Curriculum Materials: State Approved Textbooks and Kits

General Instructions
Cataloging Procedures
Complete Cataloging in OCLC
In the Library Catalog
Processing MSAT Materials
Cataloging a Set of Materials on One Record

Textbooks and related materials adopted by the State of Mississippi for use in public schools are sent to us once a year. These materials are designated "library samples" in correspondence with the state education contacts. Publishers that participate in the textbook adoption program are required to supply enough copies of their textbooks so that selected sites across the state can each receive a full set of the adopted materials. University Libraries receives two sets, one for the Curriculum Materials Center (CMC) in Cook Library and one for the Curriculum Lab (CurrLab) in Gulf Coast Library.

Approximately every seven years, new textbooks are considered for adoption for academic and vocational subjects. See the adoption schedule in the resource binder.

NOTE: Individually packaged puppets held by the CMC are housed behind the Cook Circulation Desk, Item Location c1cd (as of August 5, 2014).

NOTE: MSAT materials may be pre-publication works and may be marked with labeling like "Examination Copy," "Not for Classroom Use," "Advance Reader," and/or "Not for Resale." MSAT materials are not the same as an advanced reader copies (ARCs) of a novel, which are not cataloged for circulating collections. Catalog all MSAT materials, including those with this labeling. (lkg 09/30/2016, discussion with Jen Culley and Xiaojie Duan)



Function Responsibility (BibServices)
Communications with the State school book distributor  Cataloging (Linda Ginn)  
Receive and unpack books  Acquisitions (Maria Englert) 
Arrange, organize, classify  Cataloging (Laura Culley) 
Catalog, process  Cataloging (Laura Culley) 
Quality control  Preservation (Sara Warren) 
Communications with Allisa Beck, GCL  Cataloging (Linda Ginn) 

General Instructions

Mississippi state approved textbook materials circulate.

Primary arrangement is first by format and subject, then by grade.

Arrange, organize and classify MSAT materials before cataloging anything. Assign a full call number, including publisher cutter and item-specific designator, to each item using the lists in the Resource Binder. If any new entries need to be made in the resource lists as a result of arrangement, organization and classification, provide this information to the supervisor so documentation in the resource binders and web pages can be updated.

Provide information to the supervisor on which classification ranges are to be cataloged and approximate size of shelf space needed, so this can be communicated to Allisa Beck at Gulf Coast Library.

The item being cataloged is the student textbook. The teacher's edition, workbooks, readers, etc., are supplementary materials. All materials from the same publisher, including student and teacher editions and accompanying manuals, workbooks, etc., intended for a particular grade will be cataloged on a single record. Examples:

     The Scott Foresman grammar & writing book. Grade 1
     Click here to see the public view of this bib record.

     The Scott Foresman grammar & writing book. Grade 2
     Click here

As a rule, do not combine multiple grades of materials onto one bib record, such as Grades K-6 of a publisher’s textbooks all with the same or similar title. This is past practice and obsolete. That approach to cataloging was faster, but it made it much harder for library patrons to identify materials of interest because so many items were attached to the records.

BUT, when a textbook is intended for use across multiple grades, for example Grades 9-12, the textbook is cataloged on one record and the Grade 9-12 designation is in the Grade Format in the call number. See more at the end of this document.

     Glencoe Latin. 1 : Latin for Americans
     Click here

RARELY, a set of materials that spans age or grade is best cataloged as a set instead of each grade being cataloged on a separate record. See here and consult with the supervisor before making with this decision.

Cataloging Procedures

Edit Cataloging (Books) is the guiding document for the cataloging of all materials for University Libraries. Use it and the material-specific or collection-specific documentation (such as this procedure) in tandem.

For RDA-specific instructions (fixed fields, 3xx fields, spelling out words abbreviated in AACR2, relator terms, etc.), see RDA training materials, Edit Cataloging (Books) and RDA Toolkit resources.

REPEAT: What is being cataloged? The student edition of the title is what is being cataloged. All other material on the record is supplementary.

Existing Record or Original Cataloging?

  • The bib record should not already be in our catalog for newly published textbooks, but verify this.
  • Search for the OCLC record. If the appropriate record is found, update holdings and save the record to your local save file in Connexion. Perform edit cataloging using the instructions below and the Edit Cataloging procedure.
  • If no OCLC record is found for the item in hand, create an original record (derive from existing if that is helpful) and save it to your local save file in Connexion.
  • For an original bib record, do not include the classification in the bib record until after it is updated to the OCLC database. See 050 below.
  • After approval (if required), update holdings.

MARC Field Information

006/008 Encoding Level = I
Descriptive Code = i (lower case i=RDA)
Audience = 006/05 (008/22) corresponding to subject heading and 521 field:

SH and 521 term Equals 008 Code Audience FF
Early childhood PreK a Preschool
Preschool Kindergarten a Preschool
Primary Grade 1
Grade 2
Elementary Grade 3
Grade 4
Grade 5
Middle school Grade 6
Grade 7
Grade 8
Secondary Grade 9
Grade 10
Grade 11
Grade 12
007 Textbook = $a a        (regular print text)
Textbook = $a b        (large print text)
Kit          = $a o $b u
020 Record ISBN-13s including qualifier (student edition, annotated teacher’s edition, etc.). Validation step in OCLC will supply ISBN-10 plus the exact qualifier recorded.
050 _4 Enter call number in 050 with 2nd indicator 4. (PAST PRACTICE: 099 field with each segment separated with $a. Many examples of this are still in the catalog.) Verify that the new call number will not conflict with one already in the electronic shelf list. Adjust if necessary.

Do not include the MSAT call number in an original bib record until AFTER the record has been updated to the OCLC database. MSAT are classified using a local alphanumeric system (see Resource Binder: Subject Classification). We record it in 050 structured as if it were an LC call number. This is appropriate for our own catalog, but not for the OCLC database. Do not include the MSAT call number in an original bib record until after the record has been updated to the OCLC data base.

Regardless of main entry, the Cutter number represents the Publisher. See the Resource Binder: Publishers list.

Other segments of the call number are taken from Resource Binder: Grade Format and Resource Binder: Style Format lists. Call number components are:

Element Description Source (Resource Binder)
LT LT = Textbooks  
2601 Subject number Classification
.S58 Publisher Cutter  Publishers 
2002  Publication/Copyright year   
G3  Grade 3  Grade Format 
L2U1  Leval and Unit designations (item-specific)  Grade Format 
I:3  Material code (Item-specific)  Style Format 

Most MSAT bib records will have multiple items attached (student textbook, teacher textbook, workbook, etc.). Each item has item-specific information that is part of its full call number but is not recorded in the bib record call number field.

In the 050 call number field in the bib record, enter the information that applies to ALL items attached (the base call number), but not what applies to only a SINGLE item or SOME items. In the example below, the 050 call number information stops with the grade. See that this is the information common to all items attached. The item-specific information goes into the Volume field of the Item Record. The entire call number goes on the spine label with the collection abbreviation CMC (Cook Library’s Curriculum Materials Center) or CurrLab (Gulf Coast Curriculum Laboratory) at the top.

Bib Record 050 Field  Item Record Volume Field  CMC Spine Label  CurrLab Spine Label 
    CMC  CurrLab 
2601   2601 2601 
.S58   .S58 .S58 
2002   2002 2002
G3   G3 G3
  L2U1 L2U1 L2U1
  I:3 I:3 I:3

If the bib record has only one item attached the entire call number, including item-specific information, is recorded in the bib record 050 call number field, and no item-specific information is put into the Volume field of the Item Record.

Bib Record 050 Field  Item Record Volume Field  CMC Spine Label  CurrLab Spine Label 
    CMC  CurrLab 
1550   1550 1550
.H83   .H83 .H83
2003   2003 2003
G1-2   G1-2 G1-2
I:3   I:3 I:3

A textbook company might publish more than one textbook on the same subject in a given year (not just Grade 1 and Grade 2 of the same textbook, but two works with different titles). The class number would be the same. The Publisher cutter would be the same. The year would be the same. Because we require a unique base call number, distinguish the second one cataloged from the first one by adding a work mark a work mark to the publisher Cutter. Add “b” to the 2nd title cataloged. Add “c” to the 3rd one cataloged.

     We cataloged this one first:
     A+ guide to hardware : managing, maintaining, and troubleshooting
     Thomson/Course Technology, 2007
     LT 1409 .T4608 2007 G9-12

     Then we cataloged this one:
     A+ guide to software : managing, maintaining, and troubleshooting
     Thomson/Course Technology, 2007
     LT 1409 .T4608b 2007 G9-12

     And then we cataloged this one:
     A+ guide to managing and maintaining your PC
     Thomson/Course Technology, 2007
     LT 1409 .T4608c 2007 G9-12

Add the work mark to each call number for the title (or the group of records for that title) so that all volumes will shelve together. Do this even if one or more call numbers has a variable that would make it otherwise unique, such as publication/copyright year. Example with two titles from the same publisher with the same pub years:

     Vocabu-Lit (Books F-H, which are Grades 6-8)
     Words to go! : words to know (Books F-H, also G6-8)

Vocabu-Lit was cataloged first; volumes vary in pub year, and call numbers carry the year of publication (Book F, 2006 ; Books G-H, 2002).

     050 _4 LT2140 .P347 2006 G6
     050 _4 LT2140 .P347 2002 G7
     050 _4 LT2140 .P347 2002 G8

Words to go! was cataloged later; volumes all carry pub year 2002, which conflicts with Vocabu-Lit Books G-H/Grades 7-8. Work mark “b” goes after publisher Cutter for all volumes.

     Words to go! : words to know
     050 _4 LT2140 .P347b 2002 G6
     050 _4 LT2140 .P347b 2002 G7
     050 _4 LT2140 .P347b 2002 G8
100 Make an entry for a single author or the first of the authors named on the title page.

     100 1_ Gleiter, Jan, $d 1947- $e author.
245 Include the publisher name in 245 title proper if given on the title page.

     245 00 Houghton Mifflin English.

Supply the grade level in $n (number of level) or $p (name of level, i.e., Kindergarten) in square brackets if not prominent on the title page.
     245 00 Houghton Mifflin English. $n [Grade 4]
246 Give all necessary alternate titles in 246. When the publisher name is included in the title proper due to placement on the title page, include an alternate without the publisher name. 

     245 00 Houghton Mifflin English. $n [Grade 4]
     246 3_ Houghton Mifflin English. |n [Grade four]
     246 30 English. |n [Grade 4]
     246 3_ English. |n [Grade four]
250 If the textbook is modified to meet Mississippi standards, record the appropriate edition statement. A note may also be added. 

     250 __ Mississippi edition
     500 __ Teacher's edition also called Mississippi edition.
300 Record accompanying material in 300 $e after a plus sign. Each successive item of accompanying material follows another plus sign. Subfield e is not repeatable.

     300 __ vi, 262 pages : $b illustrations (some color) ; $c 28 cm + $e teacher’s annotated edition (ix, 262, TR32 pages : illustrations ; 28 cm) + grammar and writing teacher’s manual (43 pages : illustrations ; 28 cm).

Record up to 3 paginations. For more than 3, record 1 volume (various pagings).

     300 __ 1 volume (various pagings ) : $b illustrations ; $c 28 cm + $e teacher’s annotated edition (1 volume (various pagings) : illustrations ; 28 cm).
336-338 Textbook

     336 __ text $b txt $2 rdacontent
     337 __ unmediated $b n $2 rdamedia
     338 __ volume $b nc $2 rdacarrier


     336 __ other $b xxx $2 rdacontent
     337 __ unmediated $b n $2 rdamedia
     338 __ volume $b nc $2 rdacarrier
490 Trace a series in 490/8xx combinations, if applicable.
590 OPTIONAL ENTRY: If the material we received differs from the list in the 300 field in the OCLC record (e.g., the record lists a videocassette and transparencies as part of the set, but we lack those items) note the differences in a 590 note. If applicable, this should be the first 590 entry so that it will display prominently in the public view of the catalog. Leave the 300 information alone.

     590 __ CMC copy lacks videocassette and transparencies.

REQUIRED ENTRY: Include this note for each MSAT bib record.

     590 __ Mississippi approved textbook materials donated by publisher.
500 Record specific elements of difference in 5xx notes and elsewhere as required.

     500 __ Teacher’s edition also called [title].      740 02 [title].
521 Record the grade/interest level in 521 (indicator may vary) and the corresponding code in Fixed Field Audience. See 006/008 above.

     521 2_ Grade 1.
     008 (Audn) b
650 If not already present, add authorized subject headings with the form:

     650 _0 [Subject] $x Study and teaching ([Level]).

Also give the heading with $v form subdivision: Textbooks.

     650 _0 Mathematics $x Study and teaching (Elementary)
     650 _0 Mathematics $v Textbooks.

For Reading, add the subject Reading or Readers as appropriate. Note that Study and teaching is NOT used as a subdivision with the Reading or Readers subject heading.

     650 _0 Readers (Secondary)
     650 _0 Reading (Elementary)
690 Add a 690 local subject heading for all Mississippi-approved textbooks. Subdivide with the standardized LCSH subject heading. Add a 690 for each subject in a 650 field.

     650 _0 Physical geology $x Study and teaching (Secondary)
     650 _0 Physical geology $v Textbooks.
     690 __ Mississippi approved textbooks $x Physical geology.
     (NOT Mississippi state-approved textbooks in 690)
700 Make an added entry for the added author(s) as appropriate.

     700 1_ Gleiter, Thomas, $d 1945- $e author.
710 Make an added entry for the publisher.

     710 2_ Houghton Mifflin Harcourt School Publishers.

Complete Cataloging in OCLC

  • Control name and subject headings.
  • Proofread carefully.
  • Reformat and validate the record.
  • Verify that the record is saved to the local save file.
  • Update holdings in OCLC if the record is New/Original (after approval if required) or if this step was not done earlier.
  • Add the call number to original records.
  • Add 949 fields using macros, one for the bib record and one for each item attached to the bib record. See the 949 Function Keys in Connexion table.
    • BIB record macro for Cook CMC. See CMC Bib (Library) code cc.
      • Add [comma] gc for CurrLab Bib (Library) code.
    • ITEM record macro for each item. Items circulate.
      • $c -- Item-specific volume information: I:3, I:8, etc.
      • $l -- Item location code: ccst, c1cd, gcst, etc.
        NOTE: Individually packaged puppets held by the CMC are housed behind the Cook Circulation Desk, Item Location c1cd (as of August 5, 2014).
      • $n -- Initials/Date.
      • $s -- Code - Available.
      • $i -- Scan in barcode.
  • Inspect for any inaccuracy.
  • Export to the library catalog.

In the Library Catalog

Verify access points: title, author, ISBN, call number, and a sampling of barcodes.

Processing MSAT Materials

See [this web page].

Cataloging Textbooks as a Set Instead of on Separate Records

Some works span a range of ages or grades and are better treated as a set on one bib record rather than as separate works on individual records. Some special education materials fall into this category. Consult with the librarian or supervisor.

If the work spans several levels, the levels should be indicated in the base call number given in the 050 field. If all volumes in a set cover multiple grades, the grade range should also be reflected in the call numbers on the spine and in the item record. However, if the set contains individual volumes that correspond to a specific grade level, the call number in the item record and on the spine label for those volumes needs to reflect the single grade level.

050  Textbook for multiple grades.

     050 _4 LT2140 .P345 2007 G1-6

Item record for Grade 1 Teacher’s edition of this set:

     LT2140 .P345 2007 G1 I:1
505  If the set consists of or includes distinctively titled pieces, give the titles in a Contents Note.

     505 0_ Infancy -- Kindergarten -- Elementary school -- Junior high -- High school.
521  Give the range of grade or interest.

     521 2_ Grades 1-6.



Linda Ginn -- Updated September 2016

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