Cataloging Specifications and Material ordering Specifications

 for the Libraries of the Houston Independent School District Rev.4/12/2010

http://www.hisdlibraryservices.org

Part  I – Cataloging

Part II – Processing

Part III – Electronic data

Part IV – Barcodes

Part V – New Schools

Part VI – Options at the local library level

Part I – Cataloging

Basic Information: (Applies to all library media centers in the district.)  All library books must be fully processed and cataloged according to these specifications.

Classification: Dewey Decimal Classification 22  or latest edition (unabridged) cut at the first prime

Subject Heading: LC Subject Headings for Children’s Literature

Cataloging: Conforms to current Anglo-American Cataloging Rules

Nonfiction Cataloging

·        Unabridged Dewey Decimal Classification 22 or latest edition (unabridged) cut at the first prime

·        Cutter for the three letters of the main entry. (All Capitals)

·        Biography: Do not use B or 92 for biography.

·        Individual Biography: 921 with the first three letters of the biographee’s surname in all capitals.

·        Collective Biography: 920 cuttered with the first three letters of the main entry in all capitals.

·        Easy Nonfiction: Dewey numbers, when given in MARC records instead of E

·        Reference Materials: REF above the classification number

·        Professional Materials: PRO above the classification number 

·        Spanish Lang. Mat.: SPA letter designation above classification number (Do not catalog in Dewey by language {i.e. 468 for Spanish})

Series about Authors and Literary Works (High School):

·        Modern Critical Interpretation (cuttered for the title of book)

·        Modern Critical Views (cuttered for authors last name book is about)

·        Major Literary Character (cuttered for character’s name)

·        Twentieth Century Views (cuttered for author’s last name book is about)

·        Twentieth Century Interpretations (cuttered for title of book)

·        Twayne Masterwork studies (cuttered for title of book)

·        Any other series about an author, cutter for author’s last name

·        Any other series about a literary work, cutter for title of the work

FICTION

·       Regular Fiction: FIC cuttered with first three letters of main entry in
(All capitals)

·        Easy Fiction: E cuttered with first three letters of main entry in
(All capitals)  Some secondary schools may prefer to treat easy fiction as regular fiction

·       Story Collection: FIC cuttered with first three letters of main entry in
(This is optional for secondary libraries which may prefer to use the designation SC)

AUDIOVISUAL SOFTWARE and COMPUTER SOFTWARE

·        All audiovisuals are preceded by a prefix, which designates the material type. See HISD call number list.

·        Fiction: FIC cuttered with first three letters of main entry in
(All capitals)

·       Easy Fiction: E cuttered with first three letters of main entry in
(All capitals)

·        Story Collection: FIC cuttered with first three letters of the main entry in
(All capitals)  (This is optional for secondary libraries which may prefer to use the designation SC)

·       AACR² - General Materials Designation for cataloging

·       Option for secondary school libraries to request Easy to be placed in Fiction, FIC

·       VID as prefix supercedes all other prefixes. For example, a Spanish language video containing the biography of Pancho Villa should be classified as VID SPA 921 VIL

HISD Call Numbers List

Prefixes are added to Dewey numbers to designate location codes for certain material items. In most, but not all, situations this prefix implies that the item is shelved in a different location in the library. For example, fiction is separated from non-fiction and reference books are commonly shelved separately.

*vendors should not use the PB prefix- it is only to be used by librarians to designate paperback materials with brief records shelved separately from the rest of the collection.

Call Number Examples:

^{Nonfiction – Cutter by the first letter of the main entry in capitals}

^{292
  GRA}

^{Biography - Use 921 and cutter by the first 3 letters of the biographee in all capitals}

^921
 WAS

^{Fiction – Use FIC and cutter by the first 3 letters of the main entry, usually the author, in all capitals}

^FIC
 ADA

^{Easy Fiction – Use E cuttered with the first three letters of the main entry, usually the author, in all capitals. Note:  in     secondary collections, librarians may choose to have Easy Fiction classified as Fiction}

^{E
    SEU}

^{Story Collection – Use SC cuttered with the first three letters of the main entry in all capitals. Note:  in elementaries, treat story collections as Fiction}

^{SC                                                                                                     FIC
POE                                    but in elementaries ®                           POE}

^{Audiovisual – Use prefix from HISD call number list (Video always comes first when a title can be classified with multiple prefixes)}

^{VID
FIC                                        Video that is classified as fiction
JAN}

Part II -  Processing BOOKS

·        Date due slip on back flyleaf  for secondary schools only

·        Attach Mylar covers on dust jackets, attached with tape

·        Apply a Lysguard (or equivalent) 12 mil. vinyl cover permanently adhered to the covers of paperbacks

·        Place 2.5 mil thick label protectors over exposed spine, reading and barcode labels

·        Place blue AR identification stickers above the spine label

·        Place AR data label on the back, bottom, right corner (small size-1” X 1.25”). May include Lexile data on the same label (preferred) or place Lexile data in same location above the AR label or in place of the AR label if no AR label is requested.

·        Provide one spine label per book attached 1 inch from bottom edge of spine

·        Provide security strips when requested by individual library

·        Provide one barcode per book attached parallel to the spine on the back of the book in the upper right-hand corner

·        District standard for the barcode placement orientation is to be readable when the book is held with the spine facing away from you. (This is optional as some schools may want the barcode readable from the opposite orientation)

·        Book and other cataloged items should be shipped “shelf ready”.  This includes cover protection of book jacket, spine label, barcode, and an electronic record in full USMARC format

·        School name on the barcode should read as follows:

School name    level    Library

Example: Alcott ES Library

Use ES for elementary, MS for middle school, HS for High School, and K-8 for a multi-level school

Audiovisuals/Media

·        Provide a clear clamshell case for all videos

·        Provide double clamshell cases for two-part titles

·        Series with 3 or more titles use single clamshell cases

·        Provide one spine label per video attached to the paper sleeve 1 inch from bottom edge of spine

·        If labels will cover important information, leave labels unattached for the librarian to apply

·        Provide security strips when requested by individual library.

·        Place 2.5 mil thick label protectors over exposed spine labels and barcode labels

·        Provide one barcode per video attached parallel to the spine on the back of the book in the upper right-hand corner

·        District standard for the barcode placement orientation is to be readable when the video is held with the spine facing away from you. (This is optional as some schools may want the barcode readable from the opposite orientation)

·        Attach 2.5 mil. thick label protectors over spine, reading, and barcode labels

 ^{Part lll- Electronic data}

^{USMARC records}

·        The system interface for HISD libraries is Alexandria, Companion Corporation, Version V or latest version

·        Provide one record per title using USMARC (not one record per copy or volume)

·        Supply MARC records either on CD’s formatted for PC’s with the Windows operation system, or electronically

·        Label discs with the school name, date, purchase order number, invoice number, and beginning and ending barcode numbers

·        Holding information is located in the  852 Tag

·        Provide multiple copy barcode numbers in acceptable 852 tags

·        Subject headings source: Subject headings for Children (latest edition)

·        Add the call number to the 900a tag, if possible

Example:     900a   823 COR

Include the following components if available:

Readability (521 tag) - Lexile and AR reading levels are both desirable

List price (020 tag)

Review sources (510 tag)

AR information or Reading Counts (526 tag) (at no additional charge)

All notes and bibliography, contents, and annotation and index

All added entries mandated to be supplied

Do not use:

Remove the words “Juvenile” from headings

Local Holdings Tags Format Specification

852 a & b explanation

These are required fields in the 852 tag in a Marc record.

852 a – HISD   (Library)

852 b – School Name  (location)

Please use normal capitalization except for the school type and HISD.

ES- Elementary

MS- Middle School

HS- High School

Example: 

Library: HISD

Location: Revere MS

852h  FIC ALD

If possible, add the call number to the 900a tag as well as the 852 h (preferred).

We have one school, Patterson ES, with 2 separate libraries on their campus. The schools need to use a different 852 a and 852 b code that the district standards.

^{Part lV- Barcodes}

·        Barcode label symbology: 3 of 9 with 13 digits, no check digits

·        District standard for barcode placement: upper right corner of back cover, parallel to spine. If a school so chooses, they may opt for a special placement in order to continue an existing barcode placement scheme. Example: a school has 20,000 books bar-coded on the front cover; they may opt for a continuation of that placement. Consistency in the library collection on a campus is the priority in this instance.

·        District standard for the barcode placement orientation is to be readable when the book is held with the spine facing away from you. (This is optional as some schools may want the barcode readable from the opposite orientation)

·        Provide 1 barcode label for each title. A second barcode label option may be requested by the local library. Leave any extra barcode labels requested unattached.

·        School name on the barcode should read as follows:

School name    level    Library

Example: Alcott ES Library

Use ES for elementary, MS for middle school, HS for High School, and K-8 for a multi-level school

·        The labels shall be no larger than 3 x 5/8 inches and shall display the following:

Line 1 - Library name

Line 2 - Barcode

Line 3 - Eye-readable barcode number/call number

Line 4 – Title of the book

·        The supplier shall monitor the bar-coding so that no duplicate barcodes are generated and agrees to re-barcode, at no cost to the district, any books that bear duplicate barcodes

·        The supplier further agrees to furnish replacement electronic MARC records with the new barcode information when duplicate bar-coding occurs

13   Digit Barcodes with Materials Designation/Location Code/Vendor Numbers

Note:  Some of these vendors are NOT on the Book Bid.  Book Bid Vendors must:

1.     have provided a Minority & Women in Business form satisfactory to the District,

2.     not charge shipping and handling, and

3.     provides library processing to HISD specifications.

Librarians may order from vendors not on the book bid if the vendor is the only source of the materials or if total orders to a vendor do not exceed $10,000 district-wide. 

Formula for creating a starting barcode. 3+3-digit school code+3-digit vendor code +000001

The school location Code is the 3-digit school code. If a school has a 1 or 2 digit school code add a zero or zeroes in the front. The location code is always a 3-digit number when put into a barcode. The school codes are as follows:

HOUSTON INDEPENDENT SCHOOL DISTRICT Campus Location Codes

             Elementary Schools

MIDDLE SCHOOLS

HIGH SCHOOLS

^{Special Libraries}

^{Part V – New Schools}

The following processing specifications apply to all NEW library media centers in the district.  All library books must be fully processed according to these specifications in addition to the standard specifications on file from Houston ISD. Renovated and replacement schools’ processing should match existing collection processing options.

1. AR Automated Processing – ONLY UPON REQUEST

1. Identify all AR books with complete AR processing and provide an AR quiz for each identified title. (all identified AR books must have an accompanying quiz) – ONLY UPON REQUEST
2. Place the AR Blue Identification sticker above the spine label
3. Place AR data Label on back right, bottom corner of book (small size – 1” X 1.25”)

d.    Insert AR information in the 526-tag field of the MARC record     

e.    Include Lexile number as part of the AR Label or on a separate label if available (see Part II – Processing for more details)

2. 3M Security Theft Detection strips are a local option that is more prevalent in secondary schools.

3.  Property Labels/Stamp should have the following information:

HOUSTON ISD

School name

Address

City, State Zip

Labels/Stamp should be attached to the inside front cover-lower right corner and inside back cover-lower left corner. Both labels/Stamp should be next to spine reading horizontally.

4. Place attached pocket with date due (or date due slip only) on inside back flyleaf of book

    (Secondary schools only and pocket or slip is the choice of the librarian)

5.   All orders should be boxed for delivery in loose or rough Dewey order to facilitate installation

      of collection at the school

6.      Packing slips should be in exact Dewey order and invoices should be in title order.

7.      Vendors are responsible for shelving all materials on shelves in Dewey order.

8.      Vendors must meet with the librarian or with Library Services to verify the processing options.

Please verify all specifications and send sample book to:

Debbie Hall

Library Technology Supervisor

HISD Library Services

5216 Feagan Street

Houston, Texas 77007

Office phone: 713-861-1204

^{Part VI – Options at the local library level}

For clarification, here are options available at the local library level, when requested by librarian:

1.     Security strips

2.     Easy books may be classified in Fiction for secondary libraries

3.     Second barcode label, unattached.

4.     Call number imprinted on spine if available from vendor.

5.     Story collection may be cataloged as SC in secondary schools if preferred

6.      Placement of barcode if majority of books are labeled in a nonstandard location

7.      AR labels

8.      Three campuses (Patterson, T.H. Rogers, and Woodson) have 2 separate libraries on their campus. These schools need to use a different 852 a and 852 b code than the district standard.

9.      It is the responsibility of the librarian to notify and place on file with each vendor all options special to his or her campus. Library Services should be notified if the librarian requests any options that are different than the above options.