Technical Services Department Procedures Manual

 

Section 3A1.1 :
Juvenile Collection

Public Service requests that juvenile books no longer be cataloged in the Library of Congress classification, they will receive a locally created Dewey-like number. This is not a true Dewey number.
The collection will be divided into two parts:

Juvenile fiction:

    • -will be shelved alphabetically
    • -call numbers assigned will have the location JUV FIC
    • -the first four letters of the authors last name
    • -the first letter of first name
    • -the first three letters of the title
    • -volume, part, etc. if needed

**the first three letters of the title if that is the main entry (no author entry).

This will help maintain order on the shelves and make call number browse searching effective. Example:

 

Juvenile non-fiction:

    • -call numbers will have the location JUV
    • -the basic Dewey class number
    • -the first four letters of the author’s last name
    • -the first letter of the first name
    • -volume, part numbering, etc. may be added if needed

***if no author the first three letters of the title.

 

Call numbers:

All Juvenile call numbers will be placed in an 099 field.

This is a locally created call number field. They are not real Dewey numbers and we don’t want to create a Dewey profile in Voyager. They are also not LC numbers so they should not be indexed with the 050′s and 090 fields.

Awards and Series:

If the book has been awarded a Caldecott or other such award, this will be noted on the record using appropriate cataloging decisions regarding the treatment of series, phrases, etc. Public Services will supply us with a list. If you are cataloging a new book and it is on the cover, include it. Check OCLC’s Online Authority File.

Examples: 440 0 Caldecott award series

Caldecott honor book
Caldecott medal book

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Editing a record:

There are two ways that you would be cataloging Juvenile materails. Editing an already existing records in Voyager, or, adding a new record. Editing existing records will require that you delete certain outdated fields and replace the call number on the bibliographic record as well as the holding record. Adding a new record will require replacing/adding the call number, creating a holdings and item record, and editing the record for appropriate information, etc.

 

For an existing Voyager record

Retrieve a record for the book you are dealing with.

No call number, give to cataloger.

Delete 05X, 090 fields.

Change the 082 or 092 call number if present. Convert to an 099 and edit as instructed above.

If call number needs to be added:
create the 099 field
if fiction material – see instructions above.
if non-fiction – give to cataloger.

Add series or notes if needed.

Save the record to Voy. Click on <Save to DB> button.

**Note: if this is an existing, older Voyager record you may need to delete or edit certain fields before you can save it to the db. See below “Fields you can change or delete.”

Holdings Record for an existing Voyager record

After the bib record is edited – you need to edit the Holdings record.

Click the <Get Hldgs> button.

If there are multiple holdings records — give to cataloger if you do not know how to handle this.

Multiple holdings:

change call number on Juvenile holdings only – see below

Circulating books, or other location call number will remain LC

No PZ numbers in stacks any more.

Delete the 014 fields if they are present.

Modify the 852:

Keep the $b Juv Coll

Highlight everything form subfield k or h to the right and delete.

Press <Ctrl><N> you may have to do this twice. You will get a message saying there is already call number data… click <Yes>

The call number from the bib record should appear in this field.

Click <Save to DB> button. You will get a message saying this is not a proper call number … click <Yes>

You are done. Check to make sure Item record is present and correct. Click <Get items> if no items – show cataloger. If you know how to check the items, check and than create one if necessary.

Create labels. Remove the old label when possible; cover / crossout call numbers inside the book.

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For a new record being added to Voyager

You will most likely be doing this in CATME or Connexion. See the instructions for Copy Cataloging.

Retrieve a record for the book you are dealing with.

No call number, give to cataloger.

Delete 05X, 090 fields.

Change the 082 or 092 call number if present. Convert to an 099 and edit as instructed above.

If call number needs to be added:

add an 099 field

if fiction material – see instructions above.

if non-fiction – give to cataloger.

Add series or notes if needed.

Set for OCLC updating and exporting to Voyager.

Set to create labels.

Take action on the record(s).

There are a couple of different ways to do the above. You will be shown.

Holdings Record for a new record to Voyager

After the bib record is imported to Voyager you will need to create a holdings record.

Click the <New Hldgs> button.

If there are multiple holdings records — give to cataloger if you do not know how to handle this.

Edit the 852: $b Juv Coll $h [the call number for the book]

With the cursor in the:

$b click on <Ctrl><L> for a list of holdings if needed.

$h click on <Ctrl><N> (you may have to do this twice) the call number from the bib record should appear in this field.

Click button <Save to DB>. You will get a message saying this is not a proper call number … click <Yes>

Item Record for a new record to Voyager

Once you have created the holdings record, create an Item record(s) for that holding.

Click on <New items> on the tool bar.

When the item template opens:

wand in the bar code

make sure the Location is Juv Coll

make sure the Item type is right, i.e. Book

add vol., part, etc. designations if needed

make sure the copy number is right

Click on <Save to DB>

Once you are done, close all the records.

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Fields you can change or delete:

When you receive an error message that there are illegal fields and indicators, use the below as a guide. Anything else, ask!

Delete the 035 field that has a subfield 9 and usually begins with a letter, example:

035 $9 AAC8710GT

DO NOT DELETE the 035 with the OCLC number in it. This is usually right above the other 035 field. They look like this:

035 $a (OCoLC)ocm01124292

035 $a 12345678

Delete

2nd ind of 100, 110, 111 fields Example: 100 10 would become 100 1

1st or 2nd ind of 260 field Example: 260 0 would become 260

if there are 7xx fields you may have to ask about the indicators in these fields until you get use to them. Usually you will delete the 2nd indicator. Example: 700 12 would become 700 1

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