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In all cases: Keep supplement with its accompanying issue. Process supplement and issue at the same time and send through together.

  • Supplements with no name other than the journal name and with consistent numbering should be checked in on the journal print control.
  • Uniquely named supplements with inconsistent or no numbering should be checked in on the journal print control.
  • Uniquely named supplements with consistent numbering should be checked in on a separate control linked to journal print control.
  • Some supplements are cataloged separately, and these will be referenced in a supplement note in the Extended Information.
  • All separately named supplements will be checked in by staff and will be examined upon initial receipt by appropriate alphabet staff member for correct treatment.
  • The 867 field in the MARC holdings will no longer be maintained.
Verification of the Supplement
  1. Examine supplement and accompanying issue. If supplement falls into a category other than Instruction Set A (see table below), give issue and supplement to appropriate alphabet staff member.
  2. If supplement falls into Instruction Set A (see table below), and it is the first supplement to be checked in, give issue and supplement to appropriate alphabet staff member. To determine if a supplement has been received before:
    1. Search by periodical title, or ISSN (with the hyphen) using “general”, or SISAC ID for the item in hand
    2. Identify your record and select CHECK IN ISSUES
    3. Look at the notes for mention of a supplement
      1. If supplement note is found, proceed with check in.
      2. If supplement note not found, give issues and supplement to appropriate alphabet staff member.
1st Supplement to a title:
  1. Look at the bib record (red book) to see if supplement information is included (525 field or title history note).
    1. If not, determine recommended treatment following table below.
    2. Give the 1st supplement with recommended treatment note, and its accompanying issue, to appropriate alphabet staff member to add supplement information to the bib record.
    3. If supplement information has already been added to the bib record, proceed with check in.

Categories of Supplements


Check in

Supplement carries the volume of main title,
has its own number or letter

AQD:Follow Instruction Set A
(same control, same title)


Supplement carries journal issue numbering,
but designated as supplement

AQD:Follow Instruction Set A
(same control, same title)


Supplement carries own title,
inconsistently numbered or unnumbered

AQD:Follow Instruction Set A
(same control, same title)


Supplement accompanies issue,
carries own numbering, title is
journal title

AQD:Follow Instruction Set B
(separate control,same title)


Supplement carries own title,
has consistent numbering

AQD:Follow Instruction Set B
(separate control, same title)


Substantial Serial Supplement
-Supplement references accompanying issue
-Carries own numbering
-Has unique serial title

AQD:Follow Instruction Set C
(separate control,separate bib record)


Supplement carries monographic title

AQD:Follow Instruction Set D
(treatment to be determined each time)


Ephemeral materials

AQD:Follow Instruction Set E


Supplement Check-in Instructions

Instruction Set A:

Supplements that accompany issue. Checked in as Special Issue on same control.

  1. Select the Check in Issues of the Serial control wizard button
  2. Read and follow instructions for special supplement treatment. Otherwise, check in as Different Issue.
  3. Click Different Issue
  4. Click Special Issue
  5. In the Prediction Information tab, choose “special” (instead of “according to pattern”)
  6. Choose “supplement”
  7. In the Enumeration field, put the best information you can find on the issue. Follow the numbering on the issue.
    1. Examples are:
  1. #* FASHION ROCKS FALL 2008 (supplements carry their own title, but numbering is inconsistent or nonexistent – See Example 1)
    • V. 85 SUPPL. NO. 1 (supplement carries the volume numbering of the main title, and has its own number, See Example 2)
    • V. 50 SUPPL. NO. 8a (supplements carry journal issue numbering, but are designated with a,b,c, etc.)
    • V. 25 NO. 4 SUPPL (supplements carry the numbering of the journal, and are designated supplement - See Example 3)
      Example 1

      Cover Enumeration and Chronology:
      Fashion Rocks
      Supplement to The New Yorker
      Fall 2008
      Example 2

      Cover Enumeration and Chronology:
      Volume 159 Supplement 2 September 2008
      Example 3

      Cover Enumeration and Chronology:
      Volume 58, Number 9 (Supplement)
      September 2008
  2. In the box for Chronology, take the chronology from the supplement. Type in the mon dd, year or mon year or year (ex: JAN 20, 2003 or JAN 2003 or 2003) according to the date on the issue in hand
  3. Verify that box says “1” in Number Received
  4. Click check in now
  5. Make call number label as needed, date stamp the supplement, and send through with the accompanying journal

Return to Journal Check-in

Instruction Set B:

Supplements - same journal, separate control

  1. Staff will check-in this category.
  2. Search for main title and select supplement control.
  3. If no supplement control exists
    1. Create the new control linking to main title
      1. Basic Tab
        1. Accept defaults except for
        2. Call # - Copy and paste from bib record
        3. Pull vendor title # from parent order
        4. Category 1 – Print
      2. Pattern – Create pattern according to Supplement publication schedule.
      3. OPAC display - Most recently received issue display should be set to ‘0’
      4. Subscription Tab
        1. Set number of issues for supplement (not default ettings for the main title)
        2. Set fiscal cycle and vendor ID
      5. Extended Information
        1. Add Supplement note referencing main title
          e.g., Supplement to Kiplinger's Letter. As of September 2008, check in on this control.
        2. Name: Add note with Supplement Name
        3. Media Code: SUP
        4. Capture any unique information that applies to supplement from the main record.
      6. Expected Issues – create predictions following supplement publication schedule, not main title.
    2. Edit old control, Extended Information tab to reference supplement check in. Sample note: Supplement Kiplinger's Personal Finance Adviser checked in on separate control as of SEP 2008.
    3. If you find a supplement record attached to a separate bibliographic record:
      1. Delete erroneously linked control
      2. If this control hangs on temp or staff processing record, delete the record.
      3. Add 740 or 772 to main title bib record to cross-reference supplement title.
  4. Check in supplement.
  5. Some examples are:
    1. SUPPL. NO. 452 (supplements carry their own numbering and has a consistent pattern)
    2. SUPPL. BUYER’S GUIDE (supplements carry their own title and the decision has been made to keep the supplement with the parent journal, and not to pull it out as a separate title)

Return to Journal Check-in

Instruction Set C:

Supplements with separate bibliographic record and Serial treatment

  1. Substantial serial-like supplements should be examined by appropriate alphabet staff member for correct bibliographic treatment.
  2. If the appropriate alphabet staff member determines supplement merits separate treatment, follow new title procedures.
  3. If appropriate alphabet staff member determines supplement does not merit separate treatment, use Instruction Set B.

Instruction Set D:

Supplements with Monographic titles

  1. If monographic title is present on supplement piece, look for staff processing record for treatment decision.
  2. If no staff processing record exists, give to appropriate alphabet staff member for treatment recommendation.
  3. If appropriate alphabet staff member determines monographic treatment, records and controls will be created according to cataloging decisions.

Instruction Set E:

Ephemeral Supplements

  1. The following categories of supplements may be tossed:
    1. Advertisements
    2. Posters that are advertisements, not referenced in any journal articles
    3. Conference/workshop announcements
  2. Accompanying publication catalogs should be sent to Collection Management:

Return to Journal Check-in