CITY OF HOUSTON INVITATION TO BID (ITB)
Issued: July 23, 2021
BID OPENING Sealed bids, in duplicate, must be received by the City Secretary of the City of Houston, in the City Hall Annex, Public Level, 900 Bagby, Houston, Texas 77002, by 10:30 a.m. Thursday, August 26, 2021. Bids will be opened and publicly read in the City Council Chamber, at 11:00 a.m. on that date for the purchase of:
LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY BID INVITATION NO. S88-S29873 NIGP CODE: 998-18/MWBE: 0%
BUYER: Adeola Otukoya is the Buyer for this solicitation and she may be reached at 832.393.8786. Any questions regarding this solicitation should be submitted via e-mail at [email protected].
ELECTRONIC BIDDING: To submit an electronic bid for the items in this procurement, you must enter information in the required fields of the E-bid document through the “PLACE BID” icon which allows the registered bidder to print, sign, and submit the original sealed bid to the address referenced above. Please reference the solicitation name and bid invitation number on all correspondence.
PRE-BID CONFERENCE: The City of Houston’s Strategic Procurement Division has suspended ALL onsite Pre-Bid Conferences until further notice. Therefore, there will be a teleconference held for this Pre-Bid Conference on Wednesday, August 4, 2021 at 10:00 A.M. CST. The dial in number is +1 936-755-1521, Conference ID: 591 704 74#. It is the bidder's responsibility to ensure they have secured and thoroughly reviewed the solicitation documents prior to the Pre-Bid Conference.
ADDITIONAL INFORMATION AND SPECIFICATION CHANGES: Requests for additional information and questions should be addressed no later than Tuesday, August 11, 2021 at 4:00 P.M. CST. The City of Houston (the City) shall provide a written response to all questions received in writing before the solicitation due date. Questions received from all Bidder(s) shall be answered and sent to all Bidder(s) who are listed as having obtained the ITB.
IMPORTANT NOTICE ABOUT THE CITY’S EARLY PAYMENT DISCOUNT PROGRAM The City’s standard payment term is to pay 30 days after receipt of invoice or receipt of goods or services, whichever is later, according to the requirements of the Texas Prompt Payment Act (Tx. Gov’t Code, Ch. 2251). However, the City may pay in less than 30 days, at its option, in return for an early payment discount from the vendor.
Any revisions to be incorporated into this solicitation document arising from discussions before, during and subsequent to the pre-bid conference will be confirmed in writing by Letter(s) of Clarification prior to the bid due date. Verbal responses will not otherwise alter the specifications, terms, and conditions as stated herein.
The bid opening and the place of the bid opening may be transferred in accordance with subsection 15-45(c) of the City of Houston Code of Ordinances.
The City reserves the right to reject any or all bids, or to accept any bid or combination of bids deemed advantageous to it.
CITY EMPLOYEES ARE PROHIBITED FROM BIDDING ON THIS SOLICITATION IN ACCORDANCE WITH THE CODE OF ORDINANCES SECTION 15 - 1.
07/2021 Page 1 of 27 INVITATION TO BID FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
CONTENTS: SECTION A: OFFICIAL BID FORM SECTION B: ACRONYMS AND DEFINITIONS SECTION C: TECHNICAL SPECIFICATIONS SECTION D: GENERAL TERMS & CONDITIONS EXHIBIT I: LAWS, CODES, & SAFETY GUIDELINES EXHIBIT II: CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS EXHIBIT III: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS EXHIBIT IV: HOUSTON PUBLIC LIBRARY CATALOGING DEPARTMENT MANUAL
07/2021 Page 2 of 27 SECTION A. OFFICIAL BID FORM
LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY BID INVITATION NO. S88-S29873
Honorable Mayor and City Council Members:
The undersigned hereby proposes to furnish and deliver library books and audiovisual materials, FOB destination point as listed on the electronic bid form and on the individual Purchase Orders, in accordance with the Net Prices and other conditions shown herein, and in accordance with the City's Specifications and General Terms and Conditions. When issued, Letters of Clarification shall automatically become part of this bid document and shall supersede any previous specifications or provisions in conflict with the Letters of Clarification. It is the responsibility of the bidder to ensure that it has obtained such letters. By submitting a bid on this project, bidder shall be deemed to have received all Letters of Clarification and to have incorporated them into its bid. THE MANUFACTURER'S NAME, PRODUCT NAME AND PRODUCT NUMBER MUST BE DESIGNATED IN THE SPACE PROVIDED IF BIDDERS ARE BIDDING AN “OR EQUAL” ITEM.
The City may accept this bid offer by issuance of a Purchase Order on or before the 180th day following the day this Official Bid Form is opened by the City. This offer shall be firm for 180 days after the bid opening or until City Council awards the bid, whichever comes last, and this binding period may be extended by written agreement of the parties.
BIDDING AND AWARD
It is the intent of the City to award, on the basis of overall low net bid meeting specifications for the entire award; however, the right is reserved to accept or reject in whole or in part any or all bids received and to make an award on the basis of an individual item, combination of items or overall best value, as it is deemed in the best interest of the City. Bid tabulations are posted after the award is approved by City Council and made available on the Strategic Procurement Division’s website.
THIS IS A ONE-TIME FORMAL BID
SPECIAL BIDDERS NOTE
These bid documents are to be bid exactly as published or amended by any letter(s) of clarification that may be issued pertaining thereto.
LINE ITEM BIDS
Only one item may be bid for each referenced line item. To bid the referenced line item and an alternate, bidder must submit a separate bid form for each alternate item(s) with its own original signature page. Multiple bids for the same line item on one bid form will be just cause to reject a bid from further consideration.
COMPETITION INTENDED
It is the City’s intent that this ITB permits competition. It shall be the bidder’s responsibility to advise the Buyer in writing if any language, requirement, specifications, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in the ITB to a single source. Such notification must be received by the Buyer no later than seven (7) days prior to the date set for bids to open.
07/2021 Page 3 of 27 SECTION A. OFFICIAL BID FORM FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
PROTESTS
A protest shall comply with and be resolved according to the City of Houston Protest Administrative Policy 5-12 and rules adopted thereunder. For more information, go to: http://www.houstontx.gov/adminpolicies/5-12.pdf.
NO CONTACT PERIOD
Neither bidder(s) nor any person acting on bidder(s)’s behalf shall attempt to influence the outcome of the award by the offer, presentation or promise of gratuities, favors, or anything of value to any appointed or elected official or employee of the City, their families or staff members. All inquiries regarding the solicitation are to be directed to the designated City Representative identified on the first page of the solicitation. Upon issuance of the solicitation through the pre-award phase and up to the date the City Secretary publicly posts notice of any City Council agenda containing the applicable award, aside from bidder’s formal response to the solicitation, through the pre-award phase, written requests for clarification during the period officially designated for such purpose by the City Representative, neither bidder(s) nor persons acting on their behalf shall communicate with any appointed or elected official or employee of the City, their families or staff through written or oral means in an attempt to persuade or influence the outcome of the award or to obtain or deliver information intended to or which could reasonably result in an advantage to any bidder. However, nothing in this paragraph shall prevent a bidder from making public statements to the City Council convened for a regularly scheduled session after the official selection has been made and placed on the City Council agenda for action, or to a City Council committee convened to discuss a recommendation regarding the solicitation.
ANTI-BOYCOTT OF ISRAEL
Bidder certifies that Bidder is not currently engaged in and agrees for the duration of this Award not to engage in, the boycott of Israel as defined by Section 808.001 of the Texas Government Code.
ZERO TOLERANCE FOR HUMAN TRAFFICKING
The requirements and terms of the City of Houston’s Zero Tolerance Policy for Human Trafficking and Related Activities, as set forth in Executive Order 1-56, as revised from time to time, are incorporated into this Award for all purposes. Supplier has reviewed Executive Order 1-56, as revised, and shall comply with its terms and conditions as they are set out at the time of the Notice to Proceed. Supplier shall notify the Chief Procurement Officer of any information regarding possible violation by Supplier or its subcontractors providing services or goods under this Award within seven (7) days of Supplier becoming aware of or having a reasonable belief that such violations may have occurred, have occurred, or are reasonably likely to occur.
LOBBYING AND OTHER FORMS OF INFLUENCE PROHIBITED
Neither Bidder(s) nor any person acting on Bidder(s)’s behalf shall attempt to influence the outcome of the award by the offer, presentation or promise of gratuities, favors, or anything of value to any appointed or elected official or employee of the City of Houston, their families or staff members. All inquiries regarding the solicitation are to be directed to the designated City Buyer identified on the first page of the solicitation. Upon issuance of the solicitation through the pre-award phase and up to the award, aside from Bidder’s formal response to the solicitation, communications publicly made during the official pre-bid conference, written requests for clarification during the period officially designated for such purpose by the City Buyer, neither Bidder(s) nor persons acting on their behalf shall communicate with any appointed or elected official or employee of the City of Houston, their families or staff through written or oral means in an attempt to persuade or influence the outcome of the award or to obtain or deliver information.
07/2021 Page 4 of 27 SECTION A. OFFICIAL BID FORM FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
FEDERAL COMPLIANCE REGULATIONS
Bidder acknowledges that FEMA financial assistance may be used to fund this Agreement. Bidder shall comply with all applicable federal law, regulations, executive orders, FEMA policies, procedures, and directives, including but not limited to the requirements below and in Exhibit I:
1.1 Access to Records. Where the work is funded in whole or in part with Federal funds, the Vendor shall allow access by the State (e.g., TDEM), the City, the Federal agency (e.g., FEMA), and Comptroller General of the United States, or any of their duly authorized representatives to any books, documents, papers, and records of the Consultant which are directly pertinent to that specific contact for the purpose of making audits, examinations, excerpts, and transcriptions. Consultant agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. Consultant shall keep its books, documents, papers, and records available for this purpose for at least five years after the contract terminates or expires. This provision does not limit the applicable statute of limitations.
1.2 Contract Work Hours and Safety Standards. Vendor shall comply with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. Section 3701, et seq.) as supplemented by Department of Labor regulations (29 CFR Parts 3 and 5).
1.3 Debarment and Suspension. By submitting a proposal in response to this solicitation, Bidder certifies in accordance with Exhibit H that at the time of submission, Bidder is not on the Federal Government’s list of suspended, ineligible, or debarred entities. In the event placement on the list between of Bidder’s submission and time of award, the Bidder shall notify the Chief Procurement Officer. Failure to do so may result in default of the contract, if awarded.
PRESERVATION OF CONTRACTING INFORMATION
The requirements of Subchapter J, Chapter 552, Texas Government Code, may apply to this bid [or solicitation] and the contractor or vendor agrees that the contract can be terminated if the Vendor knowingly or intentionally fails to comply with a requirement of that subchapter.”
ADDITIONAL REQUIREMENTS
Bidding forms, specifications, and all necessary information should be downloaded from the Internet at https://purchasing.houstontx.gov by registering and downloading this solicitation document. By registering and downloading this solicitation document, all updates to this solicitation document will be automatically forwarded via e-mail to any registered bidder.
Additional forms will be required if your bid is recommended for an award. Please use the link above to access the forms required at the time of request.
NOTE: IF BIDDER IS RECOMMENDED FOR AN AWARD, THE BUYER OF RECORD WILL REQUEST FORMS AT A LATER DATE.
07/2021 Page 5 of 27 SECTION B CITY OF HOUSTON ACRONYMS AND DEFINITIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY INVITATION TO BID NO. S88-S29873
1. HPL- Houston Public Library 2. FTP/FTS – File Transfer Protocol/File Transfer Service 3. MARC – Machine readable cataloging 4. OCLC – Online Computer Library Center 5. RFID – Radio Frequency Identification 6. AV - Audiovisual 7. ISBN – International Standard Book Number 8. UPC – Universal Product Code 9. DVD – Digital Versatile Disc 10. ILS - Integrated Library System 11. EFT – Electronic Funds Transfer 12. EDI - Electronic Data Interchange 13. GN - Graphic Novel 14. PBK - Paperback. 15. FEMA - Federal Emergency Management Agency
07/2021 Page 6 of 27
SECTION C.
CITY OF HOUSTON TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY
1.0 GENERAL INFORMATION:
The Houston Public Library is currently seeking a qualified and experienced vendor to supply library books and audiovisual materials in a variety of formats including hardcover books, trade paperbacks, mass-market paperbacks, and DVDs. Vendor shall be responsible for the acquisition, original cataloging, copy cataloging, item conversion (online linking of item-level, copy specific information to appropriate bibliographic records), processing and delivery of the materials in a timely manner. The scope of work does not restrict or limit library acquisition of library materials in other formats, titles, publishers, or vendor in any way.
2.0 BACKGROUND:
2.1 The collection at the Kendall Neighborhood Library consisted of 66,241 books and audiovisual materials that were impacted during Hurricane Harvey in 2017. The list of material types and subjects needing to be replaced are provided at the e-bid site and on page 13 of the ITB. The HPL uses an ILS for acquisitions, cataloging, circulation, and a corresponding public access catalog. Vendor shall be able to work with the library’s ILS to provide complete material processing services.
2.2 Vendor will need to provide a list of titles for each category according to the parameters on the e-bid site for the HPL representative(s) to review prior to award.
3.0 BASIC SERVICES:
3.1 Order Formats:
3.1.1 Vendor must be able to accept orders transmitted in the following formats:
3.1.1.1 Electronic orders via enhanced EDI through the HPL’ s ILS 3.1.1.2 Electronic orders via Vendor’s proprietary system 3.1.1.3 E-mail 3.1.1.4 Printed selection lists 3.1.1.5 FTP/FTS 3.1.1.6 Fax Orders 3.1.1.7 Telephone Orders
3.2 Deliveries:
3.2.1 Calendar of Delivery:
3.2.1.1 Vendor shall submit a delivery schedule including service startup date. 3.2.1.2 Vendor shall propose a schedule with a tentative delivery date of January 5, 2022.
3.2.2 Primary and Secondary Point of Deliveries:
3.2.2.1 The primary point of delivery is as follows:
Kendall Neighborhood Library 609 N Eldridge Pkwy Houston, TX 77079.
3.2.2.2 All deliveries shall be in boxes via surface transport. Delivery should be inside, in place, and in carton. The Vendor shall pay the cost of delivery.
07/2021 Page 7 of 27
TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
3.0 BASIC SERVICES (CONTINUED):
3.2 Deliveries (Continued):
3.2.3 Secondary Point of Delivery:
3.2.3.1 The secondary point of delivery is as follows:
Houston Public Library Attn: LMS 500 McKinney Houston, TX 77002
3.2.4 The Vendor shall have the capability of drop-shipping shelf-ready materials in shelf order to the primary delivery location or secondary delivery location determined by library and Vendor, if needed. This requires the Vendor to create separate packaging lists and invoices for each shipment. The Vendor should include a description of the recommended processes and procedures.
3.2.5 The Vendor shall pay the cost of delivery.
3.2.6 Vendor shall indicate if they currently provide this service and which major public libraries utilize it on the Bidder’s Questionnaire.
3.3 Cataloging, Conversion, and Processing Services:
3.3.1 Vendor shall supply cataloging, processing, and conversion services in accordance with Houston Public Library Guidelines, Exhibit B.
3.3.2 Cataloging:
3.3.2.1 Vendor shall demonstrate the ability to catalog all formats including books and all AV at varying levels of cataloging such as basic MARC record, OCLC record, OCLC record modified, including original cataloging.
3.3.2.2 Vendor shall provide a list of libraries for which they have provided cataloging services.
3.3.3 Conversion:
Vendor shall provide 9XX linking of item level copy specific information to appropriate bibliographic records in accordance with the HPL’ s guidelines for item conversion.
3.3.4 Processing:
3.3.4.1 Vendor shall provide full processing of cataloged items. Items provided by the Vendor shall include but shall not be limited to barcodes and RFID tags, labels, and Mylar covers as specified in the library’s processing guidelines. RFID tags are required. Both the RFID tags and labels must be appropriate to item formats.
3.3.4.2 Vendor shall provide partial processing of items (books and AV) that will be cataloged by the library upon receipt.
3.4 System Software for Cataloging and Conversions:
3.4.1 Vendor shall implement programs and procedures compatible with the ILS.
3.4.2 Vendor shall ensure that catalog conversion items are converted to existing matching bibliographic records.
07/2021 Page 8 of 27 TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
3.0 BASIC SERVICES (CONTINUED):
3.4 System Software for Cataloging and Conversions (Continued):
3.4.3 Vendor shall ensure that the bibliographic records are created, if specified, in accordance with HPL’ s cataloging policy.
3.4.4 Vendor shall ensure that the OCLC database is updated to reflect HPL holdings of titles cataloged by Vendor.
3.5 System Software for Ordering:
3.5.1 Vendor shall ensure that the electronic ordering is directly interfaced with the ILS.
3.5.2 Electronic confirmations shall be required.
3.5.3 Vendor’s proprietary electronic ordering software must have the ability to accept a local order ID number that is ten (10) or more digits and a ten (10), and a thirteen (13) digit ISBN. Vendor must include the local order ID number on the invoice, line item by line item.
3.5.4 Vendor’s proprietary electronic ordering software must have the ability to accept multiple notes (at least 3) that are 25 characters or longer, ideally up to 250 characters.
3.5.5 Vendor shall be able to accept a combined system order and generate from that order separate shipments with shipment specific invoices and packing lists to facilitate drop shipments to primary and secondary locations. Packing lists are to be included in shipments.
3.6 System Software for Selection Services – Print:
3.6.1 Vendor shall provide a web-based online bibliographic database that interfaces effectively with the ILS to facilitate the orders. Vendor’s system software for selection services shall be able to perform the following functions for print:
3.6.1.1 Ability to search the system by ISBN, title, author, subject, series, keyword, and format on major fields, publisher, and Dewey Decimal classification system to Dewey one’s (e.g. 640, 641, 642…).
3.6.1.2 Ability to search on a combination of fields.
3.6.1.3 Ability to limit search by grade level, language, publication date, binding, and material type.
3.6.1.4 Ability to search by review source and its publication date desired, especially for Library Journal, Booklist, Kirkus Reviews, School Library Journal, Publisher’s Weekly, Hornbook, and New York Times Book Review.
3.6.1.5 Ability to sort retrieved records by publication date, author, title, Dewey Classification System, and series title. Sorting by local note field is highly desirable.
3.6.1.6 Ability to accurately show the Vendor’s current real-time inventory of items in the bibliographic database including items in stock and items on order.
3.6.1.7 Ability to select items from a results list and add or delete these items to a shopping cart–like list.
3.6.1.8 Ability for multiple users to have access to a list and for the library to control users’ access to lists for both viewing and editing purposes.
3.6.1.9 Ability to know during a search if an item is already on another library list, already ordered (with order status details), or in the library’s catalog. Duplicate checking by title as well as ISBN is highly desired.
3.6.1.10 Ability to download the bibliographic records in MARC format to the ILS.
07/2021 Page 9 of 27 TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
3.0 BASIC SERVICES (CONTINUED):
3.6 System Software for Selection Services – Print (Continued):
3.6.1.11 Ability to download the bibliographic records in comma delimited format to Microsoft Excel and Microsoft Access.
3.6.1.12 Availability of at least two (2) note fields with a minimum of 250 characters for each note field that can be downloaded as part of the order list.
3.6.1.13 Ability to automatically generate a report of expenditures on a single list by fund and location.
3.6.1.14 Ability to link from a title to records for all other formats of the same title listed in the Vendor’s database. Formats shall include but shall not be limited to large print, paperback, hardback, e-book, and DVD.
3.6.1.15 Ability to add orders to an item using a template with multiple locations and funds.
3.6.1.16 Ability to globally add or change funds, locations, quantities, and local notes for all items in a list is highly desirable.
3.6.1.17 Ability for at least 200 users to access Vendor’s database without charge.
3.6.1.18 Ability to provide fast system speed and reliability for multiple users.
3.7 System Software for Selection Services shall be able to perform the following functions for Audiovisual materials:
3.7.1 Ability to search the system by ISBN, title, stock number, product ID, UPC, publisher, actors/artists, songs, genres, and street date.
3.7.2 Ability to search on a combination of fields.
3.7.3 Ability to limit search by audience level, language, street date and/or publication date, and material type.
3.7.4 Ability to search by review source and its publication date, especially for Rotten Tomatoes, all music, or comparable sources, as well as, traditional library review sources.
3.7.5 Ability to sort retrieved records by street date, title, artist/actor, series, and sales rank. Sorting by local note field is highly desirable.
3.7.6 Ability to accurately show the Vendor’s current real-time inventory of items in the bibliographic database including items in stock and items on order.
3.7.7 Ability to select items from a results list and add or delete these items to a shopping cart–like list.
3.7.8 Ability for multiple users to have access to a list and for the library to control users access to lists for both viewing and editing purposes.
3.7.9 Ability to know during a search if an item is already on another library list, already ordered (with order status details), or in the Library’s catalog. Duplicate checking by title, as well as, ISBN/UPC is highly desired.
3.7.10 Ability to download the bibliographic records in machine readable cataloging MARC format to the ILS.
3.7.11 Ability to download the bibliographic records in comma delimited format to Microsoft Excel and Microsoft Access.
07/2021 Page 10 of 27 TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
3.0 BASIC SERVICES (CONTINUED):
3.7 System Software for Selection Services shall be able to perform the following functions for Audiovisual materials (Continued):
3.7.12 Availability of at least two (2) note fields with a minimum of 250 characters for each note field that can be downloaded as part of the order list.
3.7.13 Ability to automatically generate a report of expenditures on a single list by fund and location.
3.7.14 Ability to link from a title to records for all other formats of the same title listed in Vendor’s database.
3.7.15 Ability to add orders to an item using a template with multiple locations and funds.
3.7.16 Ability to globally add or change funds, locations, quantities, and local notes for all items in a list is highly desirable.
3.7.17 Ability for at least 200 users to access the Vendor’s database without charge.
3.7.18 Ability to provide fast system speed and reliability for multiple users.
3.8 Invoices and Records:
3.8.1 The Vendor shall provide the following services for invoices and Records:
3.8.1.1 Maintain records for an additional three (3) years after the award has expired.
3.8.1.2 Supply invoices in triplicate with a packing list specific to each invoice.
3.8.1.3 Generate packing lists and invoices for drop shipments resulting from combined system-wide orders.
3.8.1.4 Number the pages of all invoices beginning with page 1.
3.8.1.5 Mail invoices separately from merchandise shipped.
3.8.1.6 Include the following on a line-item basis on all invoices: Library Order ID, Quantity, Title, ISBN, List Price, Discounted Price, Discount Percentage, Extended Price. Vendor shall include Publisher’s Number for AV items when no ISBN is available.
3.8.1.7 Itemized invoices by title and any additional services.
3.8.1.8 Include the “Bill to” and “Ship to” addresses on all invoices and packing lists.
3.8.1.9 Electronic invoicing compatible with the library’s ILS.
3.8.1.10 Self-credit memos in electronic format at no charge to the library. Credit memos should be issued within 30 days of notification of the problem.
3.8.1.11 Apply combined payments for multiple invoices to the correct Vendor account(s). Note: The City pays multiple invoices on a single check or EFT that includes the information indicating which invoices are being paid.
3.8.1.12 Provide monthly status reports on canceled, unfilled, and delayed orders until all orders are complete.
3.8.1.13 Provide monthly statements of outstanding transactions for library account until all orders are complete.
3.8.1.14 Respond within 30 days of receipt of HPL reconciliation responses to the Vendor's monthly statement(s).
07/2021 Page 11 of 27 TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
3.0 BASIC SERVICES (CONTINUED):
3.8 Invoices and Records:
3.8.1.15 Provide an account representative assigned to the library account with toll-free telephone and toll-free fax numbers and e-mail address for customer service.
3.8.1.16 Provide a sample of invoice, packing list, status report, and monthly statement.
3.9 Inventory:
3.9.1 Vendor shall demonstrate the ability to provide a broad comprehensive spectrum of library materials in quantities to meet the needs of a large metropolitan public library system.
3.9.2 Vendor shall work with a wide range of publishers, including trade, university presses, small presses, foreign language presses, U.S. Government Printing Office, and specialty publishing houses. Vendor shall provide a list of publishers whose materials must be ordered direct.
3.9.3 Vendor shall demonstrate ability to maintain and store shipment for up to 90 working days, should the primary delivery location be unavailable for deliveries.
3.10 Performance Requirements:
3.10.1 Delivery time:
3.10.1.1 80% of all items back ordered and available from the publisher must be sent cataloged and processed (if specified), within 120 working days of receipt of order.
3.10.1.2 Fill rate for the award must meet or exceed ninety percent (90%) for all items ordered.
3.10.1.2.1 Cataloging error rate shall not exceed 2%. 3.10.1.2.2 Conversion error rate shall not exceed 2%. 3.10.1.2.3 Processing error rate shall not exceed 2%. 3.10.1.2.4 Invoicing error rate shall not exceed 2%. 3.10.1.2.5 Shipping error rate shall not exceed 2%. 3.10.1.2.6 Credit and replacement error rate shall not exceed 2%.
3.11 Post Award Meeting:
3.11.1 Once the award has been approved by the City Council, HPL may schedule a post award meeting with the successful Vendor and HPL’ s end users. This meeting will cover but not limited to the following:
3.11.2 Vendor shall identify the management team that will handle the library’s account including key personnel responsible for functions such as Collection Development Services, Orders, Cataloging, Conversion, Processing, Invoicing and Accounts Receivable.
3.11.3 Vendor shall describe their management plan to deal with the various functions they would be performing for the library, including their internal reporting structure and their internal and external communication methods.
3.11.4 Vendor shall describe their methods of quality control.
3.11.5 Vendor shall indicate how changes during the term of the award in various library specifications will be accommodated, i.e., changes in cataloging or processing specifications or changes in software.
07/2021 Page 12 of 27 TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED: LINE ITEMS WITH FULL DESCRIPTION.
No Material Language Item Type Item ADULT JUVENILE TEEN Number Collection Quantity Quantity Quantity
1 10060992 ENGLISH BOOK-JUV NONFICTION 6,434 Animals particularly mammals 12.5%, folk tales 5%, medical (610-619) 4.5, US history 4.5%, 550-559 4%; dinosaurs 4%, astronomy 3%, math 3%; also poetry, sports, performing arts, inventions, pets, science and science fair, holidays; All medicine books to be published within last 3 years 2 10060992 WORLD BOOK-JUV NONFICTION 140 LANGUAGE At least 70% of the titles published within the last 5 years 3 10060992 ENGLISH BOOK-TEEN NONFICTION 473 745.5 drawing 10%; 8% each short story, 300-319; 646-8; psychology 5%; then medicine, sports/performing arts, poetry, etc.; All medicine books to be published within last 3 years 4 10060992 WORLD BOOK-TEEN NONFICTION 8 LANGUAGE At least 70% of the titles published within the last 5 years
5 1060994 SPANISH BOOK FICTION 152 50% Spanish-original, 50% translations of popular authors and bestsellers from other languages. Emphasis on popular rather than literary fiction.
6 10060995 SPANISH BOOK GN 4 Non-series titles, 50% of titles published within last 5 years if possible 7 10060995 SPANISH DVD MEDIA 52 Feature films. 50% Mexican, 50% from other countries. 8 10060998 SPANISH BOOK NONFICTION 1,184 Focus on general interest titles of a practical nature, No academic titles. 80% mix of consumer health & medicine, Windows 10 and Office applications, crafts, cookbooks, how-to, ESL, 20% mix of other topics such as self-help, religion, history. 70% of titles to be published within the last 3 years.
9 10060999 SPANISH BOOK-JUV BIOGRAPHY 18 50% Popular sports and pop culture figures and 50% historical figures, 70% published within the last 5 years 10 10061008 ENGLISH BOOK BIOGRAPHY 990 70% New biographies* of figures who are either popular, historically important or relevant to current events. 30% Older biographies that are considered classic works (e.g. works of Robert Caro, Stephen Ambrose, etc.), *published within the last 5 years 11 10061009 ENGLISH BOOK FICTION 6,996 60% New works* by popular authors with a focus on romance, mysteries, historical fiction and literature. 40% Older works by deceased or established authors. No mass market paperbacks, *published within last 5 years
12 10061009 WORLD BOOK FICTION 454 LANGUAGE English translations and original fiction works in French.
07/2021 Page 13 of 27 TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
No Material Language Item Type Item ADULT JUVENILE TEEN Number Collection Quantity Quantity Quantity 13 10061010 ENGLISH BOOK GN 136 Works by seminal artists and illustrators such as R. Crumb, Alan Moore, Neil Gaiman, Joe Hill, Art Spiegelman, etc.; 60% published within last 5 years
14 10061010 ENGLISH BOOK LARGE PRINT 669 85% popular fiction, 15% nonfiction including biographies, 70% of titles to be published within last 5 years
15 10061010 ENGLISH DVD MEDIA 1,379 Feature films. 50% backlist blockbuster and award-winners. No documentaries, educational, or how-to.
16 10061010 WORLD DVD MEDIA 233 LANGUAGE Feature films other than Spanish. 20% Bollywood, 20% Chinese, 20% Vietnamese, 40% mix of other languages.
17 10061012 ENGLISH BOOK PBK 6,568 Mass market and trade paperback fiction. 20% Classic and modern literature as is often on HS reading lists, 30% romance, 30% mysteries,20% other genres. No Harlequins. 70% to have been published within last 5 years. 18 10061011 ENGLISH BOOK NONFICTION 9,802 Cooking - recipes and techniques 10%. Medicine - diseases, conditions, healthy living, pregnancy 10%. Psychology and self-help 5%. Computers, computer applications and programming 6%. Personal finance (330-332) 3%. Education and home schooling (370-379) 4%. Textiles and crafts (745- 747) 3%. English, poetry and literature (800-814) 5%. United States history (973-978) 3%. World War II and the Holocaust 2%. Travel - both domestic and foreign (914-918) 3%. Music (782-789) 3%. Sports and outdoor activities (796-799) 2%. Performing arts and activities (780-782) 2%. Fine arts and architecture (700-720) 2%. Business and accounting (657-658) 3%. Manufacturing and engineering (690s) 3%. Child rearing and parenting (649) 2%. Gardening (635) 2%. Mathematics (510-519) 2%. Religion - Christianity and theology (200-250) 3%. The remaining 22% can be evenly distributed across other Dewey ranges; All medicine and computer books to be published within last 3 years; 70% of cooking, psychology, self-help, personal finance, music, sports and outdoors, business & accounting, child rearing & parenting to be published within the last 5 years 19 10061011 WORLD BOOK NONFICTION 386 LANGUAGE French non-fiction books with an emphasis on cultural, artistic, cooking and literary topics. 70% of titles to be published within last 5 years
20 10061012 ENGLISH BOOK-JUV BIOGRAPHY 1,524 Popular sports and pop culture figures (10-20%), historical figures including African American and Latino-American biographies (80-90%), 70% published within last 5 years
21 10061012 ENGLISH BOOK-TEEN BIOGRAPHY 28 Popular pop culture figures, 70% published within last 5 years
07/2021 Page 14 of 27 TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
No Material Language Item Type Item Collection ADULT JUVENILE TEEN Number Quantity Quantity Quantity 22 10061014 ENGLISH BOOK-JUV BEGINRD 1,192 40% classic titles by established authors and 55% newly published material*, with a 5% mix of early non-fiction early readers, *published within last 5 years
23 10061014 ENGLISH BOOK-JUV BOARD-BK 215 80% will be new board book titles published within the last 3 years
24 10061014 ENGLISH BOOK-JUV GN 791 Bestsellers and new titles will make up fully 85% of this collection with the remaining 15% a distribution of replacements such as Baby-mouse and Dog Man, as well as title from school lists; 70% of titles published within last 3 years
25 10061014 WORLD BOOK-JUV GN 10 LANGUAGE The whole of this collection will focus on popular, best telling translated work 26 10061014 ENGLISH BOOK-TEEN GN 1,488 Popular authors such as Raina Telgemeier (10-20%); and popular series (manga and western in top tier of sales (80-90%); full runs where available, 50% of titles published within last 5 years if possible 27 10061014 WORLD BOOK-TEEN GN 8 LANGUAGE Most of this collection will focus on popular, best telling translated work 28 10061014 ENGLISH DVD-JUV MEDIA 524 80% animated, 20% live action. Educational and entertainment, including popular TV series such as Paw Patrol, Peppa the Pig, Sesame Street, & Dora the Explorer.
29 10061014 ENGLISH KIT-JUV MEDIA 146 Focus on beginning reader kits with picture book kits to fill in remainder 30 10061014 ENGLISH BOOK-JUV PBK 3,240 60% of this collection will focus on popular media tie-ins titles such as Legos or Paw Patrol with the remaining 40% a distribution of classic titles 31 10061014 ENGLISH BOOK-TEEN PBK 2,260 Teen Paperback Fiction Books 32 1006014 ENGLISH BOOK-JUV PICTURE-BK 6,789 40% well-known or award-winning titles such as Maurice Sendak's catalog and Eric Carle's work, with the remaining new material*, new material* published within last 5 years 33 10061014 WORLD BOOK-JUV PICTURE-BK 356 LANGUAGE 75% translated titles which are based on popular English materials, and the remaining 25% of original fiction, 50% published within past 5 years if possible 34 10061015 SPANISH BOOK-JUV NONFICTION 1,307
Dinosaurs, general biology, and craft books will make up the bulk of this collection with 30% for each. The remaining 10% will be a distribution of folk and fairy tales, poetry, and available history material.
07/2021 Page 15 of 27 TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
No Material Language Item Type Item Collection ADULT JUVENILE TEEN Number Quantity Quantity Quantity 35 10061015 SPANISH BOOK-TEEN NONFICTION 22 Due to limited variety and availability, 60% of this collection will focus on health* and popular culture, with the remaining 40% on history and science material; All health materials to have been published within last 3 years 36 10061020 SPANISH BOOK-JUV FICTION 247 At least 60% of this collection will be bestselling titles translated from English. The remaining 40% will be original fiction titles. 37 10061020 SPANISH BOOK-TEEN FICTION 94 70% will be new popular authors and series, of which nearly all will be paperback. The remaining 30% will be original teen fiction; 70% new within last 5 years 38 10061021 SPANISH BOOK-JUV BEGINRD 11 The availability is limited in this collection so it will focus on equally on translated beginning reader titles and new material. 39 10061021 SPANISH BOOK-JUV GN 37 Due to limited availability, all this collection will focus on popular titles, most with a media tie-in, such as those with superhero storylines and television characters 40 10061021 SPANISH BOOK-TEEN GN 7 Most of this collection will focus on popular, best telling translated work
41 10061021 SPANISH KIT-JUV MEDIA 14 Focus on beginning reader kits with picture book kits to fill in remainder 42 10061021 SPANISH BOOK-JUV PICTURE-BK 1,327 85% hardback Spanish picture books of new titles, 5% paperback new material, 60% published within past 5 years if possible 43 10061012 ENGLISH BOOK-JUV FICTION 5,083 60% New popular authors and series published within the last 5 years 44 10061012 WORLD BOOK-JUV FICTION 227 LANGUAGE Bilingual children's books in Russian and Farsi. 45 10061012 ENGLISH BOOK-TEEN FICTION 3,202 Popular authors and series both new (65%) hardbacks where available, 70% new within last 5 years 46 10061012 WORLD BOOK-TEEN FICTION 14 LANGUAGE 70% will be new popular authors and series. The remaining 30% will be original teen fiction; 70% new within last 5 years Total Items: 29,005 29,632 7,604 66,241
07/2021 Page 16 of 27 TECHNICAL SPECIFICATIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
NOTE: SUBMIT BIDDER’S QUESTIONNAIRE WITH BID RESPONSE
BIDDER’S QUESTIONNAIRE
In order to receive bid award consideration, the bidder must be able to demonstrate that it is currently providing or has had at least three (3) contracts, as a prime vendor, for delivering of library books and audiovisual materials that is similar in size and scope to this solicitation. The reference(s) should be included in the space provided below. Please attach another piece of paper if necessary. If references are not included with the bid, the bidder shall be required to provide such references to the City within five (5) working days from receipt of a written request from the City to do so. Bidder’s capability and experience shall be a factor in determining the vendor’s responsibility. Bidder must have references documenting that it has delivered library books and audiovisual materials.
1. Name: ______
Address: ______
City & State: ______
Name & Phone Number of Contact: ______Years of Services: ______
2. Name: ______
Address: ______
City & State: ______
Name & Phone Number of Contact: ______Years of Services: ______
3. Name: ______
Address: ______
City & State: ______
Name & Phone Number of Contact: ______Years of Services: ______
07/2021 Page 17 of 27
SECTION D
CITY OF HOUSTON GENERAL TERMS AND CONDITIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY
1.0 MINORITY AND WOMEN BUSINESS ENTERPRISES:
It is the City’s policy to ensure that Minority and Women Business Enterprises (MWBE) have full opportunity to compete for and participate in City Contracts. Vendor shall comply with the City’s MWBE Program as set forth in Chapter 15, Article V of the City of Houston Code of Ordinances. Vendor shall make good faith efforts to award subcontracts and supply agreements in at least 0% of the value of the Agreement to certified MWBEs. Vendor acknowledges that they have reviewed the requirements for good faith efforts on file with the Office of Business Opportunity (OBO), available at http://www.houstontx.gov/obo/docsandforms/goodfaithefforts.pdf, and will comply with the set forth requirements.
Contractor shall maintain records of subcontracts and supply agreements, if any, with certified MWBEs, containing language required herein. In addition, Contractor shall submit all disputes that may arise with MWBE subcontractors/supplies to mediation provided by the City, if directed to do so by the Office of Business Opportunity.
Contracts funded in whole or in part by federal funding are also subject to the requirement to solicit minority businesses, women’s business enterprises, and labor area surplus firms are used when possible, located at 2 C.F.R. § 200.321. The list of Labor surplus firms are provided at the Department of Labor’s website at https://doleta.gov/programs/lsa.cfm.
Regulation 2 C.F.R. § 200.321 requires, where subcontracting is permitted, contractors to take the following affirmative steps:
I. Solicitation Lists. The Contractor must place small and minority businesses and women’s business enterprises on solicitation lists.
II. Solicitations. The Contractor must assure that it solicits small and minority businesses and women’s business enterprises whenever they are potential sources.
III. Dividing Requirements. The Contractor must divide total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses and women’s business enterprises.
IV. Delivery Schedules. The Contractor must establish delivery schedules, where the requirement permits, which encourage participation by small and minority businesses and women’s business enterprises.
V. Obtaining Assistance. The Contractor must use the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.
Contractor must take these steps regardless of whether it has met the City’s MWBE goal referenced above.
2.0 PROMPT PAYMENT OF SUBVENDORS:
Vendor shall make timely payments to all persons and entities supplying labor, materials, or equipment for the performance of this award. VENDOR SHALL DEFEND AND INDEMNIFY THE CITY FROM ANY CLAIMS OR LIABILITY ARISING OUT OF VENDOR’S FAILURE TO MAKE THESE PAYMENTS.
07/2021 Page 18 of 27
GENERAL TERMS AND CONDITIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
3.0 TAXES:
3.1 The City is exempt from the Federal Excise and Transportation Tax, and the limited Sales and Use Tax. Unless the Bid Form or Specifications specifically indicate otherwise, the price bid must be net exclusive of above- mentioned taxes and will be so construed. A Vendor desiring refunds of, or exemptions from, taxes paid on merchandise accepted by the City, must submit the proper forms, and the Chief Procurement Officer, if satisfied as to the facts, will approve or issue the necessary certificates.
3.2 The tax exemption numbers are 74-600-1164 (Federal) and 1-74-600-1164-0 and (State/City).
4.0 VENDOR DEBT
If Vendor, at any time during the term of this award, incurs a debt, as the word is defined in Section 15-122 of the Houston City Code of Ordinances, it shall immediately notify the City Controller in writing. If the City Controller becomes aware that Vendor has incurred a debt, the Controller shall immediately notify Vendor in writing. If Vendor does not pay the debt within 30 days of either such notification, the City Controller may deduct funds in an amount equal to the debt from any payments owed to Vendor under this award, and Vendor waives any recourse, therefore.
5.0 REJECTIONS:
5.1 Articles not in accordance with samples and specifications must be removed by the Vendor and at his expense. All disputes concerning quality of supplies delivered under this invitation to bid will be determined by the Chief Procurement Officer or designated representative.
5.2 All articles enumerated in the invitation to bid shall be subject to inspection on delivery by an officer designated for the purpose and if found inferior to the quality called for, or not equal in value to the Department’s samples, or deficient in weight, measurements, workmanship or otherwise, this fact shall be certified to the Chief Procurement Officer who shall have the right to reject the whole or any part of the same.
6.0 BRAND NAME
Any manufacturer’s names, trade names, brand names, or catalog numbers used in the specifications are for the purpose of describing and establishing the general quality level, design and performance desired. Such references are not intended to limit or restrict bidding by other Vendors but are intended to approximate the quality design or performance, which is desired. Any bid, which proposes like quality, design or performance, will be considered. Equivalent products will be considered, provided a complete description and product literature is provided. Unless a specific exception is made, assumption will be that the item is bid exactly as specified on the Invitation to Bid.
7.0 SPECIFIED EQUIPMENT OR EQUIVALENT:
7.1 Wherever in the specifications any materials or processes are indicated or specified by patent of proprietary name and/or by name of manufacturer, such specifications shall be deemed to be used for the purpose of facilitating descriptions of the performance, materials and/or processes desired and shall be deemed to be followed by the words, "or equivalent", if not so stated in the specifications herein.
7.2 The burden of proof shall rest with the Bidder, in the course of a technical evaluation, to prove that the proposed item(s) are equivalent to the performance, materials, processes, or articles specified. DETERMINATION AS TO WHETHER THE ITEM(S) BID IS /ARE EQUIVALENT TO THOSE SPECIFIED SHALL REST SOLELY WITH THE CHIEF PROCUREMENT OFFICER AND THE RECEIVING DEPARTMENT.
07/2021 PAGE 19 OF 27
GENERAL TERMS AND CONDITIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
8.0 MEASUREMENTS:
The measurement stated for these items are approximates. The City reserves the right to accept items that are similar in size, if in the City's judgment, the item bid fulfills the intended purpose.
9.0 SILENCE OF SPECIFICATIONS:
The apparent silence of these specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only material and workmanship of the finest quality are to be used. All interpretations of these specifications shall be made on the basis of this statement. The Bidder shall be an established Vendor of the items bid.
10.0 WARRANTY:
A minimum warranty of twelve (12) months from Vendor and the manufacturer's warranty will be furnished on materials and workmanship shall be provided. The warranty period shall begin the day the City officially accepts the item. Any warranty work is to be completed within five (5) working days after receipt of item.
11.0 SUCCESSORS AND ASSIGNMENTS:
Vendor may not assign this award or dispose of substantially all of its assets without the written consent of the Chief Procurement Officer. Vendor’s failure to obtain such consent shall be an event of default, authorizing the Chief Procurement Officer to terminate this award according to its terms.
12.0 SHIPPING TERMS:
Prices shall be F.O.B. Destination to the delivery location designated herein or on a purchase order. The Vendor shall retain title and control of all goods until they are delivered, and award of coverage has been completed. All risk of transportation and all related charges shall be the responsibility of the Vendor. The Vendor shall file all claims for visible or concealed damage. The City will notify the Vendor promptly of any damaged goods and shall assist the Vendor in arranging for inspection.
13.0 DELIVERY:
13.1 The Vendor agrees to make delivery only upon receipt of duly signed and approved Purchase Order issued by the City’s Chief Procurement Officer or designee. Delivery made without such Purchase Order shall be at Vendor’s risk and shall leave the City the option of canceling any award implied or expressed herein.
13.2 Unless otherwise stated in the Bid Form or Specifications, delivery must be new and unused.
13.3 In the event that the deliveries of the supplies covered in the solicitation are not made within the number of days specified, or in the event that the supplies delivered are rejected and are not removed and replaced within the number of days specified in the official notice of rejection, the City reserves the right to terminate. The defaulting Vendor will be deemed non-responsible and will be disqualified from bidding on the solicitation if it is re-let by the City within ninety (90) days of such termination.
14.0 FORCE MAJEURE:
14.1 Timely performance by both parties is essential to the award. However, neither party is liable for delays or other failures to perform its obligations to the extent the delay or failure is caused by Force Majeure. Force Majeure means fires, floods, explosions, and other acts of God, war, terrorist acts, riots, court orders, and the acts of superior governmental or military authority.
14.2 This relief is not applicable unless the affected party does the following:
14.2.1 Uses due diligence to remove the Force Majeure as quickly as possible; and
14.2.2 Provides the other party with prompt written notice of the cause and its anticipated effect.
07/2021 PAGE 20 OF 27
GENERAL TERMS AND CONDITIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
14.0 FORCE MAJEURE (CONTINUED):
14.3 The City may perform or solicit functions itself during periods of Force Majeure. Such performance does not constitute a default or breach of this award by the City.
14.4 If the Force Majeure continues for more than 30 days, the Chief Procurement Officer or Director upon written authorization by the Chief Procurement Officer may terminate this award by giving 30 days' written notice to Vendor. This termination is not a default or breach. VENDOR WAIVES ANY CLAIM IT MAY HAVE FOR FINANCIAL LOSSES OR OTHER DAMAGES RESULTING FROM THE TERMINATION EXCEPT FOR AMOUNTS DUE AT THE TIME OF THE TERMINATION.
15.0 INVOICING:
15.1 Mail invoices to the Accounts Payable Section of the department and to the address, as noted on the individual purchase order.
15.2 Delivery tickets and packing slips shall contain the same information as the invoice.
15.3 Invoices shall reflect the purchase order number’s, quantities, unit cost, and extended cost for prompt payment.
16.0 PAYMENT:
16.1 The City’s standard payment term is to pay 30 days after receipt of invoice or receipt of goods or services, whichever is later, according to the requirements of the Texas Prompt Payment Act (Tx. Gov’t Code, Ch. 2251). However, the City will pay in less than 30 days in return for an early payment discount from vendor as follows:
- Payment Time - 10 Days: 2% Discount - Payment Time - 20 Days: 1% Discount
16.2 If the City fails to make a payment according to the early payment schedule above but does make the payment within the time specified by the Prompt Payment Act, the City shall not receive the discount, but shall pay no other penalty. When the payment date falls on a Saturday, Sunday, or official holiday when City offices are closed, and City business is not expected to be conducted, payment may be made on the following business day.
17.0 RELEASE:
PRIME VENDOR AGREES TO AND SHALL RELEASE THE CITY, ITS AGENTS, EMPLOYEES, OFFICERS, AND LEGAL REPRESENTATIVES (COLLECTIVELY THE “CITY”) FROM ALL LIABILITY FOR INJURY, DEATH, DAMAGE, OR LOSS TO PERSONS OR PROPERTY SUSTAINED IN CONNECTION WITH OR INCIDENTAL TO PERFORMANCE UNDER THIS AGREEMENT, EVEN IF THE INJURY, DEATH, DAMAGE, OR LOSS IS CAUSED BY THE CITY’S SOLE OR CONCURRENT NEGLIGENCE AND/OR THE CITY’S STRICT PRODUCTS LIABILITY OR STRICT STATUTORY LIABILITY.
18.0 INDEMNIFICATION:
18.1 PRIME VENDOR AGREES TO AND SHALL DEFEND, INDEMNIFY, AND HOLD THE CITY, ITS AGENTS, EMPLOYEES, OFFICERS, AND LEGAL REPRESENTATIVES (COLLECTIVELY THE “CITY”) HARMLESS FOR ALL CLAIMS, CAUSES OF ACTION, LIABILITIES, FINES, AND EXPENSES (INCLUDING, WITHOUT LIMITATION, ATTORNEYS’ FEES, COURT COSTS, AND ALL OTHER DEFENSE COSTS AND INTEREST) FOR INJURY, DEATH, DAMAGE, OR LOSS TO PERSONS OR PROPERTY SUSTAINED IN CONNECTION WITH OR INCIDENTAL TO PERFORMANCE UNDER THIS AGREEMENT INCLUDING, WITHOUT LIMITATION, THOSE CAUSED BY:
(1) PRIME VENDOR’S AND/OR ITS AGENTS’, EMPLOYEES’, OFFICERS’, DIRECTORS’, VENDORS’, OR SUBVENDORS’ (COLLECTIVELY IN NUMBERED PARAGRAPHS 1-3, "PRIME VENDOR") ACTUAL OR ALLEGED NEGLIGENCE OR INTENTIONAL ACTS OR OMISSIONS;
(2) THE CITY’S AND PRIME VENDOR’S ACTUAL OR ALLEGED CONCURRENT NEGLIGENCE, WHETHER PRIME VENDOR IS IMMUNE FROM LIABILITY OR NOT; AND 07/2021 PAGE 21 OF 27
GENERAL TERMS AND CONDITIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
18.0 INDEMNIFICATION (CONTINUED):
(3) THE CITY’S AND PRIME VENDOR’S ACTUAL OR ALLEGED STRICT PRODUCTS LIABILITY OR STRICT STATUTORY LIABILITY, WHETHER PRIME VENDOR IS IMMUNE FROM LIABILITY OR NOT.
18.2 PRIME VENDOR SHALL DEFEND, INDEMNIFY, AND HOLD THE CITY HARMLESS DURING THE TERM OF THIS AGREEMENT AND FOR FOUR YEARS AFTER THE AGREEMENT TERMINATES. PRIME VENDOR’S INDEMNIFICATION IS LIMITED TO $500,000 PER OCCURRENCE. PRIME VENDOR SHALL NOT INDEMNIFY THE CITY FOR THE CITY'S SOLE NEGLIGENCE.
18.3 INDEMNIFICATION PROCEDURES:
(1) Notice of Claims. If the City or Prime Vendor receives notice of any claim or circumstances which could give rise to an indemnified loss, the receiving party shall give written notice to the other party within 10 days. The notice must include the following:
(a) a description of the indemnification event in reasonable detail, (b) the basis on which indemnification may be due, and (c) the anticipated amount of the indemnified loss.
This notice does not stop or prevent the City from later asserting a different basis for indemnification or a different amount of indemnified loss than that indicated in the initial notice. If the City does not provide this notice within the 10-day period, it does not waive any right to indemnification except to the extent that Prime Vendor is prejudiced, suffers loss, or incurs expense because of the delay.
(2) Defense of Claims
(a) Assumption of Defense. Prime Vendor may assume the defense of the claim at its own expense with counsel chosen by it that is reasonably satisfactory to the City. Prime Vendor shall then control the defense and any negotiations to settle the claim. Within 10 days after receiving written notice of the indemnification request, Prime Vendor must advise the City as to whether or not it will defend the claim. If Prime Vendor does not assume the defense, the City shall assume and control the defense, and all defense expenses constitute an indemnification loss.
(b) Continued Participation. If Prime Vendor elects to defend the claim, the City may retain separate counsel to participate in (but not control) the defense and to participate in (but not control) any settlement negotiations. Prime Vendor may settle the claim without the consent or agreement of the City, unless it (i) would result in injunctive relief or other equitable remedies or otherwise require the City to comply with restrictions or limitations that adversely affect the City, (ii) would require the City to pay amounts that Vendor does not fund in full, (iii) would not result in the City’s full and complete release from all liability to the plaintiffs or claimants who are parties to or otherwise bound by the settlement.
19.0 WORKER'S COMPENSATION INSURANCE:
On any City award with a labor component or any award where Vendor delivery people make deliveries for City sites, Worker's Compensation Insurance as shown in the Insurance Section is required.
20.0 INSURANCE:
20.1 If performance of this award requires Vendor to provide labor in addition to supplies, labor and materials, the Vendor shall have and maintain in effect insurance coverage and furnish certificates of insurance showing the City as an additional insured, in duplicate form, prior to the beginning of the award. The City shall be named as an additional insured on all such policies except Worker's Compensation. The issuer of any policy shall have a Certificate of Authority to transact insurance business in the State of Texas or have a Best's rating of at least B+ and a Best's Financial Size Category of Class VI or better, according to the most current edition of Best's Key Rating Guide, Property-Casualty United States. Comprehensive General Liability including Contractual Liability and Automobile Liability insurance shall be in at least the following amounts:
07/2021 PAGE 22 OF 27
GENERAL TERMS AND CONDITIONS FOR LIBRARY BOOKS AND AUDIOVISUAL MATERIALS FOR THE HOUSTON PUBLIC LIBRARY, CONTINUED:
20.0 INSURANCE (CONTINUED):
20.1 Automobile Liability Insurance for autos furnished or used in the course of performance of this award including Owned, Non-owned, and Hired Auto coverage (Any Auto coverage may be substituted for Owned, Non-owned and Hired Auto coverage.) If no autos are owned by Vendor, coverage may be limited to Non-owned and Hired Autos. If Owned Auto coverage cannot be purchased by Vendor, Scheduled Auto coverage may be substituted for Owned Auto coverage. EACH AUTO USED IN PERFORMANCE OF THIS AWARD MUST BE COVERED IN THE LIMITS SPECIFIED - $1,000,000.00 Combined Single Limit.
20.2 Worker's Compensation including Broad Form All States endorsement shall be in statutory amount.
20.3 All insurance policies required by this award shall require by endorsement that the insurance carrier waive any rights of subrogation against the City, Vendor shall give 30 days’ written notice to the Director if any of its insurance policies are cancelled, materially changed or non-renewed. Within such thirty (30) day period Vendor, covenants that it will provide other suitable policies in lieu of those about to be cancelled so as to maintain in effect the coverage required under the provisions hereof. Failure or refusal of the Vendor to obtain and keep in force the above-required insurance coverage shall authorize the City, at its option, to terminate this award at once.
20.4 ONLY UNALTERED ORIGINAL INSURANCE CERTIFICATES, EXCLUDING ANY ALTERATION AND INITIALS REGARDING CANCELLATION WHICH IS MADE TO MEET CITY REQUIREMENTS, AS ENDORSED BY THE UNDERWRITER ARE ACCEPTABLE. PHOTOCOPIES ARE UNACCEPTABLE.
20.5 All certificates of insurance submitted by Vendor shall be accompanied by endorsements for additional insured coverage in favor of the City for Commercial General Liability and Automobile Liability policies; and waivers of subrogation in favor of the City for Commercial General Liability, Automobile Liability, and Worker's Compensation/Employers' Liability policies. For a list of pre-approved endorsement, forms see http://purchasing.houstontx.gov/forms/Sample_Insurance_Endorsements.pdf. The Director will consider all other forms on a case-by-case basis.
21.0 CRIMINAL JUSTICE INFORMATION SYSTEMS (CJIS) COMPLIANCE (Applicable to Houston Police Department (H.P.D.) Occupied Facilities):
The Houston Police Department recognizes that by allowing physical or logical (electronic) access to H.P.D. facilities or network resources, people may gain access to information or systems they are statutorily prohibited from accessing. To comply with state and federal regulations, the Houston Police Department is required to document and investigate access requests to be sure access is necessary and permitted. Bidders/Respondents, therefore, agree to review the Criminal Justice Information Systems (CJIS) process and related documents located at http://www.houstontx.gov/police/cjis/hpdvendorcertification.htm and shall comply with the terms and requirements therein.
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EXHIBIT I Laws, Codes, & Safety Guidelines
Federally-Funded-Contract. The successful bidder will be required to execute a standard City of Houston agreement. Vendors should be advised that once a project is awarded it will be a unit- price contract. Vendors acknowledges that Federal Emergency Management Agency (FEMA) financial assistance may be used to fund this Agreement and will comply with all applicable Federal laws, regulations, executive orders, FEMA requirements. The contract will be subject to a not to exceed amount which the awarded contractor exceeds at its own risk.
The City Intends to Utilize Federal Funding for the Agreement. In addition other federal, state, and local funding sources, the City intends to utilize federal funding The selected Vendor must comply with all applicable governing local, state, and federal laws, executive orders, regulations, requirements, and guidelines, including but not limited to FR-6066-N- 01, FR-6109-N-01, 24 C.F.R. part 570, and 2 C.F.R. part 200 and other Federal requirements. The selected Vendor shall comply with all laws, codes and safety guidelines applicable to the work being performed. For all laws, codes and safety guidelines cited here or elsewhere in specifications, the revision or edition in effect at the time of performance of the work shall apply. The laws, codes, and safety guidelines to be followed shall include, but are not limited to the following:
Compliance with Environmental Laws. Selected Vendor shall comply with all laws relating to environmental matters including, without limitation, those relating to fines, orders, injunctions, penalties, damages, contribution, cost recovery compensation, losses or injuries resulting from the release or threatened release of hazardous materials, special wastes or other contaminants into environment and to generation, use, storage, transportation, or illegal disposal of solid wastes, hazardous materials, special wastes or other contaminants including, without limitation, the Comprehensive Environmental Response and Compensation and Liability Act (42 US.C § 9602 et seq.), the Hazardous Material Transportation Act (49 U.SC. § 1801 et seq.), the Resource Conservation and Recovery Act of 1976(42 USC. § 6901 et seq.), the Clean Water Act (33 U.S.C. § 1251 et seq.), the Clean Air Act (42 U.SC. § 7401 et seq.) The Toxic Substances Control Act of 1976 (15 U.S.C. § 2601 et seq.), the Safe Drinking Water Act (42 U.S.C. § 300f), the Occupational Safety and Health Act of 1970 (29 U.S.C §& 651 et seq.), the Emergency Planning and Community Right-to-know Act (42 U.S.C § 11001 et seq.), Texas Commission on Environmental Quality (TCEQ) (415 ILCS 5/1 through 5/56.6) and the Municipal Code of the City of Houston, each as amended or supplemented, and any analogous future or present local, state or Federal statutes, rules and regulation promulgated thereunder or pursuant thereto, and any other present or future law, ordinance, rule regulation, permit or permit condition, order or directive regulating, relating to or imposing liability or standards of conduct concerning any hazardous materials or by Federal government, any state or any political subdivision thereof, or any agency, court or body of the Federal government, any state or any political subdivision thereof, exercising executive, legislative, judicial, regulatory or administrative functions (collectively, “Environmental Laws”).
Permits. The Vendor shall at their own expense and in its own name obtain and maintain all permits, licenses, vehicle stickers, certificates and licenses required by the City and/or other State or Federal requirements as may be necessary to legally perform its obligation.
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EXHIBIT II CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS - LOWER-TIER COVERED TRANSACTIONS
This Agreement is a covered transaction for purposes of the debarment and suspension regulations implementing Executive Order 12549, Debarment and Suspension (1986) and Executive Order 12689, Debarment and Suspension (1989) at 2 C.F.R. Part 3000 (Non- procurement Debarment and Suspension). As such, Vendor is required to confirm that none of the Vendor, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).
INSTRUCTIONS FOR CERTIFICATION
1. By signing and submitting this proposal, the Vendor (referred to herein as the “prospective lower tier participant”) is providing the certification set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances.
4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from covered transactions, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Non-Procurement Programs.
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8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AN VOLUNTARY EXCLUSION—LOWER TIER COVERED TRANSACTIONS
1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.
2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
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EXHIBIT III
CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The Contractor, ______, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.
Name of Contractor RFP or ITB No.
Signature Printed Name
Title Date
07/2021 PAGE 27 OF 27 Houston Public Library Cataloging Department Manual – Q2.2019
TABLE OF CONTENTS
PART I - GENERAL CATALOGING POLICY ...... 1
A. STANDARDS ...... 1
1. Description, headings, etc...... 1
2. Formats ...... 1
3. Classification schedules ...... 1
4. Subject headings ...... 1
5. Cutter...... 1
B. GENERAL POLICY ...... 1
1. Call number ...... 1
2. Cutter...... 2
3. Subject headings ...... 3
4. Genre headings...... 4
5. Series ...... 4
6. Accompanying material ...... 5
7. Indexes or supplements ...... 6
8. Large print editions ...... 6
9. New or revised editions, etc...... 6
10. Reprints, reissues ...... 6
11. Diacritics ...... 6
12. Target Audience in fixed field ...... 6
13. Prefixes for printouts...... 6
14. Bilingual materials ...... 7
15. Mixed Orders ...... 8
16. Quotations ...... 8 Houston Public Library ii Cataloging Department – Manual Q2.2019
17. Comp copies...... 8
18. ISBNs in open entries ...... 8
19. ISBN deletions ...... 9
20. Delete ...... 9
21. Delete ...... 9
22. Keep ...... 9
23. Tag 040 ...... 9
24. Tag 049 ...... 9
25. Keep ...... 9
26. Keep ...... 9
27. Keep ...... 9
28. Tag 653 ...... 9
29. URLs ...... 9
30. When cataloging a new title ...... 10
31. Copy catalogers should not ...... 10
C. WORLD LANGUAGE MATERIALS ...... 10
1. GENERAL POLICY ...... 10
2. SUBJECT HEADINGS ...... 10
3. CALL NUMBER ...... 10
4. DESCRIPTION...... 11
5. DIACRITICS OR ORIGINAL SCRIPTS ...... 11
6. NON FILING CHARACTERS ...... 11
7. PREFIXES FOR PRINTOUTS ...... 12
8. BILINGUAL MATERIALS ...... 12
PART II - MONOGRAPH COLLECTION ...... 13
SECTION I: ADULT MATERIALS ...... 13 Houston Public Library iii Cataloging Department – Manual Q2.2019
A. GENERAL POLICY ...... 13
B. ADULT FICTION ...... 13
C. ADULT NON FICTION...... 17
SECTION II: YOUNG ADULT MATERIALS ...... 25
A. GENERAL POLICY ...... 25
SECTION III: JUVENILE MATERIALS ...... 26
A. GENERAL POLICY ...... 26
B. JUVENILE FICTION ...... 27
C. JUVENILE EASY BOOK (PICTURE BOOK) ...... 29
D. JUVENILE NON FICTION ...... 30
SECTION IV: LITERATURE (BELLES LETTRES) CALL NUMBER ...... 35
A. GENERAL POLICY ...... 35
B. SHAKESPEARE (822.33) ...... 39
C. LATIN LITERATURE (870s) ...... 41
D. GREEK LITERATURE (880s) ...... 43
SECTION V: SERIAL CATALOGING ...... 45
A. GENERAL POLICY ...... 45
B. PERIODICALS...... 45
C. STANDING ORDERS ...... 45
SECTION VI: GENEALOGY COLLECTION ...... 47
A. GENERAL POLICY ...... 47
B. CALL NUMBER (092 field) ...... 47
C. FAMILY MATERIALS ...... 47
D. GEOGRAPHIC MATERIALS ...... 48
E. PERIODICAL TITLES ...... 52
F. AV GENEALOGICAL MATERIAL ...... 52 Houston Public Library iv Cataloging Department – Manual Q2.2019
G. HERALDRY BOOKS ...... 52
H. SHIPMENT LISTS OF IMMIGRANTS ...... 53
I. OTHER TOPICAL MATERIALS ...... 53
SECTION VII: TEXAS COLLECTION, MILSAPS COLLECTION & WARREN G. CULBERTSON ADULT SPECIAL COLLECTION ...... 54
A. PREFIXES FOR PRINTOUTS ...... 54
B. CALL NUMBER (092 FIELD) ...... 54
C. VALUABLE ITEMS ...... 54
D. SPECIAL AND FINE PRESSES ...... 54
E. FICTION ...... 55
F. TEXAS STATE DOCUMENTS ...... 55
G. JUVENILE MATERIALS ...... 55
SECTION VIII: NORMA MELDRUM SPECIAL COLLECTION ...... 56
A. PREFIXES FOR PRINTOUTS ...... 56
B. CALL NUMBER (092 FIELD) ...... 56
SECTION IX: GREGORY SCHOOL ...... 57
A. PREFIXES ...... 57
B. CALL NUMBER ...... 57
C. FICTION ...... 57
D. JUVENILE MATERIALS ...... 57
SECTION X: SCORE COLLECTION ...... 58
A. Catalog new titles ...... 58
B. Vocal music is ...... 58
C. Use original publisher ...... 58
D. If score does not ...... 58
E. Per cataloger’s judgment...... 58
F. Do not use a gmd ...... 58 Houston Public Library v Cataloging Department – Manual Q2.2019
SECTION XI: SHEET MUSIC COLLECTION ...... 59
A. Catalog new titles ...... 59
B. Enter the call number ...... 59
SECTION XII: LITERACY COLLECTION ...... 60
A. HPL orders ...... 60
B. Call number (092 field) ...... 60
C. Add ...... 60
SECTION XIII-A: LOCAL AUTHOR COLLECTION (BRIEF RECORD) ...... 61
A. HPL receives ...... 61
B. Call number (092 field) ...... 61
C. Add ...... 61
D. Add ...... 61
E. Add ...... 61
F. Some Local Author titles ...... 61
G. If an OCLC record is available, ...... 61
H. If Collection Development ...... 61
SECTION XIII-B: LOCAL AUTHOR COLLECTION (FULL CATALOGING) ...... 62
Some titles designated ...... 62
A. Call number (092 field) ...... 62
B. Add ...... 62
C. Ill holdings ...... 62
SECTION XIV: PAPERBACK CLASSICS ...... 63
A. HPL orders ...... 63
B. Paperback classics ...... 63
C. Call number (092 field) ...... 63
SECTION XV: UNCATALOGED PAPERBACK ...... 64 Houston Public Library vi Cataloging Department – Manual Q2.2019
A. HPL has ...... 64
B. Call number (090 field) ...... 64
C. If a fuller record ...... 64
PART III - AUDIOVISUAL COLLECTION ...... 65
A. GENERAL CATALOGING POLICY ...... 65
1. Descriptions, headings, etc...... 65
2. Formats ...... 65
3. Subject Headings ...... 65
4. Genre headings...... 65
5. General Material Designation ...... 65
6. Edition ...... 65
7. Call number (092 field) ...... 66
8. Target Audience in fixed field ...... 66
9. Diacritics ...... 66
10. Prefixes for printouts...... 66
11. Accompanying materials ...... 67
12. Kits ...... 67
13. Mixed Orders (Collection Development order of Adult and YA, or Juvenile and YA, or Juvenile and Adult) ...... 68
14. Tag 040 ...... 68
15. Tag 049 ...... 68
16 URL...... 68
B. FORMATS ...... 68
1. MUSIC SOUND RECORDINGS...... 68
2. AUDIOBOOKS ...... 73
3. DVDs (DIGITAL VIDEO DISCS) ...... 75
4. BLU-RAYs ...... 78 Houston Public Library vii Cataloging Department – Manual Q2.2019
5. ELECTRONIC RESOURCES...... 79
6. PRIORITIES ...... 80
7. We formerly cataloged ...... 80
8. MAPS ...... 80
9. MICROFORMS (Microfilm, Microfiche) ...... 81
ATTACHMENT FOR SPANISH LANGUAGE MATERIALS ...... 83
APPENDIX I ...... 84
PREFIXES FOR PRINTOUTS ...... 84
A. PREFIXES FOR LANGUAGES ...... 84
B. PREFIXES FOR FORMATS AND GENRES ...... 85
C. LOCATION ...... 86
Houston Public Library Page 1 of 86 Cataloging Department – Manual Q2.2019
PART I - GENERAL CATALOGING POLICY
A. STANDARDS
1. DESCRIPTION, HEADINGS, ETC.: Catalog new titles according to current edition of Anglo American Cataloging Rules (AACR2 rev.) as modified by the Library of Congress Rule Interpretations (LCRI). Accept records cataloged according to Resource Description and Access (RDA); in the 040 field, these have ǂe rda. Do not change these to follow AACR2.
2. FORMATS: Use current edition of OCLC Bibliographic Formats and Standards. Print periodicals should be cataloged with non-standard material type “q”. Use the non-standard material type “w” for e-journals and other web resources. Use the standard material type “o” for non-standard Collection Development–designated kits.
3. CLASSIFICATION SCHEDULES: Use current Dewey Decimal Classification. HPL generally adopts DDC18 covering the 800s and at the same time strictly adheres to long established practices and exceptions, some of which are beyond reason, consistency, or mnemonics.
4. SUBJECT HEADINGS: Use Library of Congress Subject Headings (LCSH), Subject Headings for Children (SHFC), Library of Congress Genre Form Terms (LCGFT), Lista de encabezamientos de materias para bibliotecas (lemb), or Bilindex (bidex) to verify and assign subject access points. Delete Sears subject headings, Medical Subject Headings (MeSH), and National Library of Medicine subject headings (NLM). Accept BISAC, and World Headings in 6XX _7.
5. CUTTER: Use Three Figure Cutter Sanborn Author Table (3 figure Cutter) for general collection. Use C.A. Cutter's Two Figure Author Table (2 figure Cutter) for literary criticism.
B. GENERAL POLICY
1. CALL NUMBER: Enter the call number in the 092 field on the bibliographic record using implicit subfield a, b, and f. See individual sections for specifics of call number. Adult call number is the first call number entered on the bibliographic record followed by Juvenile, Clayton, or Texas Room, if used. If HPL call number appears in the 090, 099, or 590 fields, move it to the 092 field. Use separate call number fields (092) for each. Exceptions: 090 for uncats, and 099 for archival collections.
Books in other languages which we already own in English should have the same call number as the English-language version.
Houston Public Library Page 2 of 86 Cataloging Department – Manual Q2.2019
Examples:
GRISH El asociado [in Spanish translation] GRISH The associate, by John Grisham B C641 Wo de ren sheng [in Chinese translation] B C641 My Life, by Bill Clinton We use 086 only for U.S. documents or Texas documents. Delete a 086 field if it is not a U.S. or Texas document. Examples:
Texas documents without 092: 086 Z TA265.8 C627 1998 ǂ2 txdocs Club management guide, by Texas 4 H & Young development Program
Texas document with 092: 086 G242.5 M 973 2001 ǂ2 txdocs 092 338.4778 T335 The Texas music industry directory: the annotated source book of the Texas music industry, by Casey T. Monahan
U.S. document without 092: 086 CC 1.35 Statistics of communications common carriers
U.S. document with 092: 086 LC 1.6/4:N 21 092 016.973497 L697 Many nations ... by Library of Congress
2. CUTTER: Use 3 figure Cutter for general adult and young adult (YA) collections. Use 2 figure Cutter for adult and YA literary criticism. Use 1 letter for juvenile materials and 3-figure Cutter for juvenile biographies and juvenile literary criticism. For AV materials see individual sections.
a. Cutter for the word as it is on the record.
1) Cutter for acronyms, abbreviations, and initialisms without punctuation as a word. Examples:
L111 LA M116 MacArthur M478 McClellan M685 MLS N279 NATO Houston Public Library Page 3 of 86 Cataloging Department – Manual Q2.2019
S134 Saint Antoine U58 United States, US or U.S. (EXCEPTION)
2) Cutter acronyms, abbreviations or initialisms with punctuation by the first letter of the acronym or abbreviation (dashes are treated as punctuation). Examples:
L111 L.A. M111 M.L.S. N111 N**A N111 N.A.T.O. R578 Rin-Ne S798 St. Augustine 3) Compound surnames are treated as single surnames. Examples:
D362 De Lory L879 Los Cabos L793 Lloyd Webber V182 Valle Inclán V224 Van Dalsem V241 VanDer Velpen V248 Van Dyke
4) Numerals are spelled out in the language of the item Examples:
T974 2000 P953 1a. (primera [Spanish word for first]) U93 U2 (Musical group)
3. SUBJECT HEADINGS: Use current Library of Congress subject headings. If the record contains any English-language 6xx fields that are not LCSH, they must be either deleted or modified to meet LC practice.
EXCEPTION: BISAC headings: These are bookstore-type headings, often in ALL CAPS. Do not delete, validate, or verify them.
Spanish: For Spanish materials add or retain Spanish subject headings in 6XX _7.
Example: Ser padres: siete estrategias para educar bien a sus hijos 650 _0 Parent and child 650 _7 Padres y hijos. ǂ2 bidex Houston Public Library Page 4 of 86 Cataloging Department – Manual Q2.2019
Other languages: Retain subject headings that are in the same language as a non-English book; they may be useful to customers. Retain also English subject headings on non-English books, because they can be useful to staff helping customers.
For world language materials, other than Spanish and French, keep general genre headings. Upgrade a 650 to 655. Examples:
Fu gui yao, by Zhang Dachun 655 _0 Short stories, Chinese. Aşk gidiyorum demez, by Duygu Asena 655 _0 Turkish fiction.
4. GENRE HEADINGS: Use 655 _7 for genre headings using ǂ2 for source code of headings. For specific genre headings refer to Guidelines on subject access to individual works of fiction, drama, etc., 2nd ed. (GSAFD) or Library of Congress Gerne/Form Terms (LCGFT).
Examples:
655 _7 Occult fiction. ǂ2 gsafd 655 _7 Comedy films. ǂ2 lcgft
For Spanish language materials add or retain the Spanish genre headings. Retain foreign language genre headings that are in the language of the item. Delete all other foreign language genre headings except "Bildungsroman".
For mystery stories, we will use either "655 _7 Detective and mystery stories. ǂ2 lcsh" or "655 _7 Mystery fiction. ǂ2 gsafd". If a record has "650 _0 Detective and mystery stories", we will change this to "655 _7 Detective and mystery stories. ǂ2 lcsh". If there is not a subject heading, add "655 _7 Mystery fiction. ǂ2 gsafd".
If order records from Collection Development have a note that says MYST, SF, or WEST, make sure the appropriate genre heading is on the bib record. (SF can be used for either science fiction or fantasy.) If the bib record has genre headings, but the order record has no corresponding Collection Development genre note, keep the genre headings in the bib record.
Examples:
Death on the Nile MYST 655 _7 Mystery fiction. ǂ2 gsafd Riders of the Purple Sage WEST 655 _7 Western stories. ǂ2 gsafd Starship Troopers SF 655 _7 Science fiction ǂ2 gsafd The Hobbit SF 655 _7 Fantasy fiction ǂ2 gsafd
5. SERIES: Follow LC or PCC decisions to trace or not to trace series titles. If LC decision cannot be found, follow current AACR2. Use the same call number but separate bibliographic records for titles published in the following series. Check the ILS for precedents.
a. Centennial field guide. Use 557.3 C397 Houston Public Library Page 5 of 86 Cataloging Department – Manual Q2.2019
b. Dictionary of literary biography: Use 809 D554 c. Fathers of the Church. Use 281.1 F252 d. Flying the colors : (name of state)
If books in this series are for one state use the Dewey number for the state and make sure you Cutter for the state.
Example: Georgia facts. Use 975.8 G352
e. The Holocaust (published by Garland). Use 940.5315 H754 f. International library of Afro-American life and history. Use 973.0496 I61 g. International library of Negro life and history. Use 301.45196 I61 h. Legal almanac series. Use 347 L496 i. Living earth (All have same LC# also). Use 574.5 L785 j. Loeb classical library:
1) Latin authors: Call number: 870 L825 MARC record: 440 _0 Loeb classical library [Latin authors]
2) Greek authors: Call number: 880 L825 MARC record: 440 _0 Loeb classical library [Greek authors]
k. Music-in-print-series. (Cutter by title). Use 016.78 Cutter number l. Off-off Broadway festival plays. Use 812.04 O32 m. Original narratives of early America history. Use 973.2 O69 n. Pelican history of art. Use 709 P384 o. Vernon’s Texas codes annotated. Use 349.764 T355 p. Wappenbuch. Use W252 ǂf GERMAN q. World survey of climatology series. Use 551.6 C639 r. World nature encyclopedia
ADULT: Catalog under series title. Cutter: W927 JUVENILE: Catalog under individual authors. Use single letter author Cutter number. Be sure there is a 400 series note.
s. {Name of philosopher} in 90 minutes: Use philosophy call number, not biography call number.
6. ACCOMPANYING MATERIAL: Notes should be added according to current AACR2 rev.
HPL policy: "... where accompanying materials could be readily circulated as a single physical piece, such as a disc or map in a folder in the back of the primary piece, or where additional packaging to facilitate circulation as a single physical piece is readily available (e.g. multiple Houston Public Library Page 6 of 86 Cataloging Department – Manual Q2.2019
cassettes), we could continue to strictly adhere to current AACR2 rev. Most materials which fit neither situation are ephemeral and will be treated as such. If the cataloger has any doubt about whether such an item is ephemeral, the title will be passed from head of cataloging to Collection Development who will solicit input from the ordering agency if needed."
7. INDEXES OR SUPPLEMENTS: They are cataloged based on AACR2 rev. The index or supplement uses the same call number as the material indexed. Cutter by main entry.
8. LARGE PRINT EDITIONS: The large print edition of a title (fiction or nonfiction) must have a separate bibliographic record from its regular print record. Catalog per AACR2 rev. The fixed field Form is “d” for juvenile, YA, and adult.
The call numbers for both large print and regular print need to match. However, when we have already cataloged the printed version in the 700s or 800s (biography) and we receive the large print book for the same title, as of July 1, 2009, we will catalog the large print book according to our new policy (use "B").
Add “Large print” after the number of pages in this form: 300 __ 493 pages (large print) ; ǂc 24 cm. Also add the following subject heading for all large print books: 655 _0 Large type books. Genre prefixes apply to large print.
9. NEW OR REVISED EDITIONS, ETC.: Give the new or revised edition of a title the updated Dewey number if available.
10. REPRINTS, REISSUES: If a publisher or a known subsidiary publishes a reprint or reissue, treat the title as a duplicate and add ISBNs to the record. If the reprint or reissue is published by a different publisher, create a new bibliographic record unless the title is a fiction work.
11. DIACRITICS: Accept or supply all diacritics. For Spanish and other foreign language materials make corrections as needed.
12. TARGET AUDIENCE IN FIXED FIELD:
a. Adult collection: Use blank. b. YA collection: Use “d". c. Juvenile collection: Use "j".
13. PREFIXES FOR PRINTOUTS: Prefixes and formats are always written on the printout when necessary, in this sequence: AUDIENCE, FORMAT, LOCATION, LANGUAGE, GENRE.
The most commonly used prefixes are:
+ Juvenile YA Young adult fiction and nonfiction
Houston Public Library Page 7 of 86 Cataloging Department – Manual Q2.2019
CD Compact disc KIT Kit MAP Map DVD Digital video disc R Reference S Stacks FR French SP Spanish VI Vietnamese MYST Detective and mystery stories (use only for books) SF Science fiction/Fantasy (use only for books) WEST Western stories (use only for books)
Examples: Juvenile Reference Spanish item in the stacks + S R SP
Young adult Spanish item YA SP
Young adult mystery item YA MYST
Adult science fiction/Fantasy SF
Juvenile Audio book Spanish mystery in the stacks + CD S SP MYST
For the complete prefix list, see Appendix I.
14. BILINGUAL MATERIALS: Items with substantial text in two languages are assigned to the language whose speakers are the intended users.
Houston Public Library Page 8 of 86 Cataloging Department – Manual Q2.2019
Example: English collection: Selected odes of Pablo Neruda (all poems in both languages; published for English speakers)
This includes language-learning materials and bilingual dictionaries:
Examples: English collection: Portuguese for dummies Spanish collection: Ingles para Latinos (=English for Latinos) German collection: Taschenwörterbuch Kroatisch, Kroatisch-Deutsch Deutsch-Kroatisch French collection: Larousse dictionnaire de poche espagnol/français français/espagnol English collection: English-Russian Russian-English dictionary (Katzner)
Totally bilingual materials are given the non English prefix, e.g. an English/Spanish title has the prefix SP for Spanish. Example: Spanish collection Colors! = ¡Colores! (a “bilingual, bicultural” picture book)
Spanish collection Merriam-Webster’s Spanish-English Medical Dictionary = Diccionario médico Español-Inglés Merriam-Webster
Multilingual materials are given the non English prefix which is most useful to the local clientele, e.g., an English/Spanish/Swahili title has the prefix SP for Spanish.
EXCEPTIONS: GEN, TXR, SPC (Special Collections), materials in the Loeb classical library series, and art catalogs, have no language prefix.
15. MIXED ORDERS: Mixed Orders (Collection Development order of Adult and YA, or Juvenile and YA, or Juvenile and Adult): clarify it with Collection Development. Target audience reflects the majority at the time of cataloging.
16. QUOTATIONS: All quotations are classed in 808.88, regardless of subjects or audience level. EXCEPTION: Shakespeare.
17. COMP COPIES: These should be distributed to the appropriate location in Central (IFIC, INFC, IWLC, IMED, IYAC, or ICCR) unless there is a note from Collection Development staff.
18. ISBNS IN OPEN ENTRIES: When adding new volume(s) to an open entry record in the ILS, add the new volume’s ISBN number and volume number.
Example: 020 9780345512307 (v. 23) Tsubasa (a manga graphic novel) Houston Public Library Page 9 of 86 Cataloging Department – Manual Q2.2019
As of February 16, 2015, graphic novels receive monographic records rather than having ISBN’s added to open entry records and this practice has been discontinued.
19. ISBN DELETIONS: Delete large print and e-book ISBNs from regular print records to reduce confusion. Do not delete 020 ǂz if format is the same as the item being cataloged.
20. DELETE price from 020 ǂc.
21. DELETE these tags: 029 duplicate 055 060 090, except that uncats should have 090 _ _ UNCATALOGED PAPERBACK in the bib record 263 776 938
22. KEEP multiple 035s.
23. TAG 040: It is required that all originally cataloged records in the ILS have the tag 040 __TXN to indicate an HPL record.
24. TAG 049: It is required that all bibliographic records in the ILS have the tag “049 TXNM”. Acquisitions uses this tag when ordering materials.
25. KEEP tag 084.
26. KEEP tag 240.
27. KEEP tag 242 (“Translation of Title by Cataloging Agency”) for records in any foreign language when one is present in the OCLC record, since this may help the reference staff when helping a customer looking for a particular subject/title.
28. TAG 653: Copy catalogers should keep it on foreign language records. Catalogers should convert it to an authorized subject heading, or delete it.
29. URLS: Delete tag 856 from records if they cover table of contents, publisher's description or cover art. For an 856 that does not meet this criteria, use cataloger’s judgment to determine usefulness to the customer. If useful, verify the URL in the bibliographic record to see if it is valid. If it is invalid, delete it.
Houston Public Library Page 10 of 86 Cataloging Department – Manual Q2.2019
30. WHEN CATALOGING A NEW TITLE, be sure to insert an HPL dummy item to everything reference, circulating, Clayton, Texas Room, etc. If it is a NO CAT and we have the book in hand, there should already be a dummy item, so don’t add another one.
31. COPY CATALOGERS SHOULD NOT change encoding levels. Catalogers should only change Elvl to I if they upgrade record in OCLC to meet I standards.
C. WORLD LANGUAGE MATERIALS
1. GENERAL POLICY Follow the same rules used for English materials, except for the provisions that follow.
2. SUBJECT HEADINGS A. STANDARD LISTS: For Spanish, the primary list of subject headings is the most current edition of the Bilindex (general, medical, technical). The most current edition of the Bilindex (general, medical, technical). Use source code bidex in subfield 2 of the 650s.
When BILDEX does not provide the term, use Lista de encabezamientos de materia para bibliotecas (LEMB) 1998. Use source code "lemb" in subfield 2 of the 650s. Queens Library subject headings are acceptable (source code “qlsp”).
B. OTHER LANGUAGE SUBJECT HEADINGS: Accept subject headings in the language of the item and English subject headings according to LCSH. Delete subject headings in other languages.
C. SUBJECT HEADINGS NOT TO USE/DELETE: Do not use the subject heading "Spanish language materials," “French language materials” or the like. When downloading OCLC records, delete these if present.
D. LOCAL SUBJECT HEADING LIST: Also use the HPL list of headings in Spanish when applicable. (See “Attachment for Spanish Language Materials”.) When adding headings from this list use "4" in second indicator of the 650s.
3. CALL NUMBER: Apply the general policy for call number.
A. EXCEPTION: Chinese, Japanese, Korean, and Vietnamese materials with Chinese, Japanese, Korean, and Vietnamese names: When the surname is 2 or 3 letters, make the call number a full 5 letters using the next name that follows the surname.
Examples: CAIXI Zhang wang jie wang, by Cai Xiaohan (Chinese author) KIMHU Namhan sansong, by Kim Hun (Korean author)
Houston Public Library Page 11 of 86 Cataloging Department – Manual Q2.2019
B. IF THERE IS A DIACRITIC in the first five letters of the main entry and the item is fiction, do not include a diacritic in the call number.
C. THE CRITERIA TO CATALOG materials in a foreign language as “E”, is based on the reading level of the readers who have the language fluency of the language in which the book is written. For example, if a book is written in Italian for very young Italian readers, it will be placed in “E”.
D. THE PRACTICE OF CUTTERING for the title of graphic novels also applies to foreign language materials. For non-Roman languages use the Romanized title to supply the cutter number. Examples: 741.59597 T449 Thơ bảy màu: timeline ċa tui có gì?, by Huỳnh Thái Ngọc (Vietnamese graphic novel) 741.5952 S556 Shingeki no kyojin = Attack on Titan. 1, by Isayama Hajime (Japanese graphic novel)
4. DESCRIPTION A. TRANSLATIONS: Always indicate if the item is or includes a translation by using 041 and 240 tags and optionally 242 tags. If the work used for the translation was not the language in which the original work was published, include a note indicating the source language when indicated on the material.
Documents and other publications of international organizations (UN, OAS, Inter American Bank, etc.), though usually published in all official languages, may not always be actual translations (i.e., may be simultaneously produced by language specialist teams following transcripts in different languages after hearings, meetings, conferences, etc.). In this case, indicate the existence of versions in other languages when the information is available. Example: 546 Also published in French, Portuguese, and English.
B. CONTENTS NOTE: When applicable, especially in the case of collections of stories, music CD's, etc., include an enhanced contents note (505 full or partial).
C. LANGUAGE NOTE: Provide a note, such as “In Korean,” indicating the language of the text in tag 546.
5. DIACRITICS OR ORIGINAL SCRIPTS Use the correct diacritics, including text in capital letters. Bear in mind that OCLC records, including DLC records, often have missing or incorrect diacritics. If there is a diacritic in the first five letters of the main entry and the item is fiction, do not include a diacritic in the call number. If the original script is available in the 880s in OCLC, retain the original script.
6. NON FILING CHARACTERS Houston Public Library Page 12 of 86 Cataloging Department – Manual Q2.2019
Articles in other languages should be similarly accounted for. For assistance with this, please see the Manual of World Languages for Librarians.
For Spanish, the non-filing character values correspond to the definite articles el, la, los, las and lo (when not used as a pronoun); and the indefinite articles un, una (when not used as a pronoun), unos, unas. "Uno" is not an article.
Example: 808.23 B458 La bendita manía de conta, Taller de Guión de Gabriel García Márquez POP INVAS INVAS Los Invasores de Nuevo Leon, by Los Invasores De Nuevo Leon
7. PREFIXES FOR PRINTOUTS - Language prefixes for printouts are in Appendix I.
8. BILINGUAL MATERIALS Items with substantial text in two languages are assigned to the language whose speakers are the intended users. Example: English collection: Selected odes of Pablo Neruda (all poems in both languages; published for English speakers)
This includes language-learning materials and bilingual dictionaries: Examples: English collection: Portuguese for dummies Spanish collection: Ingles para Latinos (=English for Latinos) German collection: Taschenwörterbuch Kroatisch, Kroatisch-Deutsch Deutsch- Kroatisch French collection: Larousse dictionnaire de poche espagnol/français français/espagnol English collection: English-Russian Russian-English dictionary (Katzner)
Totally bilingual materials are given the non English prefix, e.g. an English/Spanish title has the prefix SP for Spanish. Example: Spanish collection Colors! = ¡Colores! (a “bilingual, bicultural” picture book) Spanish collection Merriam-Webster’s Spanish-English Medical Dictionary = Diccionario médico Español-Inglés Merriam-Webster
Multilingual materials are given the non English prefix which is most useful to the local clientele, e.g., an English/Spanish/Swahili title has the prefix SP for Spanish.
EXCEPTIONS: GEN, TXR, SPC (Special Collections), materials in the Loeb classical library series, and art catalogs, have no language prefix. Houston Public Library Page 13 of 86 Cataloging Department – Manual Q2.2019
PART II - MONOGRAPH COLLECTION
SECTION I: ADULT MATERIALS
A. GENERAL POLICY 1. PREFIXES FOR PRINTOUTS: Prefixes and formats are always written on the printout when necessary, in this sequence: AUDIENCE, FORMAT, LOCATION, LANGUAGE, GENRE.
2. TARGET AUDIENCE IN FIXED FIELD: Use blank.
3. BILINGUAL MATERIALS: Items with substantial text in two languages are assigned to the language whose speakers are the intended users. Example: English collection: Selected odes of Pablo Neruda (all poems in both languages; published for English speakers) This includes language-learning materials and bilingual dictionaries: Examples: Spanish collection: Ingles para Latinos (=English for Latinos) German collection: Taschenwörterbuch Kroatisch, Kroatisch-Deutsch Deutsch- Kroatisch French collection: Larousse dictionnaire de poche espagnol/français français/espagnol English collection: English-Russian Russian-English dictionary (Katzner)
Totally bilingual materials are given the non-English prefix if the intended audience is indeterminate, e.g. an English/Spanish title has the prefix SP for Spanish.
Example: Spanish collection Colors! = ¡Colores! (a “bilingual, bicultural” picture book)
Multilingual materials are given the non-English prefix which is most useful to the local clientele, e.g., an English/Spanish/Swahili title has the prefix SP for Spanish.
EXCEPTIONS: GEN, TXR, SPC (Special Collections), materials in the Loeb classical library series, and art catalogs have no language prefix.
B. ADULT FICTION 1. NEW FICTION: Create a bibliographic record if the title (regardless of imprint) is new to Houston Public Library system or if there is a significant change in format or content (i.e. new translator or a change in the number of volumes requires a new record). Houston Public Library Page 14 of 86 Cataloging Department – Manual Q2.2019
2. DUPLICATE FICTION: A fiction title is considered a duplicate to HPL if the title is already owned by HPL, regardless of imprint (publisher or publication date). Use the existing bibliographic record. If the item is an anniversary edition (indicated by a 250 field containing Platinum, Silver, or Golden anniversary edition, etc.), consider it a duplicate if there is no significant departure from the main material. In the case of significant content change, create a new record and do not treat as a duplicate.
Examples: SANDE Elantris, by Brandon Sanderson (10th anniversary author’s definitive edition)[contains new preface and afterword, a related short story, and expanded appendix but the main content remains unchanged. Treat as a duplicate.] YA MEYER Twilight ; Life and death: A reimagining of the classic novel, by Stephanie Meyer (Special 10th anniversary edition)[Contains original novel but also a completely new, full length version where the main character is male and is bound back-to-back and upside down. Treat as new.]
If the record shows a one letter call number, update the call number to five letters, reflecting the first five letters of the first significant word of the main entry. Do not change item call number(s).
EXCEPTION: If the fiction title is a critical edition containing annotations, create a separate bibliographic record and class in the 800s.
Example: 810.9 As I lay dying, by James Roberts (Lincoln, NE: Cliff Notes, 1969)
3. CALL NUMBER (092 FIELD)
a. Author main entry: Use capital letters. Use up to 5 letters of the author's last name, without using letters from the following word.
Examples: HEMIN The sun also rises, by Ernest Hemingway POE The black cat, by Edgar Allan Poe FIFTY Playground, by 50 Cent, with Laura Moser
Compound surnames are treated as single surnames.
Examples: DARTT The battle of Evernight, by Cecilia Dart-Thornton VANWO Mr. Murder, by Laura Van Wormer Houston Public Library Page 15 of 86 Cataloging Department – Manual Q2.2019
DIAZB Sákara, by Ana Diaz Barge STCRO Defiance : a Strange angels novel, by Lili St. Crow. TI Power & beauty: a love story of life on the streets, by Tip “T.I.” Harris with David Ritz 100 0_ T.I., |d1980-
EXCEPTION: Chinese, Japanese, Korean, and Vietnamese materials with Chinese, Japanese, Korean, and Vietnamese names: When the surname is 2 or 3 letters, make the call number a full 5 letters using the next name that follows the surname.
Examples: CAIXI Zhang wang jie wang, by Cai Xiaohan (Chinese author) KIMHU Namhan sansong, by Kim Hun (Korean author)
b. Title main entry: Use capital letters. Use 5 letters from the first significant word/words of the main entry. For entries with fewer than 5 letters, use available letters. Example: NORES No rest for the dead, edited by Andrew F. Gulli and Lamia J. Gulli (one story, with each chapter written by a different author)
4. ONE WORK OR A COLLECTION OF WORKS OR SHORT STORIES BY ONE OR TWO AUTHORS: These are cataloged under the first author and assigned up to five letters of the first author's last name.
Example: HENRY Stories, by O. Henry (Englewood, Calif.: Prentice Hall, 1962) MCCAF Catacombs: a tale of the Barque cats, by Ann McCaffrey and Elizabeth Ann Scarborough
5. COLLECTION OF WORKS BY THREE OR MORE AUTHORS: Stories written by 3 or more authors are treated as a collection (single literary form) or anthology (various literary forms). These are classified in the 800s rather than assigning 5 letters.
6. COLLECTION OF SHORT STORIES BY THREE OR MORE AUTHORS: Class collections of short stories with no specific subject and regardless of language or origin (American, British, German, French, Italian, Spanish, Latin or Greek) at 808.831.
Example: 808.831 All my relations : an anthology of contemporary Canadian fiction. (Norman, Okla.: Univ. of Oklahoma Press, 1992)
Houston Public Library Page 16 of 86 Cataloging Department – Manual Q2.2019
Class collections of short stories by three or more authors with a specific subject or genre under the appropriate 808.83… number.
808.831 G458 A gift of love, by Jude Deveraux ... [et al.]. 808.83872 B627 Black noir: mystery, crime, and suspense stories by African- American writers, edited by Otto Penzler. 808.838738 A258 After shocks : an anthology of So-Cal horror, edited by Jeremy Lassen. 808.838762 V258 Vanishing acts : a science fiction anthology, edited by Ellen Datlow 808.838766 L511 Legends : short novels by the masters of modern fantasy, edited by Robert Silverberg.
7. GENRE HEADINGS: Accept all appropriate genre headings (655 fields). When no genre headings are present, use cataloger’s judgment for supplying them or not supplying them. When Collection Development specifies that a book be cataloged as a mystery, science fiction, western, graphic novel, manga, or young adult fiction, be sure that the appropriate genre heading for those collections is in the bibliographic record: Mystery fiction; Science fiction or fantasy fiction as appropriate; Western stories; Young adult fiction; Graphic novels; Manga.
8. TEXAS ROOM & MILSAPS COLLECTION FICTION: Use Dewey number 813 and expand using the period table according to when the author flourished by best determination. Once an author is held by HPL, look for precedence and class together. Use 3 figure Cutter for the main entry.
Example: 813 M478 Terms of endearment, by Larry McMurtry
9. ADULT GRAPHIC NOVELS: Catalog in the 700s. EXCEPTION: Class topically nonfiction graphic novels with the specific subject. Per cataloger’s judgment, fixed field “LitF” (i.e., literary form) can be either 0 or 1.
Also add the following subject heading for all graphic novels: 655 _0 Graphic novels.
Add the following subject heading for graphic novels bound right to left in the traditional manga format: 655 _7 Manga. $2 local
As of September 10, 2015, Cutter numbers are always assigned with series information found in the 240, 245, or 490 field, rather than exclusively the main entry. If the item is not part of a series, use the first significant word of the title. Exercise cataloger’s judgement and examine established precedent in determining the source of the Cutter. Houston Public Library Page 17 of 86 Cataloging Department – Manual Q2.2019
Follow the normal rules for creating 3-figure Cutters. If an existing bibliographic record shows a graphic novel cuttered for main entry, update the cutter number to reflect the new rules. Do not change item call number(s).
Examples: 741.5973 L897 Comics dementia: a love and rockets book, by Gilbert Hernandez [Love and rockets is the title of the main series, also present in the 490 field] 741.5973 H282 Step aside, pops: a Hark! A vagrant collection, by Kate Beaton [Webcomic series title is Hark! A vagrant, also present in 240 field] 741.5973 S264 The savage sword of Conan. Volume 21, by Roy Thomas [Cuttered for series and 245 field, Savage sword of Conan] 741.5973 C743 Conan. Volume 18, The damned horde, by Roy Thomas [Cuttered for series and 245 field, Conan] 741.5973 J52 John Constantine, Hellblazer. Volume 12, How to play with fire, by Paul Jenkins [Cuttered for series and 245 field, John Constantine, Hellblazer] 741.5973 C758 Constantine. Volume 4, by Ray Fawkes, writer ; Edgar Salazar, artist [Cuttered for series and 245 field, Constantine] 741.5973 A489 The amazing Spider-man. 4, Graveyard shift, by Dan Slott & Christos Gage [Cuttered for series and 245 field, Amazing Spider-man] 741.5973 M643 Miles Morales: Ultimate Spider-Man. Ultimate Collection, Book 3, by Brian Michael Bendis [Cuttered for series and 245 field, Miles Morales: Ultimate Spider-Man] 741.5952 T971 12beast. Volume 1, by Okayado [Cuttered for series and 245 field, 12beast, following general cuttering rules for numbers] 741.5973 D383 Democracy, by Alecos Papdatos [Cuttered for 245 field only, no series] 741.59597 T449 Thơ bảy màu: timeline ċa tui có gì?, by Huỳnh Thái Ngọc (Vietnamese graphic novel) 741.5952 S556 Shingeki no kyojin = Attack on Titan. 1, by Isayama Hajime (Japanese graphic novel)
10. GRAPHIC NOVELS VS. COMICS: Selectors will designate certain comic titles originally published in newspapers that tend to have consistent authors as comics and will place these titles in nonfiction files. Catalog these titles as nonfiction by using 741.56(plus geographic addition) and Cuttering for the main entry as with all other regular nonfiction titles. Examples: 741.56973 G685 Walt Disney’s Mickey Mouse color Sundays. Volume 4, Call of the wild, by Floyd Gottfredson.
741.56973 S427 What was that all about? : 20 years of strips and stories, by Jerry Scott (A Zits collection)
11. EDITION: An edition statement is not used in the call number for fiction.
C. ADULT NON FICTION Houston Public Library Page 18 of 86 Cataloging Department – Manual Q2.2019
1. CALL NUMBER (092 FIELD):
a. Dewey number (implicit subfield a): Go as far as possible to the seventh digit without breaking a facet or subdivision, unless the facet or subdivision originates in Table 1 or Table 2. Apply this rule when adding standard subdivisions from Table 1 and numbers from Tables 2 7. A facet may be used without further subdivisions. See latest DDC for instructions. DLC suggested call numbers are preferred when accurate. Examples: 791.43/6520396073 Black city cinema, by Paula J. Mason Suggested Dewey for HPL classification number is: 791.4365203
305.42/09945/1 The first stone: some questions about sex and power, by Helen Garner Suggested Dewey for HPL classification number is: 305.4209945
b. Cutter number (subfield b): Use 3 figure Cutter.
EXCEPTIONS:
1. For non-biographic personal treatment for individuals whose discipline classes in the 700s (e.g. painters, musicians, actors, etc.), cutter for the individual and add a workmark for main entry. This will serve to collocate books about the work of these artists.
EXCEPTION: Sports figures shall receive the cutter for the main entry.
Examples: 741.64 T649H The art of the Hobbit by J. R. R. Tolkien, by Wayne G. Hammond and Christina Scull 759.2 B636H William Blake, by Robin Hamlyn 759.5 M692R Modigliani, by Claude Roy 781.64309 D621I Willie Dixon : preacher of the blues, by Mitsutoshi Inaba. [criticism and interpretation of the blues singer’s music] 782.4216609 L157R Lady Gaga/Terry Richardson, by Terry Richardson 782.42166 S769A It ain’t no sin to be glad you’re alive: the promise of Bruce Springsteen, by Eric Alterman 791.430233 S423M The Scorsese psyche on screen : roots of themes and characters in the films, by Maria T. Miliora. 791.430233 C672F The dude abides: the gospel according to the Cohen brothers, by Cathleen Falsani Houston Public Library Page 19 of 86 Cataloging Department – Manual Q2.2019
796.33264 F785 Loser takes all : Bud Adams, bad football & big business, by Ed Fowler [history and criticism of football coach. Cuttered by main entry]
2. For non-biographic treatment of a musical group, class in the appropriate number, cutter for the group, and add a workmark for the author/main entry.
Examples: 782.4216 B369S Meet the Beatles: a cultural history of the band that shook youth, gender and the world, by Steven D. Strake 782.4216609 B369C The Cambridge companion to the Beatles 782.42166 W667K Wilco: learning how to die, by Greg Kot
c. Edition (subfield f): If the record contains a 250 edition number for other than first edition, use the number even if revised, abridged, updated, enlarged, expanded or concise editions.
Examples: 923.173 G781 2ED U.S. presidents, by M. Gray, 2nd ed. 963.00924 K42 3ED The Falashas: a short history, by David Kessler, 3rd rev. ed.
If an edition number is not given, use copyright date. For unnumbered editions that are revised, abridged, enlarged, expanded, or concise, use publication date.
Example: 923.173 F862 1998 Our country’s presidents, by F. Freidel, revised ed. published in 1998.
If a record has a tag 250 with an anniversary edition (or Platinum, Silver, Golden anniversary edition), do not add the edition number to the tag 092 subfield “f”, unless there is evidence of a significant content change, and then use the copyright date.
Example: 811 F357 2008 A Coney Island of the mind, by Lawrence Ferlinghetti 250 - - 50th anniversary ed. [Contains a CD plus the inclusion significant new content. New content by the author makes up half of the book.] 641.013 F535 The art of eating, by M.F.K. Fisher 250 -- 50th anniversary ed. [New content relatively small (10 pages) and introductory matter only. Includes no new content by the author.]
Houston Public Library Page 20 of 86 Cataloging Department – Manual Q2.2019
Test guides dates: Use the coverage date in determining the 092 subfield "f" date. If the coverage date is a range, use the first date in the range.
Example: SAT Test Guide 2007-2008 with a copyright date of 2006 will receive 2007 in the subfield “f” of the 092 field.
2. HARDBACKS AND PAPERBACKS: If a publisher or known subsidiary publishes a title in both hardback and paperback, use only one bibliographic record and add ISBNs to the record. If the title is published by a different publisher, create a new bibliographic record.
3. BIOGRAPHIES: Biography is usually indicated by 092 or 0922 at the end of the suggested Dewey number or by an alternative ‘B’ in the 082 field of the MARC record, or by an ‘a’, ‘b’, or ‘c’ in fixed field “Biog”.
As of July 1, 2009 individual biographies that were previously cataloged in 700s and 800s are now classed in "B" and collective biographies in 920s. Exception: As of March 22, 2012, biographical treatments of painters, sculptors, photographers, and other visual artists with a preponderance of pictures will go into the 700s. If an existing bibliographic record shows an individual biography catalogued in the 700s or 800s, update the call number to B, and assign a 3 figure Cutter for the first biographee in the 600 xx. Do not change item call number(s). (SEE ALSO: Subsection E: Biographies of artists vs. non-biographical personal treatments.)
a. Individual (written about one or two persons): All individual biographies are cataloged as B. Assign a 3 figure Cutter for the first biographee in the 600 xx. Add workmark for the main entry. Autobiographies do not require a workmark.
Examples: B L736G Biography of Abraham Lincoln, by John Green B D538M Diana & Jackie, by Jay Mulvaney B L616 Fireweed : a political autobiography, by Gerder Lemer B B386 Life’s that way : a memoir, by Jim Beaver B D221 The complete game : reflections on baseball, pitching, and life on the mound, by Ron Darling with Daniel Paisner B V947R Love as always, Kurt : Vonnegut as I knew him, by Loree Rackstraw B P586L Pablo Picasso : a modern master, by Richard Leslie B B978J George W. Bush, by Veda Boyd Jones [a biography] B B978A George and Laura: Portrait of an American marriage, by Christopher P. Andersen [a dual biography] B R516 Life [Keith Richards’ autobiography] Houston Public Library Page 21 of 86 Cataloging Department – Manual Q2.2019
B P586L Pablo Picasso : a modern master, Richard Leslie [biography of Picasso’s life]
EXCEPTION: Literary biography is classed in B unless there is substantial criticism. (SEE ALSO: Section IV Literature (Belles Lettres) Call Number, A-2: Literary biographies.)
b. Collective (written about three or more persons): All collective biographies are cataloged in the 920s. Assign a 3 figure Cutter for the main entry. No workmark is added.
Examples: 920.077311 E53 Brothers Emanuel : a memoir of an American family, Ezekiel Emanuel 923.173 B244 Our Presidents, by B. Barclay 923.2 P964 Profiles in power: Twentieth-century Texans in Washington 927.8 B897 Chart toppers: The great performers of popular music over the last 50 years, by Bob Brunning and James Pickering 927.9635709 M496 The baseball Talmud : the definitive position-by-position ranking of baseball’s chosen players, by Howard Megdal
EXCEPTION: Literary collective biography is classed in 920 unless there is substantial criticism. (SEE ALSO: Section IV Literature (Belles Lettres) Call Number, A-2: Literary biographies.)
c. Subject vs. Biography: If the work is about the subject the person was or is involved with, rather than the personal life, classify in the subject Dewey number. Assign a 3 figure Cutter for the main entry. No workmark is added.
Examples: 973.931 B261 Rebel-in-chief: Inside the bold and controversial presidency of George W. Bush, by Fred Barnes [about Bush’s policies] 973.931 B783 The Bush betrayal, by James Bovard [about Bush’s policies] 973.931092 A292 A man of faith: The spiritual journey of George W. Bush, by David Aikman [a blend of history and biography] 782.42166 R312 An oral/visual history, by the Red Hot Chili Peppers [a photo book about the band] 781.6420922 G884 Growing up country [a mixture of country music history and musicians’ biographies] Houston Public Library Page 22 of 86 Cataloging Department – Manual Q2.2019
759.9493 F598 Flemish and Dutch painting : from Van Gogh, Ensor, Magritte, and Mondrian to contemporary Artists, edited by Rudi Fuchs and Jan Hoet
d. Disease vs. Biography: If the work is a diary or personal narrative of a disease of a person, classify in the 360s or 610. Assign a 3 figure Cutter for the main entry. No workmark is added.
Example: 362.1969948 A179 Lightning at the gate, by Jeanne Achterberg 362.1969944 L933 Why I wore lipstick to my mastectomy, by Geralyn Lucas. 362.1968588 R666 Look me in the eye: my life with Asperger’s, by John Elder Robison. 616.99477 L767 The neuroscientist who lost her mind: my tale of madness and recovery, by Barbara K. Lipska.
e. Biographies of artists vs. non-biographical personal treatments (art books): Class a non-biographical personal treatment of an artist or artists in the appropriate art number. Class non-biographical personal treatment of an artist or artists including two or more of the fine and decorative arts and one or more of the other arts in 700.92. Also class here non-biographical personal treatments of artists’ whose individual art forms are not easily defined. Cutter for the artist or main entry and add a workmark for the author. If the main entry is the same as the subject of the book, do not add a workmark.
The determination between classing a book in B or the 700s can be made by looking at the size of the book and the amount of pictures contained in it as below: 1. If a book measures approximately less than 23cm., contains little to no images (or those images are only present in a section in the middle of the book, for example), and deals moreso with the artist’s personal life, then treat as a biography and class in B. 2. If a book is approximately 24cm. and larger and contains primarily images with less biographical material, class in appropriate art number or 700.92.
Examples: 759.13 S245O John Singer Sargent: Complete Paintings, by Richard Ormond 759.9493 F598 Flemish and Dutch Painting 779.092 A864 Eugene Atget: Photographs from the J. Paul Getty Museum 700.92 W275B Warhol, by David Bourdon [measures 27cm., contains many images by an artist whose individual art forms are not easily defined] Houston Public Library Page 23 of 86 Cataloging Department – Manual Q2.2019
730.92 B528M Bernini’s beloved : a portrait of Costanza Piccolomini, by Sarah McPhee [Criticism and historical background of specific sculpture.] 730.92 G429W Alberto Giacometti : myth, magic, and the man, by Laurie Wilson [from front jacket flap: “In this major new interpretation of Giacometti and his work.” Very few pictures, only 23 cm. tall, this is more criticism than biography.] 741.0944 S134 Gabriel de Saint-Aubin, 1724-1780, by Colin B. Bailey … [et al.] [Measures 28 cm. and is mostly pictures] 700.92 A549G Laurie Anderson, by RoseLee Goldberg 720.92 W949 An American architecture, Frank Lloyd Wright [criticism about Wright as an architect] 759.6 P586G Life and death in Picasso : still life/figure, c. 1907-1933, by Christopher Green [criticism and interpretation of Picasso’s still lifes] B D286C Marcel Duchamp, by Caroline Cros (measures 20cm., contains more writing than images) B H582M Alice’s piano: the life of Alice Herz-Sommer, by Melissa Muller B M623H Michelangelo, by Michael Hart [from front jacket flap: “The first volume of what will be the definitive modern biography of Michelangelo.” Measures 24 cm, contains 20 pages of plates, and the entire rest of the book is text.] 927 B447 The lives of the modern painters, sculptors and architects, by Giovan Pietro Bellori 920.73 T176 Jackie, Ethel, Joan: women of Camelot, by J. Randy Taraborrelli.
4. TRAVEL BOOKS: Lodging (hotels) and dining directories are classed with travel books in the 900s. Books focusing on culture and etiquette are classed in the history Dewey number. Recreational activities for the traveler are placed in the travel Dewey number, rather than the appropriate Dewey 700 number.
Examples: 917.7311044 W864 Night + day Chicago, by Wendy Wollenberg 917.64932 C593 Enjoying Big Bend National Park : a friendly guide to adventures for everyone, by Gary Clark 917.594104 H297 4ED Diving & snorkeling Florida Keys, by Bill Harrigan. 951.24905 B329 Culture shock! a survival guide to customs and etiquette. Taiwan, by Chris Bates, Ling-li Bates. 952 N825 Japan : [a quick guide to customs & etiquette], by Paul Norbury.
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5. STAGE PRESENTATIONS OR RADIO PLAYS: Transcripts of performances are classed in 700s. Texts of plays are classed in 800s, following the rules set forth in Section IV: Literature (Belles Lettres) Call Number.
Examples: 812 C311 The dead sleep light, by John Dickson Carr (play) 812 A211 The original hitchhiker, radio script by Douglas Adams (text) 791.447 F523 The big radio comedy program, by Ross Firestone (script of plays performed) 791.4472 G878 All I did was ask: conversations with writers, actors, musicians, and artists, by Terry Gross.
6. BIBLIOGRAPHIES: Always go in 016 and expand number up to seven digits past the decimal, except in the case of literary bibliographies which will continue to nine digits in order to display time period.
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SECTION II: YOUNG ADULT MATERIALS
A. GENERAL POLICY 1. YOUNG ADULT MATERIALS ARE cataloged according to adult cataloging rules.
EXCEPTIONS:
a. Prefix for Printouts: "YA" is for Processing use only and is not part of the call number. Prefixes and formats are always written on the printout when necessary, in this sequence: AUDIENCE, FORMAT, LOCATION, LANGUAGE. YA is always the first prefix. YA prefix and location will be reflected only on item records.
b. Target audience in fixed field: Use “d".
c. Genre headings: Always add a young adult genre heading in the 655 field on the bibliographic record. Accept all appropriate genre headings (655 fields). When Collection Development specifies that a book be cataloged as mystery, science fiction, western, graphic novel, manga, or young adult fiction, be sure that the appropriate genre heading is in the bibliographic record: Detective and mystery stories; Science fiction; Western stories; Young adult fiction; Graphic novels; Manga. Examples: 655 _0 Young adult fiction 655 _0 Young adult literature 655 _0 Fantasy fiction. 655 _0 Graphic novels 655 _7 Manga. $2 local
If the bibliographic record already has a YA subject heading (such as "Young adult drama", "Young adult poetry", etc.) do not add genre heading "Young adult literature"
d. If the system order is primarily for adult or juvenile, do not add the YA genre headings to the bibliographic record. If the system order is primarily for YA with some adult or juvenile copies, add the YA genre headings to the bibliographic record. Add juvenile call number when necessary. Houston Public Library Page 26 of 86 Cataloging Department – Manual Q2.2019
SECTION III: JUVENILE MATERIALS
A. GENERAL POLICY 1. PREFIXES FOR PRINTOUTS: Prefixes and formats are always written on the printout when necessary, in this sequence: AUDIENCE, FORMAT, LOCATION, LANGUAGE. "+" is always the first prefix. "+" prefix and location will be reflected only on item records.
2. SUBJECT HEADINGS: If record includes adult headings they must include ǂv Juvenile literature, juvenile fiction, juvenile drama, etc. If a record (fiction or non fiction) only has adult subject headings, add juvenile subject headings based upon the latest edition of Subject Headings For Children.
3. TARGET AUDIENCE IN FIXED FIELD: Use "j".
4. TEXAS ROOM: Juvenile books ordered for the Texas Room are given full adult call numbers. Juvenile books ordered for the Norma Meldrum Collection are given full adult call numbers, except for Easy books, which are assigned the appropriate fiction or non- fiction number. Juvenile books ordered for Gregory School are given regular juvenile call numbers.
Examples:
Texas Room
813 E66 The wind blows free, by Loula Grace Erdman. [juvenile fiction title]
Norma Meldrum Collection
FLOUR The patchwork quilt, by Valerie Flournoy [easy juvenile title] HAHN Daphne’s book, by Mary Downing Hahn [juvenile fiction title] 231.765 W674 The Creation : a pop-up book, by Brian Wildsmith [juvenile non-fiction title]
Gregory School
E FLOUR The patchwork quilt, by Valerie Flournoy [easy juvenile title] MAYHO Miles and Zoey. The Family tree, by Kimberly Mayhoe [juvenile fiction title]
5. KITS: When a juvenile item is selected by Collection Development staff as a kit, catalog it as a book with accompanying material, following the guidelines for books. Use prefix KIT and gmd ǂh [kit] with non-standard material type “o”. Houston Public Library Page 27 of 86 Cataloging Department – Manual Q2.2019
Example: E MARTI Panda Bear, Panda Bear, what do you see? [kit], Bill Martin Jr. ; Eric Carle. E PREUS People who help animals [kit], Janet Preus ; illustrated by Charlotte Cooke & Dan Crisp. E OBLIN Where birds and monkeys play [kit] : rain forest animals, by Mark Oblinger ; illustrated by Ryan Wheatcroft.
B. JUVENILE FICTION 1. NEW FICTION: Create a bibliographic record only if the title is new to the Houston Public Library system. A change of translator for the same title requires a new record. A change of illustrator does not.
2. DUPLICATE FICTION: A juvenile fiction title is considered a duplicate to HPL if the title is already owned by HPL, regardless of imprint (publisher or publication date) or illustrator (chapter books only). Use the existing bibliographic record. If the item is an anniversary edition (indicated by a 250 field containing Platinum, Silver, or Golden anniversary edition, etc.), consider it a duplicate if there is no significant departure from the main material. In the case of significant content change, create a new record and do not treat as a duplicate.
Examples: YA MEYER Twilight ; Life and death: A reimagining of the classic novel, by Stephanie Meyer (Special 10th anniversary edition)[Contains original novel but also a completely new, full length version where the main character is male and is bound back-to-back and upside down. Treat as new.] WHITE Charlotte’s web, by E.B. White (50th anniversary retrospective edition)[contains original color illustrations and a retrospective essay. Treat as duplicate.] OSBOR Dinosaurs before dark, by Mary Pope Osborne (20th anniversary edition)[contains a letter from the author, illustrator biography, full-color pages, and dinosaur facts. Treat as duplicate.] E THOMP Eloise: The absolutely essential 60th anniversary edition [contains scrapbook-like section with vintage photographs and author and illustrator information. Treat as duplicate.]
If the record shows a one letter call number, update the call number to five letters, reflecting the first five letters of the first significant word of the main entry. Do not change item call number(s). EXCEPTION: If the fiction title is a critical edition containing annotations, create a separate bibliographic record and class in the 800s. Houston Public Library Page 28 of 86 Cataloging Department – Manual Q2.2019
3. CALL NUMBER (092 FIELD):
a. Author main entry: Use capital letters. Add prefix "+" to printout in front of 092 field. Use up to 5 letters of author's last name.
Example: BLUME Blubber, by Judy Blume
EXCEPTION: Chinese, Japanese, Korean, and Vietnamese materials with Chinese, Japanese, Korean, and Vietnamese names: When the surname is 2 or 3 letters, make the call number a full 5 letters using the next name that follows the surname.
Examples: BAOLE Zhubajie chi xi gua, by Bao, Lei (Chinese author) KOCHO Pʻokchu chŏndong uri samchʻon, by Ko Chŏng-uk kŭl (Korean author)
b. Title main entry: Use capital letters. Use 5 letters from the first significant word/words of the main entry. For entries with fewer than 5 letters, use available letters from subfield a only. Example: E CARS Cars : storybook collection. (collection of stories with no noted authors, catalogued as easy fiction until title main entry) E FIVEM 5-minute Star Wars stories. (collection of stories with no noted authors) E LUCYS Lucy steps through the wardrobe, adapted from The Chronicles of Narnia, by C.S. Lewis. E MAXAN Max & Ruby’s storybook treasury
4. ONE WORK OR A COLLECTION OF WORKS OR SHORT STORIES BY ONE OR TWO AUTHORS: These are cataloged under the first author and assigned up to five letters of the first author's last name. Example: SNICK The austere academy, by Lemony Snicket
5. COLLECTION OF WORKS BY THREE OR MORE AUTHORS: Stories written by 3 or more authors are treated as a collection or anthology. These are classified in the 800s rather than assigning 5 letters. Example: 808.838 H The haunted house: a collection of original stories, edited by Jane Yolen and Martin H. Greenberg ; illustrated by Doron Ben-Ami. Houston Public Library Page 29 of 86 Cataloging Department – Manual Q2.2019
6. COLLECTION OF SHORT STORIES BY THREE OR MORE AUTHORS: HPL policy is to class collections of short stories with no specific subject and regardless of origin (American, British, German, French, Italian, Spanish, Latin or Greek) at 808.831 808.831 C The chronicles of Harris Burdick, illustrations by Chris Van Allsburg 808.831 A America street: a multicultural anthology of stories, edited by Anne Mazer.
7. GENRE HEADINGS: Accept all appropriate OCLC genre headings (655 fields). When no genre headings are present, use cataloger’s judgment for supplying them or not supplying them. When Collection Development specifies that a book be cataloged as a mystery, science fiction, or western, be sure the appropriate genre heading for those collections is in the bibliographic record: Mystery fiction; Science fiction or fantasy fiction as appropriate; Western stories; Graphic novels.
8. EDITION: Edition statement is not used in the call number for fiction.
C. JUVENILE EASY BOOK (PICTURE BOOK) 1. DEFINITION: The following definition serves as a guide when necessary for determining whether a title should be cataloged as a picture book rather than as fiction or in a nonfiction Dewey number: "A fiction or nonfiction title with illustrations occupying as much or more space than the text and with text vocabulary or concepts suitable for preschool to grade two (age eight)." Some titles not satisfying these requirements may be Easy if the book is intended to be read by an adult to the child. The criteria to catalog materials in a foreign language as “E”, is based on the reading level of the readers who have the language fluency of the language in which the book is written. For example, if a book is written in Spanish for very young Spanish readers, it will be placed in “E”.
2. CALL NUMBER (092 FIELD): Use capital letters. a. Precats: Accept Collection Development's recommendation to catalog a title as Easy, fiction, or non-fiction. b. Enter "E" in the implicit subfield a. c. Edition: Edition statement is not used in the call number. d. Author main entry: Use up to 5 letters of the author’s last name. Example: E MAYER Beauty and the beast, by Marianna Mayer
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EXCEPTION: Chinese, Japanese, Korean, and Vietnamese materials with Chinese, Japanese, Korean, and Vietnamese names: When the surname is 2 or 3 letters, make the call number a full 5 letters using the next name that follows the surname. Examples: E CAIZH Wo shui bu zhao, by Cai Zhaolun wen tu (Chinese author) KIMHY Nae irŭm ŭn na tapke, by Kim Hyang-i chiŭm (Korean author)
e. Title main entry: Use 5 letters from the first significant word/words of the main entry. For entries with fewer than 5 letters, use available letters from subfield a only. Example: E CARS Cars : storybook collection. (collection of stories with no noted authors, catalogued as easy fiction until title main entry) E FIVEM 5-minute Star Wars stories. (collection of stories with no noted authors) E LUCYS Lucy steps through the wardrobe, adapted from The Chronicles of Narnia, by C.S. Lewis. E MAXAN Max & Ruby’s storybook treasury f. I Spy type-books: The photographer gets the main entry, not the writer of the riddles. Example: E WICK I Spy A to Z: a book of picture riddles, riddles by Jean Marzollo, photographs by Walter Wick
3. SUBJECT HEADING: For Collection Development-designated beginning readers, add a 690__Beginning reader. D. JUVENILE NON FICTION 1. CALL NUMBER (092 FIELD):
a. Dewey number (implicit subfield a): Use up to 3 digits past the decimal without breaking a facet or subdivision. A facet may be used without further subdivision. Examples: 220.5/20814 The NIrV adventure Bible for young readers, features written by Lawrence O. Richards. Suggested Dewey for HPL classification number is: 220.5
797.122/4 Kayaking, by Scott Bass Suggested Dewey for HPL classification number is: 797.122 Houston Public Library Page 31 of 86 Cataloging Department – Manual Q2.2019
b. Cutter (subfield b): Enter the first letter of the main entry. Use capital letter. Example: 811.6 B Outside the lines, by Brad Burg
c. Edition (subfield f): If the record contains a 250 edition number for other than first edition, use the number even if revised, abridged, updated, enlarged, expanded or concise editions. Examples: 927.963 B 2ED Baseball now!, by Dan Bortolotti, 2nd ed. 618.922 W 2ED Breathe easy: young people’s guide to asthma, by Jonathan H. Weiss, 2nd ed.
If an edition number is not given, use copyright date. For unnumbered editions that are revised, abridged, enlarged, expanded, or concise, use publication date. Example: 629.13 N 2004 Flying machine, by Andrew Nahum, revised ed. published in 2004.
If a record has a tag 250 with an anniversary edition (or Platinum, Silver, Golden anniversary edition), do not add the edition number to the tag 092 subfield “f”, unless there is evidence of a significant content change, and then use the copyright date.
2. LITERARY WORKS:
a. Juvenile literary criticism is classed in 800 without period subdivision. Use 1 figure Cutter. Example: 810.9 A Author talk: conversations with Judy Blume ... [et al.], compiled and edited by Leonard S. Marcus.
b. Works of literature follow the adult rules, including the works of Shakespeare. Use 1-figure Cutter. Example: 822.33 HG Leon Garfield’s Shakespeare stories, illustrated by Michael Foreman. c. Add period subdivision for American poetry only. Period corresponds to years active, not publishing date. Houston Public Library Page 32 of 86 Cataloging Department – Manual Q2.2019
Example: 811.6 K Moon, have you met my mother?, by Karla Kuskin
d. As detailed in the adult rules, use 817 instead of DLC’s 818 for wit and humor.
Example: 817 B Uproarious riddles for Minecrafters, by Brian Boone
3. HARDBACKS AND PAPERBACKS: If a publisher or known subsidiary publishes a title in both hardback and paperback, use only one bibliographic record and add ISBNs to the record. If the title is published by a different publisher or illustrated by a different person, create a new bibliographic record.
4. GENERAL SCIENCE FAIR PROJECTS: These are classed in 507.8. The ones in specific subjects are classed with the subjects. These may be located also in the adult collection.
5. BIOGRAPHIES: Biography is usually indicated with 092 or 0922 at the end of the suggested Dewey number or by an alternative "B" in the 082 field of the MARC record. a. Single or individual biography (written about 1 or 2 persons): All individual biographies are classed as “B”. Assign a 3 figure Cutter for the biographee listed in the 600 xx. Add workmark for the main entry. Autobiographies do not require a workmark. Literary biography is classed in B unless there is substantial criticism. Example B L736S Biography of Lincoln, by Smith
b. Collective biography (written about 3 or more persons including the 700s and 800s) : 1. Class in the 920s with a 3 figure Cutter for the main entry. No workmark is added. Example: 927.968.1 K67 Top 10 heavyweight boxers, by Ron Knapp 927.45 G721 Extraordinary ordinary people: five American masters of traditional arts, by Alan Govenar.
2. EXCEPTION: Treat musical groups as a unit and class as “B”. Cutter by the group. Example: B B369R The Beatles, by Jeremy Roberts
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6. GRAPHIC NOVELS: All fiction graphic novels are classed in 741.5, with no geographic subdivision. All non-fiction graphic novels are classed under their appropriate subject number. Per cataloger’s judgment, fixed field “LitF” (i.e., literary form) can be either 0 or 1. Add the following subject heading for all graphic novels: 655 _0 Graphic novels.
Add the following subject heading for graphic novels bound right to left in the traditional manga format: 655 _7 Manga. $2 local
As of September 10, 2015, Cutter numbers are always assigned with series information found in the 240, 245, or 490 field, rather than exclusively the main entry. If the item is not part of a series, use the first significant word of the title. Exercise cataloger’s judgement and examine established precedent in determining the source of the Cutter. If an existing bibliographic record shows a graphic novel cuttered for main entry, update the cutter number to reflect the new rules. Do not change item call number(s).
Examples: 741.5 P Unicorn vs. goblins: another Phoebe and her unicorn adventure, by Dana Simpson [Phoebe and her unicorn is the title of the webcomic series and the 240 field] 741.5 G Lights, Camera, Stilton!, by Geronimo Stilton [Geronimo Stilton is series title, found in 490 field] 741.5 N NNewts. Book one, Escape from the Lizzarks, by Doug TenNapel [Series title is NNewts as well as 245 field] 741.5 M The misadventures of Salem Hyde. 5, Frozen fiasco, by Frank Cammuso [Series title is Misadventures of Salem Hyde as well as 245 field] 741.5 M My little pony: friendship is magic, Vol. 7, by Heather Nuhfer [Series title is My little pony as well as 245 field]
7. GRAPHIC NOVELS VS. COMICS: Selectors will designate certain comic titles originally published in newspapers that tend to have consistent authors as comics and will place these titles in nonfiction files. Catalog these titles as nonfiction by using 741.56 and Cuttering for the main entry as with all other regular nonfiction titles.
Examples: 741.56 D Garfield cooks up trouble : his 63rd book, by Jim Davis
8. BILINGUAL MATERIALS: Items with substantial text in two languages are assigned to the language whose speakers are the intended users. Example: English collection: My numbers in Spanish = Mis números en español , Zakiyyah.
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This includes language-learning materials and bilingual dictionaries: Examples: English collection: My first Spanish/English visual dictionary Spanish collection: Cats of the wild = Gatos salvajes, by Alice Twine ; traducción al español, José María Obregón Farsi collection: My little chick = Jūjah kūchūlū-yi man, by Kambiz Kakvand ; illustrator: Ali Mafakheri. French collection: Minutka : the bilingual dog = la petite chienne bilingue, by Anna Mycek-Wodecki [French translation by Patricia Sommer] Chinese collection: Susi bo shi de ABC = Dr. Seuss's ABC, by [Mei] Susi bo shi tu wen, Miao Hui yi English collection: The Usborne very first dictionary in Spanish, by Felicity Brooks, Caroline Young and Isabel Sánchez Gallego ; illlustrator, Jo Litchfield
Totally bilingual materials are given the non English prefix, e.g. an English/Spanish title has the prefix SP for Spanish. Example: Spanish collection Colors! = ¡Colores! (a “bilingual, bicultural” picture book)
Multilingual materials are given the non English prefix which is most useful to the local clientele, e.g., an English/Spanish/Swahili title has the prefix SP for Spanish.
9. MIXED ORDERS (COLLECTION DEVELOPMENT ORDER OF JUVENILE AND YA): If the system order is primarily for juvenile, do not add the YA genre heading to the bibliographic record. If the system order is primarily for YA with some juvenile copies, add juvenile call number and the YA genre headings to the bibliographic record. Houston Public Library Page 35 of 86 Cataloging Department – Manual Q2.2019
SECTION IV: LITERATURE (BELLES LETTRES) CALL NUMBER
HPL generally adopts current DDC covering the 800s and at the same time strictly adheres to long established practices and exceptions, some of which are beyond reason, consistency, or mnemonics.
A. GENERAL POLICY 1. LITERARY BIBLIOGRAPHIES: After 016 use Dewey number up to 9th digit past the decimal. Use 3 figure Cutter, and a workmark if necessary.
Example: 016.820900914 G688B Bibliography of the Critical Works on Elizabeth Goudge, by T. Blair
2. LITERARY BIOGRAPHIES: Biography is usually indicated by 092 or 0922 at the end of the suggested Dewey number or by an alternative ‘B’ in the 082 field of the MARC record, or by an ‘a’, ‘b’, ‘c’, or ‘d’ in fixed field “Biog”.
As of July 1, 2009 individual biographies that were previously cataloged in 800s are now classed in "B" and collective biographies in 920s, unless they contain substantial literary criticism. If an existing bibliographic record shows an individual biography catalogued in the 800s, update the call number to B, and assign a 3 figure Cutter for the first biographee in the 600 xx. Do not change item call number(s).
a. Individual (written about one or two persons): All individual biographies are cataloged as B. Assign a 3 figure Cutter for the first biographee in the 600 xx. Add workmark for the main entry. Autobiographies do not require a workmark.
Literary biography is classed in B unless there is substantial criticism. Literary history/literary criticism of a person: For individual, use base literature number, plus literary form, plus standard sub division "09". Assign a 2 figure Cutter for the person being criticized (600 xx); only British literature adds the historical period to the call number. Add workmark for the main entry. Autobiographies do not require workmark.
Examples: B A355C Louisa May Alcott, by Susan Cheever B H488H Hemingway's boat: everything he loved in life, and lost, 1934-1961, by Paul Hendrickson. 861.09 SA3 Reality and the poet in Spanish poetry, by Pedro Salinas 810.9 M42T The twilight and other zones : the dark worlds of Richard Matheson, edited by Stanley Wiater, Mathew Bradley, and Paul Stuve
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b. Collective (written about three or more persons): All collective biographies are cataloged in the 920s. Assign a 3 figure Cutter for the main entry. No workmark is added.
Collective literary biography is classed in the 920s, unless there is substantial criticism. Literary history/literary criticism of 3 or more persons: use the base literature number, plus literary form, plus standard sub division. Add a 2 figure Cutter for main entry with no workmark. Only British literature adds the historical period to the call number. If the authors are from different historical periods such as 17th, 18th, 19th centuries or if there is no historical period indicated, the call number will be 820.9, plus 2 figure Cutter by main entry with no workmark.
Examples: 928 M549 Mentors, muses & monsters: 30 writers on the People who changed their lives, edited by Elizabeth Benedict 928 C847 Born to write: the remarkable lives of six famous authors, Charis Cotter. 820.900912 P22 Modernism and the theater of censorship, by Adam Parkes [a history and criticism; Examines four separate authors’ novels in four separate chapters] 820.9 F43 Fetter'd or free?: British women novelists, 1670 1815 [early modern, 18th & 19th centuries are indicated in the 650 fields]
3. LITERARY WORKS: Class by the language in which they were originally written (For Juvenile, Texas Room, British literature, Shakespeare, and Latin and Greek literatures see specific sections). Use the BASE for the specific literature, add the FORM of literature, then add 09 (for literary criticism, using 2 figure Cutter) or 08 (for anthologies or collections, using 3 figure Cutter) as appropriate. Do not use literary period designation.
BASE FORM 81 American & Canadian 0 fiction 82 British 1 poetry 83 German 2 drama 84 French 3 NOT USED 85 Italian 4 essays 86 Spanish 5 speeches 87 Latin 6 letters 88 Greek 7 humor/satire (Use 7 instead of DLC's 8) 89 Other 8 miscellany If an author writes in multiple forms, use the form for which the author is best known.
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Examples: 810.9 C69G The hunger games companion: the unauthorized guide to the series, Lois H. Gresh (criticism of American fiction, the extra zero is dropped per DDC convention) 811 J37 Bone fires: new and selected poems, by Mark Jarman (American poems) 811.08 R939 Runaway with words: a collection of poems from Florida's youth shelters, edited and introduced by Joann Gardner (anthology of American poetry) 811.09 D56W White heat: the friendship of Emily Dickinson and Thomas Wentworth Higginson, by Brenda Wineapple (criticism of American poetry) 817 S447 Calypso, by David Sedaris (American wit and humor) 818 M882 What moves at the margin: selected nonfiction, by Toni Morrison ; edited and with an introduction by Carolyn C. Denard (miscellaneous writings (in various forms) of an American author) 832 G599 Faust: parts one and two, by Goethe ; translated and introduced by John Clifford (German drama) 839.822 I14 Brand, by Henrik Ibsen ; translated from the Norwegian by Michael Meyer (Norwegian drama). 866 A275 Amigas: letters of friendship and exile, by Marjorie Agosín and Emma Sepúlveda ; translated by Bridget M. Morgan (Spanish letter) 895.9221 N576 Call me by my true names, the collected poems of Thich Nhat Hanh (Vietnamese poetry)
4. ONE ACT PLAYS: Add " 04" after the Dewey number for the play. For a collection of one-act plays, add " 0408".
Examples 812.04 M257 Last chance Texaco and pastoral: two one act plays, by Peter Maloney 812.0408 E59 Ensemble studio theatre marathon: one-act plays
5. LITERARY PERIOD: Use literary period tables only for British literary criticism.
6. CUTTER NUMBER:
a. Three figure Cutter: for 800.xx 809.xx, also for all literary texts (not biographies or criticism).
b. Two figure Cutter: Use 2 figure Cutter for literary history and criticism of all SPECIFIC literatures. Any literature number that has "09" (literary criticism) AFTER the decimal or after the literary form, uses a 2 figure Cutter for the person being criticized (600 xx), and a workmark for the main entry (author or title) or if Houston Public Library Page 38 of 86 Cataloging Department – Manual Q2.2019
you have a critical edition where the person being criticized is the main entry, cutter for the editor.
Examples: 811.09 P75M Poe's Poetic Style, by Mayberry 842.09 M73G Moliere's Technique, by B. Goode 810.9 ST3B Steinbeck's Grapes, by J. Bell 891.709 P26Q Critical Study of Dr. Zhivago, by H. Queen 810.9 ST3G The geography of hope: a tribute to Wallace Stegner, edited by Page Stegner (a title main entry) 820.9007 AU7B Jane Austen's Emma, edited and with an introduction by Harold Bloom 820.9008 B78D 4ED Wuthering Heights : the 1847 text, backgrounds and contexts, criticism, Emily Brontë ; edited by Richard J. Dunn. 7. BRITISH LITERATURE (820S):
a. All general British literary texts (not history and criticism) use only the literary base and form (see table above) as with other literatures, and use 3 figure Cutter for the main entry. Stop the number at literary form.
Examples: 820.8 Collection of British literature 821 British poem 822 British drama
b. For British literary criticism, place the literary period designation in the call number. Such placement varies with each literary form.
1. For history and criticism of general literature or history and criticism of fiction, place the literary period designation at the end of the call number.
Examples: 820.9007 AU2S Criticism of Jane Austen's novel, by Smith 82 literary base 09 indicates that it is a criticism 007 literary period (occurs at the end of the class number) AU2 2 figure Cutter for Austen S workmark for Smith 820.900912 J85B Life and Art of James Joyce, by Bell 820.900914 G72D Criticism of Elizabeth Goudge, by Day
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2. For criticism of other forms of British literature, such as poetry, drama, essays, speeches, letters, and humor/satire, the literary period designation occurs immediately after the form.
Examples: 821.709 W89H Criticism of William Wordsworth's poetry, by Hill 82 literary base 1 literary form 7 literary period (occurs right after the form) 09 indicates that it is a criticism W89 2 figure Cutter for Wordsworth H workmark for Hill
822.91209 SH2C Criticism of George Bernard Shaw, by Carlton 82 literary base 2 literary form 912 literary period 09 indicates that it is a criticism SH2 2 figure Cutter for Shaw C workmark for Carlton
B. SHAKESPEARE (822.33) Use HPL's special Shakespeare classification scheme and Cutter.
1. CLASSIFICATION NUMBER: All works by Shakespeare plus categories shown below are classed 822.33; stage history and/or presentation: class in 792.95 and Cutter by author or title.
A Bibliography, authorship controversies B Biography C Biographic, collateral conversations, persons known only from connection with the author, correspondence D Critical appraisal (works as a whole) (For individual plays see separate schedule for classifying the individual plays of Shakespeare) E Glossaries, dictionaries, indexes, concordances F Sources, allusions, learning, style G Miscellany (societies, periodicals, characters) H Quotations, condensations, adaptations I Complete works L Partial collections O Z Individual works (see next page)
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2. WORKMARK: Use a workmark for critic, editor, or compiler, regardless of main entry. Examples: 822.33 AD Bacon is Shakespeare, by E. Duming Lawrence “A” indicates authorship controversy. “D” is the workmark for Duming Lawrence.
822.33 DM Shakespeare the professional and related studies, by K. Muir “D” indicates general criticism. “M” is the workmark for Muir.
3. INDIVIDUAL PLAYS: Use the following special Shakespeare Cutter numbers instead of Cutter Sanborn table.
Title Cutter
All's well that ends well O Anthony and Cleopatra O1 As you like it O2
Comedy of errors P Coriolanus P1 Cymbeline P2
Hamlet Q Henry IV Q1 Henry V Q2 Henry VI R Henry VIII R1
Julius Caesar R2
King Edward III R3 King John S King Lear S1 Love's labours lost S2
Macbeth T Measure for measure T1 Merchant of Venice T2 Merry wives of Windsor U Midsummer night's dream U1 Much ado about nothing U2
Othello V Pericles V1
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Richard II V2 Richard III W Romeo and Juliet W1
Taming of the shrew W2 Tempest X Timon of Athens X1 Titus Andronicus X2 Troilus & Cressida Y Twelfth night Y1 Two gentlemen of Verona Y2 Two noble kinsmen Y3
Winter's tale Y4
4. INDIVIDUAL POETRY: Use the special Shakespeare Cutter numbers below:
Rape of Lucrece Z Sonnets, poems and songs Z1 Venus and Adonis Z2
5. CRITICISM: Add a workmark for critic, editor, interpreter or compiler after the Cutter.
Examples: 822.33 Q Shakespeare's Hamlet (text) 822.33 QE The Ghost in Hamlet, by M. F. Egan (criticism)
C. LATIN LITERATURE (870S) Use HPL's special Latin literature classification scheme.
* USE FOR WORKS AND CRITICISM. USE 3 FIGURE CUTTER FOR MAIN ENTRY. DO NOT CUTTER FOR SUBJECT. DO NOT EXPAND.
870 Latin literature 870.3 Dictionaries 870.8 Collections 870.9 870.9 History and criticism (2 figure Cutter)
871 Latin poetry Example: Houston Public Library Page 42 of 86 Cataloging Department – Manual Q2.2019
871 H249 A handbook of Latin poetry, by J.H. Hanson, and W.J. Rolfe. 871.01 Latin poetry, Roman period to c.500; Tinbullus 871.08 Collections Example: 871.08 L742 Latin poetry in verse translation, by L. R. Lind. 871.09 History and criticism (2 figure Cutter) Example: 871.09 H78 Reading Latin poetry, by Roger A. Hornsby. *871.1 Lucretius *871.2 Ovid Examples: 871.2 O96 The metamorphoses, by Ovid 871.2 G158 Ovid's Metamorphoses: an introduction to the basic aspects, by G. Karl Galinsky.
872 Dramatic poetry 872.02 Ennius 872.03 Medieval period, c. 750 1350 872.08 Collections 872.09 History and criticism (2 figure Cutter) *872.3 Plautus *872.5 Terence *872.6 Seneca
873 Epic poetry 873.01 Ennius (his Annales) *873.1 Virgil
874 Lyric poetry *874.01 Roman period to c.500; Propertius 874.08 Medieval Latin lyrics *874.2 Catullus *874.5 Horace
875 Latin oratory 875.1 Cicero
876 Latin letters 876.1 Cicero *876.2 Pliny Houston Public Library Page 43 of 86 Cataloging Department – Manual Q2.2019
876.9 Apuleius
877 Latin satire and humor 877.09 History and criticism (2 figure Cutter) 877.5 Petronius 877.6 Martial
878 Latin miscellany 878.1 Caesar 878.2 Gallic wars *878.4 Livy *878.6 Tacitus
879 Medieval and modern Latin 879.09 History and criticism (2 figure Cutter) 879.1 Poetry 879.2 Drama 879.7 Satire and humor 879.8 Miscellany 879.9 Romance literatures 879.99 Other Italic literatures
D. GREEK LITERATURE (880S) Use HPL's special Greek literature classification scheme.
* USE FOR WORKS AND CRITICISM. USE 3 FIGURE CUTER FOR MAIN ENTRY. DO NOT CUTTER FOR SUBJECT. DO NOT EXPAND.
880 Greek literature 880.8 Collections 880.9 History and criticism (2 figure Cutter) 881 Greek poetry: Hesiod 882 Dramatic poetry 882.08 Collections 882.09 History and criticism (2 figure Cutter) *882.1 Aeschylus *882.2 Sophocles *882.3 Euripides *882.4 Aristophanes 883 Epic poetry 883.1 Homer *883.109 Criticism of Homer (EXCEPTION: 3 figure Cutter for main entry) 884 Lyric poetry Houston Public Library Page 44 of 86 Cataloging Department – Manual Q2.2019
884.09 History and criticism (2 figure Cutter) 884.2 Sappho *884.5 Pindar 885 Greek oratory: Demosthenes 887 Greek satire and humor 888 Greek miscellany: Aesop *888.1 Herodotus 888.2 Thucydides *888.3 Xenophon *888.4 Plato (use 184 for his philosophy) 888.7 Lucian 888.8 Plutarch 888.9 Procopius, of Caesarea 889 Modern Greek 889.09 History and criticism (2 figure Cutter) 889.1 Modem Greek poetry 889.2 Modem Greek drama 889.9 Other Hellenic literatures Houston Public Library Page 45 of 86 Cataloging Department – Manual Q2.2019
SECTION V: SERIAL CATALOGING
A. GENERAL POLICY 1. There are 2 types of serials that come to catalog department from Acquisitions periodicals and standing orders.
2. Catalog serial titles according to the cataloging standards described in PART I, SECTION A of the GENERAL CATALOGING POLICY.
3. When a major change in a serial title occurs, create a new bibliographic record if HPL owns the new publication. Catalogers always provide 780 and 785 fields wherever necessary on each title change record.
4. Clayton uses a different policy for serial call numbers. See Genealogy section for specifics.
B. PERIODICALS These are publications that bear enumeration (volume/issue number) as well as chronological data.
1. WHEN A NEW TITLE IS CATALOGED IN OCLC, create a LHR (local holdings record) indicating HPL holdings for ILL holdings in OCLC.
2. CALL NUMBER (FIELD 092):
Bibliographic level: 092 PERIODICAL
Item level: A single dummy item record in the ILS is required for each bibliographic record created. Data includes:
I type = 111 (adult periodical); 112 (juvenile periodical) status = o (library use only) location = use location codes call number = PERIODICAL
Example: Sports illustrated
C. STANDING ORDERS These can be cataloged as monographs or serials. Use the AACR2 definition of a serial, “a continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion,” to help determine whether or not to catalog as a serial. Examples of serials include continuing directories, annual reports, monographic series, and travel guides. HPL has ALA publication standing orders, graphic novel standing orders and travel guide standing orders to name a few. Non-open entry monograph records are preferred for study guides. Monograph records are preferred for graphic novels. Houston Public Library Page 46 of 86 Cataloging Department – Manual Q2.2019
1. WHEN A NEW TITLE IS CATALOGED IN OCLC, no LHR (local holdings record) is used.
2. CALL NUMBER (092 FIELD): Call numbers are assigned according to adult, YA, or juvenile cataloging rules for monographic materials respectively.
Example: Serial title: Peterson’s guide to two-year colleges 092: 378.73 P485 Houston Public Library Page 47 of 86 Cataloging Department – Manual Q2.2019
SECTION VI: GENEALOGY COLLECTION
A. GENERAL POLICY 1. THIS CATALOGING POLICY PERTAINS to all formats, books and audiovisuals. Cataloging is based on AACR2 rev., LCSH, and DDC.
2. THE GENEALOGY COLLECTION CONSISTS OF materials classified by family name and materials classified by geographic location.
3. FOR GEOGRAPHIC LOCATION DECISIONS USE Webster's New Geographical Dictionary; Rand McNally Commercial Atlas and Marketing Guide, Township Atlas of the United States; U.S. Board on Geographic Names (http://geonames.usgs.gov)
4. XEROX COPIES OF COPYRIGHTED MATERIALS are not cataloged but are returned to Clayton unless requested by collection development staff at Clayton Library.
5. CATALOG HOW-TO GENEALOGY BOOKS UNDER geographic area USA, unless the book address a more narrow or specific geographic area, primarily.
Example:
C555 ǂf GR BRT Genealogist’s internet : the essential guide to researching your family history online by Peter Christian. The majority of the information is for Great Britain.
6. ALWAYS USE compiler, indexer, abstractor, or transcriber as the main entry. Use of editor as main entry is cataloger’s judgment.
7. MATERIALS IN A FOREIGN LANGUAGE do not require a prefix for the language.
8. CATALOG COLLECTIVE BIOGRAPHIES under geographic area USA.
9. ADD SPANISH SUBJECT HEADINGS to Spanish GEN materials.
B. CALL NUMBER (092 FIELD) 1. BOOK CALL NUMBER CONSISTS OF ǂa ǂb and ǂf subfields. See specific types of genealogical materials for detailed call number rules. 2. EDITION STATEMENT IS not used in the call number for genealogy materials.
C. FAMILY MATERIALS Family histories (including individual biography): If a book discusses one family in one county or state, the call number reflects the family. If a book discusses many families in one county or state, the call number reflects the geographic location.
1. CALL NUMBER in bibliographic record (092 field) consists of: Houston Public Library Page 48 of 86 Cataloging Department – Manual Q2.2019
ǂa Cutter number (Cutter for main entry) ǂb Family name (primary family name; up to five characters) ǂf FAM
2. THE FAMILY NAME in the call number field of the bibliographic record is based on the first family name on the title page. If there is no family name on the title page, determine a family name from the contents of the material, using the name of the predominant family. Examples: ǂa G498 ǂb COLVE ǂf FAM Colver Culver family genealogy, by Valerie Dyer Giorgi. ǂa L256 ǂb LANDI ǂf FAM The descendants of Abraham Bossler Landis ... by Jane Landis Martin. ǂa C229 ǂb BOWEN ǂf FAM Grandmother's letter ... by Marie Bowen Canterbury,"Mingie". (individual biography)
3. USE UP TO five family names for subject headings when available. Use title page, cover, index, contents of item to supply names.
4. THE FIRST SUBJECT HEADING is the family name as found on title page/cover/contents of book. The second subject heading is the progenitor's name, if available, and ǂx Family as a subdivision. The third subject heading is the authority form of the family name when different from the title page/cover/contents form of the name. Use 4 more family names if available. Use authorized form of names only when creating subject headings.
Examples: McClain/Barclay and related families ... by Clayton Crews McLain. 600 30 McClain family. 600 10 McClain, Jonathan, ǂd ca. 1752-1817 ǂx Family. 600 30 McLean family
The Mayburys : Mayberry, Maberry, Mabery, Mabrey, Mabray, Mabry, by Donald E. Collins. 600 37 Maybury family. ǂ2 local 600 10 Maybury, John, ǂd d. 1618 ǂx Family. 600 30 Mabry family.
D. GEOGRAPHIC MATERIALS 1. UNITED STATES: STATE OR COUNTY OR USA (U.S. ONLY): All materials related to one state or county regardless of subject matter. Two or more counties goes to State. Two or more states goes to USA. County and State abbreviations are from the Excel spreadsheet. Find the most updated version on the networked drive at G://Cataloging/Clayton Abbreviations. Houston Public Library Page 49 of 86 Cataloging Department – Manual Q2.2019
a. Call number in bibliographic record (092 field) consists of:
ǂa Cutter number (Cutter for main entry) ǂb County abbreviation (if applicable) -- (use abbreviations from Excel sheet “States & Counties for Printing”) ǂf State abbreviation (use abbreviations from Excel sheet “States & Counties for Printing”)
Example: ǂa C187 ǂb MACON ǂf GA 1852 tax digest for Macon County, Georgia, by Davine V. Campbell.
State: ǂa Cutter number (Cutter for main entry) ǂb Not used ǂf State abbreviation (use abbreviations from Excel sheet “States & Counties for Printing”)
USA: ǂa Dewey call number ǂb Cutter number (Cutter for main entry) ǂf Geographic location is always USA
977 K84 USA The German element in the Ohio Valley : Ohio, Kentucky & Indiana, by Gustav Koerner ; translated and edited by Don Heinrich Tolzmann. 352.3870257 B827 USA BRB's guide to county court records : a national resource to criminal, civil, and probate records found at the nation's county, parish, and municipal courts, compiled [sic] by BRB Publications, Inc. ; edited by Michael Sankey. 929.5 R332 USA Seneca, MO City Cemetery, Burson Cemetery, Sparlin Cemetery, by Donna Seamon Reeves. [Most of these cemeteries are located in Missouri, with a portion in Oklahoma]
b. Use five letters for the county in ǂb, even for cities designated "independent" in the Webster's geographical dictionary. Retain ǂa Cutter and ǂf state. Many of these independent cities are located in Virginia (use abbreviations from Excel sheet “Independent Cities”).
Example: For the independent city of Baltimore, Md., the call number would look like this: ǂa [Cutter] ǂb BALTI ǂf MD Houston Public Library Page 50 of 86 Cataloging Department – Manual Q2.2019
c. Use appropriate subject headings, including state/county/country with subdivision ǂv Genealogy when applicable.
2. FOREIGN COUNTRIES (EXCLUDING CANADA, GREAT BRITAIN, AND MEXICO): All materials related to a foreign country regardless of subject matter. Foreign Country abbreviations are from the Excel spreadsheet. Find the most updated version on the networked drive at G://Cataloging/Clayton Abbreviations.
a. Call number in bibliographic record (092 field) consists of:
ǂa Cutter number (Cutter for main entry) ǂb Not used ǂf Country abbreviation (use abbreviations from Excel sheet “Countries”)
Example: ǂa D596 ǂf GERMAN Friedrichstal church records, 1698-1812, by Cathryn S. Dippo.
b. Country names beginning with Saint or directions such as North, South, East or West, are abbreviated in the call number.
c. A country whose current name is different from a past name, i.e. Belize was called British Honduras, use current form of the name in the call number.
d. Use appropriate subject headings, including country with subdivision ǂv Genealogy when applicable.
3. CANADA: Include specific province or territory in the call number when applicable. Canadian abbreviations are from the Excel spreadsheet. Find the most updated version on the networked drive at G://Cataloging/Clayton Abbreviations.
a. Call number in bibliographic record (092 field) consists of:
ǂa Cutter number (Cutter for main entry) ǂb Province abbreviation (if applicable ; use abbreviations from Excel sheet “Countries”) ǂf CANADA
Example: ǂa R551 ǂb NOVAS ǂf CANADA Acadian church records, by Milton P. Rieder
b. Use appropriate subject headings, including province/Canada with subdivision ǂv Genealogy when applicable. Houston Public Library Page 51 of 86 Cataloging Department – Manual Q2.2019
4. GREAT BRITAIN: Include specific country (England, Wales, Scotland, or Ireland) in the call number when applicable. Great Britain abbreviations are from the Excel spreadsheet. Find the most updated version on the networked drive at G://Cataloging/Clayton Abbreviations.
a. Call number in bibliographic record (092 field) consists of:
ǂa Cutter number (Cutter for main entry) ǂb Country abbreviation (if applicable ; use abbreviations from Excel sheet “Countries”) ǂf GR BRT
Example: ǂa I68 ǂb IRELAN ǂf GR BRT Irish church records ... (no author)
b. Use appropriate subject headings, including specific country/GR BRT with subdivision ǂv Genealogy when applicable.
5. MEXICO: Include state in the call number when applicable. Mexican abbreviations are from the Excel spreadsheet. Find the most updated version on the networked drive at G://Cataloging/Clayton Abbreviations.
a. Call number in bibliographic record (092 field) consists of:
ǂa Cutter number (Cutter for main entry) ǂb State abbreviation (if applicable ; use abbreviations from Excel sheet “Countries”) ǂf MEXICO
Example: ǂa M385 ǂb NUEVO ǂf MEXICO Matrimonios de Sagrario Metropolitano… : Monterrey, Nuevo Leon, by Aida Martinez
b. Use appropriate subject headings, including state/Mexico with subdivision ǂv Genealogy when applicable.
6. INTERNATIONAL: Two or more countries goes here.
a. Call number in bibliographic record (092 field) consists of:
ǂa Cutter number (Cutter for main entry) ǂb Not used ǂf INTER
B851 INTER The Great War handbook : a guide for family historians & students of the conflict, by Geoff Bridger Houston Public Library Page 52 of 86 Cataloging Department – Manual Q2.2019
C261 INTER The ultimate search book : worldwide adoption, genealogy, & other search secrets, by Lori Carangelo from the files of Americans for Open Records
E. PERIODICAL TITLES (No county or province periodical subscribed by Clayton)
1. CALL NUMBER in bibliographic record (except for Great Britain, England, Ireland, Wales, Scotland) consists of:
ǂa PER ǂf State or country location (see Excel sheet)
Example: ǂa PER ǂf TEX Chronicles of Smith County, Texas
2. GREAT BRITAIN AND ITS COUNTRIES call number use ǂa PER ǂb [COUNTRY] ǂf GR BRT
Example: ǂa PER ǂb IRELAN ǂf GR BRT
3. USE APPROPRIATE SUBJECT HEADINGS, including geographic location with subdivision ǂv Genealogy and subdivision ǂv Periodicals when applicable.
4. CREATE ONE DUMMY ITEM record for each periodical title. Data includes:
Itype = 111 (adult), 112 (juv.) status = 0 location = iclay call number = PER
5. CREATE A LOCAL DATA RECORD (LDR) on OCLC for each periodical title. (See LDR Procedure.)
F. AV GENEALOGICAL MATERIAL 1. CALL NUMBER is taken from the format of the material such as: ǂa FILM or ǂa FICHE or ǂa CD ROM or ǂa VIDEO. Subfield ǂb and ǂf are not used.
2. USE APPROPRIATE SUBJECT HEADINGS, including state/county/countries with subdivision ǂv Genealogy or ǂv Genealogy ǂv Databases when applicable.
G. HERALDRY BOOKS Call number in bibliographic record (092 field) consists of:
ǂa Cutter number (Cutter for main entry) ǂb Not used ǂf HERAL Houston Public Library Page 53 of 86 Cataloging Department – Manual Q2.2019
Example:
ǂa W911 ǂf HERAL Woodward’s a treatise on heraldry, British and foreign : with English and French glossaries, by John Woodard & George Burnett
H. SHIPMENT LISTS OF IMMIGRANTS Class all shipment lists of immigrants who came to America in geographic area USA.
Example: 325.2415 H121 USA Passenger lists from Ireland, by J. Dominick Hackett and Charles Montague Early
I. OTHER TOPICAL MATERIALS 1. CATALOG BASED ON AACR2 rev., LCSH, and DDC current edition, up to 7 digits after decimal.
2. CALL NUMBER in bibliographic record (092 field) consists of:
ǂa Dewey call number ǂb Cutter number ǂf Geographic location is always USA
Example: ǂa 369.12 ǂb G326 ǂf USA Society of Colonial Wars, 1892 1967: seventy fifth anniversary
Houston Public Library Page 54 of 86 Cataloging Department – Manual Q2.2019
SECTION VII: TEXAS COLLECTION, MILSAPS COLLECTION & WARREN G. CULBERTSON ADULT SPECIAL COLLECTION
This cataloging policy pertains to all formats: books and audiovisuals.
A. PREFIXES FOR PRINTOUTS - "V" for Texas Room valuable items. Materials in a foreign language do not require a prefix for the language. About 2009 the prefix “T” was eliminated.
B. CALL NUMBER (092 FIELD) 1. SUBFIELD A: Use current Dewey, up to 7 digits past the decimal.
2. SUBFIELD B: Cutter number. Use Cutter Sanborn 3 figure table.
3. SUBFIELD F: Edition statement.
C. VALUABLE ITEMS - Use the following guidelines to identify valuable items:
1. COLLECTION DEVELOPMENT OR THE TEXAS ROOM designates the material as valuable on order forms.
2. WHEN THERE IS NO NOTE from Collection Development or the Texas Room, the cataloger uses the price ($175 or more), the fragility and rarity of the item and the date of publication (before 1900) to determine if the item is valuable.
Example: 813 R535 The sea of grass, by Conrad Richter. Price in item record is $375.00. Prefix of V.
D. SPECIAL AND FINE PRESSES 1. SPECIAL PRESS BOOKS: class in 090s.
a. Special presses include: Hertzog, Encino Press, Texas Northwestern (Hertzog), Stanley Marcus, Anson Jones, Jenkins Garrett, Roger Beadram, Houston Press, Pemberton Press.
b. Hertzog is particularly important. Put his autographed works in this number since he is associated with his typography. Also, if his name appears in conjunction with a book, it is important to add an access point.
2. FINE PRESS BOOKS: Class in appropriate subject Dewey number. For literature, follow HPL Literature policy. For American fiction use 813.
a. Fine presses include: Roycrofters, Limited Editions Club, Imprint Society, Peter Pauper Press, Heritage Press, Yale University Press, Nonesuch Press, Stanbrook Abbey, Book Club of Texas, MIT Press, and Grabhorn Press. Houston Public Library Page 55 of 86 Cataloging Department – Manual Q2.2019
b. Place the publisher name in 710 2_ with subfield 4 pbl
Example 710 2_ Roycrofters ǂ4 pbl 710 2_ Limited Editions Club ǂ4 pbl
c. Add FINE PRESS as Item Category 1 in the item record in Sirsi.
E. FICTION Use Dewey number 813 and expand using the period table according to when the author flourished by best determination. Once an author is held by HPL, look for precedence and class together. Use 3 figure Cutter for the main entry.
Example: 813 M478 Terms of endearment, by Larry McMurtry
F. TEXAS STATE DOCUMENTS 1. DEPOSITORY DOCUMENTS (These are delivered to the Cataloging Department from Texas Room)
a. In all cases, whether duplicate or not, Texas state document classification, if one is available, should be used for state publications.
b. Texas state document number is available, when it is:
1) on the item, or
2) on OCLC record, whether DLC or non DLC. Do not need to verify the number.
c. When state document number is not available, assign Dewey number. Do not build a document number.
2. NON-DEPOSITORY DOCUMENTS (gifts, extra copies, etc) - We use 086 only for U.S. documents or Texas documents. Delete a 086 field if it is not a U.S. or Texas document.
G. JUVENILE MATERIALS 1. JUVENILE BOOKS ORDERED for the Texas Room are given full adult call numbers. Houston Public Library Page 56 of 86 Cataloging Department – Manual Q2.2019
SECTION VIII: NORMA MELDRUM SPECIAL COLLECTION
A. PREFIXES FOR PRINTOUTS - Add prefix "+" to printout in front of 092 field. Materials in a foreign language do not require a prefix for the language.
B. CALL NUMBER (092 FIELD) 1. FICTION a. New fiction: Consider the title a duplicate to the Houston Public Library system only if all information is an exact match (publisher, date, illustrator, translator).
b. Subfield a: Use capital letters. Use up to 5 letters of author's last name
Example:
ALLAR It's so nice to have a wolf around the house, by Harry Allard ; illustrated by James Marshall.
YOLEN Uncle Lemon's spring, by Jane Yolen ; illustrated by Glen Rounds.
2. NON-FICTION a. Dewey number (implicit subfield a): Go as far as possible to the seventh digit without breaking a facet or subdivision. A facet may be used without further subdivisions.
b. Cutter (subfield b): Use 3 figure Cutter.
c. Fairy tales (398.2): Classify fairy tales by ethnic group or country or origin. Go as far as possible to the seventh digit. Apply this rule when adding standard subdivisions from Table 1 and numbers from Tables 2 7. Assign a 3 figure Cutter.
Example:
398.209411 G578 The dragon of Og, by Rumer Godden, illustrated by Pauline Baynes 398.2085 D519 The thunder god’s son : A Peruvian folktale, retold and illustrated by Ariane Dewey Houston Public Library Page 57 of 86 Cataloging Department – Manual Q2.2019
SECTION IX: GREGORY SCHOOL
A. PREFIXES: Materials in a foreign language do not require a prefix for the language.
B. CALL NUMBER 1. SUBFIELD A: Use current Dewey, up to 7 digits past the decimal.
2. SUBFIELD B: Cutter number. Use Cutter Sanborn 3 figure table.
3. SUBFIELD F: Edition statement.
C. FICTION Use Dewey number 813, without expanding, and 3 figure Cutter for the main entry.
Example: 813 B942 Emily, the yellow rose, by Anita R. Bunkley.
D. JUVENILE MATERIALS Juvenile books ordered for the Gregory School are catalogued per Section III: Juvenile materials.
Example: E FLOUR The patchwork quilt, by Valerie Flournoy
Houston Public Library Page 58 of 86 Cataloging Department – Manual Q2.2019
SECTION X: SCORE COLLECTION
A. CATALOG NEW TITLES according to current edition of AACR2 rev. Use the individual composer (if known) as the main entry.
B. VOCAL MUSIC IS classed in 782 with up to 7 digits after the decimal regardless of instrumentation (e.g. guitar accompaniment).
C. USE ORIGINAL PUBLISHER whenever possible; sometimes those appear on back cover. If place of publication is unknown, search:
D. IF SCORE DOES NOT have a single copyright date on title page, use copyright of most recent song in brackets followed by question mark, e.g. [1967?]. If most recent copyright date is old, and item appears more recent, estimate date followed by question mark in brackets: [1967?].
E. PER CATALOGER’S JUDGMENT, use enhanced contents note for individual access, e.g. 505 00 ǂt Ruby Tuesday/ ǂr Rolling Stones ǂg (2:30).
F. DO NOT USE A GMD in 245 field.
Examples:
782.14 R691 Cinderella, Rodgers and Hammerstein
782.1 P339 The Pavarotti collection : fourteen of the most famous arias and songs, as featured by Italian tenor Luciano Pavarotti, in new piano arrangements by Frank Booth ; includes original lyrics with English translation
781.65 M664 Charles Mingus, more than a fake book, by Mingus ; [musical analyses by Andrew Homzy]
Houston Public Library Page 59 of 86 Cataloging Department – Manual Q2.2019
SECTION XI: SHEET MUSIC COLLECTION
A. CATALOG NEW TITLES according to current edition of AACR2 rev.
B. ENTER THE CALL NUMBER in the 092 field as follows:
1. SUBFIELD A: SHEET MUSIC
2. SUBFIELD B: Contains no more than the first five letters from the first significant word of the main entry. If it is a composer or musical group main entry, use the composer's last name or the group's name without adding letters from the following word. If the name contains numerals, symbols, or signs, e.g. +, &, , use them in the call number as if they were letters. If it is a title main entry, subfield ǂb is not present.
3. SUBFIELD F: Enter the first five letters from the first significant word of the uniform title (240 field), if present, or the title proper (245 field), without using letters from the following word. If the first significant word of the title has fewer than five letters, stop and do not extend further.
Examples:
Main entry Warren, Diane Title: Best of Diane Warren 092: SHEET MUSIC ǂb WARRE ǂf BEST
Main entry: Babyface (Musician) Title: I’ll make love to you 092: SHEET MUSIC ǂb BABYF ǂf ILL
Main entry: U2 (Musical group) Title: One 092: SHEET MUSIC ǂb U2 ǂf ONE
Title main entry: Every good boy deserves favor 092: SHEET MUSIC ǂf EVERY
Houston Public Library Page 60 of 86 Cataloging Department – Manual Q2.2019
SECTION XII: LITERACY COLLECTION
A. HPL ORDERS a limited number of titles for the Literacy Collection. These are represented by a specific but brief title level bibliographic record that is not viewable by the public. Accept Collection Development’s recommendation to catalog an item as part of the Literacy Collection.
B. CALL NUMBER (092 FIELD): Titles in the Literacy Collection are given a call number of: LITERACY MATERIAL
C. ADD a 500 note “Literacy program.”
D. NOTE: This practice seems to have been discontinued, but this section remains for legacy purposes.
Example
092 LITERACY MATERIAL 245 00 Laubach Way to Cursive Writing 260 New Readers Press 500 Literacy program.
Houston Public Library Page 61 of 86 Cataloging Department – Manual Q2.2019
SECTION XIII-A: LOCAL AUTHOR COLLECTION (BRIEF RECORD)
A. HPL RECEIVES a number of titles donated by local authors. These are represented by a full OCLC record with subject access and a summary, where available. If an OCLC record is unavailable, create a basic record in Sirsi with the required fields outlined below. Do not create original cataloging in OCLC. Accept Collection Development’s recommendation to put something in the local author collection.
B. CALL NUMBER (092 FIELD): Titles in the Local Authors Collection are given a call number of: LOCAL AUTHOR
C. ADD a 049 field, “TXNM”
D. ADD a 500 note, “Local Author Collection.”
E. ADD a 653 field, “Authors, Houston.”
F. SOME LOCAL AUTHOR TITLES are designated as juvenile. In addition to the required fields outlined above, the Audience fixed field should be “j” and “Category 2=Juvenile” should be written on the information sent to processing. Typical juvenile prefixes are not used.
G. IF AN OCLC RECORD IS AVAILABLE, do not set the holdings to prevent ILL requests.
H. IF COLLECTION DEVELOPMENT decides to permanently add a title in the local author collection to the broader collection, follow procedure outlined in Section XIII-B Local Author Collection (Full Cataloging).
Example (simplified for brevity):
049 TXNM 092 LOCAL AUTHOR 100 1_ Skimin, Robert E. 245 10 Danny Drumm’s heroes. ǂn Volume 2, ǂp America’s beginnings : ǂb the Spaniards / ǂc by Robert Skimin ; [illustrations by Nacho Garcia ; series editor Peg Tremper]. 500 Local Author Collection. 653 Authors, Houston.
Houston Public Library Page 62 of 86 Cataloging Department – Manual Q2.2019
SECTION XIII-B: LOCAL AUTHOR COLLECTION (FULL CATALOGING)
A. SOME TITLES DESIGNATED for the Local Author Collection are being ordered in larger quantities to circulate via the branches. These are represented by a full OCLC record with subject access and a summary, where available. If an OCLC record is unavailable, create a full record in OCLC following all current cataloging best practices. Accept Collection Development’s recommendation to put something in the local author collection.
B. CALL NUMBER (092 FIELD): Fully cataloged Local Author titles are given a call number adhering to the rules outlined in the rest of this manual, based on Collection Development’s recommendation.
C. ADD a 653 field, “Authors, Houston.”
D. ILL HOLDINGS will be set.
Example (simplified for brevity, full record in catalog):
020 9781797974408 040 TXN ǂb eng ǂe rda ǂc TXN 049 TXNM 092 E ǂb ROWE 100 1_ Rowe, Latisha. 245 10 B is for Bossy / ǂc by Tisha Rowe ; art by Jewell Walton. 300 26 pages : ǂb chiefly color illustrations ; ǂc 28 cm 650 _1 Alphabet ǂv Fiction. 650 _1 Self-actualization (Psychology) ǂv Fiction. 650 _1 Entrepreneurship ǂv Fiction. 650 _0 Alphabet ǂv Juvenile fiction. 650 _0 Self-actualization (Psychology) ǂv Juvenile fiction. 650 _0 Entrepreneurship ǂv Juvenile fiction. 653 Authors, Houston. 700 1_ Walton, Jewell.
Houston Public Library Page 63 of 86 Cataloging Department – Manual Q2.2019
SECTION XIV: PAPERBACK CLASSICS
A. HPL ORDERS a limited number of titles as paperback classics. These are represented by a non- specific title level bibliographic record that is viewable by the public. Accept Collection Development’s recommendation to catalog an item as a PAPERBACK CLASSIC.
B. PAPERBACK CLASSICS should have only one bibliographic record per title, regardless of ISBN, publisher, imprint, etc. Always use a fully cataloged record with a 5 letter fiction call number.
C. CALL NUMBER (092 FIELD): Paperback classics are given the regular 5 letter fiction call number.
Example:
092 STEIN 245 00 Of mice and men
Houston Public Library Page 64 of 86 Cataloging Department – Manual Q2.2019
SECTION XV: UNCATALOGED PAPERBACK
A. HPL HAS a number of materials that are “uncataloged” and represented by a record that is shadowed at the bibliographic level. The records may come from OCLC (preferred) or be generated in Sirsi, but should contain the 049 TXNM field, ISBN, title, and author information for customer service purposes (example below).
1. BOARD BOOKS: Always uncataloged.
2. COMIC BOOKS: Accept Collection Development’s recommendations to catalog or not catalog these items
3. SOME PAPERBACKS are ordered uncataloged. Accept Collection Development’s recommendation to catalog or not catalog these items. B. CALL NUMBER (090 FIELD): Uncataloged titles are given a call number in the 090 field of: UNCATALOGED PAPERBACK C. IF A FULLER RECORD is available in the system for an uncataloged paperback, you may attach an uncataloged paperback to the fuller bibliographic record.
Example:
049 TXNM 090 UNCATALOGED PAPERBACK 100 1 Merberg, Julie. 245 10 In the garden with Van Gogh / ǂc Julie Merberg and Suzanne Bober.
Houston Public Library Page 65 of 86 Cataloging Department – Manual Q2.2019
PART III - AUDIOVISUAL COLLECTION
A. GENERAL CATALOGING POLICY
1. DESCRIPTIONS, HEADINGS, ETC.: Catalog new titles according to current edition of Anglo American Cataloging Rules (AACR2 rev.) as modified by the Library of Congress Rule Interpretations (LCRI). Accept records cataloged according to Resource Description and Access (RDA); in the 040 field, these have ǂe rda. Do not change these to follow AACR2.
2. FORMATS: Use the current edition of OCLC Bibliographic Formats and Standards.
3. SUBJECT HEADINGS: Use LCSH, SHFC, LEMB, or BIDEX to verify and assign subject access points. If the record contains any 6xx fields that are not LCSH, they must be either deleted or modified to meet LC practice. For Spanish materials, add or retain Spanish subject headings in 6xx _4 or 6xx _7.
If a juvenile record includes adult headings, add the subdivision ǂv Juvenile sound recordings, ǂv Juvenile films, ǂv Juvenile software, etc., if not already present. If a juvenile record (fiction or non fiction) has adult subject headings only, add juvenile subject headings.
4. GENRE HEADINGS: Use 655 _7 for genre headings using ǂ2 for source code of headings. For specific genre headings refer to Guidelines on subject access to individual works of fiction, drama, etc., 2nd ed. (GSAFD) or Library of Congress Genre Form Terms (LCGFT).
Examples: 655 _7 Occult fiction. ǂ2 gsafd 655 _7 Comedy films. ǂ2 lcgft
For Spanish language materials add or retain the Spanish genre headings. Retain foreign language genre headings that are in the language of the item. Delete all other foreign language genre headings except "Bildungsroman.”
5. GENERAL MATERIAL DESIGNATION: Use appropriate GMD for AV titles in brackets. See examples shown in each format. Add GMD to RDA records.
6. EDITION: Edition statement is not used in the call number for AV titles except for non- fiction audiobooks and maps.
Houston Public Library Page 66 of 86 Cataloging Department – Manual Q2.2019
7. CALL NUMBER (092 FIELD): See AV Attachments for details on call numbers, biography and literature for adults, YA and juvenile materials. Exceptions may apply to individual formats.
8. TARGET AUDIENCE IN FIXED FIELD:
A. ADULT COLLECTION: Use blank.
B. YA COLLECTION: Use “d".
C. JUVENILE COLLECTION: Use "j".
9. DIACRITICS: Accept or supply all diacritics. For Spanish and other foreign language materials, make corrections as needed.
10. PREFIXES FOR PRINTOUTS: Prefixes and formats are always written on the printout when necessary, in this sequence: AUDIENCE, FORMAT, LOCATION, LANGUAGE, GENRE. Do not add format, language, or genre for Texas Room or Clayton materials; use only prefix V accordingly. For prefixes for each format, see Appendix I. Examples:
CD CW ALDEA MYKIN (Adu. music) My kinda party, by Jason Aldean CD IT OPERA VERDI TRAVI (Adu music) La Traviata, by Verdi CD RICE (Adu. audbk.) Last kiss, by Luanne Rice CD SP GARCI (Adu. audbk.) El manuscrito de piedra, by Luis García Jambrina DVD FUNNY (Adult DVD) Funny face DVD 745.593 S433 (Adult DVD) Scrapbooking (title main entry) DVD CHI YIKEH (Adult DVD) Yi ke hong dou
YA CD SP POP BELAN DULCE (YA music) Dulce beat, by Belanova YA CD FARME (YA audbk.) The Land of the Silver Apples, by Nancy Farmer YA DVD HIKAR (YA DVD) Hikaru no Go. Volume 9
+ CD GREG JUMPI (Juv. music) Jumpin’ and jammin’, by Greg & Steve + CD ROWLI (Juv. audbk.) Harry Potter and the Prisoner of Azkaban, by J. K. Rowling + DVD WHATS (Juv. DVD) What’s new Mister Magoo? + DVD SP CARSL (Juv. DVD) La vida de un coche + KIT E LAMIN (Juv. kit) Snow day!, by Lester L. Houston Public Library Page 67 of 86 Cataloging Department – Manual Q2.2019
Laminack + KIT FR 782.28 M216 (Juv. kit) Joyeux Noël, by Judy Mahoney
R FICHE (Microfiche Brown County Probate case reference) papers and Wills
R FILM (Microfilm Houston Informer reference)
EXCEPTIONS: Music No language prefixes except Opera. All AV: No genre prefixes. Texas Room No format, language, or genre prefixes; only V. Clayton No format, language, or genre prefixes. Gregory School No format, language, or genre prefixes.
FILM City directories of the United States [microform] Pampa, Texas (Texas Room)
FILM 9th census, 1870 [microform] (Clayton)
973.0496073 F853 Freedom’s song [DVD recording] : 100 years of African- American struggle and triumph (Gregory School)
11. ACCOMPANYING MATERIALS: Definition: “material issued with and intended to be used with the item being cataloged.” Write “Accompanying materials” on the printout for Processing purposes. See also HPL general policy.
12. KITS: When a juvenile item is selected by Collection Development staff as a kit, catalog it as a book with accompanying material, following the guidelines for books. Use prefix KIT and gmd ǂh [kit] with non-standard material type “o”.
Examples: E MARTI Panda Bear, Panda Bear, what do you see? [kit], Bill Martin Jr. ; Eric Carle. E PREUS People who help animals [kit], Janet Preus ; illustrated by Charlotte Cooke & Dan Crisp. E OBLIN Where birds and monkeys play [kit] : rain forest animals, by Mark Oblinger ; illustrated by Ryan Wheatcroft. 468.342 J Sara Jordan presenta Gramática rítmica. Vol. 1 [kit]. [in Spanish collection] 468.34 L Play and learn Spanish [kit], by Ana Lomba and Marcela Summerville [in English collection]
Houston Public Library Page 68 of 86 Cataloging Department – Manual Q2.2019
13. MIXED ORDERS (COLLECTION DEVELOPMENT ORDER OF ADULT AND YA, OR JUVENILE AND YA, OR JUVENILE AND ADULT): clarify it with Collection Development. Target audience reflects the majority at the time of cataloging. Standing orders with AV vendors may result in mixed bibs; accept these.
14. TAG 040: It is required that all originally cataloged records in the ILS have the tag 040 __TXN to indicate an HPL record.
15. TAG 049: It is required that all bibliographic records in the ILS have the tag 049 TXNM (Acquisitions uses this tag when ordering materials).
16 URL: Delete tag 856 from records if they cover table of contents, publishers’ descriptions, or cover art. Verify the URL in the bibliographic record to check if it is valid. If the URL is invalid, delete it.
B. FORMATS
1. MUSIC SOUND RECORDINGS A. ADULT AND YOUNG ADULT RECORDINGS 1. General material designation: Use ǂh [CD sound recording] for compact discs. NOTE: HPL NO LONGER ORDERS AND CATALOGS AUDIO CASSETTES.
2. Call number (092 field): Enter the call number in the 092 field as follows:
Subfield a: Select the appropriate music category:
Music categories are to be applied to CDs regardless of language.
CLASS Classical: Art songs; ballets; chamber music; choral works (large); cantatas, oratorios, requiems, etc.; concertos; Hindustani music; madrigals (secular); musique concrete; ragas; symphonies.
CW Country/Western: hillbilly; Western; old-time music.
FOLK Folk songs (other than U.S.); marches; national or international flavor (some also in MISC); nautical songs; non-Western; U.S. (only of historical or geographical nature; popular folk music, such as Dylan, goes under POP).
Examples:
FOLK USA AMERI American folk anthology. Vol. one [CD sound recording] Houston Public Library Page 69 of 86 Cataloging Department – Manual Q2.2019
FOLK USA ORIGI The original Folkways recordings [CD sound recording], Woody Guthrie, Pete Seeger and Leadbelly
HIP Rapping; DJing/scratching; sampling (or synthesis); beatboxing.
HOL Holiday: Christmas; Halloween songs and music; High Holiday and High Holy Day services, etc.; patriotic 4th of July songs.
JAZZ Bebop; big band; Dixieland; jazz/rock; jazz singers; Latin jazz; ragtime.
LATIN Boleros, rancheras, tangos, etc ; Tejano; Salsa, merengue, cumbia; Conjunto ; Norteño
MISC P.D.Q. Bach (Peter Schickele); calliope; carousel; circus; collections (of different types of music); college songs; dance instruction; glees, rounds; hand bells; humor; instructional; music therapy; New Age; sound effects; wedding. No spoken-word CDs.
OPERA Complete operas; excerpts; arias; operettas (such as Gilbert & Sullivan, Straus, Gershwin); zarzuelas; overtures & suites (EXCEPTION: incidental or programmatic music unrelated to opera goes in CLASS).
POP Bluegrass; blues; disco; easy listening; pop folk (such as Baez, Dylan, etc.); reggae; calypso; rock; soul; zydeco (Cajun); rhythm and blues; electronica.
Example:
POP FUTHR DUSTB Dust bowl ballads [CD sound recording], Wood Guthrie.
RELIG Religious: anthems; chants (Gregorian, etc.) contemporary Christian (rock, rap); gospel; hymns; madrigals (religious).
SHOW Motion picture sound tracks; advertising jingles; cabaret music; operettas/musicals (Rodgers & Hart, Romberg, Friml, Kern, etc.) (See also OPERA); radio programs; reviews; TV programs; theme songs from any of the above.
Worldbeat and Reggaeton default to POP; use other subject headings to classify music category. If second subject heading is Rap, use HIP; if second subject heading is Latin music, use LATIN. Houston Public Library Page 70 of 86 Cataloging Department – Manual Q2.2019
Subfield b: Contains no more than the first five letters from the first significant word of the main entry. If it is a title main entry and the first significant word has fewer than five letters, use letters from the word following the first to make the five letters. If it is an author main entry, use the author's last name without adding letters from the following word. Ignore spaces, special characters, and punctuation. Spell out the ampersand (&) symbol and numbers.
Subfield f: If it is an author main entry, enter the first five letters from the first significant word of the uniform title (240 field) if present, or the title proper (245 field). If the first significant word of the title has fewer than five letters, use letters from the word following the first to make the five letters. If it is a title main entry, subfield f is not used. Ignore spaces, special characters, and punctuation. Spell out the ampersand (&) symbol and numbers, including Roman numerals.
Examples: Main entry: Bono, Sonny Title: I got you babe 092: POP ǂb BONO ǂf IGOTY
Main entry: Nu-Blu (Musical group) Title: The Blu-disc 092: POP ǂb NUBLU ǂf BLUDI
Main entry: St. Vincent, 1982- Title: Actor 092: POP ǂb STVIN ǂf ACTOR
Main entry: U2 Title: How to dismantle an atomic bomb 092: POP ǂb UTWO ǂf HOWTO
Main entry: BadBadNotGood (Musical group) Title: IV 092 JAZZ ǂb BADBA ǂf FOUR
Title main entry: Dreamworld 092: POP ǂb DREAM
Title main entry: That’s all right 092: POP ǂb THATS
EXCEPTIONS: Houston Public Library Page 71 of 86 Cataloging Department – Manual Q2.2019
For FOLK music, subfield b contains the first five letters of the name of the country, continent, or ethnic group. Subfield f contains the first five letters of the main entry. EXCEPTION: Use TEXAS in call number for Texas folk music.
Examples: Title main entry: The music of Africa 092: FOLK ǂb AFRICA ǂf MUSIC
Main entry: Sousa, John Phillip Title: Great American marches! 092: FOLK ǂb USA ǂf SOUSA
Title: Authentic Native American music 092: FOLK ǂb USA ǂf AUTHE
Title: Texas blues 092: FOLK ǂb TEXAS ǂf TEXAS
If folk music is from three or more countries which are not in the same continent, enter WORLD as the geographical designation in subfield b. If folk music is from three or more countries which are in the same continent, use the name of the continent. Examples: Title main entry: Women of the world international 092: FOLK ǂb WORLD ǂf WOMEN
Main entry: MAROS (Musical group) Title: Folk music from Eastern Europe 092: FOLK ǂb EUROP ǂf MAROS
For SHOW music, if it is an author main entry, enter the first five letters of the first two words of the title of the show in subfields b and f respectively. If it is a title main entry, enter the first five letters of the first two words of the uniform title or title proper in subfields b and f respectively. For one word titles, there is no subfield f. Do not add letters from the following words to make five letters.
Examples: Composer: Bernstein, Leonard Title: West side story 092: SHOW ǂb WEST ǂf SIDE
Composer: Lloyd Weber, Andrew Title: Cats Houston Public Library Page 72 of 86 Cataloging Department – Manual Q2.2019
092: SHOW ǂb CATS
Composer: None Title (main entry): Glee, the music. Journey to regionals 092: SHOW ǂb GLEE ǂf THE
Composer: None Title (main entry): Moulin Rouge (the movie) 092: SHOW ǂb MOULI ǂf ROUGE
For SHOW music from various shows by the same composer, the first five letters of the composer are entered in subfield b, and the first five letters from the first significant word of the uniform title (240 field), if present, or the title proper (245 field) are entered in subfield f.
Example: Composer: Rodgers, Richard Uniform title: Musicals. Selections Title: Opening night 092: SHOW ǂb RODGE ǂf MUSIC
B. JUVENILE RECORDINGS: Enter the call number in the 092 field as follows:
Subfield a: Contains no more than the first five letters from the first significant word of the main entry. If it is a title main entry and the first significant word has fewer than five letters, use letters from the word following the first to make the five letters. If it is an author main entry, use the author’s last name without adding letters from the following word. If the name contains numerals, symbols, or signs, e.g., + &, use them in the call number as if they were letters.
Subfield b: If it is an author main entry, enter the first five letters from the first significant word of the uniform title (240 field), if present, or the title proper (245) field. If the first significant word of the title has fewer than five letters, use letters from the word following the first to make the five letters. If it is a title main entry, subfield b is not used.
Subfield f: Not used. Examples: Main entry: Sweet Honey in the Rock (Musical group) Title: I got shoes 092: SWEET ǂb IGOTS
Title main entry: Radio Disney jams 092: RADIO Houston Public Library Page 73 of 86 Cataloging Department – Manual Q2.2019
2. AUDIOBOOKS A. GENERAL MATERIAL DESIGNATION: Use: ǂh [CD sound recording] for compact discs.
B. CALL NUMBER (092 FIELD): Use the same call number as the printed version in both fiction and nonfiction. If the printed version has not been cataloged, search OCLC for DLC recommended call number. If unavailable, assign call number.
EXCEPTIONS:
1. Do not use “E” in audio book call numbers for picture books (predominantly pictures) or Easy books (some text with pictures) for fiction or nonfiction.
2. Audiobooks of graphic novels are cataloged as fiction, not 741.5.
3. Call numbers for juvenile audio books use a 3-figure Cutter in subfield b.
4. As of July 1, 2009 individual biographies that were previously cataloged in 700s and 800s are now classed in "B" and collective biographies in "920s". When we have already cataloged the printed version in the 700s or 800s (biography) and we receive the book on CD for the same title, as of July 1, 2009, we will catalog the book on CD according to our new policy (use "B").
5. Literary criticism follows the same HPL policy as books of the appropriate audience. (Changed on March 13, 2014. Formerly, a call number for literary criticism was shorter and simpler than that for a book. It showed literary base, literary form, and plain 09 or 9 (dropping the literary period designation) and used a 3 figure Cutter for the person being criticized and workmark for main entry. Autobiographies did not require a workmark.)
6. Edition statement (subfield f) : For non-fiction audiobooks, f the record contains a 250 edition number for other than first edition, use the number even if revised, abridged, updated, enlarged, expanded or concise editions.
Examples: 495.683421 J35 3ED Japanese I [CD sound recording] 618.2 C978 6ED Your pregnancy week by week [CD sound recording], by Glade B. Curtis and Judith Schuler.
If an edition number is not given, use copyright date. For unnumbered editions that are revised, abridged, enlarged, expanded, or concise, use publication date.
Example: B A883 2010 Life on air [CD sound recording], by David Attenborough, revised edition published 2010. Houston Public Library Page 74 of 86 Cataloging Department – Manual Q2.2019
If a record has a tag 250 with an anniversary edition (or Platinum, Silver, Golden anniversary edition), do not add the edition number to the tag 092 subfield “f”, unless there is evidence of a significant content change, and then use the copyright date.
Example: 811 F357 2008 A Coney Island of the mind, by Lawrence Ferlinghetti 250 -- 50th anniversary ed. [Contains a CD plus the inclusion significant new content. New content by the author makes up half of the book.]
641.013 F535 The art of eating, by M.F.K. Fisher 250 -- 50th anniversary ed. [New content relatively small (10 pages) and introductory matter only. Includes no new content by the author.]
Test guides dates: Use the coverage date in determining the 092 subfield "f" date. If the coverage date is a range, use the first date in the range.
Example: SAT Test Guide 2007-2008 with a copyright date of 2006 will receive 2007 in the subfield “f” of the 092 field.
C. AUDIENCE: If the printed material has not been cataloged, use cataloger’s judgment, or see Collection Development recommendation.
D. SUBJECT AND GENRE HEADINGS: Delete the following genre or subject headings: Spanish language materials, French language materials, etc.
E. DUPLICATES: For fiction titles, treat different editions with different ISBNs and/or different publisher numbers as the same if title, author, narrator, abridgment and duration match. The number of disks may vary as long as the duration is the same.
F. JUVENILE KITS:
1) When a juvenile item is selected by Collection Development staff as a kit, catalog it as a book with accompanying material, following the guidelines for books. Use prefix KIT and gmd ǂh [kit] with non-standard material type “o”. Catalog bilingual kits with the language whose speakers are the intended users.
Examples: E MARTI Panda Bear, Panda Bear, what do you see? ǂh [kit], Bill Martin Jr. ; Eric Carle. E PREUS People who help animals ǂh [kit], Janet Preus ; illustrated by Charlotte Cooke & Dan Crisp. Houston Public Library Page 75 of 86 Cataloging Department – Manual Q2.2019
E OBLIN Where birds and monkeys play ǂh [kit] : ǂb rain forest animals, by Mark Oblinger ; illustrated by Ryan Wheatcroft. 468.342 J Sara Jordan presenta Gramática rítmica. Vol. 1 ǂh [kit]. [in Spanish collection] 468.34 L Play and learn Spanish ǂh [kit], by Ana Lomba and Marcela Summerville [in English collection]
2) If the item contains one or more sound recordings and a book, catalog as a kit per Collection Development; otherwise catalog as accompanying material.
3) When there is already a sound recording record in the database and the same title is ordered accompanied by a book, use the same sound recording record and add the following note: 500 _ _ Some items are accompanied by a book.
4) FLIP kits: As FLIP kits are a special type of kit, they require the gmd ǂh [kit]. These items are cataloged separately from books and other regular kits of the same title. Use full book records exported from OCLC, then add supply sheet contents, language note, audience information, and juvenile subject headings using MarcEdit.
G. ADULT KITS: Catalog according to current AACR rules using the gmd ǂh [kit] and material type “o”.
3. DVDS (DIGITAL VIDEO DISCS) NOTE: Follow the general cataloging policy for audio visual materials for adult, young adult and juvenile materials.
A. DUPLICATES: For feature films titles, treat different editions with different ISBNs and/or different publisher numbers as the same if title, cast, widescreen vs. fullscreen, content and duration match. The number of disks may vary as long as the duration is the same. If the content changes only in the special features, treat as a duplicate. Otherwise, create a new record.
Examples BLADE Blade runner [DVD videorecording] 130 0_ Blade runner (Motion picture : Final cut) BLADE Blade runner [DVD videorecording] 130 0_ Blade runner (Motion picture : Director's cut) [Duration is the same, but content is significantly different. Two separate records]
DONNI Donnie Darko [DVD videorecording] DONNI Donnie Darko [DVD videorecording] 250 __ Director’s cut [Duration of original is 113 minutes. Director’s cut version is 133 minutes. Two separate records] Houston Public Library Page 76 of 86 Cataloging Department – Manual Q2.2019
ATEAM The A-Team [DVD videorecording] [Special features include an extended version. Treated as a duplicate.]
B. GENERAL MATERIAL DESIGNATION: The gmd used for DVDs is ǂh [DVD videorecording].
C. PREFIXES: A prefix is assigned for the original language of the item regardless of availability of dubbed tracks or subtitles in other languages.
Examples: FRENCH Le dernier metro ITALIAN La forza del destino (an opera)
D. CALL NUMBER (092 FIELD): Assign call number according to regular policy, treating feature films as fiction. Ignore spaces, special characters, and punctuation. Spell out the ampersand (&) symbol and numbers.
Examples: MAXAN Max & Ruby. Easter with Max & Ruby IDESO The ides of March PEGCA Peg + Cat. Chickens on the loose, and other really big problems!
EXCEPTIONS: 1) Do not use “E” in DVD call number. 2) Call numbers for juvenile DVDs use a 3-figure Cutter in subfield b. 3) Edition station (subfield f) is not used in DVDs. 4) If a person’s life is fictionalized, treat it as a feature film. Do not use Biography as a subject subdivision in this case. If it is a documentary film, use B and 3 figure Cutter. Example: LORET The Loretta Claiborne Story. (This is a feature film because actors played her role and the real person Loretta was not in the film.) B F529B Bobby Fischer against the world. (This is a documentary that includes archival footage of the chess player.)
5) Music: Assign call number following the regular non-fiction policy.
Examples: 782.42164 A157 Above and Beyoncé video collection 781.63 C392 Celine Dion. Live in Las Vegas, a new day B P359P Pearl Jam twenty 792.542 M781 L'incoronazione di Poppeai [opera] 782.421 V422 Veggie tales. Christmas sing-along songs! [juvenile DVD] Houston Public Library Page 77 of 86 Cataloging Department – Manual Q2.2019
6) Stage plays: Musical and non-musical stage plays made into DVDs are given a 5 letter call number from the main entry. Add a 500 note: “This DVD has been recorded from the stage play of …”
Examples: MYFAI My Fair Lady (Musical) MADEA Madea goes to jail (DVD made from the stage play)
7) Literary criticism: Assign the call number for all literary criticism DVDS as if it were an adult literary criticism book. See Section IV: Literature (Belles Lettres) Call Number. Example: 820.9007 SH4F Frankenstein [DVD videorecording] : a DVD study guide 820.90014 P96B Beyond the Golden Compass [DVD videorecording] : the magic of Phillip Pullman
8) Shakespeare: Film or television adaptations of the works of Shakespeare will be treated as feature films and given a call number corresponding to the title of the adapted play. Examples HAMLE Hamlet [DVD videorecording], [presented by] Castle Rock Entertainment ; produced by David Barron ; adapted for the screen by Kenneth Branagh. RICHA The tragedy of Richard III [DVD videorecording], by William Shakespeare ; a BBC Television production in association with Time-Life Television ; produced by Shaun Sutton ; directed by Jane Howell.
E. DVDS MAY come in different formats, such as Widescreen, Full screen, Standard or Letterbox. Enter the format in the front of the summary note.
Example: 520 _ _ Widescreen. [Summary]
F. CATALOG A SET with individual films individually. If the set is meant to be viewed as a whole (i.e. parts or a series) then catalog as a whole, such as the Ken Burns documentary, The Civil War.
Examples 973.7 C852 The Civil War [DVD videorecording], American Documentaries, Inc., Florentine Films and Time-Life Video presents a film by Ken Burns ; producers, Ken Burns, Ric Houston Public Library Page 78 of 86 Cataloging Department – Manual Q2.2019
Burns ; writers, Ken Burns, Ric Burns, Geoffrey C. Ward ; director, Ken Burns. [Boxed as one unit. Kept together on one bibliographic record.] The thin man collection THINM The thin man [DVD videorecording], a Metro-Goldwyn- Mayer picture ; producer, Hunt Stromberg ; director, W.S. Van Dyke. AFTER After the thin man [DVD videorecording], a Metro- Goldwyn-Mayer picture ; producer, Hunt Stromberg ; director, W.S. Van Dyke. [Boxed as one unit. Separated out into component parts and cataloged individually./ 796.357646 W927 World series 2007 Game 3 : Colorado Rockies vs Boston Red Sox, A & E Television Networks ; Major League Baseball Properties, Inc. [Boxed as one unit. Separated out into component parts and cataloged individually.]
G. SOME DVD’S, especially foreign language DVD’s and some TV Series DVD’s, are packaged as multiple cases in a single box OR as 5 or more discs inside a single delicate case. HPL splits each individual case (or disc) onto its own record in much the same way that graphic novels are done. This requires creation of new records in OCLC that include disc numbers and have the number of discs in each case reflected in the 300 field.
Examples
OCLC: Lang ya bang = Nirvana in fire. (3 cases in one box, 12 discs total)
HPL: Lang ya bang = Nirvana in fire. 01 (1 case with four discs) Lang ya bang = Nirvana in fire. 02 (1 case with four discs) Lang ya bang = Nirvana in fire. 03 (1 case with four discs)
OCLC: Game of thrones. The complete first season (1 case with 5 discs) HPL: Game of thrones. The complete first season, disc 1 Game of thrones. The complete first season, disc 2 Game of thrones. The complete first season, disc 3 Game of thrones. The complete first season, disc 4 Game of thrones. The complete first season, disc 5 4. BLU-RAYS Follow all standards for DVDs. Packaged items that contain both a DVD and a BLU-RAY should be split and cataloged separately.
EXCEPTION: Houston Public Library Page 79 of 86 Cataloging Department – Manual Q2.2019
a. General material designation: The gmd used for BLU-RAYs is ǂh [BLU-RAY videorecording]
5. ELECTRONIC RESOURCES A. CD ROM (COMPUTER OPTICAL DISC READ-ONLY MEMORY) 1) HPL does not collect CD-ROMs unless it is for a Special Collection. 2) The gmd used for CD ROM is ǂh [electronic resource]. 3) Call number: a. For Central: Use appropriate Dewey number in subfield a; 3 figure cutter in subfield b; the appropriate system used in subfield f. Examples Call number used for Central : 793.932 |b V561 |f WINMAC (Prefix: CDRM) b. Call number used for Clayton, HMRC and Gregory School: CDRM (No Prefix is used) 4) Biography: Follow the AV biography policy. (See AV Attachment II.) 5) Enter the appropriate system used for the CD ROM in the subfield ǂf of the call number. Examples: 759.5 ǂb G786 ǂf WIN 793.932 ǂb V561 ǂf WINMAC
6) No edition statement is entered in the call number. The version of the software is entered in the 250 field.
Example: 250 Version 1.1
7) The System(s) requirement is mandatory.
B. E-BOOKS 1) In describing an electronic reproduction of printed text, give the data relating to the E-book in all areas except the note area. 2) The gmd is ǂh [electronic resource]. 3) There are two kinds of e-books—online and downloadable. Their call numbers are ONLINE EBOOK and DOWNLOADABLE EBOOK. (The call number was formerly EBOOK). Edition statement is not used in subfield f. 4) Do not add the juvenile prefix (+) to juvenile E-books. 5) Always change material type to "z" after exporting the record. Add location "hhou".
C. DOWNLOADABLE VIDEOS
Houston Public Library Page 80 of 86 Cataloging Department – Manual Q2.2019
1) Give the data relating to the video in all areas except the note area. 2) The gmd is ǂh [electronic resource]. 3) The call number is DOWNLOADABLE VIDEO. Edition statement is not used in subfield f. 4) Do not add the juvenile prefix (+) to juvenile videos. 5) Always change material type to "u" after exporting the record. Add location "hhou".
D. E- AUDIOBOOKS 1) Give the data relating to the E-audiobook in all areas except the note area. 2) The gmd is ǂh [electronic resource]. 3) The call number is E-AUDIOBOOK. Edition statement is not used in subfield f. 4) Do not add the juvenile prefix (+) to juvenile E audiobooks. 5) Always change material type to "t" after exporting the record. Add location "hhou".
E. E- JOURNALS 1) In describing an electronic reproduction of printed text, give the data relating to the journal in all areas except the note area. 2) The gmd is ǂh [electronic resource]. 3) The call number is EJOURNAL. Edition statement is not used in subfield f. 4) Do not add the juvenile prefix (+) to juvenile E journals. 5) Always change material type to "q" after exporting the record. Add location "hhou".
6. PRIORITIES: Links will no longer be added to print records. Separate MARC records for digital content will be added to the catalog with the following priorities:
a. Batchloading of MARC records for purchased/subscription digital content. b. Records for HPL’s digitized content mounted in the Digital Archive. c. Records for content digitized from HPL’s collection mounted elsewhere (not in the Digital Archive). d. Batchloading of MARC records for freely available digital content.
Records for digital content not owned/partnered/mounted at or otherwise affiliated with HPL will not be added unless MARC records already exist and are available for a batchload.
7. WE FORMERLY CATALOGED databases (DATABASE) and websites, with a call number WEBSITE.
8. MAPS A. THE GMD IS ǂh [cartographic material]. Houston Public Library Page 81 of 86 Cataloging Department – Manual Q2.2019
B. CALL NUMBER: Follow the policy of adult non-fiction.
1. If the record contains a 250 edition statement for other than first edition, use edition number, even if revised, abridged, updated, enlarged, expanded or concise editions. Example: 333.8230956 P497 2ED Oil & gas map of the Middle East & Africa.
250 -- 2nd ed.
2. If an edition number is not given, use copyright date. For unnumbered editions that are revised, abridged, enlarged, expanded, or concise, use publication date.
Example: 333.79091 P497 2010 Energy map of the world 250 -- 2010 ed.
C. FOR TEXAS ROOM MAPS, use the prefix V (for valuable) for a map that costs more than $350.00 and/or is published before 1900. Give V maps to the Manager of Inventory Control.
9. MICROFORMS (MICROFILM, MICROFICHE) A. CATALOG ACCORDING TO the current edition of the AACR2 Rules (rev.) as modified by the Library of Congress Rule Interpretations. Accept records cataloged according to RDA rules and do not change them.
B. FORMATS: Follow the rules as formulated in the Bibliographic Formats and Standards (OCLC) as shown below:
“Microforms, whether original or reproductions, are not identified by a distinctive type of record code. The type of material that was filmed takes precedence over the microform characteristics. Determine the type of material of the original item and use that format. Use Scores for microforms of scores, Books for microforms of books, Continuing Resource for microforms of continuing resources, Maps for microform of maps, Mixed material for microforms of mixed collections.”
C. THE GMD USED for microfilm and microfiche is ǂh [microform].
D. CALL NUMBER (092 FIELD):
A. Clayton, HMRC, Gregory School:
Microfilm -- FILM Microfiche -- FICHE
B. Central: Houston Public Library Page 82 of 86 Cataloging Department – Manual Q2.2019
1. Government Documents: The call number for government documents is the SuDoc Number.
2. Periodicals: use the call number PERIODICAL in the bibliographic record. The call number PERIODICAL is shown in the OPAC at the item level.
3. For everything else:
Microfilm -- FILM Microfiche -- FICHE
4. Historical note: At one point in time, Central microforms were assigned an appropriate Dewey number in the call number field. However, the organization of the collection did not make use of the Dewey call number, so the decision was made to no longer assign specific call numbers for microforms at Central.
E. NO EDITION STATEMENT is used.
F. ADD A REPRODUCTION NOTE for the original item reproduced.
Examples:
Call Number: FILM Brown County Probate case papers and Wills |h [microform] Location: Clayton
Call Number: FILM Houston Informer (Periodical) Location: Gregory School.
Call Number: FICHE Negro Baptists and foreign missions |h[microform] by C.C. Adams and Marshall A. Talley. Location: Gregory School
Call Number: FICHE Pathfinders |h[microform] : a history of the progress of colored graduate nurses, compiled by Adah B. Thoms. Location : Central
Call Number: GA 1.41:GAO-05-715 R Defense transportation |h [electronic resource] : DOD has adequately addressed congressional concerns regarding the cost of implementating the new personal property program initiatives
Location: Central, government document
Call Number: PERIODICAL The D. H. Lawrence review
Location: Central, periodical
Houston Public Library Page 83 of 86 Cataloging Department – Manual Q2.2019
ATTACHMENT FOR SPANISH LANGUAGE MATERIALS
Additional Headings in Spanish Used in HPL
AS MAIN HEADINGS
English term Spanish equivalent
Adventure stories Cuentos de aventuras (bidex) Detective and mystery stories Historias misterio y detectives (bidex) Science fiction Ciencia-ficción (bidex) Western stories Cuentos del Oeste (bidex) Young adult fiction Cuentos juveniles UF: Short stories for children 10 years and up (hpl) Novela juvenil UF: Novels for children 10 years older and up (hpl)
AS SUBDIVISIONS English term Spanish equivalent
-- Juvenile literature --Literatura infantil UF: Materials for children up to 9 years old --Literatura juvenil UF: Materials for children 10 years and up --Children's stories --Cuentos infantiles UF: Fiction picture books and stories for children up to 9 years old --Juvenile fiction --Cuentos infantiles UF: Picture books, and for short stories for children up to 9 years old --Cuentos juveniles UF: Picture books, and for short stories for children 10 years and up --Novel juvenil Fiction for older children (over 9 years old) that is not a short story. Do not use for picture books, fiction for very young children, or for short stories for any age (single or anthologies)
Houston Public Library Page 84 of 86 Cataloging Department – Manual Q2.2019
APPENDIX I
PREFIXES FOR PRINTOUTS
Prefixes are for Processing use only and are not part of the call number. Prefixes and formats are always written on the printout when necessary, in this sequence: AUDIENCE, FORMAT, LOCATION, LANGUAGE, GENRE.
Example: YA CD R SP (Call number)
A. PREFIXES FOR LANGUAGES For any languages not in this list, consult the MARC Code List of Languages. http://www.loc.gov/marc/languages/langhome.html
* No longer used
CODE NAME
AFR AFRIKAANS AR ARABIC ARM ARMENIAN B BOHEMIAN BEN BENGALI BUL BULGARIAN CA CAMBODIAN CAT CATALAN CHI CHINESE (For both Mandarin and Cantonese dialects of Chinese) CR CREOLE CZ CZECH DAN DANISH DU DUTCH EST ESTONIAN FA FARSI (Also for Persian) FI FINNISH FR FRENCH G GERMAN GAEL GAELIC GK GREEK GUJ GUJARATI H HEBREW HI HINDI HU HUNGARIAN IBO IBO Houston Public Library Page 85 of 86 Cataloging Department – Manual Q2.2019
IN AMERICAN INDIAN IT ITALIAN JA JAPANESE KO KOREAN L LAO LAD LADINO LA LATIN LAVT LATVIAN LI LITHIANIAN MAL MALAYALAM NOR NORWEGIAN P POLISH POR PORTUGUESE PAN PUNJABI RU RUSSIAN RUM RUMANIAN SA SANSKRIT SE SERBO-CROATIAN SL SLOVAK SLO SLOVENIAN SOM SOMALI SP SPANISH SW SWEDISH TAM TAMIL TEL TELUGU TGL TAGALOG TH THAI TU TURKISH UK UKRANIAN UR URDU VI VIETNAMESE W WELSH WOL WOLOF Y YIDDISH
B. PREFIXES FOR FORMATS AND GENRES * No longer used
FORMATS
CODE NAME
CAS* CASSETTE CD COMPACT DISC CDRM CD-ROM Houston Public Library Page 86 of 86 Cataloging Department – Manual Q2.2019
DVD DIGITAL VIDEO DISC KIT KITS MAP MAPS MFICH* MICROFICHE POSTER POSTER PRINT PRINTS SLIDE SLIDES STRIP STRIP VCAS* EDUCATIONAL VIDEOCASSETTE
GENRES
CODE NAME
MYST MYSTERY SF SCIENCE FICTION /FANTASY WEST WESTERN
C. LOCATION * No longer used
CODE NAME
+ JUVENILE COLLECTION CVI* CENTER FOR VISUALLY IMPAIRED CVI R* VISUALLY IMPAIRED REFERENCE (DO NOT USE) FDC* FOUNDATION CENTER FDCR * FOUNDATION CENTER REFERENCE GEN* GENEALOGY GS GEOLOGY STACKS LC LOCKED CASE LCR FOLIO LOCKED CASE M MILSAPS COLLECTION R REFERENCE R [Language other REFERENCE [Language, eg., R SP = Reference Spanish] than English] S STACKS S [Language] STACKS [Language, eg., S SP; S FR] SR STACKS REFERENCE SRF STACKS REFERENCE FOLIO T TEXAS ROOM COLLECTION V VALUABLE COLLECTION YA YOUNG ADULT COLLECTION Exhibit 2 Guidelines for Item Conversion
To link items with no record attached, select a search method using the drop-down bar next to the index for one of the following searches:
• Title Control# the Title control; number is found at the top left of the Bibliographic Record in this manner a2123616. Type a followed by the record number and click search. Alphabet “a” must be typed in lower case.
Proceed to enter the following data: 1. Call Number always insert 2. Class Scheme should always be DEWEY- 3. Call Library use 6-character item level location codes. See attachment 2 for location codes. - 4. Item ID always insert 5. Copy# should always be 1 - 6. Type See attachment 1 for Types. 7. Item Library use 6-character item level location codes. See attachment 2 for location codes. - 8. Home Location See attachment 3 for Home Locations. – 9. Current Location should be “INSHIPPING” for all newly linked material. – 10. Item cat1 as need for item genre (ex: Mystery) See attachment 4- 11. Item cat2 should be Audience Level (Adult, Juvenile, or Teen) - 12. Item cat3 should always be blank. - 13. Item cat4 should be foreign language as needed. – 14. Item cat5 should always be blank. – 15. Media Desk should always be blank. - 16. Price -should always insert price of item- 17. Number of Pieces should be 1 (more if there are accompanying materials). - 18. Permanent should always be checked - 19. Circulate should only be checked if the item circulates. - 20. Shadow Item should only be checked for uncataloged items-
Prefix-(if needed) click the Insert tab top of screen, using the drop-down bar next to the MARC, click prefix and a flashing cursor will appear, enter the correct prefix and click ok. See attachment 5
1
Houston Public Library Item Types Attachment 1
BOOK
BOOK-JUV
BOOK-TEEN
DVD
DVD-JUV
DVD-TEEN
KIT
KIT-JUV
LARGEPRINT
LRG-PRNTJU
LRG-PRNT-T
OSTK
OSTK-JUV
OSTK-PIC
OSTK-TEEN
PB-PART
PB-PART-J
PB-PART-T
REFERENCE
REF-JUV
2
REF-TEEN
STK
STK-JUV
STK-PIC
STK-TEEN
UNCATPBK
UNCATPBK-J
UNCATPBK-T
Houston Public Library Call Library & Item Library Locations Attachment 2
HOU-ACR HOU-ALI HOU-BLU HOU-BRA
HOU-CAR HOU-CEN HOU-CLA HOU-CMH
HOU-COL HOU-FIF HOU-FLO HOU-FLT
HOU-FRA HOU-GRE HOU-HEI HOU-HIL
HOU-JIB HOU-JOH HOU-JUN HOU-KAS
HOU-KEN HOU-LAK HOU-LOO HOU-MAN
HOU-MCH HOU-MEY HOU-MNT HOU-MOO
HOU-OAK HOU-PAR HOU-PLE HOU-RIN
HOU-ROB HOU-SCE HOU-SMI HOU-STA
HOU-STE HOU-SWC HOU-TUT HOU-VIN
HOU-WAL HOU-YOU
3
Houston Public Library Home Locations Attachment 3
BEGINRD
BIOGRAPHY
BOARD-BK
CLOSEDSTKS
CSTKBIO
CSTKFIC
CSTKNF
CSTKPICBK
CSTKREF
FICTION
GENEALOGY
GN
HOU-JOBREF
LARGEPRINT
MEDIA
NONFICTION
OPENSTKSATK
OSTKBIO
OSTKFIC
4
OSTKNF
OSTKPICBK
PBK
PBKCLASSIC
PICTURE-BK
REFERENCE
UNCATPBK
WLFIC
WLGN
WLNF
WLPICBK
WLREF
Houston Public Library Item cat1 Attachment 4
MYSTERY
SCIFI_FAN
WESTERN
5
Houston Public Library Prefixes Attachment 5
Prefix Codes CODE NAME + JUVENILE COLLECTION + (Language) JUVENILE FOREIGN (Example: +SP) B BIOGRAPHY +B BIOGRAPHY JUVENILE R REFERENCE +R REFERENCE JUVENILE R (Language) REFERENCE FOREIGN (Example: R SP) +R (Language) REFERENCE FOREIGN JUVENILE (Example: +R SP) S STACKS +S STACKS JUVENILE S (Language) STACKS (Example: S SP) +S (Language) STACKS JUVENILE (Example: +S SP) SR STACKS REFERENCE +SR STACKS JUVENILE REFERENCE
GENRES CODE NAME MYST MYSTERY- ADULT SF SCIENCE FICTION /FANTASY- ADULT WEST WESTERN- ADULT YA YOUNG ADULT/TEEN
PREFIXES FOR FOREIGN LANGUAGES For any languages not in this list, consult the MARC Code List of Languages. http://www.loc.gov/marc/languages/langhome.html Select Code Sequence (HTML)
CODE NAME AR ARABIC ARM ARMENIAN AZE AZERBAIJANI
6
BEN BENGALI B BOHEMIAN BUL BULGARIAN CA CAMBODIAN CAT CATALAN CHI CHINESE (NOTE: For both Mandarin and Cantonese dialects of Chinese) CR C REOLE CZ CZECH DAN DANISH DU DUTCH EST ESTONIAN FA FARSI (Also for Persian) FIL FILIPINO FI FINNISH FR FRENCH G GERMAN GAEL GAELIC GK GREEK GUJ GUJARATI H HEBREW HI HINDI HU HUNGARIAN IBO IGBO ICE ICELANDIC IN AMERICAN INDIAN IT ITALIAN JA JAPANESE KO KOREAN L LAO LAD LADINO LA LATIN LAVT LATVIAN LI LITHIANIAN MAR MARATHI NOR NORWEGIAN PAN PANJABI P POLISH POR PORTUGUESE RUM ROMANIAN RU RUSSIAN SA SANSKRIT SE SERBO-CROATIAN SL SLOVAK SLO SLOVENIAN
7
SOM SOMALI SP SPANISH SW SWEDISH TAM TAMIL TEL TELUGU TGL TAGALOG TH THAI TIB TIBETAN TU TURKISH UK UKRANIAN UR URDU VI VIETNAMESE W WELSH WOL WOLOF Y YIDDISH
8
Baker & Taylor Books Full Processing Specifications
Format Adult and Juvenile Circulating and Reference
Revised 09/20 1 Property Stamp
Placement: Stamp top edge of the book with “Houston Public Library.”
If the book is too thin, stamp the front flyleaf top center.
If the book has dark or glossy pages, stamp “Houston Public Library” on a white label and attach it to the front flyleaf top center.
Revised 09/20 2 Barcode
Placement: Attach and center a barcode ¼ of an inch from the bottom front cover of the book.
If the book is too thin allow enough space for a spine label to be placed on the front of the book.
Revised 09/20 3 Spine & Genre Labels
Placement: Attach spine label ¼ of an inch from the lower spine of the book. (Avoid covering volume, year, or edition.)
Note: The objective of the library is to have as many characters visible on the spine as possible, understanding that with narrow spines, several characters on the label will wrap around to the book’s front. (At least 3 characters must be displayed on the book spine.)
On thin and spiral books, place the spine label a (½ inch from the spine) on the lower left front cover of the book ¼ of an inch from the bottom of the book.
Attach a genre label above the spine label when necessary.
Note: Juvenile and YA items do not receive Mystery or Western genre labels.YA items only receive YA genre labels and if required Lonestar labels. Revised 09/20 4 Date and Large Print Labels
Note: Express books only. Placement: Affix a date label ¼ of an inch from the top spine of the book.
Note: For Large Print books only. Placement: Affix a Large Print label ¼ of an inch from the top spine of the book.
Revised 09/20 5 Accompanying Material
Note: For books with an accompanying (Map, book, pamphlet, CD, CD-ROM, or DVD) only. Placement: Affix a contents sticker (¼ of an inch) to the right of the barcode. If there is not enough space to the right of the barcode place the contents sticker (¼ of an inch) above the barcode.
Write the following information on the hub of the disc (CD, CD-ROM, or DVD), using indelible ink (Sharpie pen): The barcode number and HPL (use capital letters for the abbreviation).
Avoid writing over any pertinent information printed on the disc.
Note: Do not place a protective overlay on the accompanying disc (CD, CD-ROM or DVD).
Revised 09/20 6 Disclaimer Label and Content Sticker
Attach and center the disclaimer label on the front cover of the accompanying material protective disc sleeve. Record the count (of the contents of the book) on the contents sticker.
Revised 09/20 7 Exterior Location Label
Placement: Attach the exterior location label on the back of the book upper left corner ¼ of an inch from the top of the book and ¼ of an inch from the edge of the book. (Avoid covering any pertinent information.)
Revised 09/20 8 Title Label Placement
Placement: Attach and center the title label on the back flyleaf.
Note: If the inside flyleaf has an index, map (that is different from the front flyleaf), or any pertinent information, place the title label on the book (blank) back inside cover. Advertising on the back flyleaf may be covered.
Tipping: If both the back flyleaf and back book cover has an index, map (that is different from the front flyleaf), or any pertinent information, glue or tape a 5 in. x 8 in. blank tipping page in the spine of the book (between the back flyleaf and back book cover).
Placement: Attach and center the title label on the tipped page.
Revised 09/20 9 Mylar Jackets and Label Protectors
Mylar Jackets
Note: The Mylar jacket should only be attached for books that supply a dust cover.
To be attached with ¼ inch dust cover overhang, to the front and back inside covers.
Glue Mylar Jacket to inside book covers if no information is contained on the inside front and back covers.
If pertinent information (maps, graphs, text, photographs, etc.) is contained on the inside front and back covers, glue Mylar jacket to the exterior front and back covers.
Label Protectors
Cover contents sticker, spine, genre, and exterior location labels with a label protector if a Mylar jacket is not required.
Revised 09/20 10 RFID Tag Placement
Affix the programmed RFID tag to the back inside cover of the book along the spine. (Note: RFID Tags should be placed on the back outside cover of Board Books.)
Revised 09/20 11 Audiovisual Processing Standardization Houston Public Library
Format DVD & BLUE RAY
Revised 09/20 1 DVD Insert (Front Cover)
Houston Public Library Logo
Placement: Affix and center the (yellow) transparent Houston Public Library Logo stripe across the front cover of the insert.
Spine Label & Genre Label
Placement: Affix the spine label ¼ of an inch from the lower left front of the insert.
Note: Language prefix must be added to all foreign language items 1/8 of an inch to the right of the format.
Barcode
Placement: Affix and center a barcode ¼ of an inch from the bottom front cover of the insert.
Content Sticker
Note: The contents sticker is placed on the insert of multi DVDs and singles with accompanying materials only.
Placement: Affix a contents sticker (¼ of an inch) to the right of the barcode on the insert.
Record the count (of the contents of the DVD) on the contents sticker.
Revised 09/20 2 Discs
Attach a Hub Label containing the barcode number and HPL (use capital letters for the abbreviation) onto the hub of the disc.
Note: Do Not place a protective overlay on the disc.
Revised 09/20 3 DVD Insert (Back Cover)
Title Label
Placement: Affix the title label ¼ of an inch from the lower left edge of the insert.
Disclaimer Label
Placement: Affix and center the Disclaimer label ¼ of an inch from the bottom edge of the insert.
Exterior Location Label
Placement: Attach the exterior location label on the back of the insert upper left corner ¼ of an inch from the top of the insert and ¼ of an inch from the edge of the insert.
Revised 09/20 4 RFID Tag
Placement: Affix and center a programmed RFID tag on the blank inside back cover of the insert.
Revised 09/20 5 PARTIAL PROCESSING SPECIFICATIONS
Format Books
Revised 09/20 1 Property Stamp
Stamp the top edge of the book with “Houston Public Library.”
If the book is too thin, stamp the front flyleaf top center.
If the book has dark or glossy pages, stamp “Houston Public Library” on a white label and attach it to the front flyleaf top, center.
Revised 09/20 2 Barcode
Placement: Attach and center a barcode ¼ of an inch from the bottom front cover of the book.
If the book is too thin allow enough space for a spine label to be placed on the front of the book.
Revised 09/20 3 Mylar Jackets and Theft Detection
Mylar Jacket
The Mylar jacket should only be attached for books that supply a dust cover.
To be attached with ¼ inch dust cover overhang, to the front and back inside covers.
Glue Mylar Jacket to inside book covers if no information is contained on the inside front and back covers.
If pertinent information (maps, graphs, text, photographs, etc.) is contained on the inside front and back covers, glue Mylar jacket to the exterior front and back covers.
Theft Detection
Affix the programmed RFID tag to the back inside cover of the book along the spine. (Note: RFID Tags should be placed on the back outside cover of Board Books.)
Revised 09/20 4 Baker & Taylor Uncataloged Mass Market Paperbacks and Board Books Processing Specifications
Central and Branches
Revised 09/20 1 Property Stamp
Stamp top edge of the book with “Houston Public Library.”
If the book is too thin, stamp the front flyleaf top center.
If the book has dark or glossy pages, stamp “Houston Public Library” on a white label and attach it to the front flyleaf top center.
Revised 09/20 2 Barcode, Genre, Branch, and Location Labels
Attach and center the barcode label on the front cover on the paperback or board book.
NOTE: Written text on the cover of the book may be covered.
If necessary, attach a genre label (Young Adult) ¼ of an inch on the lower spine of the book. (Avoid covering volume, year, or edition.)
Place the branch label ¼ of an inch to the left of the barcode.
Place the location label ¼ of an inch to the right of the barcode.
Cover branch and location labels with a label protector.
Revised 09/20 3 Alternative Label Placement
NOTE: If the front cover of the book is too narrow to accommodate both the location and the branch labels place both labels above the barcode.
Revised 09/20 4 Affix RFID Tag to item
Affix the programmed RFID tag to the back inside cover of the book along the spine. (Note: RFID Tags should be placed on the back outside cover of Board Books.)
Revised 09/20 5