Key a q-level, in process record for monographic material that needs to be cataloged and cannot be added to an existing GLADIS record by shelving location.  Examples would include gifts received directly, items previously cataloged locally, and volumes to be added to a multi-volume set.  These records should be brief, including only enough information to provide a tracking record for tracing purposes and to identify possible duplicates during pre-order checking.

See sample q-level records.

See BPM Appendix 3: GLADIS Branch Maintenance Manual, for procedures for adding locally received or held copies to existing GLADIS records.

See BPM section on East Asiatic Vernacular Material, for procedures to follow, if material received in East Asian language.

I.  PREPARATION

1. Stamp or write the shelving location on the verso of the title page.

2. If the item is a different edition of a monograph already classified for the shelving unit, insert an orange "Edition" flag with the original call number written on it.

3. If the item is being sent for binding, insert the new conservation "Bind for" flag.  A binding slip will need to be prepared for LC and buckram binding.  Affix a piggyback barcode label on the verso of the title page near the top.  Afte r the item is returned to the shelving location, bound and cataloged, the piggyback barcode label will need to be removed from the verso of the title page and affixed to the inside back cover of the item.  (The piggyback barcodes peel off easier if t hey are removed from the side of the strip rather than a corner.  Also, they appear to take a few minutes to adhere firmly.)

   NOTE: Items sent for binding via this process must be applied to the branch's monthly binding quota.

4. If the item is not being routed for binding, a barcode should be affixed tothe inside back cover.  Judgement should be used in positioning of the barcode; however, in general the barcode label should be 1" down and 1" in from the upper right corn er of the inside back cover.

5. Insert a RUSH flag in items to be rush-processed.

II.  KEYING A Q-LEVEL, IN-PROCESS RECORD (See Section IV. below, if keying more
      than 1 record.)

1. Logon to the maintenance function in GLADIS using any CIRC authorization.

2. In the Search screen, key "bk" next to "Enter Mat type to key a new record" and press F1 [F1].

3. In the q-level, in-process record create screen (see examples), move to the V/C and enter a *c and *d with the correct charge data:
   • Regular to CATA*, charge for 2 months:  M2
     
   • Regular to CONS or BINDERY*, charge for 4 months:  M4

   • Rush to CATA, charge for 2 weeks:  W2
     
   • Rush to CONS or BINDRUSH, charge for 2 months:  M2

   *Non-archival dissertations that need to be bound and cataloged should be charged for 1 year (Y1).

   Branches may wish to set longer due dates for material which could need original cataloging.

   If you are keying a new MVM record, enter the volume number of one of the volumes here, before the charge data.

   V/C:  v.1  *cBINDERY  *dM4  (See Section V. below, if keying more than one volume.)

4. Key "In Process" in the call number field.

5. Verify that the location is correct.

6. In the *l field wand in the barcode you have applied to the book.

7. In the text portion of the 245 prompt, key a brief title.  Do not key initial articles or diacritics.

8. Key a 260 tag, the delimiter $c, and the date of publication.

9. Key a 100 (personal name), 110 (corporate name), or 111 (conference name) if you consider it necessary for access until the book is cataloged.

10. Enter the record.  The record will be created and the program will display a new q-level record create screen.

11. Some units may want to add a processing information note at the time of keying.  Use the "switch display" function key (F5 [F5]), to enter the record and be switched to Holdings edit.  After entering a PI note and updating the record, use th e "return to input" function key (SF5 [SF5]) to return to a new create screen.  If the text of the PI note is the same for a batch of records, after keying the text, copy the line with the "Copy line" function key (SF10 [SF10]).  When you want t o use the same text within the keying session, position the cursor in the text portion of the PI field and use the "Retrieve" function key (Alt/SF1 [SF11]).

III.  DELETING Q-LEVEL RECORDS

      If you find it necessary to delete a q-level record you have created and if you have the proper
      authorization follow these steps.

1. Go into Holdings edit.

2. Delete all fields except the V/C by using the delete fields key (Alt/SF3 [SF3]).

3. Place the cursor in the text portion of the V/C field and delete the line (Alt/SF2 [SF2]).

4. Press F1 [F1] to enter the revised holdings.

5. With the cursor positioned in the empty space below the call number field, delete the record in two steps by first pressing Alt/SF5 [SF15], and then F1 [F1].

IV.  DEFAULT FEATURE

      To minimize keying time, use the default feature to preset text in common to records in one
      keying session.  For q-level, in-process records preset the following information:

1. Key the charge information in the V/C field.

2. Key "In Process" in the call # field.

3. Key the correct location if it is not present.

4. Key a 245 tag.

5. Key a 260 tag and $c.

6. Set the defaults by pressing the "set defaults" function key.

7. Begin keying a record.

V.  MVM'S

      If a new MVM is being keyed, enter only one physical volume in the q-level record create
      screen.  Enter the other volumes with their respective barcodes and charge information in the
      holdings screen.

1. After keying the record, use the "switch display" function key (F5 [F5]) to enter the bibliographic screen and move into holdings edit.

2. Create a new V/C and charge the volume to CATA, CONS, BINDRUSH, or BINDERY.

   V/C:  ED-P  v.2  *cCONS  *dM4  *lC12345678

3. After entering and updating, use the "return to input" function key (SF5 [SF5]) to return to a new q-level record create screen.

   If the volume adds to an MVM cataloged record and needs cataloging work, (e.g. analytics), go into the holdings screen.  Create a new V/C and charge the volume to CATA, CONS, BINDRUSH, or BINDERY.

VI.  ROUTING

      Route the volumes to CCD or Conservation, as appropriate.

      Copy Cataloging Division will catalog all items for which cataloging copy is found.  If no
      cataloging copy is available, CCD will route to Monographic Cataloging for original cataloging.

Q-LEVEL EXAMPLES

1. Q-Level Template with Defaults Set

   V/C:  *cCATA*dM2
   Call#:  In Process		Loc:  MAIN
   *l:                             PO/CI# :
   TAG IN	TEXT
   ----- --- -------------------------------------------------------------------
   245
   260   $c
   Cards? N    HEADING:  GN
   		DEFAULTS SET
   ----- ----------------------------------------------------------------------
   Press F1 or F5 to enter record:  OR key heading and Press F1.
   		14:45:10   block

   
   

2. Sample Q-Level Keyed Record

   V/C:  *cCATA*dM2
   Call#:  In Process		Loc:  MAIN
   *l: C024799566         PO/CI# :
   TAG IN	TEXT
   ----- --- -------------------------------------------------------------------
   245   Trionfo Barocco
   260   $c1990
   Cards? N    HEADING:  GN
   		GN:  167790372J
   --- RECORD CREATED <-----------------------------------------
   Press F1 or F5 to enter record:  OR key heading and Press F1.
   		15:57:33   block

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Last updated Thursday, 04-Aug-2005 12:21:39 PDT Contact