Technical Services Manual - Dieter
Content
Technical Processing Policy Maggie Mae Middle School 900 Starlight Lane Richmond, VA 23235
Valerie Lynn Dieter EDSL 580 Spring 2008
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TABLE OF CONTENTS Page Introductory Analysis.................................................................................................3 Philosophy .................................................................................................................... ..5 Mission Statements Goals and Objectives Library Media Center Goals and Objectives..........................................................6 Role of Technical Services in Mission.....................................................................7 Size and Scope of Collection.....................................................................................8 Staffing, Budgeting and Scheduling......................................................................10 Descriptive Cataloging............................................................................................ ...14 Call Numbers............................................................................................................. ...17 Subject Cataloging....................................................................................................22 Cross Referencing.................................................................................................... ..24 Authority Records.....................................................................................................24 Physical Processing of Print....................................................................................25 Physical Processing of Nonprint.............................................................................29 Catalog Maintenance.................................................................................................32 Inventory.................................................................................................. ...................33 Rationalization / Justification for Polices and Procedures.............................34 Revision and Updates................................................................................................34 Bibliography of Tools Used in Library..................................................................35 Bibliography............................................................................................................ .....36
Appendix A: Inventory Directions.........................................................37 Appendix B: Vendor Specification Examples......................................46 Appendix C: Sample MARC Records.......................................................61
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INTRODUCTORY ANALYSIS
Maggie Mae Middle School is located in Chesterfield County, Virginia, only a few miles from the Richmond City limits. Chesterfield County is one of the largest school systems in the area and has thirty-six elementary schools, twelve middle schools (with an additional middle school projected to open in 2008), eleven high schools, and a technical center. The school opened its door in the fall of 1968 as a junior high school serving grades seven through nine. In 1972, sixth graders were introduced to the school, and the ninth graders moved to the high school. In 1974, the school reverted to seventh through ninth grade and remained that way until 1980 when it became a true middle school, six through eight. Two additions were made to the school in the early 1980s providing more classroom space, and auxiliary gym, and meeting rooms. With the growth of the surrounding population, four mobile classrooms were added to the school grounds. Maggie Mae Middle School is located in a lower middle to upper middle class suburban area with approximately ninety percent of students falling in this economic range. Five percent of the student body comes from poverty level, and two percent comes from a wealthy background. One percent of the student body lives in group homes. Grades six through eight are housed in the school. The total school population is approximately 888 students: 461 males, 416 females. The student population consists of Caucasian African-American Hispanic Asian Native American / Native Alaskan Unspecified 343 402 101 29 3 12
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Students with special needs are as follows: Special Education Students MIMD ESL 504 Plans Gifted 125 13 32 9 72
The faculty and staff of Maggie Mae Middle School are made up of 115 individuals with the majority living in the surrounding area of the school. Currently the school operates on a block schedule with four classes per day. The students attend three core classes per day: English, math, and either science or social studies. At the end of the first semester, the students will finish their science or social studies class and switch to the other one for second semester. The students also take two elective courses, one on even days, and one on odd days. The Maggie Mae Middle Library Media Center is located in the center of the school in an enclosed area. The upper portion of the longest library wall is made up of windows allowing the students to see the interior of the library. Maggie Mae Middle School’s library is part of the district’s media center program. The media center’s primary objective is to enrich and support the instructional goals of the school. It should make available through its collection a wide range of materials at varying levels of difficulty having a diversity of appeal compatible with the different needs, interests, and viewpoints of students and teachers. Some specific areas that should be addressed are the availability of • Materials that meet the current teaching needs of the teachers; • Hi-low books to specifically meet the needs of the poor and reluctant readers, ESL students; and students with disabilities; • Native language materials for ESL students; and • Materials that focus on cultural diversity.
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Philosophy Statements
CCPS Mission Statement: The mission of CCPS is to work in partnership with students, families and the community to ensure that each student acquires the knowledge, skills and core values necessary to achieve personal success and to enrich the community. Maggie Mae Middle School’s Belief Statements: • • • • • • • • • • • • • Students need to know that we care about them. Students, who are honest, responsible, accountable for their actions, and respectful of others, should be academically successful. Parent involvement is crucial to student success. Students need to be pushed beyond their comfort levels. All students can learn and succeed, regardless of their labels, limitations, problems or personal hardships. Every child has positive and worthwhile attributes which need to be explored. We should be aware of the emotional and academic needs of students. Teachers and students need to appreciate, as well as, be sensitized to cultural diversity. Mutual respect is valued; we should treat others as we wish to be treated. Faculty and staff are role models and teach more than content. The “Core Values” of honesty, respect, responsibility, and accountability have a valued place in our curriculum. There are many ways to deliver instruction; creative and relevant delivery modes should be practiced. A community raises a child; all parts need to be active in order for children to be successful.
The library media program strives to provide materials and services that support these belief statements.
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CCPS Library Media Services Mission Statement School library media programs enable students to learn. Through promoting reading and literature appreciation, teaching information literacy skills, providing access to intellectual resources, and fostering critical thinking and independent learning, Chesterfield County Public Schools library media programs contribute to student success and the support of lifelong learning.
CCPS Library Media Services Philosophy Statement The philosophy of Chesterfield County library media services is to provide access to information and ideas that support the mission and the instructional program of Chesterfield County Public Schools. Library media collections support the curriculum and state standards of learning and provide for the informational needs of all students and staff in Chesterfield County Public Schools. Library media specialists shall use established procedures for the selection of library media to build the collection through selecting and discarding of library media resources. The procedures will also assist students, teachers, administrators, parents, and community members in understanding the principles behind selection and collection management in Chesterfield County Public School library media centers.
These mission and philosophy statements provide a foundation for the library media center to service the school’s instructional needs.
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Role of Technical Services in Mission The primary role of technical services in the Maggie Mae Middle School Library Media center is to • Provide all patrons with the most efficient access to all materials in the library media center in the shortest amount of time possible.
In order to achieve this goal, the library media specialist seeks to ensure • • • Rapid location of materials through careful standardization; Complete listing of materials on any given subject, genre, by any given author, or within any available series; and Ease with which a patron can select and check out materials.
Technical services are ongoing processes throughout the year that consist of • Acquiring, • Cataloging, and • Processing materials. Using standardized policies will facilitate the location of all types of media for both students and staff. To meet mission goals, access to the information and resources will be processed using the following standardized guidelines given in the most current editions: • • • • Abridged Dewey Decimal Classification and Relative Index (http://www.oclc.org/dewey); The Concise AACR2; Library of Congress Subject Headings; and Library of Congress Children’s Headings (http://loc.gov).
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Size and Scope of Collection The Maggie Mae Middle School media center includes a wide variety of materials and equipment to meet the diverse needs of both students and faculty. As of January 28, 2008, the collection contains 14,748 items.
Collection Description Audio Visual Materials Biography Computer Software Databases (by subscription) Equipment Fiction Magazine Newspaper Nonfiction Professional Reference Story Collection World Wide Web TOTAL RESOURCES Number of Items in Collection 758 625 3 5 638 5,292 17 2 3,304 31 363 192 367 11,597
The size and scope of the collection meet the general needs of the student and staff populations, but several specific areas need to be addressed. To improve the services of the library media center for all students, new items will be added to the collection to meet the following needs: • • • Increased population of ESL and ELL students; and Increased need for high-low materials for struggling and reluctant readers. Need for more up-to-date materials, especially in the nonfiction area due to recent weeding of out-of-date materials.
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Collection Analysis Report:
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Staffing, Budgeting, and Scheduling Implications Staffing: The Maggie Mae Middle School media center staff includes the following full-time positions: • Head Library Media Specialist; • Assistant Library Media Specialist; and • Library Clerk. Duties for each position are as follows: The Head Library Media Specialist shall be responsible for • • • • • • • • • • • Managing the library budget in cooperation with the school administrator, bookkeeper, and central budget administrators; Creating and submitting orders for new materials; Attending county-level library meetings and reporting information back to the library staff and administration; Conducting school-level library staff meetings; Planning and conducting faculty training on technology and equipment operation; Coordinating activities of student aides and community volunteers; Establishing connections with departments within the school to facilitate collaboration and the use of library services; Collaborating with classroom teachers to support instruction; Submitting requests for facility, custodial, or maintenance needs; Advocating library programs to the administration, faculty, and community; and Helping with shared responsibilities.
The Assistant Library Media Specialist shall be responsible for • • • • Planning and overseeing Book Fair events; Managing overdue materials; Maintaining equipment and handle equipment requests; Coordinating community programs and fund raisers such as the Kroger Receipts Program and the Ukrop’s Golden Receipt Program;
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• • • • • • •
Collaborating with classroom teachers to support instruction; Maintaining library supplies and submitting supply requests to the head librarian; Creating and maintaining an ongoing list of selections to be purchased for the library collection; Maintaining periodical subscription services; Overseeing the language arts class visitation schedule; Overseeing the computer lab schedules; and Supervising student aides.
The Library Clerk shall be responsible for • • • • • • • • • • Opening the media center each morning by turning on equipment and preparing the circulation desk; Managing the circulation desk; Generating daily reports; Generating overdue reports daily and weekly; Managing periodicals; Entering data into the TLC program; Programming television programs for recording; Taking notes during staff meetings; Supervising student aides; and Filling out deposit slips and submitting monies collected to the school bookkeeper.
Responsibilities to be shared by all library staff are • Shelving materials and maintaining the neatness of the shelves and the library; • Entering data for new acquisitions; • Preparing new acquisitions for circulation; • Maintaining displays and bulletin boards within the library media center; • Maintaining computer stations within the library media center and any computer labs for which the library staff are responsible; • Maintaining support equipment within the library media center such as the copy machine, the laminator, and the poster machine;
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Any duties not implicitly stated here will be assumed or assigned by the Head Library Media Specialist.
Budgeting: The funds allocated to the Maggie Mae Middle School shall be spent at the discretion of the Head Library Media Specialist within the guidelines set forward by county policy. The majority of Maggie Mae Middle School Library Media Center’s funds for materials and supplies comes from Chesterfield County’s Library Media Services Office and is part of the county budget determined by the School Board. This amount is supplemented with funds from the building Administrator and the PTA whenever possible. The following is a list of the areas of spending and the current allocated funds: FUND NAME
Books AV Equipment AV Supplies Operating Supplies Library Software Library Activity Fund
AMOUNT
$7,556.50 $1,820.00 $900.00 $910.00 $2,000.00 $860.50 $14,047.00
There are three ordering windows during the school year, the first in October, the second in December, and the third in April. Special ordering is permitted for special offers. Monies from the Library Activity Fund may be spent at any time and are not subject to the ordering windows. The library is not responsible for the purchase of computer equipment within our school. This is handled through the school budget at the discretion of the principal.
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Scheduling: All sixth, seventh, and eighth grade students are scheduled to come to the media center on a monthly fixed rotation through language arts classes. This is a change from last year’s two week fixed rotation. The purpose of this change is to allow for more flexible library usage by students during SSR time which is a daily part of language arts classes and to allow all teachers to bring classes to the library during open time slots to utilize the materials and facilities available in the media center. Fixed scheduled classes spend a period of thirty minutes in the library to allow time for a lesson and checkout.
Implications: By providing two full-time librarians and a full-time clerk, Maggie Mae Middle School ensures that all students have access to library professional to assist them in their academic needs and meet the goals of the school. In addition, the county allotted funds and supplemental funds enable the library staff to keep a current collection that meets the needs of all students in the building. By allowing more available time in the media center for flexible scheduling, Maggie Mae Middle School is ensuring that all subject teachers have equal access to the resources available. In addition, the flexible scheduling allows students the ability to use the library and the professional staff on an as needed basis.
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Descriptive Cataloging Descriptive cataloging will be completed by the library media specialists at the central processing office according to the most recent edition of The Concise AACR2 (Anglo-American Cataloging Rules). The minimum level of description used will be Level 2. Standards used for cataloging include • The Concise AACR2; • Library of Congress bibliographic records; • Library of Congress Subject Headings; • Library of Congress Subject Headings for Children; and • Abridged Dewey Decimal Classification (most current edition). Whenever possible, MARC records will be purchased from vendors according to county specifications. If MARC records are unavailable, the central processing office will do original cataloging. All MARC records will be checked by central processing for accuracy; any necessary corrections or additions will be made. The following information is to be included in MARC records whenever applicable: • Other title information; • GMD: General materials designation will be used consistently for the items in the chart below; • Statements of Responsibility; • Edition statement; • Serials: when possible include frequency of publication, volume and number, and publication date using MARC fields 310 and 362; • Electronic Sources: using MARC fields 256 and 538 include information on type of source and any directions for use; • [S.l.] will be used if no publication location is given; • [s.n.] will be used if no publisher’s name is given; • [year] will be used when the cataloger must make an educated guess about a publication date, with the actual year in brackets; • [number of pages] will be used when a book has unnumbered pages and are counted by the cataloger; more than 50 unnumbered pages will not be counted;
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• • • • • • •
SMD: Specific materials designation (see list below); Format descriptions (see list below); Series statements and series numbers; Summary statements; Notes for reading programs such as Accelerated Reader and Reading Counts; Notes for major awards; and ISBN: the number will be entered without any punctuation and without binding details.
GMD (General Materials Designation): The following GMDs will be used in the MMMS media center: GMD Electronic Resource Kit Realia Sound Recording Videorecording Types of Materials Web sites, CD-ROM Multi-material items Equipment CDs, Audio Cassettes, Audiobooks, Music DVDs, VHS
** Materials such as maps and globes are maintained by the History Department and are not cataloged through the media center. ** As material formats change, the GMD list will be updated to include all materials housed within the media center.
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SMD (Specific Materials Designation): The following SMDs are currently in use at MMMS Media Center
SMD
Adapter Cart Cassette Tape Player Cassette Tape Recorder CD-ROM Digital Camera Digital Video Disc Player Digital Video Disc Recorder Keyboard Laptop Computer Opaque Projector Overhead Projector Portable Amplifier Projector for Data or Video Signal Remote Slide Projector Sound Cassette Sound Disc Sound Filmstrip Projector Television Tripod Video Camera Video Cassette Video Cassette Recorder All adapters
Materials
All equipment and library carts Audio cassette player(s) Audio cassette recorder(s) Computer program(s) on disc All digital camera(s) DVD player(s) DVD recorder(s) Alphasmart Keyboard Devices Laptops housed in the library Opaque projector(s) Overhead projector(s) Portable amplifier(s) LCD / Video Data Projector(s) Remote control devices to TVs, VCRs, etc. Slide projector(s) Audio cassette tapes such as audiobooks CDs Filmstrip projector(s) with sound TV(s) Tripod(s) Video camera(s) VHS tape(s) VHS recorder(s)
Videodisc DVD(s) ** As material formats change, the SMD list will be updated to include all materials housed within the media center. Format Descriptions: Dieter - 16
Format descriptions will follow the rules outlined in AACR2. For materials other than books, the following information should be included whenever possible in the description. • • • • • Accompanying materials; Equipment requirements; Dimensions; GMD; and SMD.
For audiovisual materials the following should be given when applicable: • Number of items; • Total Length (time); • Sound information; • Subtitles; • Language(s); • Closed-captioning information; and • Color or B&W. For realia / equipment the SMD will usually suffice; however when applicable, include the following: • Dimensions; and • Physical description of each item if more than one is included (such as cables, remotes, etc. Each item will be listed in a separate MARC 300 field.
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Call Numbers Call numbers will be determined using the most up-to-date version of the Abridged Dewey Decimal Classification. Call numbers may be expanded as needed. The following material types are used in the Maggie Mae Media Center:
Code AV BIO E EQ FIC MAG NF PRO REF SC WWW Prefix see below **
N/A
Definition Audio Visual Materials and Software Biographies Easy (may be called enjoyable or everybody books) Equipment Fiction Periodicals or Serials Nonfiction Professional materials for faculty Reference materials Short Stories Cataloged Web sites
PAC Display Audio Visual Biography Easy Does not display in PAC Fiction Magazine Nonfiction Professional Reference Story Collection World Wide Web
N/A
N/A
N/A N/A N/A
PRO REF
N/A N/A
** AC CD CS DVD VHS AV
Prefixes for AV Collection Code Audiocassette Audio Compact Disc Computer Software/CD ROM Digital Video Disc Videocassette Any other type of Audio visual material or software
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Filing letters used in the Maggie Mae Media Center:
Print Materials Prefix Call Number All letters will be in ALL CAPS 920 + first 3 letters of author's surname (or main entry) E + first 3 letters of author's surname (or main entry) FIC + first 3 letters of author's surname (or main entry) B + biographee's entire surname Abridged Dewey + first 3 letters of author's surname (or main entry) PRO REF Abridged Dewey + first 3 letters of author's surname (or main entry) Abridged Dewey + first 3 letters of author's surname (or main entry) SC + first 3 letters of author's surname (or main entry)
.
Collective Biography Easy Fiction Individual Biography Nonfiction Professional Reference Story Collection Audio Visual and Software Materials Audiocassette Compact disk Computer Software/CD ROM Digital audio device (i.e. "Playaway") Digital video recording (DVD) Videocassette Any other type of AV or software AC CD CS DAD DVD VHS AV
Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title)
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Additional notes on call number standardization: AV materials are cataloged with the title as the main entry. An audio cassette of Shiloh by Naylor would be cataloged as Prefix Call number for Shiloh AC FIC SHI
Ignore punctuation in the letters, such as the apostrophe in L'Engle Call number FIC LEN
Count spaces when determining the "3" letters of the author or main entry. Examples: A video of the movie I am the cheese would be
Prefix Call number VHS FIC IA
The book "F. Scott Fitzgerald" (no author, entered as a title entry) would be Call number 813 FS
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An Easy book by Tomi De Paola would be Call number E DE
If the main entry is a digit, spell out that digit. A video with the title 1984 would be cataloged as Prefix Call number VHS FIC NIN
Volume numbers should be added in the "Volume" field on the F4 Bib tab: type vol. followed by a space and the digit. (small "v" followed by "ol" and a period, followed by a space and the digit(s). Abbreviate supplement as "supp.", but spell out "index" and "part". Only enter a year for books that are "serial"-type publications, i.e. Guinness Book of World Records, Current Biography, or almanacs. The "Year" field in the PHE will show up as part of the Call number on the labeled Display page in the PAC. Please don't use the "year" field as a copyright or an accession date field. The date an item is added to the database is being stored automatically.
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Call numbers and local information will be recorded in MARC field 949 and will include the following: • • • • Field a: Field c: Field g: Field p: School code followed by the material designation code; Call number; Holdingscode (barcode) number Price
Examples:
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Subject Cataloging The following will apply for subject cataloging: • Library of Congress and Library of Congress Subject Headings will be used (http://catalog.loc.gov/ and http://authorities.loc.gov/ ) • All MARC records for fiction, nonfiction and AV materials are required to have subject headings. • The number of subject headings per item are determined on a by item basis. For most items a single subject heading is required, and the rule of three will be used whenever possible. • All subject headings will be maintained in the subject authority file within the library catalog. • Changes in subject headings will be made for all new materials as they are processed. • Changes for existing library holdings will be made as time allows with most used holdings updated first. Global change tools will be used whenever possible. The following types of subject headings will be used: • Topical; • Form: Arrangement and Genre (when applicable); • Geographic (when applicable); and • Names (when applicable). The following subdivisions will be used whenever applicable: • Topical; • Geographical; • Chronological; and • Form.
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Cross-Referencing Cross-references will be added to the catalog as needed to provide better access to materials for patrons. Library of Congress and Library of Congress Children’s Subject Heading rules will be used as the authority for cross-references. Cross-references for related terms and narrower terms will be recorded in a local authority file within the TLC cataloging system. The authority file will be maintained by the Central Processing Department to provide consistency in cataloging. Examples:
Maintenance of Authority Records Name Authority: • Library of Congress (http://catalog.loc.gov/) is the name authority. • A name authority file will be maintained by Central Processing in the TLC automation program to provide consistency. • An authority file for uniform titles will be maintained. Subject Authority: • Library of Congress and Library of Congress Subject Headings are the subject authorities. • A subject authority file will be maintained by Central Processing in the TLC automation program to provide consistency. • Cross-references will be recorded in the local authority file in the TLC automation program.
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Physical Processing of Print Materials New materials are now processed by the Central Processing Office. All materials purchased through the vendor(s) will be processed through this office and will come with some or all of the procedures listed below already completed. Materials purchased from other sources may be processed within the school library IF the ISBN or ISSN already exists in the system. Any new purchase that does not exist in the system will be sent to Central Processing for cataloging before any other procedures are followed. To add a new item under an existing ISBN or ISSN: • Open the Library Solution Web page; • Choose the Online Holdings Editor; • Search for the ISBN or ISSN number; • Locate the item and open it; • Choose “Holdings Edit”; • Choose “Add Holdings”; • Fill in the barcode number, the holdings code, and price. • Click on “Add Holdings.” Materials used in physical processing: • Polycovers and label covers; • Laminating Machine; • Barcode Labels; • Property stamp; • Magazine jackets; • Avery Labels for call number and reading program labels; and • Genre / Category stickers, Processing materials may be purchased from any reputable supply company and will be paid for with general library funds. The company currently used is Demco. Barcode labels are supplied by the Central Processing Office on a limited basis at the request of the school library media specialist.
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All print materials will: • Be stamped with the school library property stamp in four locations: inside the front cover, on the title page, on page 25 and on the back cover. If a book does not have 25 pages, page 10 will be used. Have the following information recorded on the verso: year the material was added to the collection, the list price, the barcode number, and the fund with which it was purchased if it was not purchased with the library fund. Have a call number label affixed on the bottom of the spine. Have a barcode label affixed to the top left corner of the front cover of the book. The numbers should face towards the spine. The exception is periodicals which will have the barcodes placed in the middle of the right side of the cover. When applicable, have an Accelerated Reader sticker affixed to the spine directly above the call number label and a reading level / point value label affixed to the lower right corner on the back cover. When applicable, have a genre or category sticker affixed to the top of the spine. The genre / category labels currently in use are mystery, historical fiction, fantasy, and graphic novel. Have a list of books in the series affixed to the inside cover of the book if the material being processed is part of a series.
•
• •
•
•
•
Paperback materials will be covered with a polycover after all labels have been placed on the cover. Dust jackets will be laminated after all labels have been placed. Hardback materials that do not have dust jackets will have protective poly label covers placed over all labels. Periodicals will be placed in protective jackets. Barcodes will be placed on the
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Example of Barcode Placement
Example of Label Placement on Spine
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Example of Information on Verso
Example of a Periodical Jacket and Barcode Placement
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Physical Processing of Nonprint Materials Materials used in physical processing: • Barcode labels; • Poly label covers; • Avery Labels for call number and reading program labels; • Permanent marker; • White paint pen; and • Property stamp Processing materials may be purchased from any reputable supply company and will be paid for with general library funds. The company currently used is Demco. Barcode labels are supplied by the Central Processing Office on a limited basis at the request of the school library media specialist. Nonprint materials will be processed in the same way as print whenever possible using the following guidelines: • For VHS, DVDs, CDs, audio cassettes, and kits, barcode labels will be placed on the top left of the front of the material with the numbers facing the spine. In the case of equipment, the barcodes will be affixed in a visible location, usually on the top of the equipment and the barcode number will be handwritten on the equipment using a permanent marker or a white paint pen (see example below). Spine labels will be affixed to the bottom of the spine of the case, cover, or box for the following materials: VHS, DVDs, CDs, audio cassettes, and kits. When applicable, an Accelerated Reader sticker will be affixed to the spine directly above the call number label. All materials will be property stamped or marked with “Maggie Mae Middle School.” When property stamping is not possible, the material or equipment will be marked with a permanent marker or a white paint pen (see example below).
•
•
• •
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•
•
All DVD / CD discs and VHS / audio cassettes will be property stamped / marked and have the barcode number written on them (see example below). All materials in a kit will be property stamped and have the barcode number written on each piece.
*** Software and computer equipment are not handled by the library media center and will not be processed by the media specialist.
Example of Nonprint Materials: DVD/CD/Cassette
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Example of Nonprint Materials: Equipment
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Catalog Maintenance The Central Processing Department will handle all catalog maintenance to ensure consistency in the union catalog. The TLC automation program is directly linked to the Library of Congress. Updated subject headings and Dewey call numbers are handled automatically through this system but each is reviewed and approved by the Central Processing Department Director before being put into use in the system. This process will be done on a continual basis as time allows. As technology changes new material types will be added to the system in a timely manner to allow access to patrons as soon as possible. Obsolete material types will be removed from the system. The TLC automation software will be reviewed annually to determine the need for updates or changes.
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Inventory
The Maggie Mae Library Media Center uses the TLC automation system. Using this system allows us to use Library.Solution Inventory. This inventory system allows for flexible scheduling. • • • • Data is collected and uploaded with a portable scanner. Only one collection in the library can be inventoried at any given time (such as FIC or REF). Once the records for the completed collection have been uploaded to the TLC system, inventory may begin on the next collection. Inventory of each individual collection is recommended at least once every 2-3 years. Fiction and Nonfiction collections are inventoried annually. An annual inventory is required of the media center the week after the close of school and includes fiction, nonfiction, and any collections that are necessary. Reports are not required by Central Processing or the building administration at this time; however, an inventory report will be filed and housed in the library media center for each collection inventoried annually.
•
•
See Appendix A for detailed instructions on • Use of the equipment; • Uploading inventory data; and • Running reports. Tools used for Inventory • Percon PT2000 portable scanner. • Computer • Library.Solution Inventory Program Following Inventory • Any damaged materials will either be repaired or discarded; • All print and digital materials are to be shelved in their correct locations; • All equipment is to be cleaned and checked for damage and stored in the A/V Room or in the library itself during the summer.
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Rationalization / Justification for Policies and Procedures
To provide the best possible access to library materials, these policies and procedures have been put into place. The Maggie Middle School Library Media Center Technical Services Manual was designed to provide the following: • • • • Guidelines for acquiring materials; Guidelines for cataloging materials; Guidelines for processing materials; and Best access to materials for patrons.
By establishing these guidelines, we strive to ensure a consistency of bibliographic records and processing for materials, an increase in the efficiency in cataloging and processing, and an increase in the efficiency of patron usage.
Provision for Revision / Updates
The Maggie Mae Middle School Library Media Center’s Technical Services Manual was designed to meet the needs of its diverse population and to help provide the best access to materials for students and staff. Cataloguing and processing procedures will be reevaluated every two years by the central processing department and school librarians and revised if needed. Individual sections of the manual may be updated as needed to address new resources or procedures.
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Bibliography of Tools Used in the Media Center
Abridged Dewey Decimal Classification and Relative Index, 14th ed. Dublin, OH: OCLC Online Computer Library Center, Inc, 2004. Bowen, J. H. Essential Cataloguing. London: Facet Publishing, 2003. Cooke, Deborah. "Library.Solution Web Manual". Chesterfield County Public Schools. April 8, 2008 <http://chesterfield.k12.va.us/Instruction/ Library_Media/L.S_Web/index.htm>. Furrie, Betty. Understanding MARC Bibliographic, 7th ed. Follett Software Company, 2003. McHenry, IL:
Gorman, Michael. The Concise AACR2, 4th ed. Chicago: American Library Association, 2004. Information Power: Building Partnerships for Learning. Chicago: American Library Association, 1998. "Library of Congress Authorities". Library of Congress. March 22, 2008 <www.authorities.loc.gov>. “Library of Congress Online Catalog”. Library of Congress. April 1, 2008 <www.catalog.loc.gov>. "Online Computer Library Center". OCLC. March 24, 2008 <http://www.oclc.org/default.htm>. Providence Middle School Faculty Handbook. Chesterfield, VA: Providence Middle School, 2007. Sears List of Subject Headings, 18th ed. New York: H. W. Wilson, 2004.
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Bibliography of Tools Used for this Technical Services Manual
Abridged Dewey Decimal Classification and Relative Index, 14th ed. Dublin, OH: OCLC Online Computer Library Center, Inc, 2004. Bowen, J. H. Essential Cataloguing. London: Facet Publishing, 2003. Cooke, Deborah. "Library.Solution Web Manual". Chesterfield County Public Schools. April 8, 2008 <http://chesterfield.k12.va.us/Instruction/ Library_Media/L.S_Web/ index.htm>. Furrie, Betty. Understanding MARC Bibliographic, 7th ed. Software Company, 2003. McHenry, IL: Follett
Gorman, Michael. The Concise AACR2, 4th ed. Chicago: American Library Association, 2004. Information Power: Building Partnerships for Learning. Chicago: American Library Association, 1998. Kaplan, Allison G., and Ann Marlow Riedling. Catalog It! A Guide to Cataloging School Library Materials. Worthington, OH: Linworth Publishing, Inc., 2002.
"Library of Congress Authorities". Library of Congress. March 22, 2008
<www.authorities.loc.gov>. “Library of Congress Online Catalog”. Library of Congress. April 1, 2008 <www.catalog.loc.gov>. "Online Computer Library Center". OCLC. March 24, 2008 <http://www.oclc.org/default.htm>. Providence Middle School Faculty Handbook. Chesterfield, VA: Providence Middle School, 2007. “Providence Middle School Library Catalog”. Chesterfield County Public Schools. April 13, 2008 <http://dewey.chesterfield.k12.va.us/ms/provl/default.htm> Sears List of Subject Headings, 18th ed. New York: H. W. Wilson, 2004.
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Appendix A Inventory Directions
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Valerie Lynn Dieter EDSL 580 Spring 2008
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TABLE OF CONTENTS Page Introductory Analysis.................................................................................................3 Philosophy .................................................................................................................... ..5 Mission Statements Goals and Objectives Library Media Center Goals and Objectives..........................................................6 Role of Technical Services in Mission.....................................................................7 Size and Scope of Collection.....................................................................................8 Staffing, Budgeting and Scheduling......................................................................10 Descriptive Cataloging............................................................................................ ...14 Call Numbers............................................................................................................. ...17 Subject Cataloging....................................................................................................22 Cross Referencing.................................................................................................... ..24 Authority Records.....................................................................................................24 Physical Processing of Print....................................................................................25 Physical Processing of Nonprint.............................................................................29 Catalog Maintenance.................................................................................................32 Inventory.................................................................................................. ...................33 Rationalization / Justification for Polices and Procedures.............................34 Revision and Updates................................................................................................34 Bibliography of Tools Used in Library..................................................................35 Bibliography............................................................................................................ .....36
Appendix A: Inventory Directions.........................................................37 Appendix B: Vendor Specification Examples......................................46 Appendix C: Sample MARC Records.......................................................61
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INTRODUCTORY ANALYSIS
Maggie Mae Middle School is located in Chesterfield County, Virginia, only a few miles from the Richmond City limits. Chesterfield County is one of the largest school systems in the area and has thirty-six elementary schools, twelve middle schools (with an additional middle school projected to open in 2008), eleven high schools, and a technical center. The school opened its door in the fall of 1968 as a junior high school serving grades seven through nine. In 1972, sixth graders were introduced to the school, and the ninth graders moved to the high school. In 1974, the school reverted to seventh through ninth grade and remained that way until 1980 when it became a true middle school, six through eight. Two additions were made to the school in the early 1980s providing more classroom space, and auxiliary gym, and meeting rooms. With the growth of the surrounding population, four mobile classrooms were added to the school grounds. Maggie Mae Middle School is located in a lower middle to upper middle class suburban area with approximately ninety percent of students falling in this economic range. Five percent of the student body comes from poverty level, and two percent comes from a wealthy background. One percent of the student body lives in group homes. Grades six through eight are housed in the school. The total school population is approximately 888 students: 461 males, 416 females. The student population consists of Caucasian African-American Hispanic Asian Native American / Native Alaskan Unspecified 343 402 101 29 3 12
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Students with special needs are as follows: Special Education Students MIMD ESL 504 Plans Gifted 125 13 32 9 72
The faculty and staff of Maggie Mae Middle School are made up of 115 individuals with the majority living in the surrounding area of the school. Currently the school operates on a block schedule with four classes per day. The students attend three core classes per day: English, math, and either science or social studies. At the end of the first semester, the students will finish their science or social studies class and switch to the other one for second semester. The students also take two elective courses, one on even days, and one on odd days. The Maggie Mae Middle Library Media Center is located in the center of the school in an enclosed area. The upper portion of the longest library wall is made up of windows allowing the students to see the interior of the library. Maggie Mae Middle School’s library is part of the district’s media center program. The media center’s primary objective is to enrich and support the instructional goals of the school. It should make available through its collection a wide range of materials at varying levels of difficulty having a diversity of appeal compatible with the different needs, interests, and viewpoints of students and teachers. Some specific areas that should be addressed are the availability of • Materials that meet the current teaching needs of the teachers; • Hi-low books to specifically meet the needs of the poor and reluctant readers, ESL students; and students with disabilities; • Native language materials for ESL students; and • Materials that focus on cultural diversity.
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Philosophy Statements
CCPS Mission Statement: The mission of CCPS is to work in partnership with students, families and the community to ensure that each student acquires the knowledge, skills and core values necessary to achieve personal success and to enrich the community. Maggie Mae Middle School’s Belief Statements: • • • • • • • • • • • • • Students need to know that we care about them. Students, who are honest, responsible, accountable for their actions, and respectful of others, should be academically successful. Parent involvement is crucial to student success. Students need to be pushed beyond their comfort levels. All students can learn and succeed, regardless of their labels, limitations, problems or personal hardships. Every child has positive and worthwhile attributes which need to be explored. We should be aware of the emotional and academic needs of students. Teachers and students need to appreciate, as well as, be sensitized to cultural diversity. Mutual respect is valued; we should treat others as we wish to be treated. Faculty and staff are role models and teach more than content. The “Core Values” of honesty, respect, responsibility, and accountability have a valued place in our curriculum. There are many ways to deliver instruction; creative and relevant delivery modes should be practiced. A community raises a child; all parts need to be active in order for children to be successful.
The library media program strives to provide materials and services that support these belief statements.
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CCPS Library Media Services Mission Statement School library media programs enable students to learn. Through promoting reading and literature appreciation, teaching information literacy skills, providing access to intellectual resources, and fostering critical thinking and independent learning, Chesterfield County Public Schools library media programs contribute to student success and the support of lifelong learning.
CCPS Library Media Services Philosophy Statement The philosophy of Chesterfield County library media services is to provide access to information and ideas that support the mission and the instructional program of Chesterfield County Public Schools. Library media collections support the curriculum and state standards of learning and provide for the informational needs of all students and staff in Chesterfield County Public Schools. Library media specialists shall use established procedures for the selection of library media to build the collection through selecting and discarding of library media resources. The procedures will also assist students, teachers, administrators, parents, and community members in understanding the principles behind selection and collection management in Chesterfield County Public School library media centers.
These mission and philosophy statements provide a foundation for the library media center to service the school’s instructional needs.
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Role of Technical Services in Mission The primary role of technical services in the Maggie Mae Middle School Library Media center is to • Provide all patrons with the most efficient access to all materials in the library media center in the shortest amount of time possible.
In order to achieve this goal, the library media specialist seeks to ensure • • • Rapid location of materials through careful standardization; Complete listing of materials on any given subject, genre, by any given author, or within any available series; and Ease with which a patron can select and check out materials.
Technical services are ongoing processes throughout the year that consist of • Acquiring, • Cataloging, and • Processing materials. Using standardized policies will facilitate the location of all types of media for both students and staff. To meet mission goals, access to the information and resources will be processed using the following standardized guidelines given in the most current editions: • • • • Abridged Dewey Decimal Classification and Relative Index (http://www.oclc.org/dewey); The Concise AACR2; Library of Congress Subject Headings; and Library of Congress Children’s Headings (http://loc.gov).
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Size and Scope of Collection The Maggie Mae Middle School media center includes a wide variety of materials and equipment to meet the diverse needs of both students and faculty. As of January 28, 2008, the collection contains 14,748 items.
Collection Description Audio Visual Materials Biography Computer Software Databases (by subscription) Equipment Fiction Magazine Newspaper Nonfiction Professional Reference Story Collection World Wide Web TOTAL RESOURCES Number of Items in Collection 758 625 3 5 638 5,292 17 2 3,304 31 363 192 367 11,597
The size and scope of the collection meet the general needs of the student and staff populations, but several specific areas need to be addressed. To improve the services of the library media center for all students, new items will be added to the collection to meet the following needs: • • • Increased population of ESL and ELL students; and Increased need for high-low materials for struggling and reluctant readers. Need for more up-to-date materials, especially in the nonfiction area due to recent weeding of out-of-date materials.
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Collection Analysis Report:
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Staffing, Budgeting, and Scheduling Implications Staffing: The Maggie Mae Middle School media center staff includes the following full-time positions: • Head Library Media Specialist; • Assistant Library Media Specialist; and • Library Clerk. Duties for each position are as follows: The Head Library Media Specialist shall be responsible for • • • • • • • • • • • Managing the library budget in cooperation with the school administrator, bookkeeper, and central budget administrators; Creating and submitting orders for new materials; Attending county-level library meetings and reporting information back to the library staff and administration; Conducting school-level library staff meetings; Planning and conducting faculty training on technology and equipment operation; Coordinating activities of student aides and community volunteers; Establishing connections with departments within the school to facilitate collaboration and the use of library services; Collaborating with classroom teachers to support instruction; Submitting requests for facility, custodial, or maintenance needs; Advocating library programs to the administration, faculty, and community; and Helping with shared responsibilities.
The Assistant Library Media Specialist shall be responsible for • • • • Planning and overseeing Book Fair events; Managing overdue materials; Maintaining equipment and handle equipment requests; Coordinating community programs and fund raisers such as the Kroger Receipts Program and the Ukrop’s Golden Receipt Program;
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• • • • • • •
Collaborating with classroom teachers to support instruction; Maintaining library supplies and submitting supply requests to the head librarian; Creating and maintaining an ongoing list of selections to be purchased for the library collection; Maintaining periodical subscription services; Overseeing the language arts class visitation schedule; Overseeing the computer lab schedules; and Supervising student aides.
The Library Clerk shall be responsible for • • • • • • • • • • Opening the media center each morning by turning on equipment and preparing the circulation desk; Managing the circulation desk; Generating daily reports; Generating overdue reports daily and weekly; Managing periodicals; Entering data into the TLC program; Programming television programs for recording; Taking notes during staff meetings; Supervising student aides; and Filling out deposit slips and submitting monies collected to the school bookkeeper.
Responsibilities to be shared by all library staff are • Shelving materials and maintaining the neatness of the shelves and the library; • Entering data for new acquisitions; • Preparing new acquisitions for circulation; • Maintaining displays and bulletin boards within the library media center; • Maintaining computer stations within the library media center and any computer labs for which the library staff are responsible; • Maintaining support equipment within the library media center such as the copy machine, the laminator, and the poster machine;
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Any duties not implicitly stated here will be assumed or assigned by the Head Library Media Specialist.
Budgeting: The funds allocated to the Maggie Mae Middle School shall be spent at the discretion of the Head Library Media Specialist within the guidelines set forward by county policy. The majority of Maggie Mae Middle School Library Media Center’s funds for materials and supplies comes from Chesterfield County’s Library Media Services Office and is part of the county budget determined by the School Board. This amount is supplemented with funds from the building Administrator and the PTA whenever possible. The following is a list of the areas of spending and the current allocated funds: FUND NAME
Books AV Equipment AV Supplies Operating Supplies Library Software Library Activity Fund
AMOUNT
$7,556.50 $1,820.00 $900.00 $910.00 $2,000.00 $860.50 $14,047.00
There are three ordering windows during the school year, the first in October, the second in December, and the third in April. Special ordering is permitted for special offers. Monies from the Library Activity Fund may be spent at any time and are not subject to the ordering windows. The library is not responsible for the purchase of computer equipment within our school. This is handled through the school budget at the discretion of the principal.
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Scheduling: All sixth, seventh, and eighth grade students are scheduled to come to the media center on a monthly fixed rotation through language arts classes. This is a change from last year’s two week fixed rotation. The purpose of this change is to allow for more flexible library usage by students during SSR time which is a daily part of language arts classes and to allow all teachers to bring classes to the library during open time slots to utilize the materials and facilities available in the media center. Fixed scheduled classes spend a period of thirty minutes in the library to allow time for a lesson and checkout.
Implications: By providing two full-time librarians and a full-time clerk, Maggie Mae Middle School ensures that all students have access to library professional to assist them in their academic needs and meet the goals of the school. In addition, the county allotted funds and supplemental funds enable the library staff to keep a current collection that meets the needs of all students in the building. By allowing more available time in the media center for flexible scheduling, Maggie Mae Middle School is ensuring that all subject teachers have equal access to the resources available. In addition, the flexible scheduling allows students the ability to use the library and the professional staff on an as needed basis.
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Descriptive Cataloging Descriptive cataloging will be completed by the library media specialists at the central processing office according to the most recent edition of The Concise AACR2 (Anglo-American Cataloging Rules). The minimum level of description used will be Level 2. Standards used for cataloging include • The Concise AACR2; • Library of Congress bibliographic records; • Library of Congress Subject Headings; • Library of Congress Subject Headings for Children; and • Abridged Dewey Decimal Classification (most current edition). Whenever possible, MARC records will be purchased from vendors according to county specifications. If MARC records are unavailable, the central processing office will do original cataloging. All MARC records will be checked by central processing for accuracy; any necessary corrections or additions will be made. The following information is to be included in MARC records whenever applicable: • Other title information; • GMD: General materials designation will be used consistently for the items in the chart below; • Statements of Responsibility; • Edition statement; • Serials: when possible include frequency of publication, volume and number, and publication date using MARC fields 310 and 362; • Electronic Sources: using MARC fields 256 and 538 include information on type of source and any directions for use; • [S.l.] will be used if no publication location is given; • [s.n.] will be used if no publisher’s name is given; • [year] will be used when the cataloger must make an educated guess about a publication date, with the actual year in brackets; • [number of pages] will be used when a book has unnumbered pages and are counted by the cataloger; more than 50 unnumbered pages will not be counted;
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• • • • • • •
SMD: Specific materials designation (see list below); Format descriptions (see list below); Series statements and series numbers; Summary statements; Notes for reading programs such as Accelerated Reader and Reading Counts; Notes for major awards; and ISBN: the number will be entered without any punctuation and without binding details.
GMD (General Materials Designation): The following GMDs will be used in the MMMS media center: GMD Electronic Resource Kit Realia Sound Recording Videorecording Types of Materials Web sites, CD-ROM Multi-material items Equipment CDs, Audio Cassettes, Audiobooks, Music DVDs, VHS
** Materials such as maps and globes are maintained by the History Department and are not cataloged through the media center. ** As material formats change, the GMD list will be updated to include all materials housed within the media center.
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SMD (Specific Materials Designation): The following SMDs are currently in use at MMMS Media Center
SMD
Adapter Cart Cassette Tape Player Cassette Tape Recorder CD-ROM Digital Camera Digital Video Disc Player Digital Video Disc Recorder Keyboard Laptop Computer Opaque Projector Overhead Projector Portable Amplifier Projector for Data or Video Signal Remote Slide Projector Sound Cassette Sound Disc Sound Filmstrip Projector Television Tripod Video Camera Video Cassette Video Cassette Recorder All adapters
Materials
All equipment and library carts Audio cassette player(s) Audio cassette recorder(s) Computer program(s) on disc All digital camera(s) DVD player(s) DVD recorder(s) Alphasmart Keyboard Devices Laptops housed in the library Opaque projector(s) Overhead projector(s) Portable amplifier(s) LCD / Video Data Projector(s) Remote control devices to TVs, VCRs, etc. Slide projector(s) Audio cassette tapes such as audiobooks CDs Filmstrip projector(s) with sound TV(s) Tripod(s) Video camera(s) VHS tape(s) VHS recorder(s)
Videodisc DVD(s) ** As material formats change, the SMD list will be updated to include all materials housed within the media center. Format Descriptions: Dieter - 16
Format descriptions will follow the rules outlined in AACR2. For materials other than books, the following information should be included whenever possible in the description. • • • • • Accompanying materials; Equipment requirements; Dimensions; GMD; and SMD.
For audiovisual materials the following should be given when applicable: • Number of items; • Total Length (time); • Sound information; • Subtitles; • Language(s); • Closed-captioning information; and • Color or B&W. For realia / equipment the SMD will usually suffice; however when applicable, include the following: • Dimensions; and • Physical description of each item if more than one is included (such as cables, remotes, etc. Each item will be listed in a separate MARC 300 field.
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Call Numbers Call numbers will be determined using the most up-to-date version of the Abridged Dewey Decimal Classification. Call numbers may be expanded as needed. The following material types are used in the Maggie Mae Media Center:
Code AV BIO E EQ FIC MAG NF PRO REF SC WWW Prefix see below **
N/A
Definition Audio Visual Materials and Software Biographies Easy (may be called enjoyable or everybody books) Equipment Fiction Periodicals or Serials Nonfiction Professional materials for faculty Reference materials Short Stories Cataloged Web sites
PAC Display Audio Visual Biography Easy Does not display in PAC Fiction Magazine Nonfiction Professional Reference Story Collection World Wide Web
N/A
N/A
N/A N/A N/A
PRO REF
N/A N/A
** AC CD CS DVD VHS AV
Prefixes for AV Collection Code Audiocassette Audio Compact Disc Computer Software/CD ROM Digital Video Disc Videocassette Any other type of Audio visual material or software
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Filing letters used in the Maggie Mae Media Center:
Print Materials Prefix Call Number All letters will be in ALL CAPS 920 + first 3 letters of author's surname (or main entry) E + first 3 letters of author's surname (or main entry) FIC + first 3 letters of author's surname (or main entry) B + biographee's entire surname Abridged Dewey + first 3 letters of author's surname (or main entry) PRO REF Abridged Dewey + first 3 letters of author's surname (or main entry) Abridged Dewey + first 3 letters of author's surname (or main entry) SC + first 3 letters of author's surname (or main entry)
.
Collective Biography Easy Fiction Individual Biography Nonfiction Professional Reference Story Collection Audio Visual and Software Materials Audiocassette Compact disk Computer Software/CD ROM Digital audio device (i.e. "Playaway") Digital video recording (DVD) Videocassette Any other type of AV or software AC CD CS DAD DVD VHS AV
Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title) Abridged Dewey + first 3 letters of main entry (title)
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Additional notes on call number standardization: AV materials are cataloged with the title as the main entry. An audio cassette of Shiloh by Naylor would be cataloged as Prefix Call number for Shiloh AC FIC SHI
Ignore punctuation in the letters, such as the apostrophe in L'Engle Call number FIC LEN
Count spaces when determining the "3" letters of the author or main entry. Examples: A video of the movie I am the cheese would be
Prefix Call number VHS FIC IA
The book "F. Scott Fitzgerald" (no author, entered as a title entry) would be Call number 813 FS
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An Easy book by Tomi De Paola would be Call number E DE
If the main entry is a digit, spell out that digit. A video with the title 1984 would be cataloged as Prefix Call number VHS FIC NIN
Volume numbers should be added in the "Volume" field on the F4 Bib tab: type vol. followed by a space and the digit. (small "v" followed by "ol" and a period, followed by a space and the digit(s). Abbreviate supplement as "supp.", but spell out "index" and "part". Only enter a year for books that are "serial"-type publications, i.e. Guinness Book of World Records, Current Biography, or almanacs. The "Year" field in the PHE will show up as part of the Call number on the labeled Display page in the PAC. Please don't use the "year" field as a copyright or an accession date field. The date an item is added to the database is being stored automatically.
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Call numbers and local information will be recorded in MARC field 949 and will include the following: • • • • Field a: Field c: Field g: Field p: School code followed by the material designation code; Call number; Holdingscode (barcode) number Price
Examples:
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Subject Cataloging The following will apply for subject cataloging: • Library of Congress and Library of Congress Subject Headings will be used (http://catalog.loc.gov/ and http://authorities.loc.gov/ ) • All MARC records for fiction, nonfiction and AV materials are required to have subject headings. • The number of subject headings per item are determined on a by item basis. For most items a single subject heading is required, and the rule of three will be used whenever possible. • All subject headings will be maintained in the subject authority file within the library catalog. • Changes in subject headings will be made for all new materials as they are processed. • Changes for existing library holdings will be made as time allows with most used holdings updated first. Global change tools will be used whenever possible. The following types of subject headings will be used: • Topical; • Form: Arrangement and Genre (when applicable); • Geographic (when applicable); and • Names (when applicable). The following subdivisions will be used whenever applicable: • Topical; • Geographical; • Chronological; and • Form.
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Cross-Referencing Cross-references will be added to the catalog as needed to provide better access to materials for patrons. Library of Congress and Library of Congress Children’s Subject Heading rules will be used as the authority for cross-references. Cross-references for related terms and narrower terms will be recorded in a local authority file within the TLC cataloging system. The authority file will be maintained by the Central Processing Department to provide consistency in cataloging. Examples:
Maintenance of Authority Records Name Authority: • Library of Congress (http://catalog.loc.gov/) is the name authority. • A name authority file will be maintained by Central Processing in the TLC automation program to provide consistency. • An authority file for uniform titles will be maintained. Subject Authority: • Library of Congress and Library of Congress Subject Headings are the subject authorities. • A subject authority file will be maintained by Central Processing in the TLC automation program to provide consistency. • Cross-references will be recorded in the local authority file in the TLC automation program.
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Physical Processing of Print Materials New materials are now processed by the Central Processing Office. All materials purchased through the vendor(s) will be processed through this office and will come with some or all of the procedures listed below already completed. Materials purchased from other sources may be processed within the school library IF the ISBN or ISSN already exists in the system. Any new purchase that does not exist in the system will be sent to Central Processing for cataloging before any other procedures are followed. To add a new item under an existing ISBN or ISSN: • Open the Library Solution Web page; • Choose the Online Holdings Editor; • Search for the ISBN or ISSN number; • Locate the item and open it; • Choose “Holdings Edit”; • Choose “Add Holdings”; • Fill in the barcode number, the holdings code, and price. • Click on “Add Holdings.” Materials used in physical processing: • Polycovers and label covers; • Laminating Machine; • Barcode Labels; • Property stamp; • Magazine jackets; • Avery Labels for call number and reading program labels; and • Genre / Category stickers, Processing materials may be purchased from any reputable supply company and will be paid for with general library funds. The company currently used is Demco. Barcode labels are supplied by the Central Processing Office on a limited basis at the request of the school library media specialist.
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All print materials will: • Be stamped with the school library property stamp in four locations: inside the front cover, on the title page, on page 25 and on the back cover. If a book does not have 25 pages, page 10 will be used. Have the following information recorded on the verso: year the material was added to the collection, the list price, the barcode number, and the fund with which it was purchased if it was not purchased with the library fund. Have a call number label affixed on the bottom of the spine. Have a barcode label affixed to the top left corner of the front cover of the book. The numbers should face towards the spine. The exception is periodicals which will have the barcodes placed in the middle of the right side of the cover. When applicable, have an Accelerated Reader sticker affixed to the spine directly above the call number label and a reading level / point value label affixed to the lower right corner on the back cover. When applicable, have a genre or category sticker affixed to the top of the spine. The genre / category labels currently in use are mystery, historical fiction, fantasy, and graphic novel. Have a list of books in the series affixed to the inside cover of the book if the material being processed is part of a series.
•
• •
•
•
•
Paperback materials will be covered with a polycover after all labels have been placed on the cover. Dust jackets will be laminated after all labels have been placed. Hardback materials that do not have dust jackets will have protective poly label covers placed over all labels. Periodicals will be placed in protective jackets. Barcodes will be placed on the
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Example of Barcode Placement
Example of Label Placement on Spine
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Example of Information on Verso
Example of a Periodical Jacket and Barcode Placement
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Physical Processing of Nonprint Materials Materials used in physical processing: • Barcode labels; • Poly label covers; • Avery Labels for call number and reading program labels; • Permanent marker; • White paint pen; and • Property stamp Processing materials may be purchased from any reputable supply company and will be paid for with general library funds. The company currently used is Demco. Barcode labels are supplied by the Central Processing Office on a limited basis at the request of the school library media specialist. Nonprint materials will be processed in the same way as print whenever possible using the following guidelines: • For VHS, DVDs, CDs, audio cassettes, and kits, barcode labels will be placed on the top left of the front of the material with the numbers facing the spine. In the case of equipment, the barcodes will be affixed in a visible location, usually on the top of the equipment and the barcode number will be handwritten on the equipment using a permanent marker or a white paint pen (see example below). Spine labels will be affixed to the bottom of the spine of the case, cover, or box for the following materials: VHS, DVDs, CDs, audio cassettes, and kits. When applicable, an Accelerated Reader sticker will be affixed to the spine directly above the call number label. All materials will be property stamped or marked with “Maggie Mae Middle School.” When property stamping is not possible, the material or equipment will be marked with a permanent marker or a white paint pen (see example below).
•
•
• •
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•
•
All DVD / CD discs and VHS / audio cassettes will be property stamped / marked and have the barcode number written on them (see example below). All materials in a kit will be property stamped and have the barcode number written on each piece.
*** Software and computer equipment are not handled by the library media center and will not be processed by the media specialist.
Example of Nonprint Materials: DVD/CD/Cassette
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Example of Nonprint Materials: Equipment
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Catalog Maintenance The Central Processing Department will handle all catalog maintenance to ensure consistency in the union catalog. The TLC automation program is directly linked to the Library of Congress. Updated subject headings and Dewey call numbers are handled automatically through this system but each is reviewed and approved by the Central Processing Department Director before being put into use in the system. This process will be done on a continual basis as time allows. As technology changes new material types will be added to the system in a timely manner to allow access to patrons as soon as possible. Obsolete material types will be removed from the system. The TLC automation software will be reviewed annually to determine the need for updates or changes.
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Inventory
The Maggie Mae Library Media Center uses the TLC automation system. Using this system allows us to use Library.Solution Inventory. This inventory system allows for flexible scheduling. • • • • Data is collected and uploaded with a portable scanner. Only one collection in the library can be inventoried at any given time (such as FIC or REF). Once the records for the completed collection have been uploaded to the TLC system, inventory may begin on the next collection. Inventory of each individual collection is recommended at least once every 2-3 years. Fiction and Nonfiction collections are inventoried annually. An annual inventory is required of the media center the week after the close of school and includes fiction, nonfiction, and any collections that are necessary. Reports are not required by Central Processing or the building administration at this time; however, an inventory report will be filed and housed in the library media center for each collection inventoried annually.
•
•
See Appendix A for detailed instructions on • Use of the equipment; • Uploading inventory data; and • Running reports. Tools used for Inventory • Percon PT2000 portable scanner. • Computer • Library.Solution Inventory Program Following Inventory • Any damaged materials will either be repaired or discarded; • All print and digital materials are to be shelved in their correct locations; • All equipment is to be cleaned and checked for damage and stored in the A/V Room or in the library itself during the summer.
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Rationalization / Justification for Policies and Procedures
To provide the best possible access to library materials, these policies and procedures have been put into place. The Maggie Middle School Library Media Center Technical Services Manual was designed to provide the following: • • • • Guidelines for acquiring materials; Guidelines for cataloging materials; Guidelines for processing materials; and Best access to materials for patrons.
By establishing these guidelines, we strive to ensure a consistency of bibliographic records and processing for materials, an increase in the efficiency in cataloging and processing, and an increase in the efficiency of patron usage.
Provision for Revision / Updates
The Maggie Mae Middle School Library Media Center’s Technical Services Manual was designed to meet the needs of its diverse population and to help provide the best access to materials for students and staff. Cataloguing and processing procedures will be reevaluated every two years by the central processing department and school librarians and revised if needed. Individual sections of the manual may be updated as needed to address new resources or procedures.
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Bibliography of Tools Used in the Media Center
Abridged Dewey Decimal Classification and Relative Index, 14th ed. Dublin, OH: OCLC Online Computer Library Center, Inc, 2004. Bowen, J. H. Essential Cataloguing. London: Facet Publishing, 2003. Cooke, Deborah. "Library.Solution Web Manual". Chesterfield County Public Schools. April 8, 2008 <http://chesterfield.k12.va.us/Instruction/ Library_Media/L.S_Web/index.htm>. Furrie, Betty. Understanding MARC Bibliographic, 7th ed. Follett Software Company, 2003. McHenry, IL:
Gorman, Michael. The Concise AACR2, 4th ed. Chicago: American Library Association, 2004. Information Power: Building Partnerships for Learning. Chicago: American Library Association, 1998. "Library of Congress Authorities". Library of Congress. March 22, 2008 <www.authorities.loc.gov>. “Library of Congress Online Catalog”. Library of Congress. April 1, 2008 <www.catalog.loc.gov>. "Online Computer Library Center". OCLC. March 24, 2008 <http://www.oclc.org/default.htm>. Providence Middle School Faculty Handbook. Chesterfield, VA: Providence Middle School, 2007. Sears List of Subject Headings, 18th ed. New York: H. W. Wilson, 2004.
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Bibliography of Tools Used for this Technical Services Manual
Abridged Dewey Decimal Classification and Relative Index, 14th ed. Dublin, OH: OCLC Online Computer Library Center, Inc, 2004. Bowen, J. H. Essential Cataloguing. London: Facet Publishing, 2003. Cooke, Deborah. "Library.Solution Web Manual". Chesterfield County Public Schools. April 8, 2008 <http://chesterfield.k12.va.us/Instruction/ Library_Media/L.S_Web/ index.htm>. Furrie, Betty. Understanding MARC Bibliographic, 7th ed. Software Company, 2003. McHenry, IL: Follett
Gorman, Michael. The Concise AACR2, 4th ed. Chicago: American Library Association, 2004. Information Power: Building Partnerships for Learning. Chicago: American Library Association, 1998. Kaplan, Allison G., and Ann Marlow Riedling. Catalog It! A Guide to Cataloging School Library Materials. Worthington, OH: Linworth Publishing, Inc., 2002.
"Library of Congress Authorities". Library of Congress. March 22, 2008
<www.authorities.loc.gov>. “Library of Congress Online Catalog”. Library of Congress. April 1, 2008 <www.catalog.loc.gov>. "Online Computer Library Center". OCLC. March 24, 2008 <http://www.oclc.org/default.htm>. Providence Middle School Faculty Handbook. Chesterfield, VA: Providence Middle School, 2007. “Providence Middle School Library Catalog”. Chesterfield County Public Schools. April 13, 2008 <http://dewey.chesterfield.k12.va.us/ms/provl/default.htm> Sears List of Subject Headings, 18th ed. New York: H. W. Wilson, 2004.
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Appendix A Inventory Directions
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