Procedure for Handling Works by Valparaiso University Authors

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Last updated: Sept 14, 2020 by Alison Downey
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Department: Technical Services

Procedure: Cataloging Works by Valparaiso University Authors

updated 19 July 2016

Purpose: Over the years we have had several ways of identifying records that represent Valparaiso University authors. The purpose of this document is to codify our practices.

Overview: The overarching purpose behind this procedure is to be able to quickly and easily create lists of works that represent the scholarly and creative output by the members of the University community. Consistent language and treatment must be used for systematic retrieval.

Required Knowledge/Skills: Ability to edit bibliographic records on OCLC and download them to Sierra. Ability to download OCLC authority records to Sierra. Knowledge of how to use authority records to set up author entries.

Definitions for the purposed of this procedure:

1. Publication. Any cataloged work, regardless of format.
2. Author. Any person who had a role in the creation of the work.
3. University community. A current or former faculty or staff member. A current student. An alumnus of Valparaiso University. NOTE: Use the note on all publications by the author, whether or not they were (are) an official member of the University community at the time of publication.

Procedure

Bibliographic records

1. Always check the order record for any notes and purchase information.

a. If there is no order record and the Valparaiso University author publication is a gift, catalog according to the instructions on the book processing slip.

b. If the Valparaiso University author publication is a gift and there is no book processing slip, contact the librarian of that subject area for further processing instructions regarding source or disposition.

c. If the Valparaiso University author publication was ordered from the 'subject' fund, catalog for the general collection

d. If the Valparaiso University author publication was ordered from the 'Archives' fund, catalog for Archives, then give to technical services to transfer
to the ASRS

e.  If the Valparaiso University author publication is spiral bound, catalog for and retain in Archives. Do not transfer to ASRS.

2.Add one of the following notes in a 590 field, as appropriate. (Note: the 590 note can be added to the OCLC and downloaded from there. It will not be retained in the OCLC master record.)

a. Valparaiso University faculty publication.
b. Valparaiso University staff publication.
c. Valparaiso University student publication.
d. Valparaiso University alumni publication.

3.If the University author does not have an author entry in the record already, a 7XX entry must be added. There must be another 5XX note to justify the 7XX field. This can be a full or partial contents note, or another 5XX note, or text can be added to the end of the standard 590 note. In the 7XX field, a subfield “t” with a unique title may be added if appropriate. Some examples are:


•Supporting assessment in undergraduate mathematics (b15097894). In this case, Professor William Marion served as both an editor, and a contributor of one case study. The case studies were too short to warrant a full 505 field, so only a partial contents note was included, and the author/title entry added. His editorial role is highlighted in the 590 note.
•It's a wonderful life : a memory book / Stephen Cox (b14980642). In this case, most of the book was written by Stephen Cox. For this reason, the contents note includes only chapter titles and not authors. However, one chapter was written by Professor Phil Potempa. This is highlighted in the 590 note, and the author/title added entry was added. •It's a wonderful life \[videorecording\] (b14576338). In this case, the actress Beulah Bondi already had an added entry for her role in the film. The 590 note was added. •Public enemies \[videorecording\] (b15646737). By the time this movie was made, Phil Potempa was no longer adjunct faculty. However, he remains an alumnus. While his role in the film was minor, it is still acknowledged by the 590 note and an 7XX added entry.
•The beautiful music all around us : field recordings and the American experience / Stephen Wade (b16149713). In this case, alumnus Jess Morris contributed a performance to the sound recording that accompanied the book. He still counts as an “author” to this “publication” for our purposes. His role is acknowledged by a 590 note and a 7XX field. Note the appropriate use of the subfield 4 in this record.
•Count Luckner, the Sea Devil, by Lowell Thomas (b10246782). In this case, Lowell Thomas is the only author. Only the 590 note is needed.

Authority records

1. As time permits, we will add 590 notes to name authority records indicating University authorship.
2. If the OCLC authority record does not include a 4XX field, it will not be automatically downloaded through our authority work process. We will have to download one to add the 590 note.
3. Whenever a 590 note is added to an authority record, change the Acode1 to “e” to indicate that the record has be locally edited. Examples:

•Cerny, JoBe (a15399333). In this case, we have some additional information.
•Bondi, Beulah, 1892-1981. (a14108148)

Processing

1. For books going into the ASRS, see "Procedures for Adding Items into the ASRS"