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NC Adopted Textbook Collection Grades K-12

Of Note


  • Generally there are not bibliographic records for these materials in SIRSI
  • The student edition is considered the main resource
  • Often, the materials are cataloged on a set record. However, feel free to use separate records if they are the better records.
  • Account for accompanying materials such as teacher's ed., teacher's resources, CD-ROMs, DVDs, etc. in the 300 |e subfield
  • METRC Textbook call numbers are a 'homegrown' system.  Follow this chart when devising a call number: LRL_TextbookClassification.xlsx
  •  LRL staff make 2 copies of marking slips and barcode the materials
  • Accompanying CDs/DVDs located within a book are no longer barcoded
  • 2 labels for accompanying CDs/DVDs are printed by Shelf Prep
  • Edit number of pieces to reflect CDs/DVDs present in a book
Background and scope

North Carolina's state-adopted elementary and secondary textbooks have always been a separate, circulating collection in the College of Education Media Center and until 1989 they were not included in the online catalog. As card catalogs in all the NCSU Libraries were being closed, it became important to catalog the textbooks online. An LT call number scheme was devised based on a system described by Carole Wilson in Cataloging and Classification Quarterlyand over a period of three years, retrospective conversion was completed. Since then all texbooks have been cataloged online.

Textbooks are received each year (state adoption works on a five year rotating schedule of subjects) in June in the CEDMC. Each student edition is usually accompanied by a teacher's edition, teacher resource materials and some forms of media. CEDMC staff is responsible for sorting the materials, assigning call numbers and sending the materials directly to Cataloging. Every effort is made to regulate the workflow so that the Cataloging Department is not overwhelmed by the volume.

Primary users of the collection are student teachers in the College of Education and Psychology who are permitted to check them out for the entire student teaching semester. Other users include faculty in the College and a few people from the general campus community.

Due to the large volume sets of textbooks, a decision was made to send catalogers over to the CEDMC to work on the textbooks there. Cataloging workstations have been set up with Unicorn access.

Background and scope

North Carolina's state-adopted elementary and secondary textbooks have always been a separate, circulating collection in the College of Education Media Center and until 1989 they were not included in the online catalog. As card catalogs in all the NCSU Libraries were being closed, it became important to catalog the textbooks online. An LT call number scheme was devised based on a system described by Carole Wilson in Cataloging and Classification Quarterlyand over a period of three years, retrospective conversion was completed. Since then all texbooks have been cataloged online.

Textbooks are received each year (state adoption works on a five year rotating schedule of subjects) in June in the CEDMC. Each student edition is usually accompanied by a teacher's edition, teacher resource materials and some forms of media. CEDMC staff is responsible for sorting the materials, assigning call numbers and sending the materials directly to Cataloging. Every effort is made to regulate the workflow so that the Cataloging Department is not overwhelmed by the volume.

Primary users of the collection are student teachers in the College of Education and Psychology who are permitted to check them out for the entire student teaching semester. Other users include faculty in the College and a few people from the general campus community.

Catalogers may work on the materials at LRL or the materials may be sent over to MCD for processing.

Pre-cataloging preparation

  • A staff member puts together the various sets of textbooks and removes the parts that will be cataloged separately (e.g. math manipulative kits) or discarded.
  • A staff member assigns call numbers on the marking slips and inserts them in all items. When appropriate, the call number will include the work mark suffix identifying the function of a particular item (After cataloging, one marking slip remains in the item and one is brought back for generating spine labels by Shelf Prep. More on this later.)
  • A staff member checks to see if a particular title needs special handling; and if this is the case, will indicate requested actions on a slip of paper accompanying the item.

Record selection and editing

If the title consists of student edition and accompanying teacher's edition and/or teacher's materials:

Select a record for the student edition and edit it to reflect all other accompanying items. Make sure that the date in field 260|c matches the latest copyright date from the student edition. (If there is a discrepancy with the date on the marking label, verify the date with the CEDMC staff member who prepared the slips.)  If no such record is available (e.g., there is only a record for the Teacher's edition), accept the record and edit it to reflect the fact that the student edition is cataloged as the main item.

If the title consists of the Teacher's edition and/or similar instructor's materials:

Select a record for the Teacher's edition. Make sure that the date in field 260|c matches the latest copyright date from the Teacher's edition. (If there is a discrepancy with the date on the marking label, verify the date with the CEDMC staff member who prepared the slips.)  If no such record is available (e.g., there is only a record for the Student edition), accept the record and edit it to reflect the fact that the teacher's edition is cataloged as the main item.

Cataloging/Processing materials:

Accompanying material:

Be sure to account for accompanying materials in the 300 field, subfield e:

  • 300    108 p. :|bill. ;|c25 cm. +|eTeacher's ed. (139 p. : ill. ; 29 cm.) + 2 CD-ROMs (4 3/4 in.)

Call number, barcoding, marking slips:

METRC Textbook call numbers are a 'homegrown' system.  Follow this chart when devising a call number: LRL_TextbookClassification.xlsx

The call number is supplied by a CEDMC staff member who also prepares duplicate marking slips for each item, including teachers' guides, workbooks, etc. Use double barcodes; place one on a marking slip that returns to shelf prep and place the second double barcode on the item itself. Shelf prep prepares spine labels and mails them back to CEDMC where a staff member labels the materials.

NOTE: LRL staff will no longer barcode accompanying CD-ROMs or DVD-ROMS  in front or back pockets of the book.   However, CEDMC would like labels for these. Shelf Prep will generate a label without the barcode.  Do make note of the discs in the 300 |e subfield.  Change the "number of pieces" on the Call number/Vol record to reflect the accompanying CDs/DVDs in the book along with the book itself.
  • These materials have the HOME LOCATION: TEXTBOOK
  • These materials are NOT changed to INPROCESS
  • These materials are NOT marked TEXTBOOK on spine

The cataloger places the materials waiting for spine labels in an area designated by CEDMC staff or send them to Shelf Prep if the books are cataloged here.