Print and Audiovisual Materials
After materials have been selected, evaluated, and ordered for the library media center collection, they must be processed in order to be added to the collection. The policies and procedures for receiving and processing materials are noted below.
All materials ordered through the office of Media Technical Services will be cataloged and processed by them before being sent to the schools. All will be cataloged using the Dewey Decimal System and Sears List of Subject Headings. The processing should not be altered in any way. Particularly do not change the Dewey number or add numbers or letters. Questions regarding cataloging should be referred to Media Technical Services.
Barcode numbers and book jacket covers will be provided for all materials. Materials should be put into circulation as soon as possible. A sample set of instructions for receiving materials can be found below.
Steps to Follow when Receiving Materials
Unpack and count the items in each carton. Check the count against the packing slip. If books come directly from Follett, Perma-Bound, or Scholastic Library Publishing, do NOT shelve or circulate books until you can scan them on the check-in screen. Sometimes there is a lag between when the books arrive and when the MARC records have been merged in our database.
If there is a discrepancy, re-count the items; resolve the discrepancy or report any problems to the Specialist for Media Technical Services.
Stamp each item with the library media center stamp.
If the item is computer software, file the archival copy of the disk (if there is one) in a back-up file.
Check to be sure that the circulation system reads every barcode by scanning via the check-in screen.
If an item is not in the circulation system, follow the instructions found in "Problems with Materials".
Adding Items to Existing Titles
It is important to understand the difference between titles and items. Each title in the collection database is unique in that it has its own ISBN number. Only Media Technical Services can add titles. A title in the collection database may have numerous items. An item is an individual entry under a title, i.e., each item with a different barcode. For example, Call of the Wild is a title. The various copies of that book with the same ISBN are the items.
Items may not be entered on-the-fly. All new items are added by Media Technical Services, according to the guidelines below. For any questions, please contact Media Technical Services (410-313-7036) for assistance.
Periodicals
A record should be kept of periodicals as they arrive. The school library media personnel should create this record (a sample periodical log is available on the LMS Support site). This record can be used to indicate the regularity of subscriptions. The school name should be stamped on each magazine, and the latest editions may be placed in display binders. If periodicals are to be circulated, contact Media Technical Services for adding barcode for your display binders.
Processing vs eProcessing
PLEASE NOTE: ALL new Library media books (in any format) to be ADDED to a collection must be delivered by pony/blue bag/warehouse or in person to Media Technical Services for processing. The only time eProcessing should be used to add an item is when it is equipment intended for circulation to staff and/or students, such as headphones or chargers.
eProcessing - for items with existing item records (barcode label already on the item):
An eProcessing Request is the electronic method for requesting a change to the existing record of an item that is already in the school's collection. Such requests may include adding back deleted items, requesting a change to an item's collection, correcting a processing error, or requesting a replacement barcode or spine label for a worn one. The cataloger deals with eProcessing request promptly because the record is already in the system, and this method does not require that materials be sent to Media Technical Services. Before sending an item to Media Technical Services for processing, see the section on Unprocessed Materials - Sending Materials to Media Technical Services.
To use the eProcessing Request form, consult the Library Media Support Site for detailed directions, or follow these abbreviated steps:
Log into hcpss.me and go to: https://docs.google.com/spreadsheets/d/1dvEmLYDiPvtYdydLHbvyIsMSj9ZoZML9SKZ3VPDTPBc/copy
Create a copy of the form and complete the form; share it with laura_ressler@hcpss.org
The form is automatically forwarded to the cataloger at Media Technical Services who will expedite the processing of the request.
Processing new items (a new barcode/item record to add the item to your collection):
All items that need a new barcode for that item (even if the title is already in the PAC), must be sent to Media Technical Services for processing. Before sending the items to be processed, stamp the material with the library media center name and place them in an appropriate package or box. Send a note with the materials to be processed; no special form is needed. If the item is not in the PAC, be sure to include the approval source (e.g., BOY 2010; SLJ 7/2010 p.45). Enclose any necessary documents (e.g., Selection Criteria for Media Materials form). If sending half a dozen or fewer items, they may be sent in the blue canvas Pony bag. For larger quantities of materials, complete and send to the Warehouse a Warehouse Pick-Up/Delivery Request form (available in the school front office), requesting that the materials be picked up from your school and delivered to Media Technical Services, Old Cedar Lane, Teacher Resource Center.
Problems with Materials
Occasionally problems are discovered upon receipt or during the use of materials. If this happens, follow these steps:
If an item arrives from Media Technical Services without a barcode, check the circulation module of the LS2 Staff (Staff Service) for the item. If the exact match is found for the author, title and ISBN, complete an eProcessing Request form.
If a barcode is lost, damaged, or removed from an item, you may print a replacement barcode yourself. Use LS2 Reports and run this report: Team Content > HCPSS Recommended Reports > Barcode Reports > Item Replacement Barcodes - Avery 5160.
Occasionally, there are items that are determined to be inappropriate for the collection due to subject matter, misleading review, etc. If the items are in good condition, send them to Media Technical Services with an explanatory note. The items will be removed from your collection and possibly re-assigned to another school. These deletes are not included in a school's weeding numbers. NOTE: This does not apply to items being removed due to age or wear.
As much as possible, we try to keep our cataloging uniform for the entire system. However, occasionally, an item may need to be reclassified. If there are items that need classification changes (e.g., Reference to Nonfiction), complete an eProcessing Request spreadsheet to submit your request.