1. TECHNICAL PROCESSING STATEMENT
Submitted by KPL on Fri, 01/13/2006 - 11:16am.
STATEMENT: Technical processing is a term used to include the entire process of physically acquiring and processing books and other non-book materials, checking invoices for receipt of materials, cataloging and assigning a classification number which will determine the location of the book or material on the shelf, and preparing the Shelflist and Master catalog cards for inventory control.

Every book is assigned a machine-readable numeric barcode. The physical description of the book, publication date, publisher, author and the title are entered into the library's OPAC system through the use of alphanumeric CRT terminals. Following this descriptive process, the book is then processed for circulation and stamped with the library's identification marks.

During the course of a book's life it may have a number of inspections for mending of torn pages, and, if it is still valuable, it may be sent to a commercial binder for special library binding. A book, which is not suitable for binding, is withdrawn from the collection. When an "only" copy is withdrawn and deleted from the collection, the book's Shelflist and Master cards must be pulled from the card catalog files.

A similar process occurs also for audio-visual materials such as Book Cassettes, Videocassettes, and other non-print materials received, cataloged and disseminated through the library's support services of Technical Processing. Specific procedures for each item are contained herein.

2. MATERIAL SELECTION CRITERIA
Submitted by KPL on Fri, 01/13/2006 - 11:17am.
CRITERIA: The following selection criteria will serve as guidelines for the acquisitions of print or non-print materials:


A. Adult Collection
Submitted by KPL on Fri, 01/13/2006 - 11:18am.
ADULT COLLECTION
Non-fiction:
A. Qualification of the author in the subject field
B. Scope and authority of subject field
C. Quality of writing (style, readability)
D. Appeal
E. Date of publication
F. Reputation of publisher
G. Organization of content (indices, bibliographies, etc.)
H. Relationship to the existing collection
I. Physical qualities (binding, print size, illustrations)
J. Price
Fiction:
A. Style
B. Appeal (popular or limited)
C. Characterization (realistic portrayal of characters)
D. Literary merit
E. Relationship to the collection
F. Reputation of the publisher
G. Price

B. Juvenile and Young Adult Collection
Submitted by KPL on Fri, 01/13/2006 - 11:19am.
JUVENILE AND YOUNG ADULT COLLECTION
Non-fiction:
A. Qualification of the author in the subject field
B. Scope and authority of subject field
C. Quality of writing (style, readability)
D. Appeal
E. Date of publication
F. Reputation of publisher
G. Suitability to the age of the reader
H. Organization of content (indices, bibliographies etc.)
I. Relationship to the existing collection
J. Physical qualities (binding, print size, illustrations)
K. Price
Fiction:
A. Style
B. Appeal (Popular or Limited)
C. Literary and artistic merit
D. Relationship to the existing collection
E. Suitability for intended audience
F. Vocabulary to the age of the reader
G. Price

C. Reference Collection
Submitted by KPL on Fri, 01/13/2006 - 11:20am.
REFERENCE COLLECTION

The reference collection is a non-circulating collection of materials designed to provide access to factual information and to treatises on major philosophy and trends in authoritative forms. They are selected to satisfy the research and reference needs of adults, young adults and juveniles with a wide variety of interests and educational needs.

A. Qualification of the author in the subject field
B. Scope and authority of subject field
C. Quality of writing (style, readability)
D. Date of publication
E. Format (Arrangement, indexing, organization)
F. Suitability for intended audience

D. Audio-Visual Collection
Submitted by KPL on Fri, 01/13/2006 - 11:21am.
AUDIO-VISUAL COLLECTION

The selection of audio-visuals, although based on the same principles as the selection of books, must also take into consideration the technical aspects (quality of photography, sound track, narration, etc.) of the product. The following criteria represent the general criteria to be considered in the selection of audio-visuals:

A. Content of material must have potential for use by the community.
B. Subject content, treatment and presentation, particularly in specialized areas, must be on an appropriate community level.
C. Reputation of the publisher.
D. Technical quality of color, sound, continuity, etc.
E. Currency and timeliness of the material. Rapidly changing subjects should be purchased in less expensive media.
F. Cost effectiveness of one media over another, or over the printed word.
G. Whether preview or other adequate review process is provided.
H. Weakness of the collection in a particular subject area.
I. Projected images must be sufficiently large and bright.
J. English language media should receive a higher priority except in those areas where a foreign language is the basis for the program.
K. Durability of the physical item (e.g. tape cassette vs. record).
L. Appropriateness of selected audio-visual format for use in a subject field.
M. Commercialism is to be held to an acceptable level, not distracting from the central theme and content.

3. MATERIAL SELECTION GUIDES
Submitted by KPL on Fri, 01/13/2006 - 11:22am.
Since it is impossible for the library staff to read and review personally the large number of books published annually, reviews found in professional, literary, and general periodicals as well as in standard bibliographies are used to facilitate the selection process. However, the lack of a review or an unfavorable review shall not be sole reason for rejecting a title, which is in demand.

The majority of selection guides and catalogs will be kept in Acquisition's Department, though some catalogs will be routed to their corresponding department. Most selection guides will be kept in the Acquisition's Department for 12 months and then discarded or replaced with new editions. Book review journals will be kept at the Cataloging Department, always maintaining a 2-year back issue collection.

Audio-visual materials and magazines of popular nature are also selected by means of reviews, ads, and requests. The following are some in-housed guides used in the selection of print and non-print materials:

1. Baker & Taylor Forecast

2. Basic Reference Sources

3. Booklist *

4. Children's Catalog

5. EBSCO Librarians' Handbook

6. Fiction Catalog

7. Junior High School Catalog

8. Library Journal *

9. New York Times Book Review *

10. Public Library Catalog

11. Publishers Weekly *

12. School Library Journal

Note: * Book review journals housed at the Cataloging and/or Reference departments: a 2 year back issue collection.

4. MATERIAL SELECTION POLICY
Submitted by KPL on Fri, 01/13/2006 - 11:23am.
STATEMENT: The Robert J. Kleberg Public Library has served the recreational, educational, and informational needs of the Kleberg County residence since 1917. During its history the library has grown with its community, adding services and materials in response to user needs. The primary objective of the library is to serve as a communication center for the total community by providing free and open access to the ideas and information Available on all subjects and media formats.


Because of the high volume of published materials as well as the limitations of budget and/or space, the aim of the ROBERT J. KLEBERG PUBLIC LIBRARY Material Selection Policy is to provide guidance to the librarians in the selection of materials that supports and promotes the mission of the library. The library will operate within the framework of the selection policies in order to build a quality collection with the ultimate goal of providing quality services to the total community.


The library recognizes that many books, magazines and newspapers are controversial and that any given item may offend someone. In no case should any material be excluded because of race, nationality, and political or religious views of the writer. Selections will not be made on the basis of any assumed approval or disapproval, but solely on the merit of the work as it relates to the library's purpose and as it serves the needs and interests of Kleberg County as a whole. (See appendix 12)


Involved in the choice of materials are the experience and knowledge of those staff members selecting materials, their familiarity with the existing collection, the community, its needs, demands, and the library's materials budget. The ultimate responsibility for selection of materials as with all library activities rests with the Library Director who operates within the framework of policies determined by the Board of Trustees. However, because the Library Director must be able to answer to the Library Board and the general public for actual selections made by the staff, authority to reject or select any item contrary to recommendations of the staff, is reserved by the Library Director.


The overall responsibility of the library is to satisfy the diverse reading needs and interest of the residents of the community through the selection, acquisition, organization and preservation of library materials and to provide skilled guidance in their use.

5. COLLECTION DEVELOPMENT
A. Adult Collection
Submitted by KPL on Fri, 01/13/2006 - 11:25am.
ADULT COLLECTION

The Robert J. Kleberg Public Library supports the development of specialized collections, which addresses the needs and concerns of the adult patrons. Adults will be served by materials relevant to their day-to-day needs, interests and activities. The aim of the library is to provide the mature adult public with the materials needed for general reading, reference and recreation. All backgrounds, abilities and levels of education identifiable in the adult community served by the library will be taken into consideration as materials are selected.

Using book reviews, pertinent bibliographical publications, patron requests, and the judgement of the librarians, titles are recommended for inclusion on the basis of content, style, and intended audience. An attempt is made to satisfy a public varying greatly in education, interest, taste and reading skills.

B. Young Adult Collection
Submitted by KPL on Fri, 01/13/2006 - 11:25am.
YOUNG ADULT COLLECTION

The Robert J. Kleberg Public Library supports the development of specialized collections, which address the needs, and concerns of Young Adult (YA) patrons. The library recognizes that the needs of Young Adults are different in kind and intensity from those of other library users. YA collections function as a transition between the Juvenile and the Adult collections, and must provide materials which particularly relate to the current information needs, interests and personal growth of adolescents: Educational, recreational reading, social and career aspirations.

The Young Adult collection will be fluid, flexible, current and attractive, containing materials which are: 1) in demand, 2) of special quality which will help young adults understand themselves and others, broaden their curiosity and expand both their reading ability and reading enjoyment. Emphasis will be on popular browsing materials and periodicals.

C. Juvenile Collection
Submitted by KPL on Fri, 01/13/2006 - 11:26am.
JUVENILE COLLECTION

The Robert J. Kleberg Public Library supports the development of specialized juvenile collections aimed at responding to the needs and interests of children. Materials in a variety of print and non-print formats are selected for all levels of children's understanding and reading abilities, and an attempt is made to represent all points of view. The collection includes materials of general use and appeal, specialized topics, and retrospective as well as current titles. Multiple copies of high demand titles will be purchased.

In selecting books for Juveniles, the library's objective is to make available a collection which satisfies the informational, recreational and cultural reading needs and potentials of children with diversified taste, backgrounds, hobbies, and interests, and to suit their mental capacities at various age levels from preschool age through middle school. Books are selected which meet the general demands of the majority of children along with books for children with special needs, problems, talents or interests.

Physically, collections are to be fresh, lively and attractive. Maintenance of the collection is a continuous process, with worn and obsolete materials being discarded. Materials may be replaced due to loss, or poor condition.

Juvenile books are collected in the following categories:

A. Newbery, Caldecott and Texas Bluebonnet award winners. Generally two copies will be ordered of these titles. Runner-up titles for these awards may be selected if sufficient funds are available.


B. ALA (American Library Association) Notable books.


C. Seasonal subjects (e.g., Christmas, Easter, and Washington’s Birthday) may be selected.


D. Non-fiction (animals, poetry, biography, science, etc.)


E. Books which reflect trends (death, divorce, adoption, etc.)


F. Titles which a staff member has determined will support the children’s collection.

D. Best Sellers
Submitted by KPL on Fri, 01/13/2006 - 11:27am.
BEST SELLERS

Best selling books are ordered and obtained by the Acquisitions' Department via a major jobber. Titles are selected each month from a list of bestsellers. Selections are carefully made based on their potential appeal and demand. Suggestions are welcome but are subject to the library's selection criteria and the limitations of the budget.
E. Large Print Collection
Submitted by KPL on Fri, 01/13/2006 - 11:28am.
LARGE PRINT COLLECTION

Large print materials are purchased to meet the needs of the visually handicapped community. Large print titles are selected according to the library's selection criteria and the limitation of the budget.

F. Paperback Collection
Submitted by KPL on Fri, 01/13/2006 - 11:29am.
PAPERBACK COLLECTION

Paperback books are selected at the discretion of the professional librarians and Library Director. The collection is small and is meant to give a greater range to recreational reading to adults, young adults, and children. The selection covers a variety of subjects and include mysteries, westerns, gothic tales, love stories, biographies, historical novels, animal tales, travel, history, and sports. Books available only in paper and meeting the general selection criteria will be purchased and sent to the bindery to be bound in hardback format and added to the collection.

G. Periodical and Newspaper Collection
Submitted by KPL on Fri, 01/13/2006 - 11:30am.
PERIODICAL AND NEWSPAPER COLLECTION

The Robert J. Kleberg Public library currently uses a subscription agency, which specializes in magazine and newspaper distribution. This agency offers literally hundreds of serial titles. By using a subscription agency, the library is able to centralize orders and invoices for serial subscriptions. This service has proven to be a cost-effective and time saving method.

A well-balanced subject collection of periodicals is maintained as a current and in-depth supplement to the book collection. Selection is based on appeal and demand, the accessibility of a title's content through indices, the accuracy and objectivity of the editor and authors, its contributions to trends in the field covered, and the preservation of a balanced viewpoint within the collection. Requests for periodical articles, which fall outside the scope of the collection, may be filled through the STLS Interlibrary Loan Network.

Newspapers are selected to meet the reference and research needs of patrons, and to provide current and local information not available in books. The library's aim is inclusiveness in the case of local papers. State and national newspapers are purchased upon sufficient demand and within budget and space limitations.

H. Audio-Visual Collection
Submitted by KPL on Fri, 01/13/2006 - 11:31am.
AUDIO-VISUAL COLLECTION



DUE TO BUDGET AND SPACE LIMITATIONS, FILMSTRIPS, 16MM & 8MM FILMS, RECORDS, REEL-TO-REEL AND AUDIO CASSETTES TAPES WILL NOT BE PURCHASED. Only VHS videocassettes of intrinsic value and interest will be purchased, but infrequently, and added to the permanent collection. The library's Audio System for in-house use will be provided to library users upon request. Use of the Audio System will require the approval and assistance of Reference Librarian or designee. The Library will consider other audio-visual formats as deemed necessary.


In order to remain responsive to public need, the library will evaluate new developments in the field of audio-visual formats for possible inclusion in the library's collection.



MICRO-FORMATS: For economy of storage and for durability, micro-format materials will be purchased for back files of heavily used periodicals, newspapers and other research resources. The term "micro-format" encompasses microfilm and microfiche materials.


Audio-visual materials are selected and withdrawn from the collection following the same principles that apply to print and non-print materials.

6. ACQUISITION OF LIBRARY MATERIALS
Submitted by KPL on Fri, 01/13/2006 - 11:33am.
STATEMENT: Acquisition, processing, cataloging, and circulation involve a complex series of interlocking inventories and activities. The ultimate goal is to create and maintain a system that will allow library users to repeatedly identify, locate, and use materials. However, before any material can be processed, cataloged, or checked out, it must first be selected, ordered, and purchased.

Each time an item is added to or withdrawn from the collection, a chain of events occurs. For instance, if an "only" copy is discarded, inventory catalog cards must be withdrawn and the holdings count must be adjusted. The collection must then be evaluated to determine whether the item should be replaced or substituted with another appropriate title.

In order to select material for the community, it is critical to first know what the collection already contains, the quality of such material, and the usage it receives. Only then can the librarian(s) determine if the potential selection will satisfy the informational and recreational needs of the community. Reading interests can be identified by the types of books circulated, by the questions people ask, by the number of books checked out in specific subject areas, and by the subject matter checked out by specific age groups.

Whether an item is donated or selected for purchase, the following questions should be considered:

v Is similar material currently available in the collection?
v Is the material timely?
v What is the physical appearance of the book (particularly with donations)?
v What is the estimated demand for this topic?
v What percentage of shelf space does similar material occupy in relationship to the rest of the collection?

The innumerable bibliographies published by various organizations can be used for selecting a high percentage of the library's collection. Use of these bibliographies, written by persons with appropriate expertise, ensures that selection will be made from the best material Available in the field. (See Technical Services: Material Selection Guides)

A. Book Jobbers
Submitted by KPL on Fri, 01/13/2006 - 11:34am.
The library currently uses Baker & Taylor as its major book jobber. This allows the Acquisitions Librarian to place one order of many books and track a few accounts instead of ordering a few books from many publishers. Even though Baker & Taylor offers different choices of bindings for a variety of prices, the Library recommends that hardback/library binding material be purchased whenever possible.

The Library has also set up a Standing Order/Continuation Account with Baker & Taylor's Continuation Service. This means that books that are purchased on a regular basis will be sent automatically to the library when the new edition is published. Most standing orders are for annual or biannual titles; however, standing orders for series can also be made.

The Acquisition's Librarian will be responsible for maintaining the "Standing Order" file. It will serve as a permanent record of what the library has on standing order not only with Baker & Taylor but also with other vendors.

Please note that Baker & Taylor does not charge for shipping regular book orders but does charge for continuation orders. Since the Library will probably place a few standing orders a year and the titles will be shipped one or two at a time, this can become a cost factor during tight book budgets.

It is also important to know that Baker & Taylor does not carry material by all publishers because the volume of business may be too small, or because the publisher sells directly to the buyer only. For many years government documents could only be ordered directly from the Government Printing Office. Today, however, many common government publications are Available through Baker & Taylor's Continuation Service. Also, encyclopedias are not sold by most jobbers and must be ordered directly from the publisher. Sometimes the library can obtain a higher discount when ordering direct. Comparison pricing is highly encouraged.

The following is a partial list of major book jobbers the Library has dealings with:

Baker & Taylor Co.
50 Kirby Lane
P.O. Box 734
Summerville, NJ 08876
(800)526-3811

Bound-to-Stay Bound Books
W. Morton Rd.
Jacksonville, IL 62650

Brodart
500 Arch St.
Williamsport, PA 17705
(800)233-8467

Perma-Bound/Hertzberg
Vandalia Rd.
Jacksonville, IL 62650
(800)637-6581

B. Terms Used by Book Jobbers
Submitted by KPL on Fri, 01/13/2006 - 11:35am.
When working with a book jobber, it is important to know the level of discount that the jobber will offer the library. Terms such as trade, library binding, prebound, professional, and textbook will be used to describe various bindings and discounts. The following are some terms used by major book jobbers:


Trade: Popular fiction and nonfiction books normally carried by a bookstore. Almost all fiction books are trade books, as are children's books unless they are library-bound by the publisher. This category receives the highest discount.


Library bound: Books bound by the publisher with long wearing materials to ensure a longer shelf life. Often the binding is reinforced for durability.


Professional/textbooks: These books carry the smallest discount and are usually books such as atlases, dictionaries, and handbooks that would be purchased for a reference collection. Most books published by universities, R. R. Bowker, H. W. Wilson, or small presses also receive small or no discounts.


Short discount: This refers to the smaller discount given to reference, textbook, and to library-bound material.


Prebound: Books specially bound, usually by a company other than the publisher, are prebound to provide a stronger, more durable binding. These books can be purchased from large book jobbers or from special suppliers who handle only prebound materials. Be certain that the books still have appealing covers.

Rebound: After the hard cover is worn, the book can be bound again with a durable cover. There are jobbers who offer only this specialized service.


Paperbacks: Any soft cover book. These often have a different discount from trade or library bindings.

7. BOOK ORDER AND CHECK-IN PROCEDURES
Submitted by KPL on Fri, 01/13/2006 - 11:37am.
Department Heads will send preliminary order requests to the Acquisition's Department. Approved order requests will be compiled and ordered as the Book Budget allows. The Acquisition’s Librarian will report non-approved order requests to the appropriate Department Heads.

The Acquisitions Librarian will be responsible for maintaining order records and filing order slips in the "On Order" file immediately after the order is prepared to prevent duplication. The Acquisition's Librarian will pull these order slips from the "On Order" file after the books have been processed for circulation.

The Acquisitions Librarian will clear invoices, check-in and return damage and Lease Plan books as required. The librarians and the Library Director will set donations and books sent on approval aside for consideration.

8. BOOK RETURN FORM
Submitted by KPL on Fri, 01/13/2006 - 11:40am.
BOOK RETURN FORM

DATE ________________________


TO: FROM:


WE ARE RETURNING THE TITLES LISTED BELOW FOR:

_____ Replacement Credit ACCT.#

INV. # INV. Date

TITLE AUTHOR














REASON FOR RETURNING:

9. GIFTS, DONATIONS, AND MEMORIALS

A. Policy Statement Regarding Gifts and Donations
Submitted by KPL on Fri, 01/13/2006 - 11:43am.
POLICY STATEMENT REGARDING GIFTS AND DONATIONS: The Robert J. Kleberg Public Library accepts gifts and donations with an understanding that everything donated to the library becomes library property, to be used as the library deems appropriate. Those gifts and donations which will not be retained by the library will be disposed of in an appropriate manner - by giving them to other institutions or by selling them at the Friends of the Library book sales.

In accepting gifts and donations of any materials intended for the library, the right of the final disposition of such gifts and donations is reserved for the library. The same selection criteria for inclusion in the collection that are used for purchase decisions shall be applied to gifts and donations. Out-of-date material, duplicate items for which additional copies are not needed, and material in poor physical condition will not be added to the collection. Gifts and donations that do not meet the library's selection criteria shall be disposed of at the discretion of the Library Director.

Gifts of money for the purchase of books are always welcomed. Such books will have a "presented to" bookplate acknowledging the donor. Such gifts will be kept on record alphabetically by donor's name.

The Library does not appraise gifts or donations or provide evaluations for tax deductions or other purposes but will acknowledge receipt of gifts and donations or other materials in writing if requested by the donor. (See appendix 21)

Books or money for the purchase of books as Memorials may be donated to the Library. Recommendations for titles or subject matter are welcome. The books will be marked with a "Memorial" bookplate. Cards of acknowledgement will be sent to the donor and to the family of the person for whom the Memorial was given. Both families will be notified of the availability of the book. If they wish to examine it, it will be set aside.

Designated Memorial gifts of money deposited in the Special Gifts and Donations Account will be used for the purchase of Memorial Books, however, contributions may be used for the purchase of equipment, furniture, audiovisual, etc., if the donor so desires and the family of the deceased approves. Memorial plates will be placed on pieces of furniture or equipment recognizing the donor.

The Library appreciates the gifts of donors and attempts to recognize donors appropriately in order to both demonstrate appreciation and to encourage donations of other potential donors. The following enumerated statements will be adhered by the library when accepting gifts and donations:

1. The Robert J. Kleberg Public Library accepts gifts of money, books, films, pamphlets, periodicals, phonographic records and the like with the understanding that the Library may do with them as it sees fit.


2. Gifts of materials may be added to the library collection subject to the same principles and standards of selection as are applied to all materials added to the Library's collection.


3. All materials in the Library's collection will be displayed, circulated, or made Available for use in a manner consistent with its facilities, good library practice, and the needs of the public.


4. It is to be understood that the Robert J. Kleberg Public Library is to have full authority as to when, where, and how any gifts of materials are displayed or used.


5. The Library will, of course, try to comply with the wishes of the donor of a gift, but it reserves the rights as conditions change to assign any of its materials wherever the need is greatest.


6. A library that is used extensively by its public sustains losses through theft, mutilation, and ordinary wear. The Library cannot guarantee that any gift or donation will be part of the collection permanently.


7. All gifts of materials must be in a usable physical condition. The Library will not accept materials, which are not outright gifts.


8. Because of limitations of space, budget, and staff, the Library reserves the right to accept or discard, at its discretion, any unsolicited material sent to the Library.

9. The Library encourages and welcomes cash gifts, endowment funds and donations for purchasing books (in general or specified areas), other library materials and equipment, for improving the library facilities, or for the benefit of the library staff. This money may be used for Memorial purpose.

B. Memorials
Submitted by KPL on Fri, 01/13/2006 - 11:45am.
MEMORIALS: Gifts and donations of books or other library materials, or donations of money for the purchase of Memorial materials are welcomed. Books purchased in memory of a deceased individual are called Memorial Books. When a person donates monies for a book in memory of a friend or loved one, an acknowledgement is sent to the family of the deceased informing them of the Memorial, and another card is sent to the donor thanking and acknowledging the donation. Memorial book(s) purchased are then designated by placing a bookplate in the front of the book noting the name of the deceased along with the name of the donor.


A complete record will be kept in alphabetical order by the name of the deceased (last name first). All entries will include the donor's name, and the title and author of the designated book.


In choosing books for such Memorials, the librarian should consider the interests of the deceased, or inquire if the donor would prefer to have a particular subject matter chosen, but the final decision, based on the library's selection criteria, rests with the Library Director or designated librarian(s).


The library will display new acquisitions of Memorial Books for one (1) year on a special shelve located at "Best Sellers" area. After the one-(1) year period, memorial books will be moved and shelved in the library's Genealogy Room. All Memorial Books will have "MEM" as part of their call number.


The de-selection of Memorial Books or materials from the collection will be made in each case by the librarian(s) in consultation with the Library Director. The library shall take every reasonable measure to notify the family of the deceased or organization so designated on the bookplate when a Memorial Book or material is removed from the library's collection. However, if the library is unable to locate such family or organization within sixty days from the first attempted notification, or such family or organization does not respond to notification within sixty days after receipt of such, the library may dispose of the Memorial Book or material in the same manner it would dispose of materials removed from any other part of the permanent collection.


The library does not appraise Memorial gifts or donations or provide evaluations for tax deductions or other purposes but will acknowledge receipt of Memorial gifts and donations or other materials in writing if requested by donor. (See appendix 21)

C. Appraisal of Gifts and Donations or Other Items of Value
Submitted by KPL on Fri, 01/13/2006 - 11:45am.
APPRAISAL OF GIFTS AND DONATIONS OR OTHER ITEMS OF VALUE: The Library cannot evaluate books, periodicals, or other items of value for estates, private individuals or businesses. A professional appraiser should be hired to make such an appraisal. Furthermore, the Library cannot evaluate materials for tax deductions or other purposes. IRS regulations do not permit this. If a donor requires an official tax statement, the donor must make arrangements with a professional appraiser to evaluate the gift or donation. (See appendix 21) The Library however, will give the donor a receipt stating the description of the material or the number of items donated including the value the donor has placed on the donated material(s).


1. The appraising of a gift to the Library for income tax purposes is the responsibility of the donor since it is the donor who requires an appraisal, not the Library.

2. The Library should at all times protect the interests of its donors as best it can and should suggest the desirability of appraisals whenever such a suggestion would be in order.

3. The Library as an interested party, to protect both its donors and itself, should not appraise gifts made to it.

4. The donor is at liberty to make his own arrangements for an appraisal.

5. The acceptance of a gift, which has been appraised by a third and presumably disinterested party, does not in any way imply an endorsement of the appraisal by the Library.

6. The cost of the appraisal should ordinarily be borne by the donor, and is in itself a tax- deductible item.

7. The Library should not appraise items for a private owner. It should limit its assistance to referring the individual to such sources as auction records and dealer's catalogues and to suggesting the names of appropriate experts who might be consulted.

8. If requested, the Library will provide the donor with a receipt for the monetary value of any gift/donation on which the donor has placed a specific value on the donated material(s).

D. Gift/Donation Acknowledgment Receipt Form
Submitted by KPL on Fri, 01/13/2006 - 11:46am.
GIFT/DONATION ACKNOWLEDGMENT RECEIPT FORM

I/We hereby give, transfer, and deliver all my/our rights, title and interest in and to the property described below to the Robert J. Kleberg Public Library as an unrestricted gift/donation, along with whatever literary rights I/We may possess to this property.

NAME:___________________________________________________________________
ADDRESS:________________________________________________________________
CITY,STATE, ZIP__________________________________________________________
PHONE:_______________________________Date:_______________________________
HARDBACKS donated _________ PAPERBACKS donated _________
PERIODICALS donated _________ AUDIO-VISUALS donated ________
Description of OTHER MATERIAL donated



The Robert J. Kleberg Public Library, 220 N. 4th Street, Kingsville, TX 78363, (512-592-6381) hereby accepts and acknowledges receipt of the material(s) listed above as an unrestricted gift/donation on which the donor has placed a value of $ .

** PLEASE CHECK PREFERENCE BELOW **

In the event that the Robert J. Kleberg Public Library is unable to use this gift/donation:

_____ The gift/donation may be given to the Friends of the Robert J. Kleberg Public Library and be sold with the proceeds used to further develop the Robert J. Kleberg Public Library's collections, programs or services.

_____ I wish to be notified if the gift cannot be added to the collection of the Robert J. Kleberg Public Library, so that I may pick up the unneeded portion of the gift/donation.

Gift/donation accepted by: Date:


***THIS FORM IS YOUR RECEIPT***

E. Gift In Honor of... Acknowledgment Form
Submitted by KPL on Fri, 01/13/2006 - 11:48am.
Robert J. Kleberg Public Library
220 N. 4th St.
Kingsville, TX 78363
(361) 592-6381

GIFT IN HONOR OF... ACKNOWLEDGMENT FORM

PLEASE CHECK ONE: Date:__________________________
For the Library ______ Amount $______________________


GIFT IN HONOR OF:
Dr., Mr., Mrs., Ms., Miss

GIFT PRESENTED BY: Name Address City _________________ State
Zip __________ Phone
SEND ACKNOWLEDGMENT TO:
Mother ______ Father Brother Sister _____ Son
Daughter Spouse or Other _____

Dr., Mr., Mrs., Ms., Miss _________________________________________
Address _________________________________________
City ____________________________ State ________
Zip ______________ Phone _____________________

GIFT ITEM OR BOOK SUBJECT DESIRED:


For Office Use Only: Acknowledgment sent-Date:__________________________

Title:
Author:
Title:
Author:

F. Gift In Memory of... Acknowledgment Form
Submitted by KPL on Fri, 01/13/2006 - 11:49am.
Robert J. Kleberg Public Library
220 N. 4th St.
Kingsville, TX 78363
(361) 592-6381

GIFT IN MEMORY OF... ACKNOWLEDGMENT FORM

PLEASE CHECK ONE: Date:__________________________
For the Library ______ Amount $______________________


GIFT IN MEMORY OF:
Dr., Mr., Mrs., Ms., Miss

GIFT PRESENTED BY (Donor): Name Address City _________________ State
Zip __________ Phone
SEND ACKNOWLEDGMENT TO:
Mother ______ Father Brother Sister _____ Son
Daughter Spouse or Other _____

Dr., Mr., Mrs., Ms., Miss _________________________________________
Address _________________________________________
City ____________________________ State ________
Zip ______________ Phone _____________________

GIFT ITEM OR BOOK SUBJECT DESIRED:


For Office Use Only: Acknowledgment sent-Date:__________________________

Title:
Author:
Title:
Author:

G. Memorial In Memory of... Acknowledgment Form
Submitted by KPL on Fri, 01/13/2006 - 11:50am.
Robert J. Kleberg Public Library
220 N. 4th St.
Kingsville, TX 78363
(361) 592-6381

MEMORIAL IN MEMORY OF... ACKNOWLEDGMENT FORM

PLEASE CHECK ONE: Date:__________________________
For the Library ______ Amount $______________________


MEMORIAL IN MEMORY OF (Deceased):
Dr., Mr., Mrs., Ms., Miss

MEMORIAL GIVEN BY (Donor): Name Address City _________________ State
Zip __________ Phone
SEND ACKNOWLEDGMENT TO:
Mother ______ Father Brother Sister _____ Son
Daughter Spouse or Other _____

Dr., Mr., Mrs., Ms., Miss _________________________________________
Address _________________________________________
City ____________________________ State ________
Zip ______________ Phone _____________________

GIFT ITEM OR BOOK SUBJECT DESIRED:


For Office Use Only: Acknowledgment sent-Date:__________________________

Title:
Author:
Title:
Author:

10. CATALOGING MATERIALS
A. Cataloging Process
Submitted by KPL on Fri, 01/13/2006 - 11:52am.
CATALOGING PROCESS:

It is the purpose of this section of the manual to:
(1) list the steps in cataloging an item,
(2) show the proper type of call number for each type of material, and
(3) show the steps in identifying other print and non-print materials for cataloging.

The aim has been to keep the cataloging processing as simple as possible and at the same time, process the materials thoroughly enough so that the handling of the materials after they are cataloged will run as smoothly as possible and make the new material quickly Available to the public.

The library will be receiving many types of materials. The Cataloging Librarian will make the decision as to the proper placement of each material. Each item, which is received, either by gift or purchase, will go through the steps in processing before it is ready to be cataloged. Each book must have on it a classification number (which can be a combination of numbers and letters, numbers only, or letters only). In any case, the call number will designate where the book is to be shelved in the library.

All print and non-print materials will be cataloged by the library's Cataloging Department using a computerized cataloging system utilizing Library of Congress MARC Records on CD-ROM. If the material's CIP (cataloging-in-publication) information is not found, original cataloging will be done by the Cataloger using the available cataloging tools. The information will be saved onto Data Diskettes and then transferred onto the library's computerized OPAC (On-line Public Access Card-catalog) system.

All cataloged material must contain the following essential information:

1. Descriptive information provides a physical description of the book, publication data, identification of those responsible for the item, and the title.

2. Access points for tracings identify what headings will be used to help users locate material through the OPAC. Typically these include subjects, titles, and joint authors.

3. Classification numbers and/or letter determine where the material will be placed or shelved in relationship to other materials in the collection.

Each of these three elements--descriptive information, access points, and the classification number --is controlled by intricate and specific cataloging rules.

B. Catalog Cards
Submitted by KPL on Fri, 01/13/2006 - 11:53am.
CATALOG CARDS:

The creation and maintenance of the shelflist and master card catalogs consist of an entire array of different decisions. The shelflist card catalog is arranged by the separate collections in the library, while the master card catalog is strictly alphabetical by main entry.

As the collection changes, whether through additions or withdrawals, the various catalogs must be updated. The shelflist card catalog needs to accurately reflect the library's holdings.

The placement of the call number, the author, the title, and all other elements should be consistent. The number of spaces indented, the size of type, the spacing between lines, the punctuation--all should be identical for each catalog card. Consistent placement of the required elements will simplify work for the printer and, over time, will produce a much more uniform appearance in the catalog.

The card stock that is selected should also be consistent in weight, size, and color. It is distracting to use a catalog that has various sizes and colors of cards. The catalog card should always have a hole for the file rod, so that the rod can hold the cards securely in place. (All librarians become avid believers in file rods after the first drawer of alphabetized cards hits the floor.)

Once the cataloging is complete, two (2) catalog cards will be printed for the library's inventory card catalog files. All of the information on the catalog card should appear in a consistent order. They are:


l. Shelflist: Inventory card, which includes the book's descriptive information.

The shelflist is a catalog card record of all the cataloged material in a library, and it is always arranged in the order that the material sits on the shelf. Each separate collection has its own shelflist. Therefore, there is a shelflist for children's books, for adult fiction and nonfiction, for audio-visual tapes, for reference books, and so on. The shelflist:

v Identifies missing material during inventory
v Substantiates insurance claims
v Shows the library's holdings for each title so that the complete set of catalog cards can be withdrawn when the last item is removed from the collection
v Identifies the material in a specific area for ordering other material or preparing bibliographies
v Prices material for replacement cost
v Estimates the current number of titles in the collection.

There is a shelflist card for each title in the separate collections. In other words, if the library has three copies of the same title, only one shelflist card is needed. The holdings information is collected on one card. The shelflist card contains the same basic information as the Master Card catalog with the exception of the following contents:


A. Holdings data for each volume. Holdings data can be either a copy number, or a bar code for automated systems. This information is included so that one can readily identify the number of copies the library already owns or take an inventory to determine the size of the collection.

B. Price of each volume. Even if the item is donated, a price will need to be established in case the material is lost or damaged. (Do not agonize over pricing of donated material. Assign a price that seems about right for that type of material)

C. LC number. The shelflist needs to include the LC number, Example: Library of Congress (LC) 78-9832.

D. Tracings. Cards created in-house need this information only on the shelflist card.

E. Edition statement. Different shelflist cards will be necessary for each new edition, include relevant information on the shelflist & master cards.

F. Source of material and date of receipt. List the vendor or donor of each item as well as the date received, list the donor if the material was purchased with specified funds, such as the South Texas State Library System, etc.


2. Master Card: Author, title or corporate main entry card, which includes the book's descriptive information. This card is filed in alphabetic order according to the main entry, (not by the call number) regardless of classification or age level!

C. Descriptive Information
Submitted by KPL on Fri, 01/13/2006 - 11:55am.
DESCRIPTIVE INFORMATION:

The main body of the catalog card describes the material. Descriptive cataloging should include the following elements.

1. Main entry. Usually the first author listed is designated as the main entry. Occasionally it is the name of an organization. The vast majority of main entries are the author of a book. The surname is always listed first. Omit titles, such as Doctor or Colonel. Be consistent in like entries. Select one format and avoid situations such as: Fleishman, Jon
Fleishman, Jonathan
Fleishman, Jon S.

Rather than create a special file (an authority file) to track this information, simply lookup the author's name in the card catalog. Pseudonyms, such as Mark Twain, are now used as the main entry. For some authors, a cross-reference may be used to help the borrower find the correct entry.

-- Corporate entry. The use of corporate entries should be limited only when an organization, government agency, or corporation is responsible for the creation of material and the corporate name used as the main entry. It is far more common to use a title entry (see below). Each of the following is an example of a corporate entry:
Walt Disney Productions.
United States. President's Task Force or Victims of Crime
Smithsonian Institution.

-- Title entries. Occasionally the material has more than three authors, is a collection of material by many people, or has no known author. In these cases the title becomes the main entry, meaning that the title goes on the first line of the catalog card.

For anonymous works that have appeared through the centuries in many editions and translations, a uniform title is used. Some common examples are:

Arabian nights
Mother Goose
Bible. N.T. (refers to the New Testament
Bible. O.T. (refers to the Old Testament)

2. Title. The title as shown on the title page.

3. Statement of responsibility. Information that identifies who is responsible for the work appears here. The statement of responsibility is used only in the following cases:

When more than one author is listed
When there is no author entry
When the material has been edited or adapted

At your discretion eliminate names of minor responsibility.

If the book has three or fewer authors, each would be listed in the statement of responsibility.

Blake, Henry
The Dragons / by Henry Blake, John Albert and Timothy Jones.

Some librarians like to include the word "by" to clarify the information on the card.

Blake, Henry
The Dragons / by Henry Blake, John Albert and Timothy Jones.

If the book has more than three authors, the entry will look like this:

White, John T.
The Raging Sea / John T. White...(et al.)
When a book has been edited or adapted, the original author's name is used on the main entry line and the editor' name follows the first statement of responsibility:

Ransom, Harry Huntt
The other Texas frontier / by Harry Huntt Ransom, edited by Hazel H. Ransom.

4. Edition statement. If the book has been revised and assigned a new copyright date, the edition information will need to be included on the card. When this statement is eliminated, it is assumed that the book is a first edition.

5. Material-specific details (or type of publication). The material-specific line can be used to indicate maps, illustrations, and the size of the book. This field can also be for an item that is not a book such as: Maps, filmstrips, pictures, videotapes and sound recordings (including audiocassettes).

6. First publisher. Often the title page identifies several publishers. It is necessary to list only the first publisher.

7. Date of publication. The copyright date, usually preceded by the letter © (©1989), is the date of publication. Although many publication dates may be listed, no new information has been added to the text unless the copyright date has changed.

8. Extent of item. This refers to the number of pages or volumes:
236 p.
2 v.
unp. (if pages are not numbered)

9. Note(s). This area should be used very conservatively to clarify the information given. Use notes only to list the titles in a collected work (only if information will be used by borrowers) or to indicate whether any parts of a multi-volume set are missing.

10. Standard number. The ISBN or ISSN (International Standard Serial Number) is listed here.

11. Holdings statement. This includes inventory information such as where item was purchased, date of cataloging, copy number, and cost of material. This information is necessary only on the shelflist card.

12. Added entries. This is a list of all secondary entry cards used in the shelflist card only.

D. Access Points
Submitted by KPL on Fri, 01/13/2006 - 11:56am.
ACCESS POINTS:

Because the library user seeks information by title, by author, or by subject, a variety of access points is created for each item. The main entry is usually the author's name. Access points can be created for joint authors, editors, translators, titles, series, and an infinite variety of subjects. Although the terms added entry, tracing, and subject heading is often used interchangeably, each has a unique definition.

1. Added entry. This term refers to any catalog card other than the main entry card.

2. Tracing. This is another term for added entry and is derived from the need to "trace" or track each added entry.

3. Subject heading. This term refers only to the cards that contain a subject entry.

Added entries can be used for names, titles, series, or subjects. Be cautious about overdoing this service. Never create an added entry unless there is a reasonable expectation of someone looking under that specific heading. Specific entries/topics can be deleted from the profile. Such entries/topics might include Children's literature, American literature, or Mystery and detective stories.

Use more access points only in exceptional cases. Series cards, which identify books such as those in a trilogy, are used. Names of joint authors, editors, illustrators, compilers, corporate bodies, or translators can be used as added entries, but again, limit these entries very carefully to those that will actually be used. Few people will ever look up a compiler, editor, or translator. Occasionally someone may look up the name of a famous children's illustrator. Joint author entries are limited to the first two authors.

E. Subject Entry
Submitted by KPL on Fri, 01/13/2006 - 11:58am.
SUBJECT ENTRY:

The most-used entries in the OPAC are the subject entries. Borrowers often look up a subject in the OPAC and then browse the shelves in the appropriate section. If a book covers several topics, several subject entries may be desirable.

Thousands of potential subject headings can be used. To identify usable headings and to be consistent year after year, use:

1. Sears List of Subject Headings (Sears) and/or
2. Library of Congress Subject Headings (LC).

Sears list suggested classification numbers immediately following each heading, thus greatly simplifying the classification of materials.

Both Sears and LC give suggested cross references under most subject headings. From this list, you may find a more appropriate subject heading than the first heading selected.

Whichever subject heading reference tool is selected, place a small check by a subject heading, a SEE reference, or a SEE ALSO reference the first time it is used.

The subject list should be "customized" for regional or special needs by writing in new subject headings that are used.

F. Dewey Decimal Classification Codes
Submitted by KPL on Fri, 01/13/2006 - 11:58am.
DEWEY DECIMAL CLASSIFICATION CODES:

Item classification is a plan for the arrangement of material on the shelves. The classification of material is based on a wide variety of factors, broad subjects classify items, so that borrower can find similar information in the same general area. Material is also classified by format, such as tapes, magazines, etc. and shelved separately from books.

The classification scheme is based on the Abridged Dewey Decimal Classification and Relative Index. Books are assigned call numbers that place like material together and related material nearby. The system is based on ten disciplines:

000 Generalities 500 Natural Science & Mathematics
100 Philosophy & Psychology 600 Technology (Applied sciences)
200 Religion 700 The Arts
300 Social Sciences 800 Literature & Rhetoric
400 Language 900 Geography, History & Biography

These classes are again divided into ten divisions and then into subdivisions if necessary. Reference to the Library's most current edition of the Dewey Decimal Classification volumes will assist in determining the appropriate division and subdivision for each book.

One important aide to classification is located on the back of the title page of a book. Many books published today include CIP (Cataloging-in-Publication) information. This information, prepared by the Library of Congress, can greatly simplify decisions about access points and classification. Note that the classification number is separated by small marks, for example, 973.1`36. This means that the number can end at the decimal point or at any of the small marks, depending on the needs of the library. It is recommended that the library carry the classification number to the second summary.

SOME CATALOGED COLLECTIONS may have one of the following classification codes indicating location and/or format:

AC = Audio Cassette
AR JE = Accelerated Reader-Juvenile Easy
BB JE = Board Book-Juvenile Easy
BC JE = Book with Cassette-Juvenile Easy
BL = Bilingual Book
BL JE = Bilingual-Juvenile Easy
BR = Braille Book
BS JE = Beginning Science-Juvenile Easy
CD = Compact Disk
CS = Computer Software
ER JE = Easy Reader-Juvenile Easy
F = Fiction
FL JE = Family Life-Juvenile Easy
HD JE = Holiday Book-Juvenile Easy
J = Juvenile
J PB = Juvenile Fiction-Paperback
JE = Juvenile Easy
KAD = Keep at Desk
LP = Large Print
M = Mystery
MEM = Memorial Books
NF = Non - Fiction
O = Oversize
PB = Paperback
PI JE = Picture Book Juvenile Easy
PS = Periodical-Serials Room
R REF = Ready Reference
SF = Science Fiction
SP = Spanish
S REF = Genealogy
TB = Talking Book
T REF = Texas Reference
VC = Videocassette
W = Western
Y = Youth
Y PB = Youth Paperback

1. Non-Fiction Adult
Submitted by KPL on Fri, 01/13/2006 - 12:00pm.
NONFICTION: ADULT

The first step in classifying nonfiction material is to briefly study the book to determine what it is about. Often the title defines the subject, if not, look over the blurb on the book jacket or the table of contents. Remember also that the book needs to relate to material already in the collection. Refer to the OPAC or the shelflist to fine-tune locations.

Next turn to the subject index at the back of Dewey. The index will refer to appropriate classification choices:

Bricks
bldg. construction 693
bldg. materials 691
ceramic arts 738.6
eng. materials 620.1
manufacture 666

Then turn to those classification numbers in the main part of the book:
693 Construction in various specific materials and for specific purposes
691 Building materials---selection, preservation, construction properties
738.6 Ornamental bricks and tiles
620.1 Engineering mechanics and materials
666 Ceramic and allied technologies

Select the classification number most appropriate to the book that is being cataloged. Many times there will be a gray area between two or more potential classifications. By consulting the shelflist or OPAC, a similar book may be located, it would be preferable to use the same classification number. Often the material will fit readily into several classifications and it will be difficult to decide which to use. Do not agonize over each classification number. It is easy to lose sight of the fact that your time is valuable, so make a decision and move on.

Directly beneath the classification numbers will appear three letters. These letters will be the first three letters of the main entry, i.e. the last name of the author, illustrator, translator, or editor, the publisher, series or book title, not using A, An or The.

Sample for the book: Dictionary of Education by Good, John
370.1 GOO
Biographies, will be the exception. The call number for Biographies will be as follows:

Individual Biographies will carry the call number 921, followed by the first three letters of the subject instead of the author. AUTOBIOGRAPHIES are included in this standard but are the same as other works since the subject and the author is the same.

Samples for the book: The Life of Abraham Lincoln by Thomas, John
921 LIN
Collected Biographies will carry the call number 920, and use the first three letters of the author’s last name.

Reference books will be denoted by entering “Ref “directly above the classification numbers.
Sample for the book: Oxford dictionary of Quotations
REF
808.88 OXF

2. Fiction Adult
Submitted by KPL on Fri, 01/13/2006 - 12:01pm.
FICTION: Adult

No classification numbers are assigned to fiction books. The call number will consist of a letter, which will divide the fiction works into 4 categories. The first line of the call number designates the material's category:

F - General fiction works (adventure, romance)
LP - Large Print
M - Mystery
SF - Science Fiction
W - Western

The second line of the call number sorts the material by the author's last name. The first three letters of the authors' last name is used. The third line of the call number is the first letter of the authors' first name.
Sample for the book: The Moon Ladies by Dunham, John
SF DUN
J

Short Story books: Volumes will be worked according to genre and will be given a subject entry of: Short stories.
Examples: SS Mysteries will be placed in "Mystery collection," SS Westerns will be placed in "Western collection," SS Science Fiction will be placed in "Science Fiction collection," etc.

3. Non-Fiction Young Adult
Submitted by KPL on Fri, 01/13/2006 - 12:02pm.
NON-FICTION/FICTION: Young Adult (Grades 7 through 12)

Young books will be worked the same as adult books, but will be designated by entering Y directly above the first classification number or letter, and directly above the Ref for Young Adult Reference works.

CLASSIFICATION GRADE LEVEL AGE AREA
Advanced Readers Grades 7 - 9 12 - 14 Y
Young Adults Grades 9 - 12 15 - up Y

4. Non-Fiction/Fiction Juvenile
Submitted by KPL on Fri, 01/13/2006 - 12:04pm.
NON-FICTION/FICTION: Juvenile (Grades 3 through 6)

Juvenile books will be worked the same as adult books, but will be designated by entering J directly above the first classification number or letter, and directly above the Ref for Juvenile Reference works.

CLASSIFICATION GRADE LEVEL AGE AREA
Intermediate Grades 3 - 5 8 - 9 J
Upper Elementary Grades 5 - 6 10 - 11 J

5. Non-Fiction/Fiction Juvenile Easy
Submitted by KPL on Fri, 01/13/2006 - 12:05pm.
NON-FICTION/FICTION: Juvenile Easy (Preschool through Grade 3)

Juvenile Easy books will be designated only by JE. No attempt will be made to classify these books as fiction or non-fiction except to tag them with a sticker for Beginning Science or Easy Readers.

CLASSIFICATION GRADE LEVEL AGE AREA
Preschool/Kinder Preschool-Kinder 3 - 5 JE
Primary Grades K - 1 5 - 7 JE
Easy Reading Grades 1 - 3 6 - 8 JE

6. Genealogy Books
Submitted by KPL on Fri, 01/13/2006 - 12:06pm.
GENEALOGY BOOKS:

All genealogy books, whether donated or purchased, will be considered part of the "Jennie L. Splawn Collection." Such books are to be placed together in the Genealogy Reference section of the Library and are to be worked as Reference material. These books will be designated as genealogical material by entering "S" directly above the item's classification.

Sample for the book: Virginia Magazine of History and Biography,
S
REF
975.5
VIR

7. Paperbacks
Submitted by KPL on Fri, 01/13/2006 - 12:07pm.
PAPERBACKS:

Paperback books that are not to be worked as a hardback edition, will still be designated as Adult, or Juvenile The call letter "PB" will be used to identify item as paperback.

Sample for the book: Jayhawker by Patricia Beatty,
PB
J
BEA
P

8. Memorial Books and Non-Print Materials
Submitted by KPL on Fri, 01/13/2006 - 12:09pm.
MEMORIAL BOOKS AND NON-PRINT MATERIALS:

Memorial books, talking books, videocassettes, and other non-print materials are classified and cataloged as specific formats. Items are stored on separate racks. An inventory shelflist card is used for purposes that identifies where item was purchased, date of cataloging, copy number, and cost of material.

G. MARC (Cataloging) Procedures
Submitted by KPL on Fri, 01/13/2006 - 12:11pm.
MARC (CATALOGING) PROCEDURES:

Note: All cataloging information processed via the cataloging computer, through a keyboard, is reviewed for accuracy on a computer monitor. The descriptive information is then saved the following three ways:


A. Soft Copy – Hard Drive. The item's descriptive information is stored on a terminal’s hard drive temporarily for printing purposes.

B. Hard Copy – Hard Drive. Descriptive information is printed on traditional 3 x 5 catalog cards.

C. Soft Copy - Hard Drive Mini Frame. The descriptive information is then available over the library's OPAC hard disk for public display.


1. Cataloger searches specific MARC Records on Gaylord's LC Database CD for the edition to be cataloged.

2. If CIP/MARC Record is found, a local random control number is then assigned and all necessary changes to CIP/MARC record (spacing, wording addition or deletion of tracings, series and notes) are made.

3. The copy number, price, vendor, and date item is cataloged is also added to the MARC record and temporarily stored on a floppy disk. When descriptive cataloging is completed, catalog cards are then printed.

4. Once catalog cards are printed, copy/price and other holding information, stored temporarily on the terminal’s hard drive, is deleted from the MARC record, and the item's descriptive information is transferred over to the library's OPAC hard drive.

5. If a MARC record is not located for a specific item, original cataloging will be done using the Galaxy's "original cataloging" blank template format.

6. When original or copy cataloging is completed, the book(s) and cards are then transferred over to Book Processing Department. The shelflist and Master cards are double-checked for any errors. Books with no problems are processed for public circulation or use and the Shelflist and Master cards are then filed in the inventory card catalog files.

The following are some terms used in the library to describe various computerized functions and procedures:

Machine-readable Format: Information organized so that the computer can understand it.

Retrospective Conversion (Recon): The conversion of inventory information, such as shelflist data or borrower files, into machine-readable format.

MARC Tags: Nationally recognized numeric tags that identify specific item in the bibliographic record, such as author, title, pages, and call number.

Database: A collection of records stored in the computer, such as all the holdings or the circulation information of the library.

Holdings: All the materials, including books, audio-tapes, records, videotapes, and so on that the library owns.

Union Catalog: Collections of more than one library inter-filed into one master list. The list can be searched by author, title, subject, Library of Congress number, and so forth.

Bibliographic Record (Bib Record): The full cataloging data for a book, tape, or any other item that the library circulates.

Boolean Search: An information retrieval method that searches a database by a variety of specific factors. For example, combining the terms Sinclair (author) and library administration (subject) will produce a more specific bibliography than will using each term alone.

Public Access Catalog (PAC) or Online Catalog: A computerized catalog that the public can use as a replacement for the traditional card catalog.

Bar Codes: A series of parallel lines on a label attached to a specific item, such as a borrower card or a library book. The bar code can be "read" by the computer through a special wand, or the bar code number can be typed on the keyboard.

11. PROCESSING LIBRARY MATERIALS FOR PUBLIC USE
A. Processing Priorities and Definitions
Submitted by KPL on Fri, 01/13/2006 - 12:16pm.
1. PATRON RESERVES are books requested by a patron who will be notified when the book is Available. They may have been ordered as a result of a patron suggestion, they may be replacements, or they may be requested by a patron after the book was ordered. This priority will also include gift books purchased with monetary donations or under special circumstances. Also included are duplicates purchased to fill patron reserves.


2. PRE-PUBLICATION ORDERS are high demand books ordered through purchase plans.


3. IMMEDIATE NEEDS are books for programs and media tie-ins. Also included are dated or seasonal materials. Department Heads will identify books for this priority.


4. REFERENCE materials are all items for reference use including reference standing orders.


5. STANDING ORDERS are materials that may be designated as high priority by Department Heads. Standing orders not so designated will be processed as regular orders.


6. REGULAR ORDERS will be processed in the order which they are received.


7. APPROVAL PLAN BOOKS and DONATED BOOKS will be processed last.

B. Hardbacks/Paperbacks
Submitted by KPL on Fri, 01/13/2006 - 12:18pm.
HARDBACKS/PAPERBACKS:

1. The books descriptive information is checked against the printed catalog cards.
2. If the descriptive information is correct, cards are sorted by classification and counted for inventory purposes.
3. Book is stamped with library's name on title page and on page 23.
4. A 7 or 14 day sticker is placed on all new books shelved on the "Best Seller" shelf, noting limitation of loan period for circulation.
5. The call number is typed on Se-Lin tape and ironed onto the spine of the book.
6. A date due panel and any other appropriate stickers are placed in the book (e.g. For Reference Only, Easy Reader, Keep at Desk, Beginning Science, Etc.)
7. A magnetic security trip is inserted between two undesignated pages of the book or between the book's spine.
8. Processed books are transferred to the Book Return Department for shelving. Reserved items are given to the Circulation Department.
9. Shelflist and Master Cards are filed in the Library's inventory card catalog files.

C. Magazines
Submitted by KPL on Fri, 01/13/2006 - 12:18pm.
MAGAZINES:

1. Magazine is received and logged in using item's publication date.
2. Address label information is verified for accuracy.
3. Any discrepancies are reconciled with subscription service agency.
4. A random bar code number label and a date due panel are placed on the magazine’s cover.
5. Random bar code number is entered and assigned to magazine's Marc record.
6. Current issue replaces previous issue in magazine binder and previous issue is then processed for circulation.
7. Magazine is shelved alphabetically by title and classification.

D. Newspapers
Submitted by KPL on Fri, 01/13/2006 - 12:19pm.
NEWSPAPERS:

1. Newspapers are received and logged in using item's publication date.
2. All newspapers are displayed for public view.
3. Current edition replaces previous edition on rack.
4. Back issues are shelved alphabetically in the Reference's Audio Room according to title and date.

E. Audio/Visual Material
Submitted by KPL on Fri, 01/13/2006 - 12:20pm.
AUDIO-VISUAL MATERIAL:

Processed audio-visual material follows the same applicable hardback/paperback procedures. Reference microfiche and microfilm materials are logged on audio-visual index cards and housed for Reference use in the Audio Room.

F. Vertical File Material
Submitted by KPL on Fri, 01/13/2006 - 12:21pm.
VERTICAL FILE MATERIAL:

When an item is received or selected for the Vertical File, record on the item the name and address of the issuing agency, date of receipt, and price (or free status). Affix a Subject heading to the top of each item, preferably in the right corner. All Vertical File material is stamped with library's identifying name and filed alphabetically according to subject.

Section 1. Processing Vertical File Material.

A. Use good quality file folders.
B. Clip selected articles. When an article is continued on another page, fasten the two parts together.
C. Mount only those clippings of permanent value. Information that will appear in book form later or is of fleeting interest need not be mounted.
1. Mount all clippings on white sheet of paper of uniform size. This sheet, 8 1/2 x 11 inches, is a standard size.
2. Select a good grade of stock. Cheaper papers crack and yellow quickly. The grade of paper is judged by the rag content, not the thickness.
3. Mount all clippings with the wide sides of the paper at the top and bottom.
4 Leave a margin of one inch at the top for the subject heading. More than one clipping on the same subject may be pasted on a sheet.
4. Print (with a pencil) the subject heading in the upper left-hand corner of the mounting paper.
5. Use a thin paste so that the clipping will be smooth. Press under heavy books after pasting.
D. Assign subject headings to the material. The Sears List of Subject Heading or READERS' GUIDE TO PERIODICAL LITERATURE may be used.
E. Write the subject heading in pencil on each piece of material to go into the folder. The subject headings are written in pencil because sometimes usage indicates that the pamphlet will be more useful filed under another subject.
F. Make an index of subject readings which are used so that information on the same subject will not be placed under several subject headings.
G. Mark each folder with the subject headings. Headings printed with black ink are identified more easily than those that are typewritten are.
H. Give the source and date for each piece of information as it is placed in the folder.
I. Arrange the folders alphabetically and place in the Vertical File.

Section 2. PLEASE NOTE.

Vertical File material is not available for loan except in special circumstances only with the approval of both the Library Director and the Reference Librarian. The Reference Librarian determines which type of Vertical File materials may be checked out. Loan Periods for Vertical File material is consistent with that of other library materials. The Reference Librarian makes the decision concerning the number of pieces of materials on one subject that can be checked out. The basis for this judgement is made on the number of pieces or copies in the vertical file present or anticipated demand for material in that subject area, and the availability of other materials in the general collection for the same subject matter.

If loan approval is granted, the least complicated method of circulating Vertical File material is:

A. Place the material to be circulated in a large envelope.
B. Write on the envelope the number of pieces of information and the subject of each.
C. Add the name and address of the borrower.
D. Stamp the date due below or opposite the person's name.
E. Make a temporary 3 x 5 card with the same information as contained on the envelope.
F. Request that the borrower return the material in the envelope.
G. Place the card in the circulation file.

If all of the material is not returned at the same time, draw a line through the items that are returned. When all of the material comes in, destroy the temporary card and mark through the charge on the envelope. The envelope may then be used again.

Sample:

1 - manual on care of electrical equipment
3 - pamphlets on cookery
2 - clipping on weed control


7-9-95 Jane Jones
1012 Main Street

12. COLLECTION MAINTENANCE AND EVALUATION
A. Collection Maintenance
Submitted by KPL on Fri, 01/13/2006 - 12:24pm.
COLLECTION MAINTENANCE

The Robert J. Kleberg Public Library recognizes the need to continuously evaluate its collections in response to the changing nature and needs of its community through the weeding, replacement, and duplication of its titles. Decisions must be made continuously on how to handle worn books -- whether to mend, bind, replace or discard them. Collection maintenance will encompass all of the following process. (See appendix 9)

Maintenance: Maintenance of materials will also consist of shelving, reading shelves, straightening shelves, and dusting.

Shelving: With most material, care should be taken to put each item where it can be readily located according to the call numbers and/or letters.

Reading Shelves: Periodically, the books on the shelves are to be checked to ensure that they are in the proper section and in the proper sequence, and make necessary corrections.

Straightening Shelves: This should be done daily. Books should be shelved neatly, flush with the front of the shelf for ease of reading the spines for librarians and patrons.

Dusting: The entire book collection should be dusted as is needed. The librarian will determine when this is to be done.

B. Weeding
Submitted by KPL on Fri, 01/13/2006 - 12:25pm.
1. General Collection:

Weeding is the withdrawing of damaged or obsolete materials from the library's collection, a process that is an integral part of collection development and maintenance.

WEEDING is a necessary adjunct of selection since it systematically eliminates unnecessary items, outdated or superseded materials, titles no longer of interest or in demand, unnecessary duplicates, and worn or mutilated copies.

The librarians are responsible for weeding the entire collection at least every two years. It takes skill, care, time, and knowledge of the collection to do a competent job of weeding. In general, the same criteria apply to weeding as apply to the selection of new materials.

The library's selection of circulating materials for discarding is determined by the method called CREW (Continuous Review, Evaluation, and Weeding). The de-selection guidelines set forth by the CREW manual should be followed by the librarians during the weeding process. (See: Crew Manual)

2. Reference Collection:

There will be periodic review every two-year of the Reference Collection to insure the quality and relevance of the materials. The library's selection of reference materials for weeding is determined by the method called CREW (Continuous, Review, Education, and Weeding). The de-selection guidelines set forth by the CREW manual should be followed by the Reference Librarian and assisting staff during the weeding process. (See: Crew Manual)

A. Periodic evaluation of the works already in the reference collection is as important as acquisition of new materials, since the reference collection is a working collection of important, frequently consulted publications. Careful, regular, and systematic weeding removes older, less desirable works from the reference collection. Weeding consists of discarding materials from the collection or transferring materials to the circulating collection.

B. The Reference Librarian follows the same principles and guidelines in weeding as in acquisition of new materials. Since each discipline covered by the reference collection requires different types of materials, it is impossible to establish absolute standards to be followed in weeding. For some disciplines, the reference collection should provide current material only, for others it must also provide retrospective and historical works.

C. Replacement and Duplication
Submitted by KPL on Fri, 01/13/2006 - 12:26pm.
REPLACEMENT AND DUPLICATION

The library WILL NOT automatically replace all materials withdrawn from the collections because of loss, damage, or wear. Decisions to replace an item will be based on the following considerations:

1. Demand for the specific titles
2. Number of copies held
3. Existing coverage of the subject within the collection
4. Availability of newer and better materials on the subject
5. Price of the replacement copy

Inherent in the selection process is the problem of evaluating the demand and need for duplication of materials. A book in heavy demand should be duplicated if long use is anticipated, however, the Robert J. Kleberg Public Library will not duplicate heavily at the expense of a first copy of important but lesser demand materials needed for the permanent collection. A separate collection is maintained exclusively for bookmobile use.

D. Mending, Binding, and Discarding
Submitted by KPL on Fri, 01/13/2006 - 12:26pm.
MENDING, BINDING, AND DISCARDING

Decisions will be made continuously on how to handle worn books – whether to mend, bind or discard them. Each decision is based on the actual condition of the book, the number of duplicate copies in the collection, the current validity of its contents, availability of the title for reorder, and the cost of binding or mending versus the cost of replacement. In making such decisions, these guidelines should be followed by the librarians.
Mending:
A. Mending will be done only when the need is detected early.
B. Damaged non-print materials, such as microforms, videocassettes, etc., should be mended on the premises if at all possible.
C. Materials, which are beyond repair, will be discarded.

Binding:
A. Assuming the title is still Available, replacement with a new copy is preferable to rebinding if cost is comparable.
B. In cases where rebinding will not restore the book to a condition suitable for normal library use, the book should be replaced.
C. Books with very narrow inside margins should NOT be sent to the Bindery.
D. Binding is preferable to mending if existing copy is expected to have long-term usefulness.
E. New paperback titles expected to have extensive use should be bound to withstand long term circulation.

Steps for Processing Books for Bindery:

1. Pull the original "Shelf List" and "Master" card from their Card Catalog File for damaged or worn out books needing to be rebound and delete its MARC record from the Circulation system.
2. Attach the original "Shelf List" to Temporary Card for re-cataloging purposes. Note: The "Master" card does not need to be retained, it can be discarded. Place appropriate Plastic Sleeve on Temporary Card. (Yellow Edged Sleeve = Pending Bindery, Orange Edged Sleeve = At Bindery)
3. Books pending Bindery shipment will have a Temporary Card in a plastic YELLOW EDGED SLEEVE filed in Master Card Catalog file. These Pending Bindery books will be kept in Acquisitions Department until pick-up date. Books at the Bindery will have a Temporary Card in a plastic ORANGE EDGED SLEEVE filed in Master Card Catalog file.
4. Prepare "Master Title List" of all books that are being sent to the Bindery. Note any special rebinding request or instructions on "Master Title List."
5. When rebound books are received from the Bindery, match book title with the library's "Master Title List" Double check that the total number of rebound books received agree with the grand total listed on the library's "Master Title List".
6. Inspect rebound books for any mistakes, such as: incorrect spelling, upside down pages, wording of title, etc. Any rebound books found to have mistakes must be returned to the Bindery for corrections.
7. Once the rebound books have been checked, place inside each book its "old" original "Shelflist" card and give books to the Cataloging Department. The information from the old original "Shelflist" card will be used for re-cataloging rebound book and creating a new "Shelf List" and "Master" card.

Discarding:

A. Discard only those books that cannot be rebound. Follow the guidelines outlined in the CREW manual when discarding any library books or materials.
B. In some instances, an irreplaceable title of importance that cannot be rebound must be retained regardless of condition. Special handling or housing will be given to such a title
C. The final decision to discard books and other library materials from the collection will be made in each case by the librarians in consultation with the Library Director.

E. Statistics on Collection Growth
Submitted by KPL on Fri, 01/13/2006 - 12:28pm.
STATISTICS ON COLLECTION GROWTH

The Cataloging Librarian will compile statistics on collection growth. It will be a continuous process performed as books are added and deleted. Separate statistics are to be kept by the Department Heads and submitted monthly to the Cataloging Librarian. The record keeping process will begin with the fiscal year, every October 1st.

13. POST OFFICE MAIL AND DELIVERY CARRIERS
Submitted by KPL on Fri, 01/13/2006 - 12:29pm.
Mail from the Post Office usually arrives daily between 10:00 - 12:00 a.m. If Post Office mail is not received by noon, the Route Supervisor at the Postal Office must be called. Post office mail and packages from Delivery Carriers is sorted by the Acquisition's Librarian for the different departments: Reference, Circulation, Technical Services, etc. IT IS NECESSARY THAT ANY ASSISTANT SORTING INCOMING MAIL FOR THE ACQUISITION'S DEPARTMENT KNOW WHAT KIND OF MAIL EACH DEPARTMENT RECEIVES.

A. Acquisitions Department
Submitted by KPL on Fri, 01/13/2006 - 12:30pm.
Acquisitions Department:
1. The entire bulk mail is received by the Acquisition's Department.
2. Packets, packages, magazines and new book shipments are received by the Acquisition's Department and after check-in are routed to the appropriate departments.
3. Acquisitions Department retains the following materials:
a. Literature dealing with Book of the Month Club (BOMC) news, Doubleday's
b. Literary Guild, Baker & Taylor Forecasts, and B & T Booking Ahead.
c. Literature dealing with new books, reference, and adult services, genealogy,
d. Texas, and/or other services.
e. Literature dealing with new books/materials for children and/or young adults.
f. Catalogues and advertisements for A-V products, office and library supplies.

B. Library Director
Submitted by KPL on Fri, 01/13/2006 - 12:31pm.
Library Director:
1. Route the following directly to the Library Director:
a. CURRENTS from the South Texas Library System
b. Texas Library Journal
c. Texas State Library Bulletin
2. Any literature dealing with:
a. American Library Association (ALA)
b. Texas Library Association (TLA)
c. Bulletins or letters promoting Management Seminars
3. The Kingsville-Bishop Record Newspaper
4. All invoices, bills, etc.
5. Programming news, Educational services, and Community events open to the Public (to be posted).
6. Mail received from City Hall or County:
a. Magazines, leaflets, etc., received at City Hall are routed to the Library Director.
b. Director will route specific mail to appropriate person to whom the mail is addressed.
c. Job announcements from City Hall are posted on public's bulletin board.
d. City or County wide bulletins (holiday, etc.) are posted in the employee's workroom.
7. Memorial requests/monies are given to the Library Director.
8. Packages for "Friends of the Library" are routed to the Library Director.

C. Automation Cataloging Department
Submitted by KPL on Fri, 01/13/2006 - 12:31pm.
Materials or packages related to Gaylord's Galaxy System

D. Children's Services Department
Submitted by KPL on Fri, 01/13/2006 - 12:32pm.
Any material relating to the Children's Services Librarian.

E. Circulation Department
Submitted by KPL on Fri, 01/13/2006 - 12:33pm.
Circulation Department:

1. Overdue or fine notices that have been returned.
2. Fines mailed in by patrons.
3. Returned library cards.
4. Returned Overdue books.
5. Adult Literacy Materials.
6. Internal Revenue Services Tax Information Publications.

F. Information Desk/Reference Department
Submitted by KPL on Fri, 01/13/2006 - 12:34pm.
1. Any materials relating to the Information/Reference Department.
2. South Texas Library System (STLS) materials.

G. Periodicals Serials Department
Submitted by KPL on Fri, 01/13/2006 - 12:35pm.
G. Periodicals Serials Department

1. Route the following directly to the cataloger:
a. American Libraries
b. Booklist
c. Library Journal
d. Wilson's Library Bulletin
2. All newspapers and magazines excluding those sent to the Library Director or Cataloging department.
3. EBSCO renewals and correspondences.
4. Congressional Quarterly Weekly and CQ Researcher issues.
5. STLS Interlibrary Loan Books.
6. All Micro-format and Audio-Visual Material.

H. Technical Services Department
Submitted by KPL on Fri, 01/13/2006 - 12:36pm.
Technical Services Department:

1. Catalogs or materials for processing and mending books.
2. Vertical File materials.

14. ON-LINE PUBLIC CARD CATALOG (OPAC) USAGE
Submitted by KPL on Fri, 01/13/2006 - 12:49pm.
The library currently uses OPAC terminals in place of the traditional manual card catalogs. The use of OPAC terminals has eliminated the tedious and never-ending filing of catalog cards. When an entry is added to or deleted from the library's/holdings database, the OPAC will also be instantly updated. The entire cataloging system is created to enable a user to locate and retrieve information.

The OPAC can display the holdings by author, by title, by subject, or a combination of the three. The ability to search the database by several words simultaneously is called BOOLEAN searching. Once an entry is found, such as that for a specific author, the user can browse through the neighboring entries. In the case of fiction, this would be like standing at the shelf looking at titles by the same author or by one with a similar last name. To some degree the same thing can be done for nonfiction by searching for a specific subject heading, such as HOME REPAIR, and then browsing through the nearby entries.

1. USING THE ON-LINE PUBLIC ACCESS CARD CATALOG TERMINAL

Search for an item using helpful prompts
Search using Advanced Method
Display library hours, Display Help, events, map, etc.



SEARCH B-BOARD HELP

RESTART BACKWARD FORWARD

Return to the Previous Screen Next Screen
PAC Main Menu


| Forward | | Backward | | Return | | Restart | | Help |

Display Next Display
Screen Help
(ex., next May)
Display Previous Return to
Screen PAC Main Menu
(ex., previous map)
Return to
B-Board Menu

1. Use RED key to select desired command function.

2. Press SEARCH key to search for an item(s).

3. Select one of the letters from A-G and enter. You can search by pressing:

A. to search by AUTHOR'S NAME

B. to search by TITLE

C. to search by SUBJECT

D. to search for items with a particular KEYWORD

E. to enter ADVANCED SEARCH MODE

F. to search by CALL NUMBER

G. for other SEARCH OPTIONS

A.-G. or a command key:

4. Enter as much information as possible & Press the ENTER key.

5. Enter the line number of the title you want to see more information about.

6. Select one of the following letters

Press A - To display item availability.

Press B - To display complete title.

Press C - To redisplay matching title list.


7. When you are finished using the computer terminal, please press the RETURN key.

** IF YOU NEED ASSISTANCE, PLEASE FEEL FREE TO ASK ANY LIBRARIAN! **