Fabian

Cataloging Policy Manual

Wednesday, April 18, 2012

1. Mission Statement
The _____ librarys mission is to support and scaffold the schools academic program. The library will
ensure that the content housed within it is related to the content standards of the grade levels
being taught within the building. The library will ensure that its materials are correlated to the
content being taught within the classrooms of the building. The library will finally ensure that the
materials being housed within it are appealing to the age group of the population housed in the
building. In relation to the staff, the library will ensure that are adequate resources for the staff to
use to both help with instruction as well as to help with their own professional development.
2. Library Setting
The _____ library is a _____ square foot facility. It has a _____ square foot computer lab area
designed for students and teachers to utilize for both research and instructional purposes. It houses
a _____ square foot work space area where students and teachers can both instruct as well as have
group activities using the 12 round tables holding 5 chairs a piece. The library also houses a _____
square foot shelving area which houses our collection.

3. Collection Description
The _____ library collection houses more than _____ volumes in its facility. These resources include
non-fictional, fictional, periodical, graphic novel, digital, audio-visual, biographical and reference
materials. There are also 35 computers available to use with internet access to the World Wide Web
as well as all district purchased electronic resources.

4. Subject Headings / Classification Details
Subject headings which will be used throughout the library will be determined by the classification
system used to organize the resources.
a. Non-Fiction
i. Will be filed according to Dewey Classification System
ii. Spine will have a five-digit Dewey Number with a two-digit decimal.
b. Fiction
i. Will be filed alphabetically either by authors last name or title if no author is
present.
ii. Spine will be composed of two lines. FICTION will be on the top line and a three
letter abbreviation of the authors last name or title will be on the second line (i.e.
DAH for Dahl)
c. Biography
i. Will be filed according to the subjects last name not the authors last name.
ii. The spine will consist of two lines. The first line will contain BIO. The second line will
contain a three letter abbreviation of the subjects last name (i.e. LEW for Lewis).
d. Periodicals
i. Will be filed alphabetically per the name of the periodical.
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Cataloging Policy Manual
Wednesday, April 18, 2012

ii. No spine will be placed on periodicals
e. Ohio
i. Will be filed by Dewey Classification System for non-fiction and alphabetically by
authors last name or title when author is not notated for fiction.
ii. Spine will consist of two lines. First line will contain OHIO. Second line will either be
a five-digit Dewey number with two-digit decimal for non-fiction or a three letter
abbreviation for the authors last name or title of the book for fiction.
f. Audio-Visual
i. Will be filed by either Dewey Number or by alphabetical arrangement depending on
whether the material is fictional or non-fictional.
ii. Spine will consist of two lines. First line will contain CD for compact discs, TAPE for
audio-cassettes, VHS for video cassette or DVD for digital video discs. Second line
will either be a five-digit Dewey number with two-digit decimal for non-fiction or a
three letter abbreviation for the authors last name or title of the book for fiction.
g. Reference
i. Will be filed by Dewey Classification System with a five-digit Dewey number and a
two-digit decimal.
ii. Spine will consist of two lines. Line one will consist of REF. Line two will consist of a
five-digit Dewey Number including a two-digit decimal.
h. Teacher Resources
i. Will be filed by grade level and then subject area and then specific topic and then
alphabetically by title of the material (i.e. 7
th
Grade Social Studies Ancient
Greece).
ii. Spine will consist of three lines. Line one will contain the grade level (i.e. 7). Line two
will contain the subject area: MATH for Math, LA for Language Arts, READ for
Reading, SS for Social Studies, ART for Art, MUSIC for Music, PE for Physical
Education, SPAN for Spanish, FRE for French, CHIN for Chinese and HEALTH for
Health. Line three will an abbreviation for the sub-topic (i.e. GREECE for Ancient
Greece or ALG for Algebra).

5. Standards Cataloging
a. Level 2 cataloging will used.
b. All cataloging completed will follow the standards of AACR2.
c. Subject Headings will the Library of Congress.
d. _____ will be used for cataloging of all materials, unless the district changes our automated
system.

Copy Cataloging
a. Copy cataloging will be used for as many materials as possible.
b. For copy cataloging, use the systems in the following order:
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Cataloging Policy Manual
Wednesday, April 18, 2012

i. LNOCA
ii. INFOhio
iii. LOC
iv. Cat Express from OCLC
c. All copied records must be checked for accuracy.

6. Processing
a. Books that arrive already processed can be handled by either the library aides or the Media
Center Specialist using the following guidelines:
i. Verify the item with the packing slip.
ii. Process in the order using the steps designated by the _____ City School District.
iii. Upload the MARC records.
b. Books that arrive without processing need to be handled by the Media Center Specialist
ONLY, not the library aides!
i. Attach a barcode to the top left hand corner of the outside back cover opposite the
side of the spine.
ii. Attach a call number tag on the bottom of the spine.
iii. Ensure that the item is in the catalog before placing on the shelf.

7. Donation Policy
a. Donated items will be recorded by the Media Center Specialist and reported to the _____
Board of Education for approval at the next _____ Board Meeting.
b. Donated items become the property of the _____ City School District Media Centers.
c. Monetary Donations may be accepted. Items will be purchased according to the needs of
the Media Center by the Media Center Specialist after approval from the Central Office.
d. Donation of Materials/Collections may be accepted. All donations will be reviewed by the
Media Center Specialist prior to being added to the collection or cataloged.

8. Review Policy
The _____ City School District Media Centers will review this policy every three years or whenever a
personnel change is made.

9. Weeding Policy
The following weeding schedule will be followed to ensure that the collection is maintained and
kept up-to-date for our students and staff. This schedule was created based on the number of
volumes in each area of our collection. It will be modified if we see a shift in the concentration of
our collection.
a. August
i. Week 4: Reference
b. September
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Cataloging Policy Manual
Wednesday, April 18, 2012

i. Week 1: Non-Fiction 000s
ii. Week 2: Non-Fiction 100s
iii. Week 3: Non-Fiction 200s
iv. Week 4: Non-Fiction 300s
c. October
i. Week 1: Non-Fiction 300s
ii. Week 2: Non-Fiction 400s
iii. Week 3: Non-Fiction 500s
iv. Week 4: Non-Fiction 500s
d. November
i. Week 1: Non-Fiction 500s
ii. Week 2: Non-Fiction 600s
iii. Week 3: Thanksgiving Break
iv. Week 4: Non-Fiction 700s
e. December
i. Week 1: Non-Fiction 800s
ii. Week 2: Non-Fiction 900s
iii. Week 3: Non-Fiction 900s
iv. Week 4: Winter Break
f. January
i. Week 1: Winter Break
ii. Week 2: Non-Fiction 900s
iii. Week 3: Audio Visual
iv. Week 4: Audio Visual
g. February
i. Week 1: Biographies
ii. Week 2: Ohio
iii. Week 3: Fiction A D
h. March
i. Week 1: Fiction E H
ii. Week 2: Fiction I L
iii. Week 3: Fiction M P
iv. Week 4: Fiction Q S
i. April
i. Week 1: Fiction T V
ii. Week 2: Fiction W Z
iii. Week 3: Spring Break
iv. Week 4: Teacher Resources (Grade 7)
j. May
i. Week 1: Teacher Resources (Grade 7)
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Cataloging Policy Manual
Wednesday, April 18, 2012

ii. Week 2: Teacher Resources (Grade 8)
iii. Week 3: Teacher Resources (Grade 8)
iv. Week 4: Periodicals
k. June
i. Week 1: Revisit Necessary Areas
ii. Week 2: Technology Audit, Check-In, Storage and Maintenance

10. Rationale
This cataloging manual was created for two purposes:
1. To ensure there is consistency in cataloging throughout the _____ City School District Media
Centers. If there are inconsistencies throughout the district, the policy manual should be
consulted and followed.
2. To ensure there is a convenience factor for all our Media Center Specialist along with their
aides and substitutes. This manual should be placed in a designated area and should be
accessible by all staff members of the media center.

11. Sharing Plan
This policy manual will be available in a hard copy format in all Media Centers within the _____ City
Schools District. It will also be available online at the _____ City School District Media Centers Staff
Webpage. This is to ensure that even if something were to happen to the hard copy an electronic
copy is always available for reference. This policy manual, again, will be reviewed every 3 years or
when personnel changes are made to ensure the proper procedures are being taken and that
everyone in the district is on the same consistent routines.