Processing supplemental materials (obsolete)

Summary: Procedure contains a checklist of items for Catalog Maintenance staff to check the physical processing of supplemental items in order to ensure quality control.

In many cases, individuals will need to use their judgment for processing.

The main piece should already be labeled and barcoded.

Make a pocket using the white envelopes (cut down to fit).  Glue the pocket to the inside of the back cover using pH-Neutral white adhesive.

If the supplement is too large for a pocket, it can be sent to conservation for packaging.  It will then be shelved separately. In some cases, you can cut edges slightly to make the supplement fit into the envelope. Use your best judgment, but do not cut off information or cut material that it might affect the value of.

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Bib Record

Call the record up in Sierra, check that the 300 field in the bib has a +|e (with what the suppl. piece is, such as, Map, Chart, Suppl. material, etc.) at the end of the 300 fields.

Serial supplements are sometimes cataloged separately, so review the bib record for reference to a supplement(s). Look for a |e in the 300 fields and a related 5xx/515 notes, or a 7XX related record fields that the supplements are on. If there is no mention of suppls., compare the Sierra record to the OCLC record; if the OCLC record has mention of supplements, copy both the updated descriptive 300 |e information and the related 5XX/515 note into Sierra.  Consult a serial cataloger for questions or if a new record is needed.

Check for a 500 field note (if there is not one, you will need to add it) – Accompanied by _________ in pocket at back of book or shelved separately if the piece is too large for a pocket. Modify the note in serials to say - Some issues accompanied with supplements.

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Item Record

There should be an item record already created for the main piece. If the item is in a back pocket of the main book, insert a supplement note in the item record in both a check in and check out note.

• Create an item record for all supplements up to 9 pieces.
• In the item record volume field put what the piece is called. (should be whatever it is called in the bib record 300 MARC descriptive field v., no., pt., bond ... ).
• When there are 10 or more pieces, do not barcode pieces. Pieces that are not barcoded, or not stable enough to stand alone on the shelves should be placed in a back pocket of the main piece, separate envelope, box, or folder.
• Insert a version of this supplement note that goes in the item check in and check out note field:  ____ barcoded item/s in pocket (back cover). Checkout/checkin both book and item/s in pocket as appropriate. If pocket is empty or missing any, stop and ask Supervisor before checkin or checkout.
• If the supplements in the back pocket or envelope, etc are not barcoded use: ____ NOT barcoded item/s in pocket (back cover). If any are missing, stop and ask Supervisor before checkin or checkout.

Insert a version of the supplement notes in the examples below. Modify the note to fit the pieces, and if there are multiple supplements, change the number to reflect how many there are:

• One barcoded [or not barcoded] item in pocket (back cover). If back pocket is missing item, stop and ask Supervisor before checkout/checkin.[date.initial].
• One barcoded item in pocket (back cover). If back pocket is missing item, stop and ask Supervisor before checkin or checkout.[date.initial].
• Eleven NOT barcoded item/s in pocket (back cover). Checkout/checkin both book and count the 11 not barcoded item/s in pocket. If pocket is empty, stop and ask Supervisor before checkin or checkout.[date.initial].
• One NOT barcoded supplemental guide in folder shelved separately. If supplement is missing from folder, stop and ask Supervisor before checkin or checkout.[date.initial].
• One case of loose leaf supplements NOT barcoded item/s in box. Checkout/checkin box. If box is empty or missing any, stop and ask Supervisor before checkin or checkout.[date.initial].
• Box contains book and 13 NOT barcoded supplemental items. Checkout/checkin both book and items in box as appropriate. If any are missing or box is empty, stop and ask Supervisor before checkin or checkout.[date.initial].

When finished process place sort pieces according to the following instructions:

• Art oversized books are shelved in Main's Oversize ("ov") collection and supplements are sent to the DMC.
• Music supplements are processed by Anne Erickson.
• Main books can be placed on the Distribution book truck in CatMan. 
• Remote books are placed on the Remote shelves in the hall outside ILL or across from the surplus withdrew/gift trucks.
• For Conservation materials that contain supplements, see the Transfer Procedure for processing instructions.

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Physical processing

1. Write the call number on the upper corner, right or left including what the piece is such as Map, Chart, Suppl., etc.
2. Place the barcode on the piece near the call number.
3. Stamp with “SUPPLEMENTARY MATERIAL” near the call number. (use the stickers if glossy material)
4. Place the MSU Libraries ID stamp or sticker on the back, at the bottom.
5. Add tattle tape and it’s shield in an inconspicuous place.

6. Stamp the main piece above or below the date due slip or on the inside of the cover using: “Supplementary Material in Back Pocket” or “Supplementary Material Shelved Separately”.

   
   

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Final checklist

Count that all 5 things have been done to the physical piece:

1. A pocket has been placed in the back of the book.
2. A call number has been written on each supplement.
3. Stamped the main book with the supplement material stamps.
4. Barcoded supplementary items with 10 or fewer pieces.
5. Has a date due and ownership stamp if not already done. 

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