Department Manual
Location of Items with Accompanying Materials

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Monographs policy: The main piece and accompanying material will be kept together in the appropriate location for the main piece.

The policy will be applied to newly-received materials, beginning July 1, 1999. Selective repackaging of already-cataloged materials will be allowed.

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Serials policy: Like monograph materials, serial and periodical materials sometimes are accompanied by additional items. The current accompanying materials policy only refers to monograph materials. In order to standardize the treatment of accompanying materials for serials and periodicals, the following scenarios and procedures are proposed. Most of the accompanying materials to date have been in electronic format.

Periodical receivers should route all accompanying materials to Serials Cataloging. Catalogers will determine the category:

Type 1.) "Accompanying" materials are ACTUALLY the items in another format. For example, the item in hand is a complete volume of the print title.

Solution:
1.) Update the bibliographic record, noting that title is issued in additional format.

2.) Create a new holdings record and assign the appropriate location (i.e., media coll).

3.) Add item record with appropriate loan code type (i.e., per for periodicals; book/ser for serials). Route the material to labeling with flyer indicating labeling and tattle-taping instructions.

Type 2.) Accompanying materials are in another format. (For example, a music CD that is used with a specific issue/volume.)

Solution:
1.) Receive item and add a public display note on the holdings record that the item includes accompanying material.

2.) Route the material to labeling with flyer indicating labeling and tattle-taping instructions.

3.) When appropriate, the accompanying materials will be separated from the item before the title is sent to the bindery with instructions to create pocket for accompanying materials.

Type 3.) "Accompanying" materials are ACTUALLY supplementary materials in another format.

Solution:
1.) Update the bibliographic record, noting that the title has supplementary materials.

2.) Create new holdings record with the appropriate location.

3.) Add item record with appropriate loan code type (i.e., per or book/ser). Route the material to labeling with flyer indicating labeling and tattle-taping instructions.

Type 4.) "Accompanying" materials are ADVERTISING materials.

Solution:
1.) Discard.

Type 5.) "Accompanying" materials are sample issues.

Solution:
1.) Route to the bibliographers.

Type 6.) "Accompanying" materials are complimentary items; wholly independent (primarily monograph) items.

Solution:
1.) Process/treat as GIFT materials. Route to Gift shelves for processing through the Review Room.