1.  INTRODUCTION

Class sep items are placed by the Acquisitions staff on a shelf labelled ‘Class sep’ in the cataloging area and need to be searched for acceptable records in OCLC.  These records then have to be imported to Workflows via portable memory media and linked to their corresponding purchase order (PO) numbers.  Sometimes there may be no record or a poor record in OCLC.  In such case, these items need to be dated on the accompanied white flag and set on a truck waiting to be searched at a later date for a better record.  These items have a six month time limit, before they are sent to the Original Cataloger.

1.1  Pre-cataloging Class seps

Search and examine the bibliographic record in OCLC to determine if the items need to be loaded.  Volumes not received individually on Workflows order record should have flag with note “Not rcv’d online” (example).  These items do not require linking to the PO number when importing from OCLC.

Figure IV.G.1. Not received online flag

• Write the title control number, the three-letter cataloging source acronym, and date on the flag.

• DLC (Cat1s catalog these items)
• C#P (Cat1s catalog these items)
• GMC (Cat1s catalog these items)
• MC (Not cataloged by Cat1s)
• UKM (Not cataloged by Cat1s)
• OHX (Wait for a better copy)
• No copy (Wait for  copy)

• Import records to Workflows.
• Begin linking the bibliographic records to the PO number of each item.
• Take member copy, UKM, or good member copy records with no call numbers to the Cat2s.
• Place all ‘no copy’ and ‘OHX’ copy on a truck. These are to be searched for copy or better copy at a later date.

1.2  Cataloging Class seps

Search Workflows by title to verify the record is not duplicated in the system.

Write the call number on title page, paying careful attention to the ‘Vol/copy’ tab. Delete any volume designation for single copies. The year of the volume should be the year it was published, the copyright year, or conference year.

For multi-volume sets, the volume needs to be included.  Create a Marc holdings record.  Only the first item should have its ‘Item Cat2’filled with ‘LC’ for DLC copy or ‘COPY' for good member copy.

For good member copy, the call number needs to be searched in Workflows after the book is cataloged and carefully checked for irregularities.

The OCLC number (or ‘Title control’ number in Workflows) should be written on the lower-right hand corner of the title page (see Figure IV.G.2).

Figure IV.G.2. Title control number

Any soft-cover books thicker than 1 ½ inches (see Figure IV.G.3) should be sent to the binding area already cataloged.  The book should have a white flag with a “Bind as rec’d” message and a piggy-back barcode (or paper-clipped barcode).  The title control number should be at least half an inch higher in the lower right hand corner of the title page.

Figure IV.G.3.                                                                                    Figure IV.G.4.

Soft-cover books thicker than 1 ½ inches.                              Bind as rec’d flag

Class sep items with the “Not received online” message in the white flag, as shown here. should include the message, “Class sep= [PO number]” under the ‘Vol/copy’ tab, in the ‘STAFF’ field (see Figure IV.G.5).

Figure IV.G.5. ‘STAFF’ field

Soft cover Class sep items that come with a CD-ROM should be cataloged and its CD-ROM should be copied before sending it to the bindery.  Do not attach a CD plastic envelope to the book.  This applies to paper-back items that come with additional material.