Procedures for Valparaiso Scholarship and Creative Works Reception Monographs
Procedures for Cataloging Valparaiso Scholarship and Creative Works Reception Monographs (formerly known as The Valpo Authors Reception)
2017 January 4
Revised: 2025 August 29
Department: Technical Services
Overview: This procedure outlines how to catalog and process monographs for the annual Valparaiso Scholarship and Creative Works Reception. These monographs may be jointly authored, edited or translated by Valparaiso University faculty, staff, students, retirees, or emerti. Keep all book jackets. Place them in a pambind box in Technical Services for use during the Valparaiso Scholarship and Creative Works Reception. Discard after the reception.
Cataloging Valparaiso Scholarship and Creative Works Monographs BEFORE the Reception All reception books should be cataloged by August 1st, prior to the reception.
Bib Record
Add a 590 note: Valparaiso University Faculty/Staff/Alumni/Student publication...whichever pertains to the monograph. You can find that information in the note field of the order record.
Add another 590 note: Valparaiso University Scholarship & Creative Works Reception, (year).
Item Record (Copy 1/Archival Copy)
Catalog first received monograph as copy 1.
Holdings record location: Archives
Enter barcode information.
Add note: Valparaiso University Scholarship & Creative Works Reception, (year).
Permanent Location Code in item record: cars
Material Type: Books- Limited Use
Permanent Loan Type: Noncirculating
Processing:
Place call number label on spine, stamp, barcode and tattletape (may already come processed from GOBI). Add an acid-free slip and put the last five digits of barcode on the slip for ASRS storage.
Copy 1 should be routed to Circulation for ASRS storage.
If a copy 2 is ordered/donated:
Item Record:
Catalog as copy 2.
Holdings location: cgen#
Material type: Circulating books
Permanent loan type: Circulating
Enter barcode information.
Processing:
Place call number label on spine, stamp, barcode and tattletape (may already come processed from GOBI).
Place processed book on "New Books" cart to go to circulation so copy 2 can go to cgen (or location designated by subject liaison).
(NOTE: If the monograph is a type of material that will not hold up well in the ASRS (for instance, spiral bound books), retain that book for Archives...DO NOT transfer it to the ASRS.)
If a donation is received from the author at any point prior to the reception, email subject liaison and cc the Scholarly Communications Librarian.
For multi-edition books, circulation periods may vary. Contact archivist/subject liaison for those considerations as they may need to be kept in archives.
In months leading up to the VSCW event (June-August) gift cataloging of faculty authored books should be expedited, and all books should be cataloged by August 1st.
After the reception Scholarly Communication Librarian will bring the signed copies to Technical Services for updating the records with a 590 note. If a monograph still needs an author's signature, Scholarly Comm. Lib. will place a hold on the item under the author's name. A second hold will be placed on the item under Library Associate's name. Once the author autographs the book, the first item level hold will be removed by Circulation. The remaining item level hold will notify Library Associate that the item is ready for pick-up for further updates as follows:
Add a 590 note to the Bib record: Library copy signed by author.
If there are two copies of the same book, update records and labels of both records to reflect signed copy as copy 1. Add a note to the item record of the signed copy 1: 'Signed by author', change that circulating copy to non-circulating and return to the ASRS. Second copy returns to the stacks.
Note: If the author's item level hold expires and the book is still not signed, all holds will be removed and the item will then be returned to the ASRS.