K-State Libraries - Technical Services

Cataloging & Serials: Monographs

Cataloging Textbook Sets for CMC

Searching and Importing Bibliographic Records
Editing Bib Records
Creating Holdings Records
Creating Item Records

Note: Most CMC textbook sets will be cataloged on a single record, which will include all the accompanying materials.

Search OCLC for matching record. Most CMC sets will not have a record on Voyager.
1. Choose the record for the entire set, NOT the records for individual volumes.
2. If there are accompanying teacher's editions, do not choose the record for the teacher's editions, unless there are no actual textbooks. The teacher's editions will be added to the set record for the textbooks.
Import record into Voyager and replace or delete brief or incorrect records, if necessary.

Edit bibliographic record.

If necessary, add ISBNs for individual volumes to the set record. However, this step may be skipped if this would make the record too long.
Add information about accompanying material in the subfield e of the 300 field.

Examples of the 300 field

300 |a 754 p. : |b col. ill., maps ; |c 27 cm. + |e teacher's ed.

300 |a 8 v. : |b ill. ; |c 24 cm. + |e teacher's ed. + teacher resource booklets.

300 |a v. : |b ill. ; |c 28 cm. + |e teacher's ed. + study guide/answer key + chapter tests + teacher's guide + laboratory manual.

NOTE: If the 300 subfield e lists some items in the set that the library does not own at all (for example, its lists activity books and the library does not have any activity books), that information may be deleted. However, DO NOT change the subfield a under any circumstances. The above practice only applies to textbook sets, and is an exception to normal KSU Libraries' cataloging policies.

Additional information about complex sets of accompanying material may be noted in a 500 field. For instance, this may occur when the accompanying material has accompanying material.

Examples of the 500 field

500 |a Each loose-leaf binder contains 8 booklets with titles: Activity sheets; Biographies; Enrichment; Evaluations; Instrumental accompaniments (or Curriculum correlations); Kodaly; Mainstreaming; Orff.

500 |a Listening guides accompany grades 1-6 teacher's ed.

If each textbook has its own title, make sure there is a contents note reflecting this. In addition, give each title a title added entry in the bib record, using 740 fields.
If the subdivision |v Textbook is present in any subject heading, delete it. This subdivision is not for textbooks themselves, but for books about textbooks.
Edit all other parts of the bib record according to established guidelines for editing member copy records.
Shelflist the call number as usual. If a call number uses a LT call number (for example, LT2050), DO NOT use it. Attempt to find another call number using a help record, or if this is not possible, treat this item as problem copy.

Create holdings record

Leader values:

Type: v
Enc/l: 3

Edit the 852 field as usual.
Each type of material will have its own 866 field. Use a first indicator of 7 for all multi-piece CMC materials.
1. The first 866 should contain information about the textbooks themselves. Generally, textbooks are recorded by their grade levels. However, when the textbook is not part of a set (such as a single volume chemistry textbook), record the textbook as "1 v."
2. Additional 866 fields should be created in the order in which the information appears in the |e of the 300 field.
Holdings record examples

Holdings record for one textbook and one teacher's ed.:
866 71 |8 0 |a 1 v.
866 71 |8 0 |a 1 teacher's ed.

Holdings record for multi-volume, multi-grade set and accompanying teacher's ed:
866 71 |8 0 |a grade 1-6
866 71 |8 0 |a 6 teacher's ed.

Holdings record for textbook set and various accompanying pieces:
866 71 |8 0 |a grade 1-8
866 71 |8 0 |a 6 teacher's ed. <grade 2, 4-8>
866 71 |8 0 |a 7 teacher's resource booklets <grade 2-8>

Create an item record for each piece

Record the enumeration for each piece. Almost all item records will have enumeration of some sort. The only exception will be those single volume textbooks that aren't part of a set.

Example of enumeration for grade 4 textbook: grade 4

For accompanying pieces that are associated with a particular grade textbook, use that grade as part of the enumeration. Separate the grade level and the name of the piece(s) with a colon(s).

Examples of enumeration in the item record

If a piece is not associated with a particular grade level, simply record the name of the piece in the enumeration field.

Example

Piece is called Vocabulary Activity Workbook, would give enumeration as:

Add pieces count, if necessary. If there are accompanying materials contained within each piece, such as a computer disk or transparencies in the pocket of a particular volume, record the total number of pieces contained in that volume. The pieces count does include the volume itself. However, if items are in a container, such as a box, do not include the container in the pieces count.

If a pieces count is used, place a circulation review on the item and record information about the pieces in a note in the item record.

Example

Teacher's edition has 10 transparencies in a pocket at the end of the book. The note in the item record would read:

Label each item according to the call number and the enumeration in the item record. Approximately 8 characters can fit on each line of a spine label. If the wording of the enumeration is lengthy, abbreviate the words as much as possible to get the information to appear on the spine label.

Example

enumeration in item record:

written in piece: