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Policy for Staff Copies in SUL

Contents

Introduction

Procedures for processing staff copies:

Added copy in SUL
Only copy in SUL (with cataloging copy and call number)
Only copy in SUL (no cataloging copy or no call number)

Exceptions

Music Library
Serial, AV, and Computer files

Introduction

The purpose of this document is to provide a set of standards that will treat SUL staff copies in a uniform way that clearly identifies them as SUL property and would prepare them for circulation under the discretion of the responsible selector.

The procedures for handling staff copies of printed materials outlined below are based on the following recommendations:

1. At the point of initiating an order for a staff copy, selectors should decide whether the item needs to be shadowed and the specific location of the staff copy (optional). It is automatically assumed that all staff copies are to be shadowed in Unicorn. Selectors need to indicate if copy should not be shadowed. Shadowed copies are searchable in Unicorn, but not in Socrates II. Display2 Item will show the Comments field which will provide the exact location of the staff copy.
2. If the exact location of a staff copy within a Home Location is known, add in Vol/Copy Extended info STAFF the following note: Staff copy for [specific location or person's initials] (e.g., Staff copy for CRD). Current location = Home location (not INPROCESS)
3. Follow current procedures of notifying Database Management Section when staff copies are to be discarded or transferred to a non-staff location.
4. Use correct value for Home Location and Type from Appendix 1 Unicorn library / Location / Item type table. Branch libraries that do not yet have a "staff" location use STAFF as the Type and STAFF as the Home Location. Current location = Home location (not INPROCESS)
5. All shadowed staff copies that do not have available cataloging records or cataloging records without a useable call number will have a call number assigned by the Classification unit. However, they will not be recycled for cataloging copy. The advantage of including this step would be that the books would have complete processing before going to the location and could easily be identified as belonging to SUL. If a copy ceases to be a staff copy, it would require changing location online and on the spine label and if not already cataloged would require cataloging or call number assignment.
6. Binding and Finishing will include staff copy locations on all staff copy spine labels.
7. Exact location of the staff copy within a library can be modified in Edit Item Comments by Branch Receiving staff.

Procedures for processing printed Staff Copies that will be shadowed

Added copy in SUL:

All staff copies that are additional copies of a title in SUL will be shadowed (unless specifically requested otherwise by the selector).

Order will be created for the correct staff copy location and will include specific staff location (by name of person if applicable) in Additional Line Item Information NOTE field.

Receipt:

1. Shadow the staff copy at COPY level only.
2. Edit Item and add in Vol/Copy Extended info STAFF the following note: Staff copy for [specific staff location or person's initials]. Current location = Home location (not INPROCESS)
3. Barcode the piece(s).
4. Do NOT create a MARC holdings record.
5. In addition to a printout, insert a campus messenger flag in the book with the final destination indicated at the top and a note at the bottom: Staff copy for [specific staff location or person's initials] and send to Binding and Finishing.

Only copy in SUL (with acceptable copy and call number):

Only copy staff copies will be shadowed unless specifically requested otherwise by the selector.

At point of order, the record will be shadowed at the Call Number level (unless requested otherwise). Order will be created for the correct staff copy location and include specific staff location (by name of person if applicable) in the Additional Line Item Information NOTE field.

Receipt:

If a bibliographic record is not a cataloging record:

1. Search for copy and overlay if copy is found.
2. Unshadow the record at the Call number level, and shadow at the Copy level.
3. Follow steps 2-5 described in the above Added Copy in SUL section.

Only copy in SUL (no cataloging copy or cataloging copy without useable call number):

Receipt:

1. Unshadow the record at the Call number level, and shadow at the Copy level.
2. Date cataloged should remain Never.
3. Edit Item, and add in Vol/Copy Extended info STAFF the following note: Staff copy for [specific staff location or person's initials]. Add CLASS routing note.
4. Barcode the piece(s).
5. Insert a Library Campus Messenger flag in the book with final destination indicated at top and a note at the bottom: Staff copy for [specific staff location or person's initials].
6. Route item to Classification unit for call number assignment.

Classification Unit:

1. Assign valid call number to the desk copy and change Current location to match Home Location. Do NOT route to DIOG. Current location = Home location (not INPROCESS)
2. Place printout in book and send item to Binding and Finishing for complete end processing.

Exceptions

Music Library:

Receive copy. If bibliographic record is not a cataloging record, receiver will search for copy and overlay if copy is found. If cataloging record is DLC only, use LC call number. Otherwise use autogenerated call number, unshadow Call Number, shadow copy and route to Music Cat with note in Vol/Copy Extended info STAFF: Staff copy for [specific staff location or person's initials] MUSC CAT [today's date]. Music Library will then follow Staff copy processing guidelines.

Serial, AV, and Computer files:

Regardless of whether there is already a non-staff copy, staff copies in these categories should be processed as follows:

• Use appropriate staff copy location and type.
• Shadow at copy level.
• Add in Vol/Copy Extended info STAFF the following note: Staff copy for [specific staff location or person's initials] (e.g. Staff copy for Serials & Elec. Resources Cataloging). Current location = Home location (not INPROCESS)
• Use "STAFF COPY" as the call number (Class scheme = ASIS)
• Do not create a MARC holdings record.
• Do not barcode.
• Do not send to the MARC Unit for cataloging unless the selector specifies that the copy is not to be shadowed and this staff copy is not an added copy to an existing catalog record.
• Serial issues should be stamped and marked just like regular non-staff serials, but instead of a call number put "Staff copy". Attach a Library Campus Messenger flag to the piece with the destination at the top and the following note in the instructions area: Staff copy for [person or unit], and send it by appropriate means (e.g. put it on a branch's Serial shelf, send it by I.D. mail)
• For AV and computer files, attach a Library Campus Messenger flag with final destination indicated at the top, followed by "Staff Copy" in the space where the call number is usually put, and down at the bottom a note: Staff copy for [specific location or person's initials]. Send to Binding and Finishing for complete end processing.
• If a staff copy in one of these categories is be transferred to a non-staff location, the transfer request should come to the Cataloging Department. Cataloging Department staff will evaluate the record to see if upgrading is necessary and will assign a call number that is appropriate for the new shelving location.
• If a staff copy is withdrawn, Cataloging Department staff will update the record if we are notified by the unit or person who holds the copy.

Serial Title Changes for Staff Copies

(Applies to physical format serials (print, CD-ROM, DVD-ROM, microforms, etc.))

• If there are OCLC records documenting the title change: It will be sent to Serials Cataloging in the MARC Unit as a paperwork-only title change. The printouts will have a note that this is a Staff Copy. The cataloger will update bibliographic info if necessary, and complete the vol/copy following the guidelines given above.
• If there are no OCLC records documentating the title change: Paperwork with a printout of the old title, a printout of the new title's brief Unicorn record (if there is one) and a photocopy of the new title will be sent to Serials Cataloging in the MARC Unit. The printouts will have a note that this is a Staff Copy. The cataloger will cease the old title, and update the bibliographic records with linking entries (780/785). If there is a brief Unicorn record for the new title, the cataloger will make any necessary corrections to the 245 title field of the new title, and won't provide complete cataloging in the brief Unicorn record and will accept "as is" the information entered in other fields by serials staff. The cataloger will complete the vol/copy following the guidelines given above.
• If the old title is not going to be kept, a separate record for the new title will not be imported or created. Instead, the cataloger will overlay or update the existing bibliographic record with the new title.
• If the old title will be kept and is going to be transferred to a valid shelving location, this will be noted on the paperwork. The cataloger will follow the SUL guidelines for transferring staff copies http://library.stanford.edu/depts/ts/tsdepts/seracq/sa_depts/mono_rec/procedures/staffcopies.html as well as doing the necessary maintenance for the title change.
• After cataloging, the cataloger will return the paperwork to the Serials Acquisitions and Maintenance Unit.

Last modified: September 29, 2006