Kay Holton Cataloging for School Library Media Centers LIS 60624 7/7/11

Cataloging Policy Manual Career School District Library Anytown, Ohio

I. Mission Statement The mission of the Career School District Library is to assist in meeting the educational, recreational, and informational needs of students, teachers (career-technical and academic), and staff at the school by providing access to information. The library also will assist in the instruction of the 21st Century Skills of critical thinking and problem solving, communication, collaboration, and creativity and innovation. II. Description The Career School District serves as the career-technical school for the eleven associate school districts in the county. Eleventh and twelfth grade students choose to enroll in the school and, in addition to taking the academic courses required for high school graduation, these students also are enrolled in a self-selected career-preparation program area which prepares them for a career in their chosen field of interest. The school generally serves 650 students and employs approximately 100 teachers and staff. III. Collection Description The library contains approximately 15,000 books and audiovisual materials, 100 magazine subscriptions, and ten newspaper subscriptions. The library also offers the following items: digital cameras, digital camcorders, document cameras, overhead projectors, interactive tablets, MP3 player, cassette recorder, slide projector, two portable sound systems, portable screens, LCD projectors, DVD/VHS players, two student response systems, and two classroom sets of laptop computers. All items circulate to students, teachers, and staff. The library also contains twelve computer stations with internet access and has wireless access capability. The library collection is automated with the SirsiDynix System through the Information Technology Center (ITC). The librarys online catalog is CAT 2.0, automated by INFOhio. The library is staffed by one full-time certified School Librarian.

IV. Subject Headings a) Sears List of Subject Headings will be consulted for determining authorized subject headings when cataloging materials. b) Subject headings which meet the needs of the schools users will be added to original and copy cataloging records. c) There will be no limit to the number of subject headings assigned, but the cataloger will attempt to assign at least three appropriate subject headings. The cataloger will strive to assign as many authorized subject headings as needed to best aid a typical search by a searcher using the online catalog. d) Every attempt will be made to make subject heading changes as they occur. V. Standards/MARC Standards a) All items should receive Level 2 cataloging. b) All cataloging will be completed using the standards of AACR2 2005. c) Subject headings will be assigned according to Sears List of Subject Headings. (see Subject Headings) d) The SIRSI automation system will be used for cataloging all library materials. e) Every attempt will be made to copy catalog records. (see Processing) f) When copy cataloging, the librarian will use the SIRSI SmartPort systems in the following order: i) INFOhio ii) LOC iii) INFOhio template (for equipment) iv) OCLC g) All copied records will be checked for accuracy and adjustments will be made, as necessary. h) Desired records should include the following MARC fields: i) 022: ISBN and Cost ii) 099: Local Call Number iii) 1xxs or 7xxs: Statement of Responsibility iv) 245: Title v) 250: Edition vi) 260: Publication vii) 3xxs: Physical Description viii) 4xxs: Series ix) 500: General Notes x) 520: Summary xi) 538: System Requirements xii) 650 and 651: Subject xiii) 658: Academic Content Standards

VI. Processing a) The School Librarian will be responsible for purchasing all items. The librarian will take into consideration curricular needs, replacement needs, and requests/recommendations from students, teachers, and staff. All materials purchased will be selected after consulting professional reviews and by personal examination, whenever possible. b) With the aid of the SIRSI automation system, the librarian will copy catalog to prepare the cataloging records and adjust the cataloging records to meet local needs, as necessary. If no matching catalog record exists, the librarian may create original cataloging records or purchase catalog records from a vendor. c) Spine labels will be added to books following the procedure appropriate for the particular classification. (See Classification System) d) Each book will receive two barcode labels (back upper right of book and front end page), a spine label, and a date due slip. e) Hardback books which have a dust jacket will receive a plastic book jacket cover. If the hard cover matches the dust jacket, the dust jacket may be discarded. f) Spine labels on paperback books will be covered with a label cover to protect the label. g) Magazines will receive two barcode labels. These labels will be placed on the front cover and on the front inside page. h) All books will be stamped with the Career School District Library stamp on the front end page, page 100 (or page 50 if the book does not contain 100 pages), and on the back end page. i) All periodicals will be stamped with the Career School District Library stamp on the front cover. j) Audiovisuals will receive two barcodes. One will be placed on the front of the container and one will be placed on the back of the container. The barcode number and the information included on the Career School District Library stamp will be handwritten on the front of all DVDs. k) All equipment will be labeled with two barcodes, if the size of the item allows this label placement. l) Weeded items will be entered into the automation system as Withdrawn. Determination of items to be weeded will be made by the School Librarian based on age, need, condition, etc. m) Missing items will be entered into the automation system as Missing. n) Inventory will be completed annually. VII. Donations Policy

All donations will be governed by Career School District Board Policy. Donations of items may be accepted if the item(s) meet(s) the Mission Statement of the Career School District Library and is in appropriate condition. Monetary donations will be accepted and will be allocated towards items on the collections needs list. VIII. Review Policy This policy will be reviewed every three years or whenever staff changes are made. Changes to the cataloging policy manual will be approved by the school administration.
3

IX. Classification System a) The Dewey Decimal Classification System (DDC) will be used to classify non-fiction items, reference materials, and audiovisual items. The goal is to use three places behind the decimal, unless doing so breaks the expansion. In this case, it is preferable to use four or five places behind the decimal. The expansion is indicated by a slash (/) or an apostrophe (). i) Audiovisuals- The spine label of all audiovisuals will be labeled with the DDC number on the first line, followed by the first three letters of the title of the work on the second line. ii) Biographies- The spine label of biographies will be labeled with the letter B on the first line, followed by the first three letters of the subjects last name (whom the book is written about) on the second line. iii) Fiction- The spine label of fiction books will be labeled with the letter F on the first line, followed by the first three letters of the authors last name on the second line. iv) Non-fiction- The spine label of non-fiction books will be labeled with the DDC number on the first line, followed by the first three letters of the authors last name on the second line. v) Periodicals- All periodicals will be accessed through the Readers Guide to Periodical Literature. vi) Professional- The spine labels of all professional books (those a teacher would use as a resource) will be with labeled with PROF on the first line, followed by the first three letters of the authors last name on the second line. vii) Reference- The spine labels of all reference books (dictionaries, encyclopedias, almanacs, etc.) will be labeled with the letter R on the first line, followed by the DDC number on the second line, followed by the first three letters of the authors last name on the third line. viii) Story Collection- The spine labels of all story collection books (anthologies) will be labeled with the letters SC on the first line, followed by the first three letters of the authors (compilers) last name on the second line. ix) 920s- All spine labels on books in the 920s (collection books), will be labeled with the numerals 920on the first line, followed by the first three letters of the authors last name on the second line. All audiovisuals, non-fiction items, and reference materials will be filed by their DDC number by type of resource. All biographies will be filed alphabetically by the subjects last name. All fiction materials will be filed alphabetically by the authors last name. All periodicals will be shelved together, alphabetically by title. All professional resources will be filed by the authors last name. All story collections will be filed by the authors (compilers) last name. All newspapers will be shelved together on a newspaper rack. All paperback books will be interfiled by the appropriate classification method. Oversized books and atlases will be shelved separately.

b) c) d) e) f) g) h) i) j)

X. Rationale: The creation of this Cataloging Policy Manual is vital to the success of the Career School District Library because it will be the authority source for cataloging and processing procedures for all materials of the library. As Intner and Weihs state in Standard Cataloging for School and Public Libraries- 4th Edition standardized cataloging is the key that opens the door of better access to local materials resources that can satisfy patrons information, recreation, and education needs. Therefore, a strong Cataloging Policy Manual that is adhered to will help meet the Mission Statement of the Career School District Library. The Cataloging Policy Manual will define cataloging and processing standards so that all library materials are handled in a systematic and uniform manner. By following these clearlydefined procedures, staff will be able to catalog and process library materials effectively and efficiently. Because the cataloging and processing guidelines will be clearly detailed in the manual, there will be no confusion as to how to apply the guidelines, which will aid in maintaining consistency of cataloging and processing materials through any staff changes. With the consistency obtained by following the guidelines and procedures of the Cataloging Policy Manual, better access for the user will be achieved as Good cataloging has rewards... and Small collections can be used and explored more effectively when local catalogs contain good-quality information (Intner , & Weihs, 2007). It is especially important for a school library to have a complete Cataloging Policy Manual that encourages and supports the creation of good cataloging records because Using a good-quality catalog in theirschool media centers helps prepare searchers for encounters with catalogs and collections in college, university, and corporate libraries (Intner, & Weihs, 2007). XI. Sharing of Plan: Because the Career School District Library currently has only one full-time certified School Librarian and no other support staff, at this time there is no District library staff with whom to share the Cataloging Policy Manual. But, if there were other staff library staff members, it is important that the manual be shared with all members to gather input prior to approval and implementation. Once the manual is approved, all staff members must be familiar with the policies and procedures, so training must be held to facilitate good implementation. It is important that the manual be approved by the school administration, prior to implementation as Intner and Weihs stated in Standard Cataloging for School and Public Libraries- 4th Edition their stamp of approval is needed. Because the School Librarian is the only library staff in the District, she may benefit from sharing her plan with other school librarians in her ITC and those on her Library Advisory Committee to obtain recommendations for changes prior to school administration initial approval of the manual and every three years during the cyclical review.

References

Intner, S., & Weihs, J. (2007). Standard cataloging for school and public libraries. Westport, CT: Libraries Unltd Inc.