Metadata Unit

Cataloguers are asked to please take care of the following aspects of monograph processing as needed/relevant:

• Add labels* to front covers, i.e.: For Use in Library Only (FUILO), “Check for ___ [enclosures/media]”, Ready Reference, etc.

• Note: Any one of these labels are generally affixed to the front cover, just below the barcode.  If multiple labels apply to the item in hand, use judgment re. exact placement of additional labels (i.e. If the additional label fits just below the first label below the barcode, then that may be fine, but try not to cover over important information -- perhaps affix the additional label to the right of the barcode or to the right of the first label, etc.)

• In the case of enclosures, after affixing a “Check for ___ enclosure(s)” label to the front cover…
  • If the enclosure is already self-contained within the base volume, then please also create & affix a call no. label to the enclosure itself, ideally in the top right corner unless it will cover important text.
  • If the enclosure is loose, in need of a pocket or other special handling, then please pass along to Maggie, who will take care of it from the in-house binding perspective.
  • The same principle will apply to any accompanying media (CDs/DVDs/discs), except that we do not affix any call no. label or otherwise to the media itself.
• Any other scenarios involving special handling, such as tip-in of errata, etc., will be taken care of by Maggie.  We ask that anything requiring Maggie’s attention please be placed (with a note) on the blue metal truck that is situated in the in-house binding area. (labelled inbox tray(s) available)  The processing table will now act as primarily a workspace for anyone who may like to use it.
• *Pre-printed labels are available & organized within hanging folders situated on top of the processing table.
• For any RUSH / Notify / Reserve books (print or e-books), after cataloguing is complete & any special labels or enclosures have been dealt with…
  • Place Rush/Notify/Reserve material for Main with its paperwork (blue Rush/Notify/Reserve flag) in the tray labelled “RUSH / PRIORITY BOOKS”, for Circulation Services to pick up & finish the usual end-processing (gutter stamping & tattle taping).  The tray lives on the separate metal shelf (attached to cubicle wall) immediately to the left of the book truck that Circulation Services will routinely pick-up for end-processing.
  • Place Rush/Notify/Reserve material for Law with its paperwork (blue Rush/Notify/Reserve flag) in the Law "Daily Runner" tray for Law staff to pick up and complete full processing. (Law does all their own full processing, including printing & affixing Law call no. label, Law "Priestly" barcode, "UVic Law" red gutter stamp, etc.)  The Law "Daily Runner" tray is located on the shelves across from the green Serials mail table.
• Otherwise, all other material for Main is placed on the book truck for Circulation Services to pick up & finish the usual end-processing (gutter stamping & tattle taping).

• The Music and Media Unit is responsible for the processing of most Music and Media material.  This includes: soft bound scores, CDs, DVDs, Curric Collection kits, and other various Music and Media material.  The metal shelves on Pillar D-9 (to the right of our processing area) have been designated and labelled to act as a holding bay for items requiring Music and Media processing.
• Hard bound scores without parts (i.e. do not require the creation of pockets, etc.) are placed on the truck for regular processing.
• For scores, print call number in pencil preferably on t.p. verso.
• For sound recordings, include accession number on post-it note or paper with call number visible inserted in container.
• Upon completion of cataloguing, place any material requiring Music and Media processing directly onto the designated shelves of Pillar D-9.  Music and Media staff will periodically check and pick up from the designated shelves.
• In the case of any RUSH material for Music and Media processing, we are asked to please email  libmedia@uvic.ca , alerting them that there is RUSH processing awaiting pick-up

With the exception of music scores and other possible special circumstances…

• Generally speaking, any print resources found to be in a spiral binding/coil binding/or similar binding method will no longer be sent to the Bindery.  Spiral bound/coil bound/or similar may simply be processed for the stacks as is.
• Generally speaking, this will also apply to thin, stapled, softcover books, although exceptions may be made on a case-by-case basis to pambind the material in-house.
• Proceed with usual workflow upon cataloguing.
  • Monograph cataloguers - create item record, affix barcode and call no. label, and then place on the truck for Circulation Services staff to pick up and complete the gutter stamping and tattle taping.
  • Serials cataloguers or serials check-in staff - process per usual instructions and place on Stacks Maintenance pick-up shelves.

• Note: Material going into Special Collections with oriental binding (or similar) will be handled by Jaqui in SCUA. (She will create custom boxes if needed for housing within SCUA)
• Material going into the main collection with oriental binding (or similar) will need to be looked at on a case-by-case basis, and will be handled by Maggie in Metadata.  Rather than creating customized housing for the material (which would be quite labour-intensive), we will more likely choose some simpler options, whenever possible, such as:
  • If the material already arrives in its own special box/sleeve/outer casing, we may decide to process as is, treating it similar to a kit of sorts, using the “Check for ____ enclosures” labels accordingly.
  • If the sleeve/outer casing does not have a bottom, we may decide to modify it by creating our own bottom reinforcement of sorts.
  • If deemed suitable, we may decide to simply reinforce the spine using book cloth tape or similar.
  • If deemed suitable, we may decide to have the material sit on the shelf in a pam box for support.
  • If the material is too small/thin/loose/flimsy, we may decide to enclose the material in an envelope or folder, using the “Check for ____ enclosures” labels accordingly.
  • If deemed necessary or preferred, we may create our own customized housing for the material. (rare)
  • If deemed necessary or preferred, particularly in the case of newly purchased material, we may request to send to bindery. (rare)
• Cataloguers please consult with Maggie as needed, or place material (with a note) on the blue metal truck that is situated in the in-house binding area.  Maggie has experience with creating customized housing for material, if needed.  She may also wish to consult with Jaqui in Special Collections, who has experience with creating custom boxes for SCUA materials or Marthese in Music & Media, as they deal with the housing/processing of all the music/media/kit material.