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Processing College of Education Media Center textbooks

Background and scope

North Carolina's state-adopted elementary and secondary textbooks have always been a separate, circulating collection in the College of Education Media Center and until 1989 they were not included in the online catalog. As card catalogs in all the NCSU Libraries were being closed, it became important to catalog the textbooks online. An LT call number scheme was devised based on a system described by Carole Wilson in Cataloging and Classification Quarterly and over a period of three years, retrospective conversion was completed. Since then all texbooks have been cataloged online.

Textbooks are received each year (state adoption works on a five year rotating schedule of subjects) in June in the CoEMC. Each student edition is usually accompanied by a teacher's edition, teacher resource materials and some forms of media. CoEMC staff is responsible for sorting the materials, assigning call numbers and sending the materials directly to Cataloging. Every effort is made to regulate the workflow so that the Cataloging Department is not overwhelmed by the volume.

Primary users of the collection are student teachers in the College of Education and Psychology who are permitted to check them out for the entire student teaching semester. Other users include faculty in the College and a few people from the general campus community.

Pre-cataloging preparation

• All Textbooks Collection items come to Cataloging directly from CoEMC. Acquisitions is not involved in the process.
• The Director of the College of Education Media Center assigns call numbers on the Marking slip and inserts it in all items. When appropriate, the call number will include work mark suffix identifying the function of a particular item.
• Prior to each shipment, the Director of the College of Education Media Center checks to see if a particular title needs special handling; and if this is the case, will indicate requested actions on a slip of paper accompanying the item.

Record selection and editing

• If the title consists of student edition and accompanying teacher's edition and/or teacher's materials:

Select a record for the student edition and edit it to reflect all other accompanying items. Make sure that the date in field 260|c matches the latest copyright date from the student edition. If no such record is available (e.g., there is only a record for the Teacher's edition), accept the record and edit it to reflect the fact that the student edition is cataloged as the main item.

• If the title consists of the Teacher's edition and/or similar instructor's materials:

Select a record for the Teacher's edition. Make sure that the date in field 260|c matches the latest copyright date from the Teacher's edition. If no such record is available (e.g., there is only a record for the Student edition), accept the record and edit it to reflect the fact that the teacher's edition is cataloged as the main item.

Cataloging decisions

• Access points

Do not trace corporate bodies whose sole function is publisher of the textbook.

Trace individual authors and titles of children's books if they are included in a kit.

• Accompanying material

Use one of the following methods, whichever is more appropriate, in describing accompanying materials:

Make a 500 note, e.g.,




500    Accompanied by Teacher's ed., Teacher's manual, and Student workbook.




Describe accompanying material at end of 300 field, e.g.,




300    108 p. :|bill. ;|c25 cm. +|eTeacher's ed. (139 p. : ill. ; 29 cm.)




Note: use the phrasing found on the piece (e.g., Teacher's annotated ed., Teacher's resource binder). See items V and VI below for holdings records and processing decisions.



• Call numbers

Call numbers are assigned by the Director of CoEMC, using a locally devised LC-like scheme. They are entered in bibliographic and call number records the same way regular LC call numbers are, e.g.,

090    LT4010.H68|bI58 1996 te

Call number record: LT4010 .H68 I58 1996 te

• Dates

Textbooks are often published with the next year's copyright date. When this occurs, transcribe the date as is appears on the item and use the same date in the call number.

• ISBNs

Transcribe all available ISBNs with appropriate qualifier, e.g.,

020    0669407224 (v. 1, no. 1)

020    0669407232 (v. 1, no. 2)

• Kits

If the textbooks arrive as true kits, catalog them as a kit, using record type "o". Trace individual authors and titles of children's books if they are included in a kit. See item VI below for processing decisions.

• Multivolume sets

  If individual volumes in a set have distinctive titles, transcribe each in a 505 field and trace them in 740 -2 field.

• Subject headings

  Textbooks are entered under the heading for the particular branch of study without using the form subdivision "Textbooks".

  As a general rule, do not use the subdivision "Study and teaching" if the work is not ABOUT the study and teaching of a given topic. Follow LC's guidelines in Subject Cataloging Manual H2110 in using this subdivision.

  Delete all juvenile subject headings (650 -1)

Holdings Records

In Unicorn, add a subfield |z to the call number to further describe accompanying materials. Translate the work mark from the Marking slip into the full text description, using the table below: Appendix: Textbook Work Marks, e.g.,

The work mark on the Marking slip is tm, so the text in |z should read:

|zteacher's manual

When the wording on an item differs significantly from the wording in |z, a non-public note will be added to the item-level staff note so that technical services staff will be able to identify the item, e.g.,

The work mark on the Marking slip is tm, but the wording on the item itself is Instructor's book, the staff note should read:

Item reads: Instructor's book

When sup is used as a work mark, use the text Supplement in |z of the call number. When necessary, add additional information to specify the function of an item marked as sup, e.g.,

The work mark on the Marking slip is sup, and the supplementary item is used for a Spanish language edition of the text, thus field 864 should read:

|zSupplement: [Spanish ed.]

VI. Processing Decisions

• Accompanying media

Within the main work (e.g., computer disks or CD-ROM in a pocket of the textbook): do not remove or barcode the accompanying media. This policy differs from those for Hill and the other branch libraries. Rather, include the information in a note in the bibliographic record (e.g., Computer disk in pocket) and add the "number of pieces" count to the item record for the title. Do not mark these items.

As a separate physical piece: follow departmental guidelines for processing accompanying media with the following exceptions:

• Do not make copies of computer disks.
• Keep computer disks in their original containers.


• Kits

The container is barcoded and labeled; individual pieces are labeled. Occasionally, a kit might require special handling. In this case, the Director of CoEMC will notify the Principal Cataloger before sending it over for cataloging.

APPENDIX: Textbook Work Marks