7-9 New Canadian Books Report

Purpose:  To provide instructions for drafting, editing, and dissemination of a quarterly bibliography list of newly-acquired Canadian books and theses.

[UPDATE: a new procedure for announcement of new Canadian books is being developed as of early 2021. It will likely replace the process outlined below.]

The “New Canadian Books” list is created quarterly for the periods January-March, April-June, July-September, and October-December of each year. Book titles and authors for the list are obtained from order and approval slips collected by the Cataloging Department. Current and previous New Canadian Books report files are saved in the “Canadian” section of the library’s internal shared network.

Create file for “New Canadian Books” Report

  • Copy contents from previous issue of New Canadian Books and paste into a fresh MS Word document or create new file by using “Save As” and rename file with updated list number.
  • Delete all contents but masthead, section labels, and bottom description.
  • On masthead, edit dates and number of list to represent the latest list.
  • Save file for adding and editing new Canadian book titles.
  • Use title/author information on slips provided by librarian or retrieved from collection box in Cataloging Department to create a bibliographical report.

Copy / Paste / Edit

  • Search in URSUS catalog for the record that corresponds with title/author information on slip.
  • Click on MARC record in the public view in URSUS catalog to copy pertinent information from call number through copyright date, then paste information into the MS Word document.
  • Have MS Word default font and type size set to Times New Roman/size 12, and have the Quick Command Tool Bar at the top of the page set to include the “Clear Formatting” option.  Select, highlight and clear URSUS MARC Record formatting for newly entered information and clear formatting by clicking on the “Clear Formatting” icon.
  • Edit new entry to put information in correct order, and fix capitalization, punctuation, and italicization of title.


Example of record as copied and pasted from URSUS MARC record:

050  4 PN4913.M33|bR63 2008 
082 0  C814/.52|222 
100 1  Robertson, Ian Ross,|d1944- 
245 10 Sir Andrew Macphail :|bthe life and legacy of a Canadian 
       man of letters /|cIan Ross Robertson 
260    Montreal :|bMcGill-Queen's University Press,|cc2008

Example of record as formatted and edited for the New Canadian Books list to display author/editor, title, publisher, date, call number:

Robertson, Ian Ross, Sir Andrew Macphail:  The Life and Legacy of a Canadian Man of Letters, McGill-Queen’s University Press, 2008.  (PN4913.M33 R63 2008)

The usual MARC field codes for the information used include:
Author(s) – 100 & 700 fields
Title and subtitle – 245 field
Publisher and date – 260
LC Call Number – 050 or 090 field

Formatting Considerations

If there are two authors, use both with first author listed:  last name, first name, middle name or initial (comma), and second author listed first name, middle name/initial, last name (comma), followed by title.  When there are more than two authors, put name of first author, then the abbreviation “et al.,” after it.  If the author is an editor, put “ed.,” after his/her name. If there are two or more editors put “eds.,” after the second name or after “et al.”

In instances where there is no author or editor listed, as in conference proceedings, the first word of the title is used for alphabetical placement of the entry within the report.

Entries for thesis or dissertation titles vary slightly from the usual format.  The title is enclosed by quotes rather than being italicized.  The title is followed by a thesis or dissertation notation, and the publisher is the school or university.

Thesis/Dissertation Example:

Gosselin, Cheryl A., “Vers l’avenir:  Québec Women’s Politics Between 1945 and 1967:  Feminist, Maternalist and Nationalist Links,” Ph.D. Dissertation, Université de Montreal, 2003.  (HQ1236.5.Q8 G67 2002)

For French records, include all accents as listed in the MARC record.  Only the first word in a French title and the first word in a French subtitle need to be capitalized.  If there are questions regarding French accents, punctuation, or capitalization, contact the librarian.


Two business days before the end of the quarter, stop making entries to the New Canadian Books List.  Proofread and print out a copy of the list to submit to the librarian, who will make any final edits and add any Canadian Government Documents and Reference entries.  The librarian will publish the list online on Fogler Library’s Canadian Studies guide, and will also forward a hard copy to the Canadian-American Center.