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Journal Issues Represented as Monographs

Purpose: To facilitate access to themed issues of periodicals by creating separate monograph records.

Selection of Applicable Materials
Selected journal titles, notably from Hayworth Press, have been identified by the Head of Collections as often having themed issues. Serials staff have placed a routing note in checkin records.  Such items will be delivered to the Blonde Table along with the route slip signaling high priority. Cataloging staff will determine if the issue qualifies for analytic treatment and a separate record in URSUS.

NOTE: If more than 3-5 business days are required to catalog, photocopy the chief sources of information and return the volume to Serials to be checked in and made available to patrons.

Cataloging Procedure: Bibliographic Record
Monograph catalog record for themed issue to be retrieved from OCLC or created by professional cataloging staff.  The following MARC fields are added:

Field Indicators Contents Notes
500 _ _ Published [ / Co-published / Simultaneously published / etc.] as [serial title], vol. [v.#], no. [#] ([date]).  
590 _ _ ORO: Shelved in Periodical Stacks as: [journal title].  
730 02 [Serial title]. Use 1st indicator for # of nonfiling characters
949 33 *b1-b;b2-o;b3-#;bn-oro/loc-ocper/ty-17/sta-o/ Replace '#' with cataloger initials code

Cataloging Procedure: Item Record
Once the new record is downloaded to URSUS, open the newly-created dummy item record and complete the following steps:

  1. Select Insert, Volume. Type or paste the volume numbering information from the 500 field referenced above.
  2. Select Insert, Note. Type: Shelved with periodical title: [journal title]
     

Final Processing
The serial issue should be returned to Periodicals Checkin Staff after analytic treatment to continue physical processing and delivery to current periodicals.

Example 

b38631039 : The range of pragmatism and the limits of philosophy.

[Note that the "dummy" item record contains the "shelved as" note and the volume information but no barcode or call number. Loc = ocper. Itype = 17 (serial)]

[Addendum]

In some cases, we also adopt this procedure to catalog reprints of  themed journals requested by subject librarians. Once Acquisitions staff discover that a monograph title submitted as an order is already held by Fogler Library as a themed journal, they will send cataloging staff the yellow order slip and ask for analytic cataloging. We catalog these themed journals as if we have the physical reprints. As Fogler's access to each individual journal may vary, we can encounter three different scenarios:

1. Print access to journal only (example: b40325271)

  1. Find record on OCLC;
  2. Add "500_ _ Published [ / Co-published / Simultaneously published / etc.] as [serial title], vol. [v.#], no. [#] ([date])." to record if there is none; If there is already a 500 note reads "Reprinted from the [serial title],  vol. [v.#], no. [#] ([date]", accept as is;
  3. Add "590 _ _ ORO: Shelved in Periodical Stacks as: [journal title];
  4. Add command line: 94933 *rec-b;b1-b;b2-o;b3-u; bn-xxxx;i-/ty-1/loc-xxxx/sta-o
  5. Add volume number, issue number and publishing year in item record, example: Vol. 117, No. 1-4 (2007)
  6. Add "Shelved with periodical title" note in item record, example: Shelved with periodical title: Cytogenetic and Genome Research

2. Online access to journal only (example: b40324084)

  1. Find record on OCLC (normally only print record available on OCLC);
  2. Add "530 _ _ Also available via the World Wide Web";
  3. Add "500_ _ Published [ / Co-published / Simultaneously published / etc.] as [serial title], vol. [v.#], no. [#] ([date])." to record if there is none; If there is already a 500 note reads "Reprinted from the [serial title],  vol. [v.#], no. [#] ([date]", accept as is;
  4. Add 856 field for online access, example:   856 41 $u http://www.library.umaine.edu/auth/EZProxy/test/authej.aspurl=http://www.springerlink.com/content/4w1287t4w0861850 $z Restricted access (UM). Refer to procedure "How to Create a Permanent URL for a Journal Title" on how to create a permanent URL.
  5. Add command line: 949 33 *rec-b;b1-4;b2-o;b3-u; bn-oweb; i-/ty-51/loc-oweb/sta-k
  6. Add volume number, issue number and publishing year in item record, example: Vol. 117, No. 1-4 (2007)

3. Print access and Online access simultaneously (example: b40325246)

  1. Find record on OCLC (normally only print record available on OCLC);
  2. Add "530 _ _ Also available via the World Wide Web";
  3. Add "500_ _ Published [ / Co-published / Simultaneously published / etc.] as [serial title], vol. [v.#], no. [#] ([date])." to record if there is none; If there is already a 500 note reads "Reprinted from the [serial title],  vol. [v.#], no. [#] ([date]", accept as is;
  4. Add "590 _ _ ORO: Shelved in Periodical Stacks as: [journal title];
  5. Add 856 field for online access, example:   856 41 $u http://www.library.umaine.edu/auth/EZProxy/test/authej.aspurl=http://www.springerlink.com/content/4w1287t4w0861850 $z Restricted access (UM). Refer to procedure "How to Create a Permanent URL for a Journal Title" on how to create a permanent URL.
  6. Add command line: 94933 *rec-b;b1-b;b2-o;b3-; bn-xxxx;i-/ty-1/loc-xxxx/sta-o
  7. Add volume number, issue number and publishing year in item record, example: Vol. 117, No. 1-4 (2007)
  8. Add "Shelved with periodical title" note in item record, example: Shelved with periodical title: Cytogenetic and Genome Research

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Created by: Kang Cao | Revised: 12/27/2011
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