Projects

//At various times there are specific, one time "clean-up" projects or time sensitive changes which a number of people are assigned to in addition to normal workflow. Procedures for such projects will be outlined here. When the project is completed instructions may be removed. A running list of annual projects may be maintained.//


 * ||~ Date ||~ Project ||~ Date complete ||~ Personnel ||
 * 1 ||  ||< Postcards scanned ||<   ||< Arlene ||
 * 2 ||  ||< Bib location codes edited ||< October, 2010 ||< Arlene, Mary, Marilyn ||
 * < 3 ||  ||< paper journals holdings added ||< August, 2010 ||< Peggy ||
 * 4 || 3/22/11 || weed floppy disks w/ missing books; review all books with floppy disks ||  || Lori; catalogers ||
 * 5. || 3/21/11 ||< review/edit of check-in records with ref location ||  || Peggy ||
 * 6. || 5/1/11 || Sort ERIC fiche according to "keep" list. (list is on H drive in periodicals_micro folder. ||  || Peggy (students and others) ||
 * 7. || 6/1/11 ||< Checking shelves for books marked "on search," adjusting item records as needed (available or missing). ||  || Lori, Karen ||
 * 8. || 11/16/11 || scan barcodes in stacks; bring books with erroneous records to cataloging (instructions below) ||  || Lori, catalogers ||
 * ||  || oversize juvenile || 12/1/11 ||   ||
 * ||  || regular juvenile ||   ||   ||
 * ||  || new book shelves ||   ||   ||
 * ||  || reference ||   ||   ||
 * || 11/16/11 || search shelves for missing items to be replaced (lists created by David) ||  || Lori, Karen, David, students ||
 * || 11/21/11 || scan microfiche "Connecticut Libraries" to produce digital facsimiles ||  || Karen, Jackie ||
 * || 11/21/11 || create list of poetry gift books. Author, TItle, OCLC # where possible. List is an Exel file on H drive, in "common folder," "booklist" folder, called "list of poem books" || 12/5/11 || Mary (may assign as needed) Arlene, others. ||
 * || 5/4/12 || add children's book award information to bib and item records; apply award stickers to books ||  || Marilyn, Cindy, Lori, Mary ||

**Procedures and spreadsheets for CHILDREN'S BOOK AWARD project.**
 * 1) Locate award lists to include in bib record information[[file:Childrens Book Awards.xlsx]]
 * 2) Edit award spreadsheet by adding new sheets (tabs) for awards not listed or adding titles to existing award lists [[file:Childrens' Book Award Lists.xlsx]]
 * 3) Check titles on list against CONSULS holdings and add SCSU holdings to spreadsheet using the following suggested process or another:
 * 4) Copy title
 * 5) Search CONSULS by title limited to SCSU
 * 6) Paste owned titles into spreadsheet
 * 7) Paste location and call number for owned titles into spreadsheet
 * 8) Pull books on spreadsheet list from shelves
 * 9) Examine bib and item records
 * 10) Add award name and year to OCLC if not there—add 586 “award note” with name of award if it is not in the record; replace record; Use existing OCLC language for award names
 * 11) Add award name and year and any other award info found in the OCLC record to CONSULS bib record
 * 12) Check CONSULS record for other accuracies including bcode3=c; correct location code. Edit if necessary
 * 13) Add “Children’s Award Winner” public note to item record
 * 14) Affix “award winner” spine label for all and special award seals for Caldecot, Newbery, King and Stonewall winners
 * 15) Update spreadsheet to show title has been updated
 * 16) Reshelve

Award note examples: Children's Book Council of Australia notable book Junior Library Guild Selection American Library Association Notable Children's Book 2011 Newbery Honor, 2011 Booklist Editor's Choice/Books for Youth 2010 Horn Book Fanfare List 2011 American Library Association Batchelder Honor Book


 * Procedure for Creating Monthly NEW BOOKS Lists** [[file:booklist_instructions_REV_08_07_08.doc]]

**JUVENILE RECLASSIFICATION PROJECT** The Buley Library Juvenile and Curriculum Collection book collections are now divided in the following way:
 * New non-fiction books are cataloged for the LRC and classified using LC call numbers, and shelved on the third floor.
 * New fiction books are cataloged for the juvenile collection and classified using an adapted Cutter number system (based on catalog main entry) and shelved on the ground floor.
 * Old non-fiction juvenile books are classified using Dewey call numbers and shelved on the ground floor.

An obvious problem with this system is that juvenile non-fiction books are separated in two ways—they are shelved in different areas and classified using different systems. Some time ago is was decided by the LRC staff that having the juvenile non-fiction collection classed the same way as the general circulating book collection was more helpful to our users than classing them according the system that is commonly found in school and public libraries. At that time, the existing LRC collection was reclassed from Dewey to LC, and catalogers began classing all new books according to LC. Around the same time, it was determined that the juvenile collections would be divided—non-fiction to the LRC and fiction in the general circulating collection. This left a static non-fiction juvenile collection in the general circulating collection and the division described above. During the planning for the new building (addition) it was decided that: To that end, the catalog department has begun to reclass the old non-fiction juvenile collection that is on the ground floor. Because space on the third floor is at a premium, the collection will not be physically merged at this time. Instead, books will be removed from the shelves, reclassified, and returned to the same shelves in their new order. The Dewey section will shrink as the LC section grows. Some processing points are: Adjustments to this procedure will be made as necessary.
 * Both juvenile collections would all be shelved in close proximity to each other on the ground floor outside the new LRC. (most likely interfiled)
 * All juvenile non-fiction would be classified in LC format.
 * Location in the OPAC will remain the same (sbj-Juvenile Collection) so that users continue to be directed to the ground floor.
 * Labels will have Curr. Lab. preceding the call number and include a neon sticker. The sticker will signal staff to shelve the books on the ground floor in spite of the call number prefix.
 * Stacks will be labeled as the catalog department removes/returns books.
 * When the Curriculum Collection and juvenile collection books are moved to interim stacks in the old student center and permanent stacks in the new building the collections will be integrated.

**MICRO-FORMAT PROJECT** The purpose of this project is to represent the library's extensive collection of microfilm, fiche and card holdings in the library catalog thereby making them accessible to university scholars and others. The collections consist of literary works, historic primary documents, historic newspapers, theses and dissertations, and journal back files. Many of the items in the collection have bibliographic records in OCLC that can be downloaded to CONSULS. Some items will require catalogers to create original bibliographic records which will be contributed to the OCLC database. In some cases, the microform document(s) has been digitized by another institution and is publicly available on the World Wide Web. CONSULS records will be created with links to those documents. In instances where there are no digitized versions of a document one may be created and stored on a server for access. When no digitized version exists to link to, a scan of some pages of a document will be made and presented in the catalog record as a "preview" image to further inform the user about the microform volume. See an example of a record with a scanned preview: [|http://www.consuls.org:80/record=b3058152~S16]

See an example of a record with a link to the digitized version: [|http://www.consuls.org:80/record=b3058169~S16]

CATALOGING, LINKING, SCANNING MICRO FORMAT COLLECTION:
 * Identify corresponding collections and catalog cards.
 * Use bibliographic information to search the internet for digitized versions (google books, Gutenberg Project, etc.). Mark card accordingly (digitized version: yes/no)
 * Search CONSULS for existing bib records; if found, attach item as below. OR
 * Search OCLC for bibliographic record of holdings that matches catalog card information. (Examine micro format item if clarification is required.)
 * Download matching bib record to CONSULS.
 * Verify Location = SCSU
 * Mat type = a
 * Enhance bib record with link to digitized version or scanned preview.
 * Attach Item record as below:

Scanning books in stacks: (11/16/11) bring a laptop computer with barcode scanner to sections of the stacks on a cart. Scan each book. Check bib for correct record Check item record for correct location, correct ICode, valid status, correct call number. Depending on staff, either correct errors or bring problems to cataloging to be corrected.

Note when section is complete.