Michigan State University

Supplementary material (monographs)

These instructions are for situations when the primary piece is a print monograph.  They are intended primarily for copy catalogers.

For printed supplementary materials:

  1. Printed supplementary materials will be kept with the main piece for all titles regardless of destination (includes all titles for Main and Branch locations).
  2. Books with printed supplementary pieces will be identified with a supplementary material flag.
  3. One location code will be assigned in MAGIC.
  4. No 866 field will be added to the bib record for these titles. These pieces will NOT be treated as a multi-volume work.
  5. Search for Skyriver copy, and edit as usual. Carefully compare the bib record to the piece in hand to be sure the supplementary material is accounted for in the record. For example, if you have a folded map in a pocket in the book, there should be a 500 field note in the bib record stating this and the 300 field should include a subfield 'e' which indicates the presence of the folded map.
  6. If the record does not reflect the presence of the supplementary material, consult with the Head of Copy Cataloging for instructions for what sort of note to add (field tag, usually a 500 field note) and where the note is to be added.
  7. If the piece does not include an accommodation for the supplementary material (a pocket or sleeve in the back of the book, for example) use a pink tie to be sure both pieces stay together on the labeling truck. Catalog Maintenance staff will determine the best method to package the supplementary material during the labeling process, and Catalog Maintenance staff will edit the bib record as needed.
  8. Format the 949 field as appropriate for the creation of one item record, using the appropriate location code.
  9. Update and export as usual.
  10. The call number will be written inside the book in the appropriate place (inside front cover for hardback books, on the back of the title page for paperbacks). Catalog Maintenance staff will write the call number on the supplementary pieces as appropriate.
  11. Send through to labeling on the regular labeling truck. Be sure to leave the supplementary material flag in the piece.

For non-print supplementary material:

Books with non-print supplementary material should not be placed on the regular Copy Cataloging shelves. Any books with non-print supplementary material found in the general Copy Cataloging workflow have been placed there in error and should be transferred to the locked cabinet in Acquisitions. Insert a supplementary material flag if needed.