POLICY NO. 15
BIBLIOGRAPHIC CONTROL & PROCESSING POLICIES FOR NON-BOOK MATERIALS
(3-18-2002)

Agriculture materials housed at Young Library will follow the Young Library policies.

MEDIA:

Compact Disks (CDs) - receive an LC call number, label affixed to container and any accompanying materials are kept behind the service desk.

Videocassettes - receive an LC call number, label affixed to container and any accompanying materials, shelved in reading room in separate section.

Computer software diskettes have full level records with LC call numbers.

2. CHEMISTRY/PHYSICS LIBRARY

MEDIA:

All media is assigned an accession number under the SCI/ENG group.

MIXED MEDIA:

Computer Diskettes: Chemistry/Physics makes a copy of the disk and shelves the copy with the book.

CD (software/data): Use the LC call number with both the book and CD and create an item for the book as well as the CD.

3. EDUCATION LIBRARY

MEDIA:

Education follows the media policy for Young Stacks. Media is assigned an LC call number and is evaluated for how best to house the material on open shelving.

MIXED MEDIA:

Education follows the mixed media policy for Young Stacks and shelves the media with the book. Apply media stickers when applicable.

4. ENGINEERING LIBRARY

MEDIA:

CD ROMS

Those cataloged by Young Collection Services are given an accession number and housed in the EN,CD location code behind the information desk.

Those arriving as gifts at Engineering are given an LC call number and housed in the EN,CD location code behind the information desk.

VIDEOCASSETTES

The videocassettes cataloged by Young Collection Services receive an accession number. The label is placed on the outside of the spine of the container.

Videocassettes cataloged at Engineering receive an LC call number.

All videocassettes are shelved together and do not have a separate location code.

MICROFILM & MICROFICHE

Microfilm and microfiche are cataloged at Young Collection Services and receive a consecutive accession number. The location code is EN,FILM.

MIXED MEDIA:

BOOKS WITH ACCOMPANYING CD-ROMS

The books are shelved in LC collection. The CDs are given the same call number as the book. There is one holdings record and item created for the book and a separate holdings record with location code EN,CD and item created for the CD-ROM.

SERIALS WITH ACCOMPANYING CD-ROMS

CDs that come with serials are given a call number and stored with the other CDs behind the information desk. A separate holdings and item record is created for the CD-ROM.

5. GEOLOGICAL SCIENCES LIBRARY

MEDIA:

Receives an accession number from the SCI/ENG drawer.

MIXED MEDIA:

Catalog book as usual and insert green flag "Book contains computer software."

6. LAW LIBRARY

AUDIOVISUALS

Housed in cabinets in Media Technician's Office. Given accession number upon receipt and indexed by title, topic, and accession number. Do not receive cataloging because they are purchased exclusively for Law Faculty, Library Faculty and Staff, and Law Student use.

CASSETTES

Same as Audiovisuals.

CD-ROMs

CD-ROMs on Law Server (mostly Kentucky-related Primary Law Sources) are fully cataloged, but unclassified. Their MFHD 852 field location is "Law CD-ROM" with a sublocation "Law Server" in subfield h.

CD-ROMs not on Law Server receive full cataloging and LC classification. Their MFHD 852 field location is "Law Reserves."

3 1/2" FLOPPY DISKETTES

Receive full cataloging and LC classification. Their MFHD 852 field location is "Law Reserves."

NONPRINT ACCOMPANYING/SUPPLEMENTAL MATERIALS

Accompanying/Supplemental disks or CD-ROMs have a MFHD 852 field location "Law Reserves," and include the following public note: "ASK REFERENCE LIBRARIAN FOR ACCOMPANYING DISK(S)/CD-ROM(S)." An 866 field is added to the MFHD to indicate number of volumes, disks, or CD-ROMs: "1 v. and disk(s)/CDROM(s)" or "v.1-3 and Forms disk(s)/CD-ROM(s)," or what is appropriate for the material in hand.

The materials receive the same LC classification number as the print material it accompanies.

The print material is housed in the stacks, fully cataloged and given LC classification. A label is affixed to the front cover with the note: "ASK REFERENCE LIBRARIAN FOR ACCOMPANYING DISK(S)/CD-ROM(S)."

7. LIT"TL"E FINE ARTS LIBRARY & ARCHITECTURE (DESIGN) LIBRARY

ARCHITECTURE (DESIGN) LIBRARY:

Non-book Processing for Architecture

Independent CDs or CD-ROMs

• Cataloger assigns call number
• Note placed in MFHD: 852 subfield z "For computer software [compact disc], ask at desk"

Mixed media (Accompanying CDs or CD-ROMs)

• Place note in MFHD: 852 subfield z "For accompanying computer software [compact disc], ask at desk"
• Place stick slip in book to alert Architecture staff that accompanying CD or CD-ROM is in item.

LITTLE FINE ARTS LIBRARY

All non-book materials receive labels (one or two depending on format) and are shelved with similar materials in the Fine Arts Media Center. Call numbers are one of two acquisitions schemes. Below is a list of call numbers for various materials, placement of labels, and other processing required of specific material type. The cataloger assigns call numbers.

MEDIA:

Catalog and give an accession number from the SCI/ENG drawer.

MIXED MEDIA:

Catalog book as usual. Insert green flag "Book contains computer software."

9. MAPS

MEDIA:

Catalog and give an accession number from the SCI/ENG drawer except for maps which are cataloged by Maps.

MIXED MEDIA

Media stays with book. Catalog book with LC call number and insert flag "Book contains computer software."

10. YOUNG MEDIA LIBRARY

Young Media Library houses videocassettes and DVDs primarily with a small collection of other materials. Some spoken word cassettes are housed here and have received minimal level cataloging.

As a general rule, materials are not housed in Young Media unless they are specifically requested for that location. If you think something should be housed there, then check with Young Media and the appropriate bibliographer.

All Young Media Library materials receive accession numbers that are assigned by that library. Young Collection services is responsible for cataloging materials.

11. MEDICAL CENTER LIBRARY

Traditionally, print material is housed in the Medical Center Library, while non-print material and a few print reference tools are housed in the Audiovisual Library (AVL). Materials housed in the Medical Center Library are classified, while materials in the Audiovisual Library are accessioned. However, there is one exception to the shelving arrangement at the Audiovisual Library. The few print reference tools that are housed at the AVL are classified. The only exception to the housing of single-component non-print materials is computer software. Computer software may be housed in either library and classified or accessioned according to its library location.

Mixed media materials will be housed together at either the Medical Center Library or the Audiovisual Library according to the predominant component. Therefore, mixed media materials with text as the predominant component will be housed in the Medical Center Library. The accompanying material (the non-print component) must be housed either inside the volume or in a separate faux "book." Otherwise, the accompanying material will be housed in the Audiovisual Library. Mixed media materials with the non-print medium as the predominant component will be housed in the Audiovisual Library. Kits (mixed media with components of equal predominance) will be housed at the AVL. The decision to classify or accession the mixed media materials is dependent on its location.

If the accompanying material is "commercial" software (e.g., AOL ads on diskettes or CDs), the software will be discarded.

If there are exceptions to the above and/or decision is difficult to make, the items will be brought to this group (Mixed and Electronic Media Work Group) to decide the fate of the item by consensus. The cataloging record used for any mixed media materials will be based on the predominant material type. If the accompanying material is non-print, the bibliographic record will be coded to reflect that fact. This will enable OPAC users to retrieve the non-print medium when limiting a search to that mode. Generally, if the accompanying material is printed text, the bibliographic record will not be coded to reflect that fact.

12. YOUNG LIBRARY

a. MATERIALS IN THE STACKS

MEDIA: Except for microforms which will receive an accession number and be shelved in the PNM microform shelving, all other monographic media materials will be cataloged with an LC call number and sent on to Preservation so that the materials can be properly housed to stand on the compact shelving.

MIXED MEDIA: All monographic mixed medial will receive an LC call number and be sent onto Preservation so that the materials can be properly housed to stand on the compact shelving. Materials may be returned from Preservation to Collection Services for holdings and/or item records to be created as needed for the shelving units.

b. MATERIALS IN REFERENCE

CD-ROMS HOUSED IN YOUNG REFERENCE will be handled according to the
1. procedures outlined below:

a. Single Station CD-ROM Products:
i. Bibliographic Record:
1. A bibliographic record describing the CD-ROM should be used. For serials, follow the current CONSER practice.
2. Notes on other formats. If the content, or part of the content of the CD-ROM, is also held in another edition or format, local notes should be used at the discretion of the cataloger. The situations vary from one CD-ROM publication to another, so at times a note would be appropriate and at other times a note would be confusing or impossible to construct. Use the BPPAG Policy on Notes (#9) for guidelines when notes are used.

ii. MHFD record (Location information for CD-ROM)

1. Since the single station will be usable only in a particular location, it will be designated as being in that location on the MFHD and on the item record at the time of cataloging. If the location wishes to use a sublocation for CD-ROM publications, the standards/policies established for locations by the OPAC Committee should be followed.
2. If the CD-ROM will be housed in a sublocation, the sublocation change must be made on the MFHD record and the item record.

iii. Item record for the CD-ROM (optional):

1. Item record Permanent Location (Perm.Loc.): The Permanent Location will be same as the location on the MFHD record.
2. Item record Item Type: For circulating CD-ROMS, the item type "cdrom" is recommended. For non-circulating CD-ROMS, the item type "no circ" is recommended to alert circulation staff of the non-circulating status.
3. Item record Temporary Location (Temp.Loc.): If the CD-ROM will be housed temporarily in a sublocation such as reserves, the change must be made to Temporary Location (Temp.Loc.)
4. Item record Temporary Item Type: For circulating CD-ROMS, the item type "cdrom" is recommended. For non-circulating CD-ROMS, the item type "no circ" is recommended to alert circulation staff of the non-circulating status.

b. ACCOMPANYING MATERIALS (Location for CD-ROM accompanying materials)

i. Accompanying material (manual, reference card, etc.) which needs to be tracked for inventory or circulation reasons should be designated as being in the location on the MFHD and on the item record at the time of cataloging. If the location wishes to use a sublocation for CD-ROM accompanying material, the standards/policies established for locations should be used.
ii. If the CD-ROM accompanying material will be housed in a sublocation, the sublocation change must be made on the MFHD and any linked item records.
iii. ITEM RECORD for CD-ROM Accompanying Materials
1. If the CD-ROM accompanying material (manual, reference card, etc.) will be circulated, create an item record for the material.
2. Item record Permanent Location (Perm.Loc.): The Permanent Location will be same as the location on the MFHD record.
3. Item record Item Type: For circulating accompanying materials, the item type "cdrom" is recommended. For non-circulating accompanying materials the item type "no circ" is recommended to alert circulation staff of the non-circulating status.
4. Item record Temporary Location (Temp.Loc.): If the CD-ROM will be housed temporarily in a sublocation such as reserves, the change must be made to Temporary Location (Temp.Loc.)
5. Item record Temporary Item Type: For circulating accompanying materials, the item type "cdrom" is recommended. For non-circulating accompanying materials, the item type "no circ" is recommended to alert circulation staff of the non-circulating status.

iv. CALL Numbers for YOUNG REFERNCE CD-ROMS

1. Use the established BPPAG policy on call numbers for non-book materials (Policy #1).

v. Transfers of CD-ROMS, which is defined as the move from one collection to another, will follow established transfer policies.
vi. Withdrawals of CD-ROMS will follow established withdrawal policies.




c. MATERIALS IN GOVERNMENT PUBLICATIONS

Government publications will follow the guidelines for Young concerning media and mixed media, except where GPO guidelines require a stricter interpretation.

GPO computer software on diskette or CD will be housed in Reference where it can be better serviced and maintained.

As needed some GPO kits and other materials will be housed in the YOUNG MEDIA LIBRARY.

14. LOCAL CALL NUMBERS FOR NON-BOOK MATERIALS

Each processing center has its own policy on the assignment of call numbers to non-book materials. Some processing centers assign accession numbers to all of their non-book materials. Other centers assign classification numbers to certain types of non-book materials and assign accession numbers to the rest. The unique housing requirements of each library largely determine how the materials are handled by each center. In addition, with some materials, different accession codes are used by different processing centers when accessioning the same material type. It is with this set of circumstances in mind that the question was raised as to whether a uniform policy on the assignment of call numbers to non-book materials should be established and followed by all processing centers.

The BPPAG decided that the processing centers will continue following their own individual policies on the assignment of call numbers to non-book materials. Moreover, the centers that assign accession numbers will continue using the accession codes already established for the non-book materials acquired by that center. However, when a processing center acquires a new non-book material type that will be accessioned, the center will check the list of non-book accession codes to determine if another processing center has already established a code for that material type. When a code already exists, the processing center will use that code. When a code has not been established by another processing center, the center will submit to the chair of BPPAG a proposed accession code for the new material type. Once approved, the new accession code will be added to the list of non-book accession codes. A revised list will be distributed to all processing centers. The new code must be used by all processing centers when they catalog that same material type.

RESOLVING Y2K PROBLEM:

For those sites using the 2 digit date abbreviations as part of the non-book call number, there is a slight hitch when we reach 2000 (Ex. 97-134 or 99-2). To resolve this, the date should be expanded to 4 places and use 2000-12, 2000-134, etc.

ACCESSION CODES IN USE:

Audio Visual Library (Medical Center)

Audiocassette	AC
Computer Software	CS
Filmstrip Cassette	FC
Microfilm	MF
Motion Picture (16 mm)	MP
Slide/Cassette	SC
Slides	SL
Transparency	TR
Videocassette	VC
Videodisc	VD

Media Library (Young Library)

Video recording

AV

Young Library and Science/Engineering Libraries

Audiocassette	CT (C before 1979)
Compact Disc	CD
Microform-Book	B
Microform-Serial	S
Record - Spoken word	R
Video recording	VR (not used for Young, use AV for Media Library)

Fine Arts

Cassette Tapes	CT
Compact Disc-Single	CD
Compact Disc-Boxed Set	BCD
Computer Software	CS
Digital Video	DVD
Kit	K
Laser Video	VD
Microform-Book	B
Microform-Serial	S
Record--Single	LP
Record-Set	SLP
Video Recording	VR

Special Collections

Audiovisual Archives	AV
Manuscripts	M
Oral History	OH
Photography Archives	PA
University Archives	UA
Wilson Manuscripts	W

Other Bibliographic Policies & Procedures

1. Call numbers for non-book materials (7-8-1999)
3. Printing date for materials (9-21-2000)
4. Copy numbers in holdings or item records (12-14-2000)
5. Minimal level cataloging (2-10-2000)
6. MFHD Records for Serials and Non-Serials Materials (rev. & combined with Policy #17, 3/31/04)
Caption Dictionary (11-7-2002)

7. Withdrawals, lost / missing, and deletions (September 2004)
9. Local notes (2-08-2001)
11. Hierarchy for cataloging sources (9-22-2000)
12. Authority control for the UK Institutional Group (1-05-1995)
13. Mixed media materials (3-29-1994)
14. "Boundwiths": multiple bibliographic records representing one physical piece (2-08-2001)
18. Language Used in the Enumeration of Multi-volume Works (12-16-1996)
19. Guidelines for OPAC Display of Internet Resources (10-05-2000)
20. Storage Procedures for Updating the Catalog (6-10-2003)
21. Guidelines for the Cataloging of Internet Resources (4-03-2003)
22. Multiple Versions - Same Title in Different Formats
23. Enumeration and Chronology in Item Records (11-19-2003)

This page was last updated 6 October 2004. To comment on this document, send mail to Kate Seago at kseago@email.uky.edu.