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Guidelines for Applying Monographic Level 3 Fixed and Variable fields for Print Materials

I. INTRODUCTION

Before March 2009, print monographs which had imprints at least five years old and which had not yet been fully cataloged (i.e., “recycled” materials) were given Level 3 (Abbreviated) cataloging. As of March 2009, all print monographs entered in SULAIR’s catalog are eligible for Level 3 cataloging. This category includes records for serial analytics, as well as two (or more) separately-published titles bound together (“bound-with’s”). In addition, as of that date, no collection-level records will be treated as Level 3. (The latter category should be routed to the Metadata Development Unit.)

II. REQUIRED FIXED FIELDS

Rec Typ	TYPE of RECORD
	a -- Printed language material t -- Manuscript language material, including unpublished theses, microform and photocopy of dissertations
Bib Lvl	BIBLIOGRAPHIC LEVEL
	m -- Monograph
Enc Lvl	ENCODING LEVEL
	3 -- Abbreviated level
Desc	DESCRIPTIVE CATALOGING FORM
	i –ISBD, indicating that the record is formulated according to International Standard Bibliographic Description conventions.
Dat Tp	TYPE of DATE
	A one-character alphabetic code derived from information in field 260. s – Single known date Indicates that the date consists of one known or questionable single date of publication. m – Multiple dates Indicates the range of years of publication of a multipart item. Date1 contains the initial or earliest known date of the multipart set and date2 the terminal (or ending) date. For incomplete multipart items, Date2 is represented by 9999 to indicate that the year is not yet available.
	Examples :
	Single known date
	Dat Tp   s   Date1   1999   260   Boston :|bMacmillian,|c1999.
	Incorrect date
	Dat Tp    s    Date1    1999    Date2    blank    260    Boston :|bMacmillan,|c1998 [i.e. 1999]
	Date on call # is 1999
	Probable date
	Dat Tp   s   Date1   1999    260   Boston :|b[s.n.,|c1999?]
	Date on call # is 1999
	Probable decade
	Dat Tp    s    Date1   199u    260    [S.l. :|bs.n.,|c199-?]
	Probable century
	Dat Tp    s    Date1    19uu    260    Paris :|bHachette,|c[19--?]
	Date on call # is 1900z
	Multiple item not yet completed
	Dat Tp    m    Date1    1995    Date2    9999    260    New York :|bDover,|c1995-
	Date on call # is 1995
	Multiple item completed
	Dat Tp    m   Date1    1995   Date2    1998   260    New York :|bDover,|c1995-1998.
	Date on call # is 1995
	Single date/Photocopy of dissertation (Rec Typ = t)
	Dat Tp    s   Date1   1968   Ctry     xx   Repr     r (print reproduction)   260    |c1968.   533     Photocopy.|bAnn Arbor, Mich. :|cUMI,|d1999.
	Date on call # is 1968a
Date1/Date2	DATE
	Dates are represented by four digits. Missing digits in the date are represented by the character "u".
Ctry	PLACE of PUBLICATION
	A two- or three-character alphabetic code indicates the U.S. state or the first country of publication in field 260. For unknown place of publication or unpublished item, e.g., unpublished thesis, use xx
	Refer to US MARC Code for Country of Publication.
	Examples:
	Ctry mau 260 Boston :|bArtech House,|c1998.     Ctry enk 260 London :|bPutnam,|c1999.     Ctry xx 260 c1968. (unpublished item)     Ctry xx 260 [S.l. :|bs.n.,|c1998?] (place of publication and publisher unknown)     Ctry enk 260 London ;|aNew York :|bAcademic Press,|c1997.
Form	-	Default value is blank
	r	Used for reproductions, including photocopies (primarily used with U.S. theses)
Lang	LANGUAGE
	A three-character alphabetic code indicates the main language of the item.
	Code mul indicates that the item contains more than six languages.
	Refer to USMARC Code for Language of Text.
	Examples :
	Lang eng (English)   fre (French)   ger (German)
Source	CATALOGING SOURCE
	d -- source of cataloging is not Library of Congress, nor participant in a cooperative cataloging program.

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III. REQUIRED VARIABLE FIELDS

010	LCCN (Library of Congress Catalog Number)
	|a	Enter 2 leading blanks, followed by year and accession no., omitting hyphen; e.g. --2001001234
020	ISBN (International Standard Book Number)
	If an item contains an ISBN (a ten or thirteen digit standard number), transcribe it without hyphens. Example:       020   3428098900  (on item: ISBN: 3-428-09890-0)       020   9781566199094   (on item: ISBN-13:  978-1-56619-909-4)
040	CATALOGING SOURCE
	If there is an existing 040 with another library’s code(s), add |dCSt. If the existing 040 includes |b for a non-English cataloging agency (i.e., not |b eng) follow SULAIR’s guidelines for creating a derived original record based on the foreign-language record.
	For SUL created record, use CSt|cCSt
050	LIBRARY OF CONGRESS CALL NUMBER
	This field contains the complete LC call number assigned by institutions other than the Library of Congress.
	Indicators
	First blank No information provided Second 4 Assigned by agency other than LC
	Example:
	050  ^4 DS881|b.B62 1968 050  ^4 PS3523.O46|bM3 2002

100	MAIN ENTRY-PERSONAL NAME (with local authority verification only)
	Transcribe the name in standard (inverted) form, including appropriate diacritics.
	Personal author
	Enter a work by one or more persons under the heading for the first named. Make added entries (700s) under the heading for the others
	Works produced under editorial direction
	Do not use 100 field. Enter the work under title. Make added entries (700s) under the headings for the compilers/editors.
	A compiler for a bibliography is treated as personal name main entry (100).
	Authority verification:
	In Symphony, key in the name as it appears on the item but with surname first and hit enter. If “unauthorized” does not appear (which means the heading is authorized), no need to verify the heading.   If name heading is unauthorized, verify in Symphony by Browse Authority for the authorized heading. Copy the authorized heading to your  bibliographic record.   If name is not found in Symphony Name Authority, leave as is.
	Indicators: First  Type of personal name entry     0 Forename     1 Surname, single or multiple   Second Blank
	Examples:   100 0^ Adam,|cvon Bremen,|d11th cent.   100 1^ Schmitt, Florent,|d1870-1958.    100 1^ Marchand, Virgil.    100 1^ Bianchi, G.|q(Giovanni),|d1924-   100 1^ Lopez Acebal, Francisco.
245	TITLE and STATEMENT of RESPONSIBILITY
	Transcribe title and statement of responsibility from the title page, including diacritical marks as they appear.
	Indicators First 0 100 field is not present in the record     1 100 field is present in the record           Second   Nonfiling characters     0 No initial article at the beginning of the title.         Diacritical marks or special characters at the beginning of the title that does not begin with an initial article are not counted as nonfiling characters.     1-9 Title begins with a definite or indefinite article that is disregarded in sorting.         For an alphabetical list of articles, refer to Subject Cataloging Manual: Shelflisting.   For a list of articles by language, refer to Library of Congress Filing Rules.   Diacritical marks associated with the article and the space after it are included in the count of nonfiling characters. Subfield codes   |a Title proper       Beginning subfield code |a is omitted.     |b Remainder of Title       Includes parallel titles and other title information.       |b follows Title Proper with a space and colon.       All subsequent other title information follows with “space colon space”.       Subfield code |b is not repeatable.     |c Statement of Responsibility       Include up to 3 personal authors and corporate names, only when corresponding 1XX or 7XX fields are present.       |c follows Remainder of Title with a space and slash       All subsequent Statements of Responsibility follow with space semicolon space.       Subfield code |c is not repeatable
	When adjacent initials appear in the 245 field separated by periods, no spaces are recorded between the letters or periods.
	Example :
	Bits of paradise :|btwenty-one uncollected stories /|cby F. Scott and Zelda Fitzgerald ; selected by Scottie Fitzgerald Smith and Matthew J. Bruccoli.
	ITEM WITHOUT A COLLECTIVE TITLE
	An item contains several separately titled works and lacks a collective title
	Transcribe the titles of the individually titled works in the order in which they appear in the item.
	(1) If the separate works are all by the same person(s), enter the item under the author.
	In the 245 field, separate the titles (followed by its Other Title Information) by a space semicolon space.   t.p.:   Party party // Girlfriends // two short novels by // Ronni Sandroff   100 1^ Sandroff, Ronni.  245 10 Party party ;|bGirlfriends : two short novels /|cby Ronni Sandroff. 740 02 Girlfriends.      t.p.:   Man Friday // a play // Adrian Mitchell // Mind your head // a return trip with songs // Adrian Mitchell 100 1^ Mitchell, Adrian,|d1932- 245 10 Man Friday :|ba play ; Mind your head : a return trip with songs /|cAdrian Mitchell.   740 02 Mind your head.
	(2) If individual works are by different person(s), enter the item under the first named author.
	In the 245 field, separate each title (followed by its Other Title   Information and Statement of Responsibility) with a period followed by |b.   Add Author/Title (700 12) and Title (740 02) added entries for the other works.   t.p.:   Henry Esmond // Thackeray // Bleak House // Dickens Examples:
	100 1^ Thackeray, William Makepeace,|d1811-1863. 245 10 Henry Esmond /|cThackeray.|bBleak House / Dickens. 700 12 Dickens, Charles,|d1812-1870.|tBleak House 740 02 Bleak House.
246	VARYING FORM of TITLE
	This field contains varying forms of the title associated with the item. These variant titles are recorded in field 246 only if they differ substantially from the title statement in field 245 and if they contribute to the further identification of the item.
	Indicators: 30 Portion of title   31 Parallel title   3^ Misc. variant title   14 Cover title   15 Added title page title   18 Spine title
250	EDITION STATEMENT
	Transcribe the edition statement if found on the item.
	Both indicator positions are blank.
	In the case of English-language items, record ordinal numerals in the form 1st, 2nd, 3rd, 4th, etc. In the case of other languages, use a period after the number, followed by a space and the abbreviated equivalent of edition in the language of the text.
	Use abbreviations as instructed in Anglo-American Cataloguing Rules, 2nd edition, Appendix B.
	If the edition statement begins with a word, capitalize the first letter.
	Field 250 ending punctuation is a period (unless another form of punctuation is used, such as square brackets).
	Examples: 1. Aufl.   Rev. ed.   Completely rev. [ed.]   2nd rev. ed.
260	IMPRINT
	Transcribe as accurately as possible. Use authorized abbreviations for places and publishers, including diacritical marks.
	Both indicator positions are blank.
	Subfield codes |a Place of Publication     Omit beginning subfield code |a. (Do not type the code in Symphony.)     Use the U.S. Postal Service abbreviation of state names if they appear in the publication area of the item. In all other cases, use the abbreviations for state names given in Anglo-American Cataloguing Rules, 2nd edition, Appendix B.14A.     If two or more places are named for the same publisher, give the first named place. If the first named place is not in the U.S., give also the U.S. place name, following the 1st place with space semicolon |a.     When place of publication is unknown, use [S.l.]     Omit the place of publication when an item is unpublished.     Subfield code |a is repeatable.   |b Name of Publisher     Following the place of publication with “space colon |b”, give the name of the publisher     If an item has two or more publishers, give the first named and its corresponding place(s). If the first publisher is foreign, add subsequently named U.S. publisher and its corresponding place, following the first publisher with “space semicolon |aPlace and space colon |bPublisher”.     If the name of the publisher is unknown, use [s.n.]     Omit this subfield when an item is unpublished.     Subfield code |b is repeatable.   |c Date of Publication     Following the publisher with “comma and |c” (no spaces before or after), give the publication date.     If the date of publication is unknown, give the copyright date, preceding the date with a “c”.     If no publication or copyright date can be found in an item, supply an approximate date of publication in square brackets.     In describing a multipart item, give the earliest and latest dates, separated by a hyphen.     In describing a multipart item that is not yet complete, give the earliest date only, followed by a hyphen.     Printing date is not used as publication date.     Subfield code |c is not repeatable.     Field 260 ends with a period, a hyphen, or a closing bracket.
	Examples: Tulsa , Okla. :|bWinchester Press,|c1999.   London ;|aNew York :|bMacmillan,|c1999.   Paris :|bGauthier ;|aChicago :|bUniversity of Chicago Press,|c[1999?]   |c1999. (for unpublished item)
300	PHYSICAL DESCRIPTION
	Both indicator positions are blank.
	Record the last numbered page only, e.g. 275 p.
	If the pages are numbered as part of a larger sequence, give the first and last numbers of the pages, e.g., p. 415-453.
	If an item does not have numbered pagination, use 1 v. (unpaged)
	If an item has irregular paging, use 1 v. (various pagings)
	Give the number of volumes for multipart item, e.g. 4 v. (complete in 4 volumes); in works that are not yet complete, use v.
	See also examples under 500 ACCOMPANYING MATERIAL.
4XX	SERIES STATEMENT
	Enter a series as it appears on the item in Symphony 490 field.
	490 indicators 1st 0   indicates that the series is not traced     2nd blank
	Field 490 does not end with a mark of punctuation.
	Do not perform authority validation on this field.
	Example: 490 0^ Serie Bibliografias ;|vt. 1

653	SUBJECT ACCESS
	653 fields contain subject access entries and terms derived from title information, introduction, or table of contents. If the title is in English and the subject is self-explanatory, do notadd 653.
	Begin each subject keyword or phrase with capitalization and separate them with |a.
	Proper names are allowed in this field also. (The former practice of using 600, 610, etc., is discontinued.)
	Both indicator positions are blank .
	Example:
	Higher education|aWomen|aParis, France|aHistory|a18th-19th century|aConferences
7XX	ADDED ENTRIES
	7XX fields contain added entries that provide additional access to a bibliographic record.
	700 Added Entry--Personal Name   Add personal name entries as stated under 100 Personal Name field.   Follow the same authority verification procedure as for 100 Personal Name field.   Use the same indicators as 100 Personal Name field. 797 Local Entry--Corporate Name   Both indicator positions are blank.   Do not perform authority validation on this field. 798 Local Entry--Conference Name   Both indicator positions are blank.   Do not perform authority validation on this field.

 

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IV. ADD NOTE FIELDS (5xx) IF READILY AVAILABLE

500	ACCOMPANYING MATERIAL
	Make a note on the number and location of the accompanying material.
	500 : : Five maps on 2 folded leaves in pocket. 500 : : Two computer optical discs in pocket. 500 : : Accompanied by supplement (20 p.) issued in 1996.
	If the accompanying material is issued in a pocket inside the cover of the book, enter the total number of pieces plus the main volume in the “Number of pieces” field in Symphony.
	Create a MHLD:
	Examples: 852 : : |cHome Location|tcopy number   866 :41 : |81|a1 v. + 5 maps      (Total of 6 pieces)   852 : : |cHome Location|tcopy number   866 :41 : 81|a1 v. + 2 CD-ROM      (Total of 3 pieces)   852 : : |cHome Location|tcopy number    866 :41 : |81|a1 v.   867 :41 : |81|a1 v.     (Create a separate item structure for the supplement)
502	DISSERTATION NOTE
	If the item being described is a dissertation or thesis, give Thesis followed by a brief statement of the degree (e.g., (M.A.) or (Ph. D.), or, for theses to which conventional abbreviations do not apply, (doctoral) or (master’s), the name of the institution to which the thesis was presented, and the year in which the degree was granted.
	502 : : Thesis (Ph. D.)-- University of Toronto, 1974.   502 : : Thesis (M.A.)-- University of California, Berkeley, 1995.   502 : : Thesis (doctoral)-- Freie Universität, Berlin, 1973.
533	REPRODUCTION NOTE
	This field contains information that describes an item that is a reproduction of original materials. The original item is described in the main portion of the bibliographic record and data relevant to the reproduction are given as a note in field 533.
	260 : : New York :|bSimon and Schuster,|c1957.   533 : : Photocopy.|bSeattle, Wash. :|cUniversity of Washington,|d1998.|e158 p. on [79] leaves.         260 : : |c1980.   533 : : Photocopy.|bAnn Arbor, Mich. :|cUniversity Microfilms,|d1998.
	See also examples under fixed field Dat Tp.
590	BOUND WITH NOTE
	When two or more separately published items are bound together after publication, create a separate record for each title.
	Refer to Symphony procedure for single physical item that contains multiple works that are cataloged separately (a.k.a. bound with)
	Classify a bound with volume according to the subject matter of the 1st work; use the same call number for each separately titled work and add a "locator" to the call number of both parent and child records, in subfield z. The format is "position within binding", for example: E185 .A51 1969|z2ND IN VOL.
	Assign subject access according to the subject matter of each separately titled work.

 

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Last modified: May 1, 2009