MICHIGAN STATE UNIVERSITY LIBRARIES
Policy and Procedures Statement 2.4.4
Supplementary and Accompanying Materials
for all titles, including Main and Branch Libraries
March 2001

Policy calls for keeping supplementary materials with the main work whenever possible.

Supplementary or accompanying material is defined as material that is received with and is a part of a title, but is not physically attached to it.  The supplementary or accompanying material may be in a different format.

Bibliographic copy for supplementary or accompanying material will be accepted, whether the related information is on a single record for the primary work, or on a separate record for itself.  If no copy is available,  MSU guidelines relative to AACR2 rule 1.5E will be followed.  (Generally, a single record method will be applied.  A separate record for the supplemental material is usually only applied if there are major differences that cannot be clearly described or accessed using a single record; such as software or media technical details; or a different title and publication history.)

Print materials, including charts, graphs and illustrations, will be kept with the primary material or main work in the stacks.

Supplemental maps should be kept with the primary piece in the stacks.

Non-print supplementary material will be separated from the main piece and a note will be added to the MAGIC record to ensure patron access.  The supplementary materials themselves will be housed as follows:

Microforms will be sent to Microforms with "Microforms" noted as the location for the material.

Games, toys and realia will be sent to Special Collections with "Special Collections" noted as the location for the materials.

Software and CD-ROMS will be sent to Software with "Software" noted as the location for the material.

Audio/video tapes, slides, records and filmstrips will be sent to the Audio Visual Library.

Branch Libraries will have all supplementary materials sent with the piece to the location of the primary piece.  Branch Libraries should follow Main Library policies and procedures for separation or inclusion with primary piece for supplementary materials.

Staff in Technical Services will add "companion material" notes in the MAGIC records to emphasize the possibility of supplementary materials that are not kept with the primary piece, especially for software, audio/visual tapes, slides, etc.

Prior to cataloging, Bindery staff will review the piece and make a treatment decision.  A note describing the accommodation will be added to the bibliographic records at the cataloging step.