropriate spreadshit (Fiction or Biography). Check the bibliographic record for Full level description and accuracy of description information and subject headings; edit as needed. Delete fields 029,082, 084-085, 092, 094, 096, and 938 and Save the record. In this example, delete 082 and add 099 fields. Save the Record. Choose View Inventory (Ctrl + I) and click Edit: Input the first indicator in 852 tag, add 1 for Dewey Decimal classification type (do this for All title) in subfield $$b type H (for Hodges Library), in subfield $$c JUV, and in subfield $$h type the call number, i.e. FS8775mo. Save the Holding record. The empty subfield $$i and subfield $$a will disappear from the record. 2. Go to Alma, click on arrow down for pull down menu, then click on Scan Item:
3. Scan the Item, for Set Status To choose from the pull down (arrow menu) Physical Processing, make sure No is selected not Done, and then scan the barcode: If correct information was input by Loader and by Cataloger, the Item Edit screen should have the information like this:
Editing in Excel: To insert a row, highlight the row below, click the Insert pull down menu, and choose Insert Sheet Rows. Or highlight a row, right click, and choose Insert. If you do not yet have an OCLC record, cuttering may be done using the call number and surrounding records as clues. In the Biography file, the subject of the biography is entered for shelflisting. If absent, call numbers and surrounding records can be clues. To enter information into a cell, double click on the cell. Be sure to save the file before exiting. Miscellaneous notes Dust Jackets: many books come with Mylar covers. These should be left in place. A barcode should be attached to the Mylar cover in the normal place. If the book comes with a book jacket but no Mylar cover, use a glassine envelope with barcode and leave the cover in place. Call number placement can sometimes be difficult with juvenile books due to lack of space. The title page is sometimes used. On dark backgrounds the call number should still be written in the appropriate place. Get a blank call number label and write on that label and then attach the label where it should go. Publication information is often found at the back of juvenile books rather than the title page verso. E call number: E is no longer assigned. E and F are interfiled in the collection in Reserve and in the Excel Fiction shelflist, but not in Alma. No effort should be made to reclassify E to F. Excel shelflist: Call numbers for Fiction and Biography must be checked and added to separate shelflists which are in Excel files on the Tech Serv/Cataloging/Procedures/ folder on shared drive. We do not use Excel file for Dewey Non-fiction numbers. These numbers can be browsed in Dewey Decimal classification browse in Alma and in Primo. Legacy Documentation.doc JUVFIC.xls JUVBIOG_.xls