Cataloging Policy

Mountain Library Network Cataloging Committee

I. Committee Status

The Mountain Library Network Cataloging Committee will be a permanent committee.

II. Standards

The Mountain Library Network (MLN) follows the AACR2 2002 Revision according to LC Rule Interpretation and MARC 21 guidelines. The MLN uses Library of Congress Subject Heading list and follows Library of Congress practices with a few MLN exceptions. The Mountain Library Network public libraries and school libraries use the Dewey Decimal Classification scheme but allow local library exceptions. Academic institutions within the MLN may use the Library of Congress Classification System.

III. Subject Headings

Library of Congress Subject Headings will be the headings list used by the Mountain Library Network. Any exceptions or modifications to these headings must be brought before the Cataloging Committee. No local subject headings or local specific information will be added to the MARC record. This information will be allowed on the individual library’s item record that is keyword searchable.

IV. Various Edition of Books

Varying editions of books (i.e. paperbacks, book club, large print, etc.) which have different physical or publishing information must be cataloged separately.

V. General Material Designation (GMD)

GMDs must be used when appropriate and placed in the proper location, after the main title of the work. The MLN will use the AACR2 2002 Revision GMD list. Any exceptions to those designations will be determined by the Cataloging Committee. Definitions of GMDs will be determined and provided.

VI. Fixed Fields

All appropriate fixed fields are required.

VII. Training

Only those catalogers who have completed MLN cataloging training will be allowed to catalog items in the Mountain Library Network. Catalogers will be trained at various levels.

Definitions of the levels are as follows :

Level 1 : may download records that meet the standard designated in the “Standards” section of this policy. A Level One cataloger may make no changes to the downloaded record.

Level 2 : may download records that meet the standards designated in the “Standards” section of this policy. A Level Two cataloger may make modifications to the downloaded bibliographical record.

Level 3 : may catalog original materials

The Mountain Library Network will provide training for new catalogers in the consortium. A method will be provided to determine the cataloger’s level of certification and password access.

VIII. Passwords

Passwords will be given to each designated cataloger, based on the level of MLN cataloging training completed. Training will be provided by the MLN and the WV Library Commission.

IX. Serials

Serials/Periodicals will be added to the serials module. Only selected catalogers will be trained and allowed to do original bibliographic cataloging or updating serials records. All cataloging levels (Level 1, Level 2, Level 3), with supplemental serials training, will be allowed to add local holdings information.

X. No Record Found

Level 1 and Level 2 catalogers who cannot find a matching record to download must send the item to a designated Level 3 Cataloger for original cataloging.

XI. Hierarchy of Sources for Records

If the record is not found in the Mountain Library Network catalog :

A. Access the Library of Congress or OCLC (if a paid member)

B. Access the WV Library Commission

C. Access Kanawha County Library

D. Access Cabell County Library

E. Other selected libraries will e linked on the MLN web page

F. The Superintendent of Documents (SUDOC) may be accessed and downloaded if the record meets the standards outlined in this policy

G. If a Level 2 or Level 3 Cataloger finds a more complete record for an item than exists in the MLN catalog, then that cataloger may replace the existing record.

XII. Removal of Bibliographic Record

In an attempt to maintain the accuracy of the MLN catalog database, any Level 3 Cataloger may remove a bibliographic record if no item is attached to that record.

XIII. Review

The Cataloging Committee recommends that a cataloging review process be designed and implemented. Any cataloger finding an irregular record will report the irregularity to the Cataloging Committee for review. General questions should be forwarded to the MLN Cataloging ListServ moderated by the West Virginia Library Commission’s professional cataloger.

XIV. Procedure for Level change (Level 2 to Level 3 Cataloger)

Library directors in need of a Level 3 cataloger must contact the Chair of the Cataloging Committee with a candidate in mind. Candidates must successfully complete the following steps to enter Level 3 training:

A. Candidate shall attend a Level 1/Level 2 training session as a refresher.

B. After completion of training session, candidate shall be assigned a mentor (Level 3 cataloger).

C. Candidate will show mentor work on a variety of bibliographic records (fiction, non-fiction, audio/visual materials, etc.) edited after the refresher training.

D. After reviewing 100 bibliographic records, the mentor shall call together a committee of at least three Level 3 catalogers to present and evaluate the candidate’s work.

The committee shall either recommend Level 3 training or further experience for the candidate.

XIV. Procedure for dealing with non-compliant catalogers

Any cataloger noticing consistent errors in another cataloger’s work should notify either the cataloger, or the affiliate Level 3 cataloger. If errors continue after notification, the Chair of the Cataloging Committee should be notified. All communication between the Chair and any cataloger pointing out problems shall remain confidential.

A. The Chair shall email the cataloger and his/her director or supervisor, explaining errors and asking for corrections.

B. If errors are not corrected, or continue to be made, another email shall be sent to the cataloger and his/her director or supervisor with the recommendation that the cataloger attend a Level 1/Level 2 training session as a refresher as soon as possible.

C. After the training, the cataloger shall be assigned a mentor, and will be required to show work on 100 various bibliographic records for evaluation.

D. If the errors continue, or if the cataloger does not attend a refresher training, the Chair will notify the cataloger, his/her director or supervisor, the MLN Executive Board, and the Secretary of the Library Commission of the steps taken to correct the situation to this point, and will advise all that the Executive Board will be petitioned to set the cataloger’s permissions back one level.

E. The Chair of the Cataloging Committee will attend the next MLN Executive Board meeting with the recommendation to reduce the cataloger’s permissions. The Chair shall also work with the cataloger’s director to get the cataloger reinstated after more training, or to train another cataloger.

It should be noted that the level or types of mistakes is not as much of an issue as the attitude of the cataloger in question. If there is an unwillingness to cooperate and follow the MLN Cataloging Policies and procedures, the above steps will need to be taken in order to preserve the MLN database.