Faculty Authored Books

Level 1  - Copy Cataloging

Review and Select a Record

1. Search Sierra by title to locate any existing records or brief records.

   1. If existing record is full and correct, add a new item (see Codes for Item Records below), and add a 590 field: “One copy is in the Utah “Utah State University Faculty Author Collectionfaculty author collection.” Then proceed to the Physical Processing instructions below.

   2. If existing record is a brief bib record, record the bib number. This will be used to overlay the new bib record. Proceed to step 2.

   3. If no record is found, repeat title search with various abbreviations to ensure thorough search, then proceed to step 2.

2. Search OCLC Connexion for the appropriate record.  Key searches would include:

   1. Title of document (exact title if possible)

   2. Author of document

3. Check that the following fields match the item in hand:

   1. Title and author (245/246)

   2. Author / Department (100/700,110/710)

   3. Year of publication (260/264)

   4. Formats (338 or 538 if present)

   5. Page numbers (300)

   6. Print/publisher information (260/264)

4. Check that the following fields are present

   1. Subject heading (at least one)

   2. Call number (050)

Edit the Bibliographic Record in OCLC Connexion

1. Insert or change the 049 field to:

   • UUSA (general stacks)

2. Add a 590 field:

   1. 590 _ _ Utah State University Faculty Author Collection.

3. If overlaying an existing bib record, add a 907 field.  Input a PERIOD followed by the bib record number, for example: .b38045916

4. Spell check

   1. Tools → Check Spelling OR F7

5. Control headings

   1. Edit → Control Headings → All OR Shift +F11

6. Validate

   1. Edit → Validate OR Shift+F5

7. After validating the record, add a 909 field: https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1422721027/909+MARC+field+-+Statistics

8. Update Holdings

   1. Action → Holdings → Update holding OR Shift+F8

9. Export Record

   1. Action → Export OR F5

Import and Edit in Sierra

Bibliographic Record Load Table

Once edits are made, import into Sierra using the:

    LOAD/Overlay bibs & create items (.briefbiboverlay)

Codes for Item Records

Once imported, add or edit the following fields in the item records:

Physical Processing

Barcoding:

For documents with a cover, place on the first page, on the right leaf, when possible. Never cover up any important or identifying information.  Always try to find a blank area for the barcode.  If necessary, change it to a vertical orientation. On smaller documents, or documents that do not have a cover or where the actual content starts on the top page of the item, this top page may be the best place for the barcode.  

Label:

Print and place a label on the item. Using one of the following label templates, according to the item you are labeling:

• MCschockm9

Similar to the barcode, do not cover information that is needed for identification of the item. Preferred location for the label is on the lower spine of larger bound items or the lower left corner of the cover on smaller individual items.  If the book has a book jacket, print and affix two labels - one to the book and one to the jacket.

Property Stamp

Stamp the top and the side of the book with the Merrill-Cazier Library stamp.

Tracking

Be sure to update the following information in the CMS Item Tracker Database: https://airtable.com/tbliihFOS4X7dQaQP/viwYTmDGKZEWKQZHg?blocks=bipLgXRxoJyftsxgF

• Current Location

• Cataloging Status

• Start Cataloging

• Finished Cataloging

• Out of Cataloging

Check off List

• Item displays appropriately in the OPAC

• All fields are completed in the CMS Item Tracker

• Book jacket (where present) is retained, and label is printed and affixed on both jacket and book

• Book plate is included on the inside of the front cover

Handoff

 When finished, send the material to Collections Management and Resource Sharing unit

Level 2  - Complex or Original Cataloging

Bibliographic Record Structure

Verify/input the following fields:

Item Record Structure

Physical Processing

Barcoding:

For documents with a cover, place on the first page, on the right leaf, when possible. Never cover up any important or identifying information.  Always try to find a blank area for the barcode.  If necessary, change it to a vertical orientation. On smaller documents, or documents that do not have a cover or where the actual content starts on the top page of the item, this top page may be the best place for the barcode.  

Label:

Print and place a label on the item. Using one of the following label templates, according to the item you are labeling:

• MCschockm9

Similar to the barcode, do not cover information that is needed for identification of the item. Preferred location for the label is on the lower spine of larger bound items or the lower left corner of the cover on smaller individual items.  If the book has a book jacket, print and affix two labels - one to the book and one to the jacket.

Property Stamp

Stamp the top and the side of the book with the Merrill-Cazier Library stamp.

Tracking

Be sure to update the following information in the CMS Item Tracker Database: https://airtable.com/tbliihFOS4X7dQaQP/viwYTmDGKZEWKQZHg?blocks=bipLgXRxoJyftsxgF

• Current Location

• Cataloging Status

• Start Cataloging

• Finished Cataloging

• Out of Cataloging

Check off List

• Item displays appropriately in the OPAC

• All fields are completed in the CMS Item Tracker

• Book jacket (where present) is retained, and label is printed and affixed on both jacket and book

• Book plate is included on the inside of the front cover

Handoff

 When finished, send the material to Collections Management and Resource Sharing unit