Description+Rules


 * Description Policy and Procedures **

**A. Policy: ** Each item in the International School of Monagas Library collection will receive a complete bibliographic record according to the guidelines of __AACR2r__, to create a functional catalog with informative and uniform records for use by students and teachers.


 * B. Organization of AARC2

1. Level of Description **  The International School of Monagas Library library, along with the other district libraries, will adhere to the **Second Level of Description** defined by __AACR2r__. According to **Rule 1.0D2**, the following elements should be included in the bibliographic record when the information is available:

Title proper [GMD] = Parallel title : other title information / first statement of responsibility ; each subsequent statement of responsibility. – Edition statement / first statement of responsibility relating to the edition. – Material (or type of publication) specific details. – First place of publication, etc. : first publisher, etc., date of publication, etc. – Extend of item : other physical details ; dimensions. – (Title proper of series / statement of responsibility relating to series, ISSN of series ; numbering within series. Title of subseries, ISSN of subseries ; numbering within subseries). – Note(s). – Standard number.

 According to __AACR2r__, the following 8 descriptive areas should be included in all bibliographic records:
 * 2. Areas of Description **

Area 1: Title and Statement of Responsibility (1.1) Area 2: Edition (1.2) Area 3: Material Specific Details (1.3) Area 4: Publication Information (1.4) Area 5: Physical Description (1.5) Area 6: Series (1.6) Area 7: Notes (1.7) Area 8: ISBN and Price (1.8)

 The 8 descriptive areas described in __AACR2r__ are required to contain certain elements of information to create a complete bibliographic record. These informational elements must be expressed in a uniform format to maintain a highly functional library catalog.
 * 3. Standards, Rules, and Guidelines **

**4. Information Sources **  The information for bibliographic records can be found in numerous locations, but for each type of resource that is found in the library, there are specific information sources that are more reliable or complete. Information should be taken from those sources recommended in __AACR2r__ (1.0A.3), which are summarized in the attached chart, __Prescribed Sources for Cataloging Information__.


 * C. Procedures** (**specific areas with examples)**

**Area 1: Title and Statement of Responsibility **<span style="font-family: 'Arial','sans-serif';"> (__AACR2r__ 1.1) <span style="font-family: 'Arial','sans-serif';"> Information for this area needs to be transcribed exactly as it appears on the chief source of information (__AACR2r__ 1.1B1).

The [GMD] should be included for all non-book items, and appears immediately after the title proper (__AACR2r__ 1.1C1). The attached document, “Correct Terms for GMD and SMD,” summarizes the recommended General Material Designations.


 * <span style="font-family: 'Arial','sans-serif';">Elements **<span style="font-family: 'Arial','sans-serif';">: Title proper [GMD] = Parallel title : other title information / first statement of responsibility ; each subsequent statement of responsibility.


 * <span style="font-family: 'Arial','sans-serif';">Ex. - Book **<span style="font-family: 'Arial','sans-serif';">: Cataloging correctly for kids : an introduction to the tools / edited by Sheila S. Intner, Joanna F. Fountain, and Jane E. Gilchrist.


 * <span style="font-family: 'Arial','sans-serif';">Ex. – Video **<span style="font-family: 'Arial','sans-serif';">: The magic school bus gets planted [videorecording] : helping a tiny sprout grow tall / Scholastic, Inc. ; producer, Vince Commisso ; director, Charles E. Bastien.

**<span style="font-family: 'Arial','sans-serif';">Area 2: Edition **<span style="font-family: 'Arial','sans-serif';"> (__AACR2r__ 1.2) <span style="font-family: 'Arial','sans-serif';"> The edition statement should be transcribed exactly as it appears on the item (__AACR2r__ 1.2B2).

If numbers are expressed as words in the information source, they should be replaced by Arabic numerals (__AACR2r__ C.3B1). Use the __AACR2r__ recommended abbreviations for common terms, as indicated in the attached document __Common Abbreviations for AACR2r__.


 * <span style="font-family: 'Arial','sans-serif';">Elements **<span style="font-family: 'Arial','sans-serif';">: Edition statement / first statement of responsibility relating to the edition.


 * <span style="font-family: 'Arial','sans-serif';">Ex. - Book **<span style="font-family: 'Arial','sans-serif';">: 4th ed.


 * <span style="font-family: 'Arial','sans-serif';">Ex. – Video **<span style="font-family: 'Arial','sans-serif';">: 10th anniversary ed.

**<span style="font-family: 'Arial','sans-serif';">Area 3: Material Specific Details **<span style="font-family: 'Arial','sans-serif';"> (__AACR2r__ 1.3) <span style="font-family: 'Arial','sans-serif';"> The rules in this section apply to specific types of materials: cartographic materials, music, continuing resources, and occasionally microforms (__AACR2r__ 1.3A). The most likely of these material types to be located in our school district libraries would be music and continuing resources (serials). Examples of how to note their unique bibliographic record needs are noted below:

For musical presentations, transcribe a statement found in the chief source of information indicating the physical presentation of the music (__AACR2r__ 5.3B1). If the musical presentation statement is part of another area, and cannot be separated, do not repeat it here (__AACR2r__ 5.3B2).

For serials, transcribe the numeric and/or alphabetic designation, as well as the chronological designation, for all serials - if cataloging from the first and/or last issue or part (__AACR2r__ 12.3A1). If numbers are expressed as words in the information source, they should be replaced by Arabic numerals (__AACR2r__ C.3B1). Use __AACR2r__ recommended abbreviations for common terms, as indicated in the attached document __Common Abbreviations for AACR2r__.


 * <span style="font-family: 'Arial','sans-serif';">Elements **<span style="font-family: 'Arial','sans-serif';">: Material (or type of publication) specific details.


 * <span style="font-family: 'Arial','sans-serif';">Ex. - Music **<span style="font-family: 'Arial','sans-serif';">: Playing score.


 * <span style="font-family: 'Arial','sans-serif';">Ex. - Serials **<span style="font-family: 'Arial','sans-serif';">: Appleseeds [serial] : Becoming President / Carus Publishing. – Sept. 2008 –

**<span style="font-family: 'Arial','sans-serif';">Area 4: Publication Information **<span style="font-family: 'Arial','sans-serif';"> (__AACR2r__ 1.4) <span style="font-family: 'Arial','sans-serif';"> The publication and distribution information should include: a location; publisher/distributer name; and, date of publication.

__<span style="font-family: 'Arial','sans-serif';">AACR2r __<span style="font-family: 'Arial','sans-serif';"> uses state abbreviations that are different from the U.S. postal abbreviations. Refer the attached chart, “Abbreviations for Place of Publication,” when transcribing the information for this area. In addition, use the __AACR2r__ recommended abbreviations for common terms, as indicated in the attached document __Common Abbreviations for AACR2r__.


 * <span style="font-family: 'Arial','sans-serif';">Elements **<span style="font-family: 'Arial','sans-serif';">: First place of publication, etc. : first publisher, etc., date of publication, etc.


 * <span style="font-family: 'Arial','sans-serif';">Ex. - Book **<span style="font-family: 'Arial','sans-serif';">: Westport, Conn. : Libraries Unlimited, c2007.


 * <span style="font-family: 'Arial','sans-serif';">Ex. – Video **<span style="font-family: 'Arial','sans-serif';">: New York : Kid Vision : distributed by Warner Home Video, c2001.

**<span style="font-family: 'Arial','sans-serif';">Area 5: Physical Description **<span style="font-family: 'Arial','sans-serif';"> (__AACR2r__ 1.5) <span style="font-family: 'Arial','sans-serif';"> The physical description can include information that is explicitly, or implicitly, stated on the item itself (__AACR2r__ 1.5A2).

Use lowercase Roman numerals to express preface paging (__AACR2r__ C.2B3), and Arabic numerals to express page numbers, dimensions, etc. (__AACR2r__ C.2B1). Use __AACR2r__ recommended abbreviations for common terms, as indicated in the attached document __Common Abbreviations for AACR2r__.

For non-book items, Specific Material Designations should be used when describing the extent of an item (__AACR2r__ 1.5B1). The attached document, “Correct Terms for GMD and SMD,” summarizes the recommended Specific Material Designations.


 * <span style="font-family: 'Arial','sans-serif';">Elements **<span style="font-family: 'Arial','sans-serif';">: Extent of item : other physical details ; dimensions + accompanying materials.


 * <span style="font-family: 'Arial','sans-serif';">Ex. - Book **<span style="font-family: 'Arial','sans-serif';">: ix, 136 p. : ill. (some col.) ; 24 cm.


 * <span style="font-family: 'Arial','sans-serif';">Ex. – Video **<span style="font-family: 'Arial','sans-serif';">: 1 videocassette : (ca. 90 min.) : sd., col. ; 1/2 in. + 1 teacher’s guide (22 p. : ill. ; 18 cm.)

**<span style="font-family: 'Arial','sans-serif';">Area 6: Series **<span style="font-family: 'Arial','sans-serif';">(__AACR2r__ 1.6) <span style="font-family: 'Arial','sans-serif';"> If an item is part of a series, the title proper of the series should be transcribed exactly as it appears on the item (__AACR2r__ 1.6B1).

Statements of responsibility should only be included if this information is necessary for identification of the series ; statements of responsibility should be transcribed exactly as they appear on the item (__AACR2r__ 1.6E1).

Use Arabic numerals to express series numbering (__AACR2r__ C.2B1), and __AACR2r__ recommended abbreviations for common terms, as indicated in the attached document __Common Abbreviations for AACR2r__.

Subseries information should follow the series information (__AACR2r__ 1.6H1).


 * <span style="font-family: 'Arial','sans-serif';">Elements **<span style="font-family: 'Arial','sans-serif';">: (Title proper of series / statement of responsibility relating to series, ISSN of series ; numbering within series. Title of subseries, ISSN of subseries ; numbering within subseries).


 * <span style="font-family: 'Arial','sans-serif';">Ex. - Book **<span style="font-family: 'Arial','sans-serif';">: (Magic tree house : no. 35. A Merlin mission).


 * <span style="font-family: 'Arial','sans-serif';">Ex. – Video **<span style="font-family: 'Arial','sans-serif';">: (Literature for children : ser. 6 : pt. 2).

**<span style="font-family: 'Arial','sans-serif';">Area 7: Notes **<span style="font-family: 'Arial','sans-serif';"> (__AACR2r__ 1.7) <span style="font-family: 'Arial','sans-serif';"> The notes area is where additional descriptive information can be included in the bibliographic record. The bibliographic record should contain at least a summary description of the contents. The system details note is required for all non-print items. A few of the common notes have been included, //in the preferred order//, as a guide below:


 * <span style="font-family: 'Arial','sans-serif';">Elements **<span style="font-family: 'Arial','sans-serif';">: Note(s).


 * <span style="font-family: 'Arial','sans-serif';">Ex. - Book **<span style="font-family: 'Arial','sans-serif';">: Scope: Includes bibliographical references and index.

Scope: Includes glossary.

Audience: Academic and professional

Contents: Introduction -- Guidelines for standardized cataloging -- How children search -- Cataloging correctly using AACR2 and MARC 21 -- Copy cataloging correctly -- Authority control -- Using LC’s children’s headings for original MARC cataloging : why and how -- Sears list of subject headings -- Sources for Dewey numbers -- Cataloging nonbook materials -- How the CIP program helps children -- Cataloging for kids in the academic library -- Automating the children’s catalog -- Vendors of cataloging for children’s materials -- Glossary of acronyms -- Bibliography -- Contributors -- Index.

Summary: A guide that explains the standards, rules, and available tools for those who catalog materials for children so that bibliographic records are appropriate and uniform.


 * <span style="font-family: 'Arial','sans-serif';">Ex. – Video **<span style="font-family: 'Arial','sans-serif';">: Form Note: Animated.

Language Note: Closed-captioned.

Cast: Voices, Lily Tomlin, Malcolm-Jamal Warner, Robby Benson…[et al.] ;

Credits: Writers, Jocelyn Stevenson and George Arthur Bloom ; music, Peter Lurye and Fred Barton.

History Note: Based on the Magic Schoolbus book series by Joanna Cole, illustrated by Bruce Degen.

System Details Note: VHS.

Audience: Grades Pre-K to 5.

Summary: Ms. Frizzle’s students shrink themselves and travel into a nearby plant to discover the subject of photosynthesis and how plants make the food they need to grow.

**<span style="font-family: 'Arial','sans-serif';">Area 8: ISBN **<span style="font-family: 'Arial','sans-serif';">(__AACR2r__ 1.8) <span style="font-family: 'Arial','sans-serif';"> Include the ISBN, or any other internationally recognized standard number, for any item being added to the collection (__AACR2r__ 1.8B1).


 * <span style="font-family: 'Arial','sans-serif';">Elements **<span style="font-family: 'Arial','sans-serif';">: Standard number.


 * <span style="font-family: 'Arial','sans-serif';">Ex. - Book **<span style="font-family: 'Arial','sans-serif';">: ISBN 0-8389-3559-1.


 * <span style="font-family: 'Arial','sans-serif';">Ex. – Video **<span style="font-family: 'Arial','sans-serif';">: ISBN 1-5683-2879-6 <span style="font-family: 'Arial','sans-serif'; font-size: 9.5pt;">.


 * D. Correct Terms for GMD and SMD**




 * E. Abbreviations for Place of publication in AACR2 and as Postal Codes**

<span style="font-family: 'Arial','sans-serif'; font-size: 14pt;">


 * F. ISBN Tips

<span style="font-family: 'Arial','sans-serif'; font-size: 14pt;"> **


 * G. CIP Keys**




 * Reference Materials**

**AACR2R Descriptive Cataloguing for Monographs**
[|AACR2R Descriptive Cataloguing for Monographs]

Main Entries

 * [|Organization of AACR2r.pdf]
 * [|AACR2_Prescribed_Sources.pdf]

AACR MARC Chart
[|AACR_MARC_Chart.doc]


 * Chapter 1: General Rules for Description
 * Chapter 2: Books, etc
 * Chapter 3: Cartograhic Materials
 * Chapter 5: Music
 * Chapter 6: Sound Recordings
 * Chapter 7: Motion Pictures, Video Recordings
 * Chapter 9: Electronic Resources
 * Chapter 11: Microforms
 * Chapter 12: Continuing Resources
 * Chapter 21: Choice of Access Points
 * Chapter 22: Persons
 * Chapter 23: Geographic Names
 * Chapter 24: Corporate Bodies
 * Chapter 25: Uniform Titles
 * Chapter 26: References
 * Appendices

**Power Point Presentations**
[|Access.ppt] [|**Choice of Entry.ppt**] [|Form_of_Access.ppt]

Conser Cataloging Manual
Conser Cataloging Manual <span style="display: block; font-family: 'Arial','sans-serif'; text-align: left;">
 * Creation/Revsion Date** 3 May 2010

<span style="font-family: 'Arial','sans-serif';"><span style="font-family: 'Arial','sans-serif';">//Anglo-American Cataloguing Rules: 2002 Revision: 2005 Update//. 2nd ed. Chicago, ALA, 2005.
 * Works Cited/Consulted**

“Abbreviations for Place of Publication in AACR2 and as Postal Codes.” //Cataloging: Descriptive Cataloging//. Internet Library for Librarians. 1994-2002. InfoWorks Technology. 22 Sept. 2005 <http://www.itcompany.com/inforetriever/cat_desc.htm>.

Franklin, Suzanne D. //Prescribed Sources for Cataloging Information: In Order of Preference//. Chart. 27 May 2004.

Intner, Sheila S. and Jean Weihs. //Standard Cataloging for Schools and Public Libraries//. 4th ed. Westport: Libraries Unlimited, 2007.

//Key to the Parts of the CIP//. Chart. 29 May 2005.

McCroskey, Marilyn. “Correct Terms for GMD and SMD.” //Cataloging Nonbook Materials with AACR2r and MARC: A Guide for the School Library Media Specialist//. 3rd ed. Chicago: AASL, 1999. Updated by Candace Blessing. 4 Feb. 2002.

Smitley, Melissa. //Common Abbreviations for AACR2r//. Chart. 14 Sept. 2008.

Smitley, Melissa. //Description Policy and Procedures//. Sept. 2008.