Con Library Technical Services: Marking and Preparations Handoff

Procedures for catalogers: marking call numbers on scores and parts and preparing materials for Preparations, including decisions about size designation and unusual situations. Recommend collaborating with Preparations in case of doubt.

• Always check scores and parts for errata sheets, single-page parts, loose turn sheets, fold-out pages, or pages more than two folded together. A second check for pagination or printing errors is not a bad idea either.
• Check folded parts to see if the fold needs to be reversed for binding.
• Check for three- (or more) page foldouts

(Regular, reference, locked case, upstairs “csc2” case)

The Con Library marks all scores with call numbers. Books cataloged at MCT do not have call numbers written in. Do not rewrite, except for Reference books.

DO NOT MARK OR BARCODE Kohl special collections items; Prepare bindery slip; Item will get a flag.

• Score with title page; book: Title page verso near the bottom
• Score without title page: Generally upper left or wherever it fits if a challenge
• Parts with blank first page: upper right
• Parts where music starts on first or only page: least unobtrusive, generally upper right corner. If fold is on right edge of first page, make sure call number doesn’t interfere with music on second page. Do not mark anything in the first 1/2 inch of binding side (make end up obscured by tape).

Write above call number for the following. Dimensions and corresponding item location:

• [Location]
• Call number
• Volume [may be "score" or part(s) indication if one bib, multiple items]
• Copy number
• Instrument designations

Examples of call numbers on items

Indicating pocket items

Under the score or bound part call number, write in number of parts in parentheses. Consider everything a “part” for this purpose, even if it is a score.

M452
.B33
op.18
2016
(4 parts)

Marking instrument names on parts

The instrument is the last line on a part. Use the English term; can abbreviate if obvious from context (e.g. for a saxophone quartet, you can mark “soprano” “alto” etc. without also adding “saxophone”). Use Arabic numerals for numbered parts (e.g. violin 1, oboe 2).  If the “part” is another score, use “score 2”.  For many more examples of instrument names, see student guide to parts and instrument names

"Check pocket" item note

Add "m" message note to item record (will map to Fulfillment note in Alma) starting with "Check for..." Use numeral for parts. "Part" suffiices for circulation note (i.e., if it is actually score 2, call it a part) and all discs (CD, DVD etc) are "disc". Loose sheets in a four-flap or box, 'sheets in portfolio'; odd situations, use your best judgment as long as the note begins with "Check for". Catalogers, preparations coordinator and stacks/collection manager, and any students who they have satisfactorily trained, can add to Sierra. 

Examples:

• Check for 1 part in pocket
• Check for 4 parts in pocket
• Check for 32 sheets in portfolio
• Check for 4 scores in box
• Check for 1 disc in pocket

Barcode placement

• Hardcovers: Inside back cover, top left
• Digicover: Outside back cover, top center. Do not obscure important text.
• Anything with bindery slip: barcode on slip; preparations applies later
• Spec coll: do not affix to item; will go on streamer

For Vault (Kohl) items

Do not mark anything on item. Prep will construct a streamer or envelope with call number, location, and barcode. Prepare slip as if for bindery, note that it is Special Collections, and send to preparations. Do not leave item lying around prep area if valuable. Consult with Spec Coll Librarian as needed.

Add 3-Day or Library Use Only streamer to hardcovers; anything with prep slip, indicate on slip. 

Under written call number, write “2 CDs” “1 disc” etc.

• Hardcovers: Leave in pocket; preparations will ensure properly housed. Add streamer.
• Bindery items: On bindery slip, write “HAS CD” [or appropriate note]. Place disc(s) in case with post-it/insert with call number, shelve on CD/tip-in shelf. Item goes into pocket after it gets returned from bindery.

Exceptions:

• For materials with 3 or more discs, the discs need to be housed separately. 
• USB drives: In the unlikely and unfortunate event we receive accompanying flash drives, they will fit in a DVD case.
• Location for media shelved separately is "clima"; same loan period as print volume. Do not indicate media on print vol. 

Loose page to be attached, affixed, or pasted into hardcover, or following bindery for all others:

• Hardcovers: Insert paper streamer; leave page in book.
• Bindery items:
  • On bindery slip, write “TIP IN ERRATA” or appropriate note
  • Place page(s) with post-it/note with call number, shelve on CD/tip-in shelf in file box.
  • Page(s) will be added after bindery

Loose pages we can make into a usable part
Preparations has magical part machine; depends on number of pages and paper characteristics.

Folded part, more than two facing pages when unfolded; bindable on a fold
Add post-it on front cover to alert prep.: “sew on fold”
One or more folds may need to be ‘reversed’. Make sure pages fold flat.

Folded parts/score, can’t be bound on fold; bindable on outer edge
Add post-it on front cover to alert prep: “tip in part” (or “tip in ## parts” if more than 1)
Draw arrow in pencil to indicate where it should be bound

Turn sheets, loose
Have preparations tape where needed before sending to bindery

Turn sheets, fold-out
Does not hurt to add post-it for bindery not to sew through the sheet

Single sheet only
Add post-it on front cover to alert prep: “tip in part [or sheet]” (or “tip in ## parts” if more than 1)

Sheets need to stay loose for performance

This happens when pages must be able to be reordered (e.g. aleatory music) or binding across page turns would render a work unplayable (e.g. some percussion solos/parts).

• Add post-it on front cover to alert prep.
• For items headed to bindery: Add post-it on front cover to alert prep: “no tag parts””. These means that parts go into the pocket without being bound into a cover. Use with pams or MB if some part is binable; mark as “PC” (pocket case) if nothing can be bound.
• In-house treatment required: Terrell Preservation will need to make a container. Consult with Preparations before sending over.

Cornetto Verlag facsimiles and other irritating portfolios

• Box where coverless items won’t fall out on shelf: leave in box. Generally barcode outer container.
• Box with individually bound items: Barcode separately. Can discard box.
• Open portfolio (no bottom): container if bindery not feasible