Procedures for processing faculty publication materials for Special Collections
NCSU faculty publications that are to be housed in Special Collections will now be processed through the
regular cataloging stream as an added LOCATION (call number/volume record for SPECCOLL). Note that it is now possible
to assign the Faculty Publication Collection added entry (710) to materials going to the circulating collection only
and not to SPECCOLL.
Acquisitions workflow
When Acquisitions receives the Special Collections copy, they will create a volume/call no. record for it but
will not barcode it. They will place a Special Collections flag in the volume and it will come up to Cataloging on the
RUSH truck. If both the Hill and Special Collections copies are received at the same time, they will be bundled
together.
Cataloging workflow
Special Collections copies will be cataloged following similar procedures to those used for regular receipt
added copies with the exceptions noted below. Notify the Metadata Librarian to add the title to the Scholarly Publications database.
Bibliographic record
Catalog as usual with the following additions:
Add a 710 for the collection to the bibliographic record, adding our NUC symbol (NcRS) to |5. The latter
indicates that this added entry is applicable locally only:
710 2 Faculty Publication Collection (North Carolina State University)|5NcRS
In cases where the NCSU faculty member is author to a titled chapter, short story, or other work within a larger compilation,
add a partial contents note indicating the title of the contribution and its author. Also, make an author added entry for the
NCSU author.
505 2 Family group decision-making and family violence / Joan Pennell, Gale Burford.
Add 590s as appropriate for inscribed copies and the presence of dust jackets, bookplates, etc. These notes
should be accompanied by parallel genre headings (655) describing any noted physical characteristics.
- 590 All copy-specific notes for NCSU materials will be put in a 590.
- The 590 will begin with: Special Collections copy:
- Dust jackets for materials destined for SPECCOLL are to be retained and left on the book. Note the presence
of the dust jacket in a 590.
- Note when a book has been inscribed.
When inscribed by the author:
When inscribed by any other person:
- 655 Genre headings should be included for these physical characteristics. Thesauri
for these access points are available and should be used. See the Form/genre
thesauri on the Reference Sources page. These thesauri also are available online in
Cataloger's Desktop as well as in hard copy at the cataloger's workstation in Special Collections. The format for these
added entries is:
Commonly used genre headings in Special Collections work include:
- Authors' inscriptions (Provenance)|2rbprov
- Bookplates (Provenance)|2rbprov
- Dust jackets (Binding)|2rbbin
- Ink stamps (Provenance)|2rbprov
- Inscriptions (Provenance)|2rbprov
- Wrappers (Binding)|2rbbin
Volume and copy records
Verify that the records are coded as below. Note that the "circulate" flag is checked. Circulation of these materials is
prevented to most patrons by the item type BOOKNOCIRC.
Type: BOOKNOCIRC
Home Location: FACULTYPUB
Itemcat1: BOOK
Barcoding
Materials should be assigned an item ID in Unicorn but barcodes should not be affixed to
Special Collections materials directly. Rather, barcodes will be affixed near the top of an acid-free
heavy paper flag that is placed inside the book. A supply of these flags will be kept in the DDS room.
Marking and Property Stamping
Do not send Special Collections materials to Marking for spine labeling and property stamping.
After cataloging, SPECCOLL Faculty Publications materials will be taken down to Special Collections.
Special Collections staff will be responsible for completing the physical processing of materials for their
collection.
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