JOB PROFILE
ADMINISTRATIVE DETAILS
DESIGNATION:
TUTOR
METADATA
LIBRARIAN (Cataloguer)
POST REF.NUMBER:
INCUMBENTS:
FACULTY/ DIVISION:
Cataloguing Division, Library
SCHOOL/ SECTION:
REPORTING STRUCTURES
THIS POST REPORTS TO: HEAD: CATALOGUING
DIRECT REPORTS INTO POST AND NUMBERS:
NB: AN ORGANISATIONAL CHART (ORGANOGRAM) CLEARLY SHOWING THE REPORTING STRUCTURE OF THE SCHOOL/
DIVISION/ DEPARTMENT/ SECTION, INCLUDING THE CURRENT TITLES OF POSTS, MUST BE ATTACHED.
INTERACTIONAL FREQUENCIES
EXTERNAL: TAKES TURNS WITH COLLEAGUES TO ATTEND QUARTERLY MEETINGS OF THE INTEREST GROUP FOR
BIBILIOGRAPHIC INFORMATION STANDARDS (IGBIS) OF THE LIBRARY AND INFORMATION ASSOCIATION OF SOUTH AFRICA
(NATIONAL PROFESSIONAL BODY)
INTERNAL: METADATA COLLEAGUES IN OTHER UKZN CAMPUS LIBRARIES, AND BRANCH AND SUBJECT LIBRARIANS AND
CIRCULATION & ACQUISITIONS STAFF IN HOWARD COLLEGE CAMPUS LIBRARIES
PURPOSE OF THE JOB
The main purpose of the job is to be responsible for the creation of metadata records for all formats of learning
materials across all subject areas, according to recognized international standards for library descriptive and
subject cataloguing, in order to provide the UKZN Libraries with an accurate online catalogue which supports
teaching, learning and research. The job also includes the maintenance and upgrading of the current UKZN
Libraries catalogue, formed in 2006 by merging five independent library catalogues (see Database maintenance
(Catalogue)).
KEY RESPONSIBILITY AREAS
1
Descriptive cataloguing
2
Subject cataloguing
3
Database maintenance (Catalogue)
% OF JOB
30
30
25
4
Support functions
15
TOTAL
100
DUTIES AND RESPONSIBILITIES RELATED TO KRA’s
1. Descriptive cataloguing: creation of metadata records which accurately depict the items to be
catalogued
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Creates original records for books and other learning materials, or edits and modifies records
input or downloaded to the database at the time of ordering. The records include inter alia
author(s), title(s), publisher, date of publication/production, dimensions of item and appropriate
notes. The creation of these metadata records is fundamental to the functioning of the database.
Ensures that records created/edited comply with the MARC21 communication format for
bibliographic data and the Anglo-American Cataloguing Rules 2nd ed. rev.
Ensures uniformity in style of records for similar or related items.
Ensures that data elements (names of authors and series) within a record that will provide access
points to that record, conform to the existing patterns (authority file records) established for those
elements. When there is no existing authority file record for a data element, establishes one
according to the MARC21 communication format for authority data and the Anglo-American
Cataloguing Rules 2nd ed. rev.
Makes suitable name and series cross references e.g. from form(s) of an author’s name not used
to the one used.
Maintains accuracy and consistency in name and series authority files.
2. Subject cataloguing: allocation of appropriate subject headings & classification
numbers which accurately describe and represent the content of the items being
catalogued
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Enters subject headings and classification numbers as data elements into the metadata record
already created, where they form subject access points to the record.
Ensures that subject headings and classification numbers comply with the Library of Congress
List of Subject Headings (LCSH) and the Dewey Decimal Classification System (DDC), both of
which are international standards.
Ensures that order and form of subject and classification data conforms to MARC21 formats for
bibliographic and authority data.
Ensures that where established patterns (authority file records) exist for subject data elements,
these patterns are adhered to and where there is no existing authority file record, that one is
established.
Ensures that items with the same or similar content are classified at the same or similar numbers
so that “like stands with/near like” on the shelves.
Applies in-house classification schemes to certain subjects (e.g. South African history) and inhouse deviations from LCSH (e.g. British spelling instead of American; South African terminology
to replace American). Judging when to deviate from the accepted standards in order to suit local
conditions is an important task of the metadata librarian.
Makes suitable subject cross references e.g. from a broad subject to more specific subjects.
Maintains accuracy and consistency in the subject authority file.
3. Database maintenance (Catalogue)
As the current library catalogue is a merger of five catalogues, each of which had its own style of
cataloguing, it contains many duplicated metadata records, variations in the name of a single author or
series and variations in the term used for a single subject. Furthermore, in the Unicorn system metadata
records are created using the MARC21 communication format whereas in the previous, Urica system the
SAMARC format was used. The result is that all records that were moved from Urica to Unicorn require
converting to MARC21.
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Checks forms of authors’ and series names and subject terms as they appear in the metadata
records against relevant authority files. When a form appears in the authority files which is
different to that appearing in the record, modifies the record form to match the authoritative form.
Corrects data field and subfield codes to conform to MARC21.
When more than one record exists for the same title, judges which is the most accurate record
and requires least editing, transfers the holdings from the other record(s) and then deletes the
unwanted records.
When copies of one title are classified at different numbers within one library and therefore are
standing at different places on the shelves, judges which is the correct number and reclassifies all
copies at that number.
4. Support functions
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Distributes material received from the Acquisitions Department to relevant cataloguers.
Informs staff in Academic Reserves when urgently required material has been catalogued.
Answers enquiries from other Library staff, and from academic staff and students concerning the
catalogue and the Library system.
Participates in special projects undertaken by Library management e.g. stocktaking.
Maintains professional and technical knowledge by networking with cataloguers of other
institutions and attending relevant courses, workshops and conferences.
MINIMUM QUALIFICATIONS AND EXPERIENCE REQUIRED FOR THE POST
A professional library qualification (either a university degree plus a postgraduate
diploma in Library and Information Studies OR a B.Bibl.)
EDUCATIONAL REQUIREMENTS
IN YEARS
Two years professional post-qualification experience of working in a relevant
library service.
EXPERIENCE
KNOWLEDGE
IN ADDITION TO THE ABOVE – FOR ADVERT PURPOSES ONLY
PERSONAL ATTRIBUTES
REQUIRED FOR THE
POST
Experience of working in an academic environment;
The ability to plan and develop services in a changing environment;
ADVANTAGES
IN THE ABSENCE OF
MINIMUM QUALIFICATION
The minimum qualifications listed above are mandatory.
RECORD OF APPROVAL
This job profile is a true reflection of the tasks, functions and responsibilities of the position.
NAME
1ST LINE
M ANAGER
Campus Librarian
2ND LINE
M ANAGER
Director: Library Services
INCUMBENT
DATE
EVALUATED
SIGNATURE
DATE