New Materials Sent to Cataloging

New Materials Sent to Cataloging

All the needed Cataloging forms are located on the Media Services website.

New Materials Form:
Complete the New Materials from after searching the catalog to see if the item is a Match, Similar or No Match. 

Please fill out the form accordingly:
     1. Ensure that your school code apprears in the large box near the top of the form.
     2. ISBN (most critical piece)
     3. Title
     4. Check one box: match - similar - no match
     5. Circle one collection code
     6. If required, write in reading program data
     7. If required, write in price

Tuck the New Materials form inside the item so the school code is visible at the top. This allows an item to be easily place in its repective queue. This form is used by Cataloging staff as a worksheet. Different notes may be written on this form during the cataloging process, possible even notes to the media staff. 

If multiple copies of identical books having the same classification are sent in together, then only one New Materials form needs to be filled out. Write at the top of the form how many copies of th book are being sent into Cataloging.

Stamping the New Item:
For books, stamp with YOUR SCHOOL's identity stamp prior to sending the Cataloging so we know where the book belongs in case it is seperated from its New Materials form. Stamp on the inside right front endpaper and left rear endpaper; title pages, and depending on the thickness of the book, around page 13 on the bottom right. Never obscure any print. Stamping on the same pages is a huge help during the discard/deletion/weeding process.

Barcodes which begin with "33973" are used for media center materials. Place one barcode on the upper right of the back cover, perpendicular to spine, 1/4" from the top of the book, 1/2" from the gutter. Attach a label protector over the barcode. Remove barcodes from sheet left to right from the top row down to the bottow row. Taking barcodes off in this manner and attaching them to materials ensures that barcodes are in sequential order. This allows Cataloging to easily add holdings to the catalog when multiple copies of the same titles (e.g. STXT) are banded tegether in order. Barcode sequential order can be determined by looking at the next to the last number. The last number of each barcoded is a check digit. 

Security Strips:
Only schools with secondary grades use security strips. Contact DMS for instructions on inserting them.

Database Corrections Form:
This form should be used for different types of corrections. Always write in your school code at the top of the form. Request a new spine label,  a new barcode, a new school location, a different collection/classification, if there is no copy/holding in the catalog for this particuluar item, or any other changes. 

If multiple copies of books need the same type of correction (e.g. they are moving to a new school), then only one Database Correction form is needed.

Packing Boxes:
When packing, please seperate matches from similars and no matches by box, paper dividers, or rubber bands. This greatly expedites sorting matches from the no match/similar queue. Use sufficient packing materials between items and the top of the box. Cataloging uses box cutters to open boxes and where there are no packing materials present, books may be cut. 

Please use boxes no larger than a copy paper box. If the box is heavy, please divide the books into two boxes. 

Use a Shipping Label to DMS form:

Label contents as match, similar, or no match. Secure label by using ample tape. Use ample tape on all boxes to ensure that materials don't fall our during transit. Boxes sent to Cataloging are opened usually within a day of receipt. Ideal box size for shipping to DMS is a box for photocopy paper or smaller. Any box difficult to lift should have its contents divided into 2 boxes. The above steps help simplify the process of placing books in queue, provide more time for processing, and ultimately make a quicker turn around time for media center staff!