Cataloging Mississippi State-Approved Textbooks
Mississippi State-Approved Textbooks
Last Revision: January 2008
Textbooks adopted by the State of Mississippi for use in public schools are sent to USM once a year (October-January). Organization and classification are carried out by the Curriculum Resource Center Specialist prior to work by the cataloger.
Primary arrangement is first by publisher and subject, then by grade. 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.
Example: The Scott Foresman grammar & writing book. Grade 1 (ocm80025236).
Provision is made for some materials to be cataloged as a set, with a range of grades or levels on one record. See below.
1. The student edition of the title is the primary item being cataloged on the record.
2. 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, derive a record or create an original record and save it to your local save file in Connexion.
3. Record ISBN-13 in the 020, including the appropriate qualifier (student ed., annotated teacher’s ed., etc.). When the record is validated in OCLC, ISBN-10 will be calculated for each ISBN-13 and added (including qualifier exactly as keyed in for 13-digit ISBN).
If the work contains only ISBN-10, record it in 020 and the appropriate qualifier.
Record publisher numbers in 028 if found on the work, including publisher name in |b and qualifier.
028 52 690009 |b Zaner-Bloser (teacher ed.)
4. Verify the call number assigned by the Curriculum Resource Center Specialist, and record it in 099. Do not include the prefix CMC or the item-specific information (I:3, III:47, etc.).
099 LT |a 2140 |a .P345 |a 2007 |a G1
If more than one title by a publisher would carry the same call number (except for grade level), distinguish the call number by adding a work mark to the publisher Cutter. Add “b” to the 2nd title; add “c” to the 3rd title. Example:
099 LT |a 2140 |a .P345b |a 2007 |a G1
Add the work mark to each call number for the title (or the series of records with 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 pub year.
Example: See the records for Words to go! : words to know, (Books F-H) and Vocabu-Lit, (Books F-H). 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). Words to go! was cataloged later; volumes all carry pub year 2002 (Book F pub year is not the same as Vocabu-Lit Book F). However, all three were given the work mark “b” after publisher Cutter.
099 LT |a 2140 |a .P347 |a 2006 |a G6
099 LT |a 2140 |a .P347 |a 2002 |a G7
099 LT |a 2140 |a .P347 |a 2002 |a G8
Words to go! : words to know
099 LT |a 2140 |a .P347b |a 2002 |a G6
099 LT |a 2140 |a .P347b |a 2002 |a G7
099 LT |a 2140 |a .P347b |a 2002 |a G8
5. Include the publisher name in the 245 title proper if given on the title page. Give all necessary alternate titles in 246 fields.
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]
6. If the textbook is modified to meet Mississippi standards, record the appropriate edition statement. A note may also be added.
250 __ Mississippi ed.
500 __ Teacher’s ed. also called Mississippi ed.
7. Record accompanying material in 300 after a plus sign and subfield e (+ |e). Each successive item of accompanying material follows another plus sign. Subfield e is not repeatable.
300 __ vi, 262 p. : |b ill. ; |c 28 cm. + |e teacher’s annotated ed. (ix, 262, TR32 p. : ill. 28 cm.) + grammar and writing teacher’s manual (43 p. : ill. ; 28 cm.)
8. All series should be traced. If the record has series in a 490 0_ field, change to 440 _0. If the record has series in a 440 field or a 490 1/830 combination, leave as is.
9. 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. Put the 590 immediately after the 300 (or 440) so that it will display prominently.
590 __ CMC copy lacks videocassette and transparencies.
10. Record specific elements of difference in 5xx notes and elsewhere as required. Example:
500 __ Teacher’s ed. also called [title].
740 02 [title].
11. Record the grade/interest level in 521 and the corresponding code in Fixed Field Audience.
521 2_ Grade 1.
008 (Audn) b
12. If not already present, add subject headings with the form: [Subject] – Study and teaching
([Level]). Add the heading with form subdivision Textbooks.
650 _0 Mathematics |x Study and teaching (Elementary)
650 _0 Mathematics |v Textbooks.
For reading, add the subjects Reading or Readers as appropriate. Note that Study and teaching is not used as a subdivision with Reading.
650 _0 Readers (Secondary)
650 _0 Reading (Elementary)
13. Add a 690 local subject heading for all Mississippi-approved textbooks. Subdivide with the standardized LCSH subject heading. Field 690 is repeatable; add one for each subject in a 650 field.
690 __ Mississippi approved textbooks |x Physical geology.
(Not Mississippi state-approved textbooks)
14. Add a 710 for the publisher.
15. Control the name and subject headings.
16. Proofread the record carefully. Reformat and validate the record. Verify that the record is saved. Update holdings in OCLC if the record is New or if this step was not done earlier.
17. At the beginning of 099, add |a [space] before the alpha class number.
Add a 949 field (macro) for each item.
Key in the item-specific number at the end of the call number in 949 |a.
Scan in the item’s bar code after |i.
Insert the date after |o Comment [cataloger’s initials] .
Other elements of this 949 specify:
Item type: TEXTBOOK
Home Location: CMC_STACKS
18. Select the correct export destination in OCLC under Tools/Options/Export
For CMC: Print Cook
For CurrLab: Print Cox
Export the records from the OCLC Local Save File to the USM server. ALWAYS APPEND records to the file (never overwrite the file).
Bibload reports run at 12 noon and 10 pm. After the reports run, verify the records are present in Workflows and that they are accurate.
Make call number strips. The order of the volumes on the cart should match the order of the items on the Volume/Copy records.
LT 1900 .Z28 2003 G4 I:1
LT 1900 .Z28 2003 G4 I:3
LT 2140 .G774 2006 G9-12 I:9
LT 2140 .G774 2006 G9-12 II:41
19. Shadow all CMC and CURRLAB titles.
20. Record statistics for New records, Edited copy records, and Added Volumes (do not count the first volume for each record).
21. Send materials to the Bibliographic Assistant for label production.
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 record) rather than as separate works on individual records. Some special education materials fall into this category. Consult with the Curriculum Resource Center Specialist.
If the work spans several levels, the levels should be indicated in the base call number given in the 099 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.
099 LT |a 2140 |a .P345 |a 2007 |a Gr1-6
Item record for Grade 1 Teachers' ed. of this set:
LT 2140 .P345 207 G1 I:1
If the set consists of or includes distinctively titled pieces, give them in a 505.
505 0 Infancy – Kindergarten – Elementary school – Junior high – High school.
Give the range of grade or interest in 521
521 2_ Grades 1-6
lg rev. 01/08