Instructions for SISD Cataloging Specifications Template:
1. On the Specifications Template change all items in red to
a. complete that line, or
b. change that line.
2. Do not change items in black.
MANDATE: You must change your specs this year. They must be
uniform excep the items in red. There you have some options.
Do not create unique cataloging call numbers or tags so that we do not
have inconsistencies across the district. We have students who move from
campus to campus. We should be consistent for their sakes, for the sake of
new librarians, and for the sake of traveling librarians.
3. Under Processing Specifications, you can make decisions about the following:
a. Do you want pockets? (You might if you want to put date due slips in them.)
4. Barcode Placement may change for you.
a. Determine whether the majority of your barcodes are on the front or
back of your book. You will continue with placement on the front or
back to match the majority of your collection.
b. If yours are mainly on the front cover, order your new ones with placement
on the front cover, top left, reading top to bottom with barcode number facing
the spine.
c. If yours are mainly on the back of the book cover, order your new ones
with placement on the back cover, top right, reading bottom to top with
barcode number facing the spine.
5. Spine labels: Use all upper case letters on your spine labels.
6. Under Cataloging Specifications, you can make decisions about the following:
a. For Individual Biography, you have options. You may want to intershelve
your individual biographies in the separate Dewey sections. Studies indicate
this increases their circulation. However, it may be easier for your patrons to
locate biographies if they are in a separate section.
i. If you choose to create a biography section, you use B as your prefix.
ii. You use the first three letters of the biographee’s surname if that is the
way the majority of yours are done. BUT
iii. You use the entire last name if that is the way the majority of yours are
done.
iv. If you have biographies in 092, you need to move them. That is out of
date.
b. Collective biographies are in 920, but you can ask vendors to classify them in
their Dewey ranges if you wish (for example, a book of baseball players could
be in the 700’s).
c. Easy fiction (Everybody books) is separated for elementary, and in secondary
you may have either an Everybody section or intershelve them in the Dewey
ranges. Use E for the spine label if you put them in an Everybody section.
d. Foreign Language books. The required prefix is the first three letters of the
foreign language for instance, Spanish books will have SPA as a call number
prefix; French books will use FRE, etc. (Books written in a foreign language,
not dictionaries or how to learn a language, etc.) Some of our campuses
intershelve foreign language books in the other Dewey sections, and some put
them in the 400 section or have a separate Spanish section. At any rate,
foreign language books will have the language prefix in front of the call
number. You may want to read the professional literature before you make
your decision. The professional literature usually suggests intershelving. The
call number prefix for books written in other languages will be the first three
letters of that language. This is best for elementary so that all your Spanish
speakers are not clumped and crowding one section of the library and feeling
segregated, which is a put down. For older students in secondary levels, the
majority of students reading the foreign language books may be students
learning those languages so a separate section may be appropriate. At any
rate, the prefix will be consistent.
e. Reference books may be in a special section or intershelved. This is your
choice. They may get more use if they are intershelved. They will, however,
have a prefix reading REF.
f. Professional books will have a prefix of PRO on the spine label above the
regular Dewey number. You may shelve them where you think teachers are
best served.
7. Under Barcode and Automation System Information, you need to make decisions
about the following:
a. Barcode prefix. Each barcode begins with 3 (which means circulating) and is
followed by your campus code. Each SISD campus has a unique campus
code. If you do not know your campus, see the list on the wiki. The campus
codes are three digits. Put a zero after your campus code for the barcodes.
For example, Burchett Elementary’s campus code is 119. So every Burchett
barcode will begin with 31190.
b. Vendor Code. Each approved vendor in our district has a vendor code
assigned to it. Each year we will have a new vendor code list, based on who
has been approved and which vendors have been moved to the old list. If you
don’t see the vendor code on the list, contact Charlotte, and she will assign a
number. Do not randomly assign a vendor code.
c. Starting barcode. You should either put a starting barcode here, or state “Use
barcode range on file” if your library has previously ordered from that vendor.
(A few vendors, like World Book, do not keep barcode ranges on file. Most
do keep the range on file.) (FYI: You need to keep a record of your barcode
range assignments and your barcodes already used for each vendor that does
not keep a range on file.)
d. Delivery of catalog records. Learn to download your vendor records from
their site or from an email. If you need help, contact your cataloger only.
e. How do barcodes work? Here is an explanation of barcode symbology, if you
are confused:
Sample barcode number;
3***0022609136
3 = Circulating item (as opposed to non-circulating item)
***0 = Your unique SISD campus code + a 0 at the
end (See 5a above for further instructions.) (If you have your 0 at the
beginning of your campus code do not worry, it is OK.)
Please replace the ***’s with your campus code
022 = Vendor code (022 is Follett’s vendor code.
Click this vendor code link for a list of other vendor codes, the vendor
code for Capstone is 015, for example.)
60913 = Individual copy number (This copy number can
include books, kits, equipment, etc., you can start this as 00001 if it is
the first time you have ordered from a vendor.)
6 = Check digit (The computer generates the check digit automatically
and may be any number from 0-9. You just write in your instructions
to the vendor the thirteen numbers you get when you follow the steps
above and then write “plus check digit” and the vendor’s computer
will generate that number automatically. It’s an algorithm, and each
vendor’s computer will make up that number for you.)
8. Special Instructions should not be changed or deleted.
9. Special Requests cover topics that might help you get exactly what you want.
a. Paperback books and Toy/Movable (pop-up, Jolly Postman, books with
wheels, etc.) books can cause some issues with filling orders. If you go ahead
and tell them whether or not you want to accept these in advance, it may speed
things up.
b. Kapco covers can be added to your paperbacks with some vendors at an
additional cost. These are very thick plastic covers that make the paperback
very durable. You may or may not want these. If a book is only available in
paperback, it is a good option. A paperback that circulates a lot is likely to
last one year or less without protection.
c. You can add other special requests if you have any. More than likely, you
would put other types of special requests on each individual order. Check
with your cataloger before you make special requests.
10. AR: Let your vendors know whether you are an AR school or not.
11. Property Labels: If you want a property label or property stamp, you can request it.
Some vendors may ask you to send them a rubber stamp or two rubber stamps.
Check their catalogs or customer service first. Some vendors will apply an actual
label, but it may slow your order down. However, if you have the property stamp
applied, you can just start shelving once you check your packing list and enter your
MARC records. Remember that your time is valuable. “Time is money.” It may pay
in the long run to buy some of your processing in terms of limited time and the
manpower costs that you expend to do some jobs.
12. You will have to specify new specs for ebooks, eaudiobooks and evideos for your
vendors if you purchase these. See the guidelines for those on the separate document
or we will end up with some major issues if you do not follow them.