Series: Monographic series and sets -- p. 2
SERIES: MONOGRAPHIC SERIES AND SETS 9/3/99spg, rev. 2/25/16
Monographic series are serials, monographic sets are multi-part monographs. In Nov. 2006 we formalized the cataloging of monographic series/sets, putting greater emphasis on cataloging and classifying separately in order to improve discovery and follow LC’s then-new practice of separately cataloging and classifying series new to the LC catalog. At LC the series/set title goes into 490 0_ (series not traced) with no 8xx, but we add an 8xx to accommodate series searching in the catalog. LC does not create series authority records for series new to their catalog, but PCC libraries often contribute to the LC authority files.
Cataloging and classifying separately or together
When deciding how to catalog, consider the following:
· Catalog volumes separately if they have an individual title in addition to the series title, and it is meaningful. Generic titles like “Summary,” a date or time period, or a part number are usually not meaningful. But if both individual and series titles appear on the title page, they may together constitute a meaningful title. See SERIES: MONOGRAPHIC SERIES AND SETS WITH BOTH COMPREHENSIVE TITLE AND PART TITLE ON THE TITLE PAGE.
· Classify volumes separately if their subject matter, authors, etc. are distinct from those of the series as a whole. Note that the Math Dept. wants almost all of its series to be classed together. Consult with the Head of Cataloging and/or selector in that subject area as needed.
· Catalog separately collected works of an author. Class together.
· Catalog separately annual collections of the type “The year’s best plays” to allow for tables of contents. Class together.
· Catalog together publications that are regularly updated with only minor changes to the title and whose individual tables of contents are not critical: travel guides, directories, reports of organizations, auction and sales catalogs, etc.
· Catalog together books that are issued in parts (fascicles), cartographic materials, censuses, encyclopedias, hearings, and publications of five-year plans
· When cataloging separately, create a 490 1_ and an 8xx
MFHD notes
Any monographic series/set with multiple volumes, likely future volumes, or whose treatment needs clarification requires a series bib record and a MFHD with the location code and note(s) about cataloging treatment. If you are unsure about future volumes, do not create a record as it may be the only item we ever receive.
If there is no bib record, import one from OCLC or create a brief record that includes 1XX, 245, and 260. For serials include a formatted or unformatted 362.
When cataloging separately there should be a public note in the series MFHD 852 |z about cataloging treatment. Use ALL CAPS except for volume numbering and/or year. In any instance of cataloging separately add: TO FIND, SEARCH BY SERIES TITLE.
If all volumes are cataloged separately, suppress the record and do not create a new item record or add our holding symbol to OCLC. For the sake of uniformity, configure notes as if the record displayed in the OPAC.
Examples:
|z VOLUMES IN THIS SERIES ARE CATALOGED AND SHELVED SEPARATELY UNDER THEIR RESPECTIVE AUTHORS/TITLES. TO FIND, SEARCH BY SERIES TITLE.
|z VOLUMES IN THIS SERIES ARE CATALOGED SEPARATELY UNDER THEIR RESPECTIVE AUTHORS/TITLES BUT SHELVED UNDER THE SAME CALL NUMBER: PS642. T56. TO FIND, SEARCH BY SERIES TITLE.
For nonbooks use ITEMS instead of VOLUMES.
If needed to clarify, put a non-public note into |x. Append the date MM/DD/YY followed by your initials, e.g.
|x 2/25/14 js Use more than one |x if the notes pertain to very different things or were created at different times. Leave notes from other departments as is; contact the department if the notes need changing or clarification.
After reviewing/editing a record according to these standards, add Confirmed in its own |x followed by the date and your initials, e.g. |x Confirmed 3/25/14 ltb This is a one-time action.
Retrospective work
Recatalog earlier volumes if there are not too many. A couple dozen is reasonable but in some cases you may have to do more. When doing any kind of retrospective work consider the value to users and how much time it will take. Consult with the Head of Cataloging and/or selector in that subject area as needed.
To avoid confusion, a series should be treated in no more than two different ways. A series might begin cataloged together and change to cataloged separately, or the other way around. If you need to account for more than two treatments, determine the most efficient way to bring the series into compliance, with a bias toward cataloging and classifying separately. Examples:
|z BEGINNING WITH v.40, VOLUMES IN THIS SERIES ARE CATALOGED AND SHELVED SEPARATELY UNDER THEIR RESPECTIVE AUTHORS/TITLES. TO FIND, SEARCH BY SERIES TITLE.
|z BEGINNING WITH v.40, VOLUMES IN THIS SERIES ARE CATALOGED SEPARATELY UNDER THEIR RESPECTIVE AUTHORS/TITLES BUT SHELVED UNDER THE SAME CALL NUMBER: H31.A4. TO FIND, SEARCH BY SERIES TITLE.
[This example explains the earlier cataloging practice when it is other than cat together:]
|z PRIOR TO v.73, VOLUMES IN THIS SERIES ARE CATALOGED SEPARATELY UNDER THEIR RESPECTIVE AUTHORS/TITLES BUT SHELVED UNDER THE SAME CALL NUMBER: LB1103 .S6. BEGINNING WITH v.73, VOLUMES ARE CATALOGED AND SHELVED SEPARATELY UNDER THEIR RESPECTIVE AUTHORS/TITLES. TO FIND, SEARCH BY SERIES TITLE.
[Only some volumes have individual titles:]
|z VOLUMES IN THIS SERIES WITH INDIVIDUAL TITLES ARE CATALOGED AND SHELVED SEPARATELY UNDER THEIR RESPECTIVE AUTHORS/TITLES. TO FIND, SEARCH BY SERIES TITLE.
[Similar to the above but volumes enumerated. This is not our preferred practice, just an option when a situation is extremely confusing or (sometimes) upon request:]
|z THE FOLLOWING VOLUMES IN THIS SERIES ARE CATALOGED AND SHELVED SEPARATELY UNDER THEIR RESPECTIVE AUTHORS/TITLES: v.1 (1950), v.13 (1979). TO FIND, SEARCH BY SERIES TITLE.
|z VOLUMES IN THIS SERIES ARE CATALOGED SEPARATELY UNDER THEIR RESPECTIVE AUTHORS/TITLES BUT SHELVED UNDER THE SAME CALL NUMBER: PS642 .T56. TO FIND, SEARCH BY SERIES TITLE. SOME VOLUMES (IN UNUSUAL FORMATS OR SHAPES) ARE SHELVED IN SPECIAL COLLECTIONS & ARCHIVES AND DO NOT CIRCULATE.
If needed, add a non-public note in |x. Examples:
|x Changed from numbered to unnumbered [if not already in an 866] |x Confirmed 3/25/14 rm
|x Through 2003 these have been class tog. If we receive any later volumes, class sep. 10/5/10 ld |x Confirmed 4/3/14 ltb
|x Class tog with slightly different cutter, .A577, so they shelve with main series |x Confirmed 3/25/14 js
|x Set is complete in 34 volumes. We have up through v.34, but are missing some in the middle. In case we ever complete the set, keep them classed together (there were too many in the set to reclass and remark them all) 6/5/12 spg |x Confirmed 3/21/14 js
|x Send to bindery supervisor after checking in MM/KML 5/17/07 [older notes and those from other departments may be formatted in a variety of ways] |x Confirmed 4/8/14 js
When an occasional volume lacks a title other than that of the series/set, create a separate bib record for that part. Do not formulate a 4xx series statement because an identifying title cannot be both the main title and the series title as on the piece. Do provide an 8xx so all volumes can be found when searching the series. See SINGLE ISSUES OF SERIALS CATALOGED AS MONOGRAPHS. Examples:
245 00Studies in 19th century French literature. |n Volume 57, |p Paris.
830 _0 Studies in 19th century French literature ; |v v. 57.
245 00 Current molecular medicine. |n Vol. 5, no. 2.
830 _0 Current molecular medicine ; ‡v v. 5, no. 2 (Mar. 2005)
Sci. Per. vs. the regular stacks:
— As in Olin, itemtypes “Bound Volume” and “Issue Circulating” (issues in in the stacks) allow circulation. Itemtype “Issue” (Current Periodicals) does not.
— Locate cat & class sep volumes in the regular stacks
— Locate cat sep/class together volumes in the regular stacks. Move existing Sci. Per. volumes to the stacks if the number is small--a couple dozen or so--or if needed to restrict the cataloging treatment to two types. If more than a couple dozen volumes are involved, consult with the Head of Cataloging who may run it by the Science Librarian.
For Internet resources Serials usually creates a series/set record so there is something to attach the order to, even if titles are cataloged separately. It also tells WorldCat users that we have the series/set, which may be useful (to ILL at least) since we don’t usually add our holding symbol for individual titles. If there is no series/set record, do not create one. For resources cataloged separately, the MFHD 852 should have |z Individual titles also cataloged separately
Purchase order notes
Notes about cataloging treatment also appear under the PO “Notes” tab. Examples (wording varies but prefer these forms when adding a note yourself):
Added vol.
Added vol. Supplements are cat/class sep
Cat & class sep
Cat sep/class tog
Complete
For currently-received volumes, do not add/edit a PO note yourself. Email Liz and to add/edit the cataloging treatment note, using subject line SERIES CHANGE.
For volumes not currently received or not on standing order/subscription, add a note only if you think it useful, e.g. Cat & class sep as of v.45 9/16/13 js [example only, not a useful note]
As needed refer to the lists of standing orders/continuations at https://wesfiles.wesleyan.edu/departments/Library/Acquisitions/Standing%20Orders. Before ordering a volume with a series/set title, Monographic Acquisitions checks to see if we receive it by default. Some PO’s lack notes about cataloging treatment because the time of order the series wasn’t obvious in GOBI, OCLC, the publisher’s catalog, or whatever source was used to order. There are few PO’s for non-current series/sets because they couldn’t be migrated from Sirsi to Voyager and as there were no more volumes there was no reason to recreate them.
The “PO Type” and “Line Item Type” indirectly provide information about cataloging treatment:
· Acquisitions generally uses PO Type Firm Order and Line Item Type Single Part
· Serials generally uses PO Type Continuation and Line Item Type Subscription (journals) or Standing Order (everything else)
PO Type / DescriptionApproval / Sent by a vendor under a mutually-agreed plan with the library. Eligible for return, usually not encumbered until acceptance and payment.
Continuation / Ongoing order for material published over time in sequential installments (default Line Item Type is Subscription)
Depository / Received due to the library’s status as a federal depository
Exchange / Received as part of an mutual arrangement between the library and another institution (usually involving institutional publications)
Firm Order / Directly requested by the library from a vendor, for which funds are immediately encumbered
Gift / Received by the library without charge
Line Item Type / Description
Approval / Sent by a vendor under a mutually-agreed plan with the library. Eligible for return, usually not encumbered until acceptance and payment.
Blanket Order / Received as part of publisher agreement with the library to provide set titles (usually all content put out by the publisher)
Membership / Received under a membership agreement between an institution/society and the library
Multi Part / Complete in a small number of parts
Single Part / Complete in one item
Standing Order / Published over time in sequential installments, but not necessarily a serial
Subscription / Serial in nature
Cataloging together
While Bib Notification adds/updates many contents notes you can also check for an updated OCLC record. Don’t bother updating manually unless the series/set was completed some time ago, making a Bibnote unlikely.
Code the 505 as a single |a, but if cataloging copy has |t, |r, etc., retain the subfield coding. All terms are indexed in general keyword.
Do not create 7xx added entries for individual titles or author-titles unless it seems important that some or all of them be included in the corresponding title or author keyword indexes. If cataloging copy has added entries, retain them unless they are local. If more than a few need to be added, refer them to the Volume Holdings Supervisor. If many, consider cataloging separately. If cataloging according to AACR2 the added entry must be mentioned in the body of the record such as the contents note.
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For more information see:
· SERIES: MAIN SERIES/SUBSERIES AND MULTIPLE SERIES
· SERIES: MONOGRAPHIC SERIES AND SETS WITH BOTH COMPREHENSIVE TITLE AND PART TITLE ON THE TITLE PAGE
· SERIES TERMS
· SINGLE ISSUES OF SERIALS CATALOGED AS MONOGRAPHS
· SUPPLEMENTS AND SPECIAL ISSUES TO SERIALS