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NC Adopted Textbook Collection Grades K-12

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 CoEMC. Each student edition is usually accompanied by a teacher's edition, teacher resource materials and some forms of media. CoEMC 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 CoEMC to work on the textbooks there. Cataloging workstations have been set up with Unicorn access.

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 discrepency with the date on the marking label, verify the date with the COEMC 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 discrepency with the date on the marking label, verify the date with the COEMC 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:

Use one of the following methods, whichever is more appropriate, in describing accompanying materials:
Make a 500 note, e.g.,

500    Accompanied by Teacher's ed., teacher's manual, and student workbook.

or Describe accompanying material at end of 300 field, e.g.,

300    108 p. :|bill. ;|c25 cm. +|eTeacher's ed. (139 p. : ill. ; 29 cm.)

Call number, barcoding, marking slips:

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

These materials have the HOME LOCATION: TEXTBOOK

These materials are not changed to INPROCESS.

The cataloger places the materials waiting for spine labels in an area designated by COEMC staff.