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Acquisitions Department > Monograph Receiving > Procedures Index
Monograph Receiving Unit Guidelines
Call Numbers
Non-Usable Call Numbers
Following is a list, by no means exhaustive, of non-usable call numbers
for push-button cataloging. As we accept call numbers from
hundreds of libraries in different bibliographic utilities, we encounter local numbers and practices not followed by Stanford. The following
represents what have been identified thus far as not acceptable. Therefore, when in doubt,
always consult your supervisor rather than accept a questionable call number.
I. MARC fields:
| 055 |
Call numbers assigned in Canada |
| 060 |
National Library of Medicine call number |
| 070 |
National Agricultural Library call number |
| 096 |
Locally assigned NLM-type call number |
| 098 |
Other classification schemes |
II. Call numbers:
AA |
This is a SUDOC # . Do not use as LC call number, even if
found in 950. |
E |
Do not use for Art materials only.
Cleveland Museum of Art
uses a local schedule for art materials. (RLIN code = OHCA,
NUC code = OCLMA). |
HA37.1-HA37.9 |
Local numbers used by the Yale Social Science Library. (RLIN
code = CTYY, NUC code = CtY-SSE). |
JN30 |
A local number used by Yale. |
LD |
Do not use for for theses (dissertations) |
LT |
Use only for textbooks |
N40.1, N44, NA44 |
Local numbers used by National Gallery of Art. (RLIN code
= DCNA, NUC code = DNGA) |
NH |
MOSA |
NJ18 |
A local number used by Yale for artists' biographies. |
PH,PJ,PM,PO,
PG3551-PG3800 |
Do not use IF Johns Hopkins (RLIN code = MDJG) local schedules
for literature (e.g. PM for German literature, PH for French
literature, and PO of English lit.). |
PS8100-8599 |
Canadian literature no. used by the National Library of
Canada. |
PZ |
Current LC practice, SUL does not use PZ call numbers for children's literature at all.
SUL does not use PZ1-4 for English fiction.
Even if
DCLC 050, do not accept.
|
Analytics |
Analytic call numbers (i.e., call numbers that end with
a volume designation, eg. DA350.N35 no.33 or GN432.A7:4)
are NOT acceptable for classed as separates materials. |
Triple-cuttered no. |
Reject any triple cutter. e.g. PA3564 .P4Z9A47 |
"Z" class |
Bibliography: SUL assigns all bibliographies in the "Z"
classification. Some libraries classify bibliographies according
to subject.
Do not accept non-Z call numbers for bibliographies.
(e.g. a bibliography about art with a "N" call number assigned
instead of a "Z" call number would not be acceptable).
Idenitify
a bibliography by the presence of: |xBibliography as a subject
sub-division in a record's first 650 field. Example:
650/1:_0: Museums |x Bibliography
650/2:_0: Museums |x History.
Books on libraries and publishing are correctly classified
as Z. |
4+ digits in the classification number |
Any Classification number that has over four digits before
a decimal. |
3+ alpha characters in the classification number |
Call numbers beginning with 3 or more letters, except DAW,
DJK, and all K classifications (law) (example: KJV, KKC, etc.) |
decimal imbedded in the cutter |
N47 .B65.5 H7 1999 (the first cutter has an imbedded decimal
point therefore.is not acceptable.) |
Unusual but acceptable call numbers
Letter in cutter |
If a letter (upper or lower case) is at the beginning of a cutter, remove it.
If any letter is at the end of the cutter, remove it.
[e.g. JX1395.xP53 change to JX1395.P53;
DA350.B68M change to DA350.B68
] |
Letter after date |
If a letter follows a date at the end of call number,
remove it.
Exceptions:
--Census type materials
--Unknown publication
date
--Individual artist works and some literary works
can have trailing letters.
Letter 'a' represents a photocopy, so is acceptable if the item is a photocopy.
Check with your supervisor if in doubt. |
Imbedded numeral |
Okay to accept with the numeral is significant to the item.
[e.g. Call no. for a book entitled: Desert rats; the history
of the 7th armoured Division, 1938-1945, by Verney, G. is
D759.528 7th .V4] |
Alternate call no. in 050 |
Alternate call numbers in the 050 field are input following the analytic call number, in the same field and beginning with a
new |a.
Analytic call numbers and incomplete call numbers
are not acceptable, even if they look complete.
[e.g. 050 HA1911.A3 no.123(not usable for a monograph record)
|aHA4551.5 (not usable, incomplete)].
|aDT135.N8 S35 vol. 5, pt. 1, etc.(not usable for a monograph record)
|aDT159.6.N83 (not useable, incomplete)
|
Call numbers requiring special attention
L classification numbers
Materials ordered for shelving in Green Stacks whose call numbers
from copy searching are in the Library of Congress L classification
scheme (Education) should be processed for home Library Education (Cubberley) instead
of Library Green. Green Library no longer houses L classification
materials.
Conferences
If a bibliographer decides to have related conferences shelved
together, these conferences will receive a single call number with
the only variation being the conference number or year. (i.e. similar
to analytics) Sometimes this treatment request will be noted in
the order or on the approval slip.
Examples: Please
class in conference call number: QE364.S55 (in field 940)
Shelve with 91, 92 QC150.C66
(on campus messenger flag, or on approval slip)
Use the base call number from previously cataloged conferences and
assign an appropriate date when copy cataloging or recycling the
piece. If the conference record has a 111 field, the date in the
call number is not the publication date but the year of the conference
which is in |d. This type of material should not be routed to the
Classification unit. If the book in hand does not have a 111 field,
continue to use the conference date in the call number if that has
been the historical practice.
Variant Editions/Simultaneous Publications
Copy found for simultaneous publication in Symphony
Use the same base call number but assign the correct date of publication
(to make it unique). If SUL owns a simultaneous publication published
in the same year as the book in hand, assign it the same call number
but add a "b" to the end of the publication date.
Copy found for simultaneous publication in the utilities
Use the same base call number but assign the correct date of publication
(to make it unique). If the simultaneous publication was published
in the same year as the book in hand, assign it the same call number
but add a "b" to the end of the publication date.
Books in these categories should either be cataloged or recycled
by Monograph Receiving, and not routed to the Classification
Unit.
Copy found for variant edition in the utilities
- Create a basic bibliographic record for the piece in hand using
an auto generated call number.
- Make a printout of the variant edition record found in the utilities
- Write "VE" on the printout and insert into the piece
- Place a grey "VE" flag into the piece
- Route to the MARC unit in the 910 field
- Place the item on the MC shelves so that they can deliver the
item to MARC
Art Library Locked Stack Designations
There are three locked stack designations in Symphony for Art library.
Therefore,
when an item is destined for art,lck, one needs to determine which
of the three locked stack
locations should be assigned depending on the size outlined below:
-
Volumes up to 12 inches
(up to 31 cm.) |
art,lcks |
Volumes from 12 to 15 inches
(31 through 38 cm.) |
art,lckm |
Volumes over 15 inches
(over 38 cm.) |
art,lckl |
Size Designation
Materials in SUL are categorized by size and shelved accordingly to
insure efficient use of stack space. Three basic categories exist
where size should be indicated in the call number: very large volumes,
large volumes, and tiny volumes. The general guidelines in #1-2 apply
to all librarys except ART LOCKED STACKS, MUSIC, and Special Collections.
See other #s or sections in this document for size guidelines for
these locations.
- Large volumes ("folios")
- If a book is 30 cm. to 49 cm. in height or width, add
the letter "F" to the end of the call number. e.g.,
- HG4651|b.W56 1995 F (regular monograph call number: add
the F after the date),
- HF5006|b.S72 F|z no.1820 (analytic or serial call number:
add the F before the |z data)
- If a book is 50 cm. or over in height or width, add the letters
"FF" to the end of the call number. (Music does not have a "FF"
designation. See #3 below.)
- If a book is 15 cm. or less in height, add the letter "T"
to the call number. (Width is not relevant for this size designation.)
- Tinies for GREEN STACKS, SAL or SAL3 STACKS should be cataloged
for GREEN LOCKED-STKS.
- Tinies for non-GREEN STACKS locations should have a "T" added
to the call number but the HOME LOCATION is unchanged.
- MUSIC does not have a "T" designation.
- Music Library:
- For books that are 19 cm. or less (miniatures) add the letter
"M" to the end of the call number.
- If a book is 30 cm. to 49 cm. in height add the letter "F"
to the end of the call number.
- If a book is 25 cm. or more in width add the letter "F" to
the end of the call number.
- Analytics:
- The analytic call number should not be altered in any way
to conform to the size designation guidelines stated above.
- Use the exact call number provided by the Serials Section
or on the set record even if it does not reflect the correct
size of the book in hand. [Exception: if the book
in hand is 15 cm. or less and the call number does not have
the "T" size designation, refer this problem to your supervisor.]
Publication Year Unknown
If the date in the 260 field is 199-? or 19--? [i.e. exact publication
date is unknown]:
Call number date: replace the dash(es) with "0(s)" [i.e. zero(s)]
and add "Z" to the end of the date.
Fixed fields: Dat_Tp = s and
Date1 = 19uu or 199u (where the dash(es) are replaced with "u(s)")
Analytic Call numbers Containing "etc."
The practice of adding "etc." to an analytic call number has been
discontinued. When encountering such a record in the Stanford catalog, do not follow past
practices. Formulate the analytic call number for the item in hand according to current
guidelines and notify Data
Control to correct all call numbers containing "ETC."
Last modified:
January 28, 2009 |
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