Processing Flags

BACKGROUND: The Catalog Department uses two types of flags for the processing of materials. This includes the identification for the type of cataloging that needs to be performed and also for the type of physical processing that will take place.

SCOPE: The scope of this instruction sheet is to set down rules to follow so that items are processed in a timely manner. In addition, it communicates to the staff in the department and most importantly to our students what needs to be performed.

  1. PROCESSING SLIP FLAGS

    2. There are two types of processing flags: Catalog Dept. Processing Slip and Serials Processing Slip.

    1. Items association with the CDPS (Catalog Department Processing Slip) are self-explanatory, so this instruction sheet will not address any issues at this point.

    2. Items association with the SPS (Serials Processing Slip) are enumerated thus:

      1. Added volumes. If this a simple added volume, such as Purdons, D&B, Wests Federal Reporter, etc, add the volume to the bibliographic record. The record control number for Maagnet is on the slip. The call number may also be there.

        2. If there is a change in title, alert the Catalog Librarian so that the bibliographic record may be closed out and a new record started. All holdings will be updated at that point.

      2. Pre-Binds. Pre-binds are items that are sent to the library already bound, but there is no call number. They look exactly like the periodicals that are bound by the library from a commerical library. The following steps need to be taken.

        1. The location is ser.

        2. The spine label has "PER" for location.

        3. Add a light blue SER flag in addition to the SPS.

        4. LEAVE ALL FLAGS IN ITEMS. STUDENTS WILL BE INSTRUCTED TO REMOVE AFTER FINISHED AND SENT TO SERIALS.

        5. BARCODE AND LINK ITEM IN MAAGNET.

          6. NB. If there is a large arrearage of materials waiting to be processed, and it may be several days before the items are processed, set the item on the students' desk(s) and that way they will be processed ASAP. (Option, add RED "RUSH" FLAG to item to alert student).

      3. SPINE LABEL ONLY. There are a few titles in which they are serials, but they come bound from the publisher as a finished book. (There is publisher information on the spine along with title and enumeration). Following the procedure above:

        1. The location is ser.
        2. The spine label has "PER" for location.
        3. Add a light blue SER flag in addition to the SPS.
        4. LEAVE ALL FLAGS IN ITEMS. STUDENTS WILL BE INSTRUCTED TO REMOVE AFTER FINISHED AND SENT TO SERIALS.
        5. BARCODE AND LINK ITEM IN MAAGNET.


          6. NO RUSH IS TO BE PERFORMED UNLESS REQUESTED BY USERS.

  2. COLOURED FLAGS

    3. Coloured flags are used in two ways: (1) to alert the cataloging staff that the item in hand needs some special work performed or a location that the item is to go in; (2) to alert the students assistants in processing the item.

    Description

    Color

    STAMP

    Appearance*

    Reference

    Orange

    REF

    Both

    CRC

    Yellow

    CRC

    Both

    Special Collections

    Tan

    SPEC

    Both

    Multimedia Center

    Gray

    MMC

    Both

    Scores

    Deep Blue

     

    Processing

    Standing Orders

    Gamma Green

    S.O.

    Cataloging

    Serials

    Light Blue

    SER

    Both

    English Festival

    Purple

    EF

    Cataloging

    Gift Books

    Orchid

    GIFT

    Cataloging

    Replacement books

    Green

    REPL

    Cataloging

    RUSH

    Red

     

    Both

    Library Use Only (LUO)

    Salmon

    Library Use Only

    Processing

    *Informs the staff whether the flag is placed in the book for cataloging purposes, processing purposes or both.

    1. Catalog Purposes. The flag should alert you to read the bibliographic record carefully. There may be 910/940 notes that pertain the title in hand. Also, examine the summary screen to see if there are inconsistencies. These should be rectified as soon as possible.

    2. Processing Purposes. The flag should be placed in the item by the Catalog Staff person to assist the Student Assistants in processing the items. (Example, LUO flags so that the item is stamped correctly and no due date slip is placed in the book).

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Created 27 September 2001
Converted to HTML 8 February 2002
Last modified 8 Feburary 2002.
Questions or comments: email Jeffrey Trimble