Cataloging & Serials: General
Flyers
The following alphabetical list of flyers describes the meaning of
each flyer and the appropriate action to take.
- Analyze
- This item is received on standing order. It is
received under the series title and added to the serial or monographic
set record under that title. The receiver inserts the flyer and
writes the call number and volume number in the piece. The item
bears its own unique title and needs to have its own bibliographic
record under that unique title. The item will carry the analytic
call number with the volume number as part of the call number. The
item will be linked to the analytic record, not to the serial or
set record. The flyer is removed by the cataloger after cataloging,
except for branch library items.
- Approval book return form
- This flyer is inserted by subject bibliographers
when they wish to return an approval book for any reason. The flyer
is taken out by the person who takes down the review room at the
end of the week.
- Added volume/copy
- This flyer indicates that an item is either an
added volume to a series already owned by K-State Libraries or is an
added copy of an item already owned by K-State Libraries. The flyer
is removed by the cataloger after cataloging.
- Binding instructions
- This flyer lists special binding instructions
for the Binding Unit. It is added to the item by the cataloger,
preservation specialist or bibliographer. These instructions will
be relayed to our binder. This is not to be used for in-house binding
and repair (see Preservation Instructions).
Binding will remove this flyer. If the item is going to circulate
first, enter the information in the note field in the item record
and discard the flyer. NOTE: If the item turns
out to be a serial, a binding decision needs to be made by the bibliographer.
- Catalog separately
- This item is received on standing order under
the series name. The decision has already been made to catalog each
item of this series separately, with its individual bibliographic
record and call number. The series is usually traced. The receiver
inserts the flyer in the item. This flyer is removed by the cataloger
after cataloging, except for branch library items.
- Cataloger: Send book jacket to:
- This flyer is placed in items by library staff
when they wish to save a particular book jacket. After cataloging,
send flyer and book jacket to the person listed on the flyer. Paperclip the flyer and book jacket together and place in the GRANT FLYERS basket in the labelling area.
- Circulation
- This flyer is placed in an item that has been requested by a patron, staff member, etc. The requestor's name, dept., building, date requested and title of the item is written on the flyer. This flyer is completed either by acquisitions staff (using order information) or by a reviewer who has seen the book in the review room.
- DON'T Fast track" box:
- If this box is NOT checked, the item will be routed to the fast-track cataloging shelves, so that it will be cataloged within ten (10) working days.
- If this box IS checked, the item will be routed to the appropriate area of the in-process shelves.
- Reviewers are encouraged to check the "DON'T Fast track" box for all materials that are not needed immediately.
-
Collection flyers
A flyer (any color) may be placed in an item that
is part of a collection. The collection name is cited in a local
note in the bibliographic record. The collection name will appear
on the flyer in its correct form. The 590 note should be added as
follows:
590 From the [ABC] Collection.
590 K-State Libraries' copy 2 is from the [ABC] Collection.
590 NEH Grant.
Follow any other specific instructions on the
flyer. Some flyers are sent to the bibliographer listed on the
flyer. The cataloger should write the call number for the item
on the flyer before sending it. Place the flyer in the GRANT FLYERS basket in the labelling area.
Note: This flyer does not take
the place of a location flyer. If the item has no location flyer,
it is going to Hale Library Stacks (main) and the collection flyer
should be removed after cataloging. If there is a location flyer
(typically for Special Collections), leave the collection flyer
in the piece.
DLC
This flyer indicates the item has Library of Congress
cataloging copy. [The cataloging record has an 040 with |a DLC |c
DLC. This includes those that have other initials followed by a
slash and DLC in the |a. Examples: |a DGPO/DLC |c DLC and |a DNLM/DLC
|c DLC.] The flyers are inserted by receivers and allow copy catalogers
to sort items for appropriate cataloging treatment.
Delayed binding
This flyer indicates that a paperback item is
to go to its destination unbound for a period of time. This flyer
is placed in the item upon receipt or in the Review Room. The cataloger
or receiver should mark the title page for binding as per usual.
The barcode should be in the proper place for a paperback. The item
should go to labelling after cataloging is complete. The flyer is
removed at its destination.
Do not bind
This flyer indicates that a paperback item should
not be bound. It is placed in the item at the point of receipt.
Do not mark the title page for binding. The barcode should be placed
on the outside cover, like a hardbound book. If the barcode is in
the wrong place, the cataloger should put a new barcode on in the
correct place and black out the incorrect barcode. The flyer is
removed by the labeller unless going to a branch.
Do not withdraw
This flyer is inserted by bibliographers to indicate
they do not wish to have that particular item withdrawn from the
Libraries’ collection.
Document disposition form
This flyer is inserted by either a bibliographer
or the Gifts staff. The item is sent to Government Publications,
who make a collection development decision. It is then either added
to the collection or sent back to the Gifts staff.
Gift tracking form
This is a "work sheet" on which the Gifts staff
record their verification and decisions (i.e.; added copy, photocopy
o.k. to catalog, etc.). This slip is removed by the cataloger after
cataloging, except for branch library items. On newer flyers, this
information may be found on the back of the location flyer.
Gifts
This flyer is usually used by branches, etc.,
to direct items to the staff responsible for processing gifts and
should be removed before the item is sent to be cataloged. If still
in the item, it should be removed from the piece by the cataloger.
Hazardous Substances Resource Center
The bibliographer for this collection inserts
the flyer in items which need to be included in the Hazardous Substance
Resources Center Newsletter. The cataloger will add the note on
the flyer to the bibliographic record in a 590 field and follow
any other directions on the flyer. The cataloger writes the Voyager
number and the title on the flyer and sends it to the collection
bibliographer indicated on the flyer.
Hold for Reviwer
See Circulation
Horticultural Therapy Grant
The bibliographer for this collection inserts
the flyer in items which need to be included in the horticultural
therapy bibliography. The cataloger will add the note on the flyer
to the bibliographic record in a 590 field and follow any other
directions on the flyer. The cataloger writes the Voyager number
on the flyer and sends it to the collection bibliographer indicated
on the flyer, along with the book jacket from that item, if any.
Location flyer - branches
This location flyer contains all Voyager locations
for the three branch libraries outside of Hale. The general branch
location is circled at the top of the flyer to facilitate locating
the items in the in-process room. The exact location is checked.
The checked location should be entered in the Voyager holdings record.
This flyer also has directions for special processing. This flyer
is left in the item after cataloging, whether it is to go to binding
or labelling. Labelling will leave the flyer in. Binding will
remove the flyer.
Location flyer - Hale
This location flyer contains all Voyager locations
for all locations in Hale. The general Hale location is circled
at the top of the flyer to facilitate locating the items in the
in-process room. The exact location is checked. The checked location
should be entered in the Voyager holdings.
The flyer also has directions for special processing. The flyer
should be left in the item after cataloging, whether it is to
go to binding or labelling. Labelling and Binding will remove
the flyer.
Location flyer - Special Collections/University
Archives
This location flyer contains all Voyager locations
for Special Collections and University Archives. The main location
is circled at the top of the flyer to facilitate locating the items
in the in-process room. The exact location is checked. The checked
location should be entered in the Voyager holdings record for that
copy.
This flyer should serve as a warning to all catalogers. Since
all Special Collections items and many University Archives items
require special processing, the location and special processing
instructions indicated on the flyer should be looked at immediately.
This flyer should be left in the item after cataloging, whether
the item is to go to binding (University Archives only) or labelling.
Labelling will leave the flyer in. Binding will remove it.
Monograph gifts
This flyer is inserted by bibliographers into
gift items to indicate that the item should be added to the libraries’
collection. These items will be sent directly to the in-process
area after they are removed from the review room. The flyer should
alert the cataloger that there is no record for the item on Voyager.
The cataloger will verify that the title is not a duplicate. If
it is not a duplicate or the "Add Unconditionally" box is checked,
the item is added to the collection. The cataloger will search OCLC
for a matching record, import it into Voyager, and catalog the item.
The flyer is then disposed.
New Gift Serial/Periodical Title
This slip accompanies new serial titles that are
gifts. Many decisions are recorded on it, such as location, retention
code, binding decision, etc. This flyer is removed by the serials
cataloger after cataloging.
Preservation Instructions
This flyer is used to indicate local book repair,
etc. A preservation specialist will typically fill out this flyer.
Any cataloger filling out this flyer should also check "Return to:" . The item should go to Preservation after cataloging
is complete even if RUSH or PRIORITY.. A preservation
specialist will follow instructions on the flyer, returning the
item to the requested area when they are finished.
Labelling will remove the flyer.
Priority
An item with this flyer is to be cataloged within ten (10) working days of receipt by cataloging staff. This flyer is removed at its destination (usually a circulating point). Priority cataloging is intended to be used for materials that are timely in nature and need to be cataloged before other in-process materials, but do not fit the requirements for rush cataloging. An example of materials that receive priority cataloging is:
The library has a standing order for a series of veterinary medical books that deal with topics of current interest. Upon receipt, these books will be flagged for priority cataloging, so that library users can have access to them in a timely fashion.
Review Room/New Serial Title
This form is filled out in the review room by
a bibliographer for each new serial title. The location, retention
code and binding decision is recorded for placement in the holdings
record when cataloged. This form is removed by the serials cataloger
after cataloging.
Rush
An item with this flyer is to be cataloged within eight (8) hours of receipt by cataloging staff. The flyer is removed at its destination (usually a circulating point). Rush cataloging is intended to be used for materials requested by a library user or staff member who needs these materials immediately or for materials needed at Reserves. Occasionally rush cataloging is used for materials needed immediately at a Reference location. Rush cataloging is NOT performed for other materials. For example, an item with a location of main, which has not been requested by someone for immediate use, will not be rush cataloged.
Send to CIRC, Item has a hold on it
- This flyer is used in the following two circumstances:
- The “Send to Circ…” flyer is placed in a purchased item that has a hold request placed at the time of ordering. The receiver (Cataloging staff for shelf-ready purchases, and Acquisitions staff for all other purchases) will add a Discharge note in the item record with all available hold information (i.e., requestor name, university department, phone number, e-mail, etc.) After placing the “Send to Circ…” flyer in the item, the receiver will route the item for appropriate cataloging/processing: Rush or Fast track. A “Rush” flyer will be inserted in Rush requests in addition to the “Send to Circ…” flyer. The flyers will be removed by the Circulation staff.
Note: Shelf-ready purchases will already have an item record created at the time of receipt. Cataloging staff will add the requestor information to this already-existing item record. For other purchases, Acquisitions staff will need to create an item record so they can add requestor information to it. These item records created by Acquisitions staff will not include a barcode. Cataloging staff should not create an additional item record, but should add barcode and any other necessary information to the item record that has already been created by Acquisitions staff.
- The “Send to Circ…” flyer is placed in all items that have a patron-initiated hold from the public catalog. When a newly-created item record is saved to the database, the cataloger will see the message: “This item has a hold request. Please discharge it in circulation to notify the requestor.” The cataloger will then insert the “Send to Circ…” flyer and a “Rush” flyer in the item. After cataloging is completed, the cataloger will place the item on the rush labeling shelf. The flyers will be removed by the Circulation staff.
Send to New Resources Shelf
This flyer is placed in all newly cataloged items
going to main, juv, cmc, foli, or media coll [exceptions: LPs and large multi-part sets (5 or more pieces)]. It is removed by the labeller when
the item is placed on the "New Resources Sorting Pick-up" truck. See New
Resources Shelves for further instructions.
Uncataloged
This flyer is placed in items that are not to
be cataloged. These items are delivered to the labelling area for
property stamping, tattletaping and writing the Voyager location
in the piece. The flyer is removed at its destination.
