[ History | Cataloguing Specifications: Cataloguing | Authorities | Subject Headings | Classification | Sending Material to the Stacks | Table of Contents (General Guidelines) | Table of Contents (Top)]
Queen's has an arrangement with a vendor for the vendor to pre-select material according to certain specifications, and send them to us for our approval for purchase. This material is received and kept in the Collections area for up to three weeks for review by faculty and staff.
This material is variously referred to as "Approval Plan Books" and "Blanket Order Books.
At the end of 2001, we contracted with our vendor, Coutts, to physically process this material with tattletape, bookplates and barcodes prior to its arrival. The benefit of this was to save us the physical processing of the material; however, it did mean we were no longer able to return this material unless it was sent to us inappropriately.
In 2002, we extended this practice to include cataloguing. Material supplied to us by Coutts now arrives with cataloguing copy, as well as being physically processed. Now that the material is catalogued, the physical processing also includes the spine label. Originally, we received only cataloguing copy; as we worked out the procedure, this grew to include the acquisitions information as well.
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These specifications are applied to monographs supplied by Coutts to Queen's. Canadian literature (works by or about Canadian authors) are excluded.
The specifications were developed through negotiations with Coutts, and can't be changed unilaterally.
MARC21 bibliographic records should be received for all items sent on approval.
- Coutts should check the Queen's database for duplication, and not send the item if it is already in the database. Exception: If a title is held in the Queen's Special Collections, Lorne Pierce location, do not consider the approval copy to be a duplicate.
- Records should be in MARC21 format.
- Records should include foreign language diacritics.
- LC cataloguing copy is preferred.
- Full records should be sent; CIP records should be upgraded to full.
- Original cataloguing should be done if cataloguing copy is not available; records should conform to current AACR2 rev. standards (level 2) as interpreted by the Library of Congress.
- Binding will not be required for any material.
- Loose material in items such as errata slips will be tipped in and pockets will be inserted to hold accompanying mapts, etc.
- Book jackets will be returned with the material.
In addition, the following editing should be done:
- Original cataloguing should be coded using |a CaOKQ in the 040 field.
- A 035 |9 Coutts field should be added to each record. Subsequent to the word "Coutts", a space should be added, followed by the invoice number.
- Local call number (if not already on cataloguing copy) should be enetered in the 050field, with indicators 14. This applies only to call numbers assigned by Coutts, or to call numbers from other records which have been revised to fit into Queen's shelflist.
- Conferences (especially numbered conferences) will normally include the Conference as main entry (tag 111).
- If the title includes the & character within the first five words, an added title entry should be made for the title with the word "and" spelled out in a 246 field.
- Items published in Kingston should have Kingston, Ont. added to the existing 260 field even if this is not the first place of publication.
- All series should be traced, using either a 440 or a 490/830 field combination.
- Numbered series should have the traced added entry amended so that the number consists of three digits, by adding leading zeroes where necessary, e.g. v. 003.
- Notes (other than quoted notes) should be in English.
- Contents notes (tag 505) for any multivolume set should be included, although the detailed coding for the 505 field does not need to be used.
- Author/Title added entries (6XX, 7XX, 8XX fields) should have any initial articles following the |t deleted, and the next word should be capitalized.
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- All access points should correspond to the current Library of Congress name authorities and subject authorities.
- Any headings not established by LC should be established according to AACR2 rev., current edition. Local practice may be checked against the Queen's authorities database. If multiple authorities are found, follow the practice detailed by the record coded with |d CaOKQ in the 040 field.
- Conferences and numbered series should be checked for local tracing practice and classification. If multiple authority records are found, follow the practice detailed by the record coded with |d CaOKQ in the 040 field.
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- Records should include Library of Congress subject headings where appropriate.
- Selected Canadian Subject Headings are also used at Queen's. These include CSH period subdivisions for history and politics; ethnic Canadian subjects (i.e. Italian Canadians); GST; "Provincial" instead of "State". All such CSH headings are documented with Queen's authority records.
- Any CSH headings accepted by Queen's should have the second indicator switched to 0
- MeSH headings should be left in any cataloguing copy, although it is not necessary to construct additional MeSH headings when they are not available.
- The following types of subject headings should be deleted:
- LCSH juvenile
- CSH headings not included in the above list
- French subject headings
- Local subject headings
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- Use Library of Congress classification except for the exceptions stated below. The LC cutter tables, country cutter numbers and non-Canadian literature author cutters should be used. Complete call numbers or LC or LC CIP upgraded records will be accepted "as is", except for conferences and numbered series; conferences and numbered series should follow local practice as found in the Queen's database. All other call numbers should be checked against the Queen's database. All call numbers should be unique. Normally use two digits when cuttering,although more may be used if necessary to fit into the Queen's shelflist.
- Check numbered series to see if they have been classed together at Queen's.
- Check numbered conferences to see if they have been classed together at Queen's.
- Check literary authors (non-Canadian), artists, composers, etc. to fit them into Queen's shelflist.
Exceptions:
- Use the National Library of Canada's PS8000 schedule for English Canadian general literary criticism.
- Classify French Canadian general literary criticism in PS9000 schedule.
- Do not use PZ.
- Use the FC schedule for Canadian history, including topics in U.S. history (e.g. War of 1812).
- For numbered conferences, follow established practices as shown in the Queen's catalogue. Normally these will be assigned the same cutter as the earlier conference(s).
- Do not put spaces between the elements of the class number.
- A period should be used between each part of the class number.
- Separate each element subsequent to the class number with a space.
- Always add the date of publication (or date of conference if appropriate).
- If the call number is not based on LC cataloguing copy, add a "t" to the end of the last cutter. (NOTE UNDER REVIEW)
- If the call number includes volume numbering, leading zeroes should be added if necessary so that the numbering consists of three digits (e.g. v.003)
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As indicated in the History section, material received as part of the Approval Plan, is retained in the Collections area for review, for a period of up to three weeks. When the records are loaded into the System, they are assigned the record status In Process. In this manner, it is apparent to our patrons that the book has been received, but it is not currently in the Stacks.
When the material has finished the review process, this status needs to be removed. If the item has been individually retrieved as a Rush request, you can remove the In Process status in the item record. If you are handling the whole shipment, it can be helpful to use Gary Strawn's Location Changer program.
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Section 1, Blanket Orders
created June 3, 2004 by E. Read
Added to new index, Nov. 2, 2004
Page maintained by Elizabeth A. Read, readel@queensu.ca. Created: June 3, 2004 Updated: 03-Jun-2004 02:50 PM