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1. Open “Call numbers and items.”
2. Click “Edit Item.”
3. Set “Item ID” and default index (middle bar at top). This should only have to be   done once at the beginning of the session.
4. Scan barcode.
   
   Click on “Current Location” and change to match “Home location” (i.e. if home location is ART, change current location to ART)
   EXCEPTION: If the book has “HOLDS” in the Current Location, do not change the location.
5. Printing the label

Select the middle icon (with the magnifying glass). A confirmation screen will pop up if this is your first label. Click yes, and set default as “spine label.” Close the screen and select the middle icon again.

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1. If there is any discrepancy between the call number in the record and the call number written in the book, send it back to the cataloger whose initials appear in the “Created by” section of the record (or check with your supervisor). This is currently not done. Currently, all books go to Robert and then he distributes them. Which way do we want this handled?

2. If the call number is too wide:

   1. some parts of the label can be split into two lines (consult your supervisor)

   2. remove the decimal in the Cutter number if necessary

   3. make a patch that will have the extra characters or line

C. Special Locations

ALL SPECIAL LOCATIONS GO ABOVE THE CALL NUMBER

1. “STACKS” will be removed from the “label” on the print label screen

2. “Library use only” or “Restricted” should not go on the label, even if it is in the call number in the book.

3. The item type “OVERSIZE” will be added to the label for every location. It will come after the location, but before the call number proper.

4. Shorten “REFERENCE” to “REF”.

5. Shorten “GOV-PATENT” to “GOV-PAT”.

6. Any other location that is too long for one line may be split between two lines.

7. For music cassettes and CDs, delete the location and use only the number.

8. Delete the location for Friends of Fondren (FOF-SHELF) books. These books start out on the Friends of Fondren book shelf but end up in the stacks.

III. Attaching Labels

(NOTE: Except for Friends of Fondren books and rare books, paper and plastic covers on books will be thrown away.  See instructions under special kinds of materials.)

1. MAKE SURE LABEL MATCHES CALL NUMBER IN BOOK.

2. You may have to trim label to fit on spine of book.  If label is too wide, put it on the upper left-hand corner of the cover.

1. If there is any discrepancy between the call number in the record and the call number written in the book, send it back to the cataloger whose initials appear in the "Created by" section of the record (or check with your supervisor). This is currently not done. Currently, all books go to Robert and then he distributes them. Which way do we want this handled?
2. If the call number is too wide:
   
   1. some parts of the label can be split into two lines (consult with your supervisor)
   2. remove the decimal in the Cutter number if necessary
   3. make a patch that will have the extra characters or line

...

1. Peel off backing from label and place on spine.  It should be at least one inch from the bottom of the spine, on any clear space in the lower half of the spine.  If there is no clear space, cover up some of the lettering.  (Don’t cover contents on multi-volume sets: for example, A-Gli.)

IV. Changes and Remarks

1. Use nail polish remover to remove a hand-lettered call number.  Apply a new label.

2. Heat old labels to remove all or part of the label.  If only part of the label needs to be removed, cut off that part with an exacto knife.

V. Stamping and Finishing

A. Regular circulating books

1. Remove the paper or plastic cover and throw it away (except for Friends of Fondren books)

2. Turn to the title page, which will have the call number written on it.

3. Stamp the round ownership stamp in the upper right-hand corner of the title page or the nearest clear space.

4. If there is no barcode, send book to DBM to have one put on.

5. Run a glue stick along the top of the reverse side of a date slip and glue it to the left end paper in the inside back cover one-half inch from the top. If there is noroom on this page because of maps, text, or other information on the end paper, glue it to the inside back cover. If there is no room there, glue it to the last free page.

6. Cut pages if necessary.

7. Stamp all three fore edges with the RICE UNIVERSITY LIBRARY stamp.

B. Books with loose materials

1. Book plates - There will be a white flag marked “Book plate” to notify you. The book plate will be paper-clipped to the flag. Never glue book plates into rare books. On other books, glue the book plate on the inside front cover in the upper left-hand corner.  If there is information on the end papers that should not be covered, glue the book plate to the next free page.

2. Tip in

   1. There will be a white flag marked “Tip in,” and the sheet to be tipped in will be clipped to the flag. Glue the sheet into the book by running a thin line of glue in the gutter (inside margin) of the book and inserting the sheet. This should be done in the place where you find the flag. Sheets to be tipped in are usually errata sheets. If there is more than one correction, the sheet usually goes behind the title page; if there is only one correction, the sheet goes by the page which needs the correction.

   2. Sometimes books with mounted plates will need the plates glued in more thoroughly.  These will also have a tip-in flag, along with some written instructions.

3. Other loose materials - All loose materials should be in some kind of pocket in the back of the book. If there isn’t one, send the book to Repair. Loose materials need to be individually stamped with the ownership stamp and marked with the call number.

C. Cut Pages

 These will have a gold flag stamped “Cut pages.”  For very small books, the pages may be separated with a letter opener.  Larger volumes that need their pages cut should be sent to Preservation to be cut in-house or to be commercially bound.