Zeta Collection Cataloging Procedures

The Zeta Collection is a collection of children and juvenile literature at Baylor University. Currently, the collection is located on the Garden Floor of Moody Library. The collection used to be in Jones Library. This is why the location code for Zeta collection books is "jlzet," which stands for "Jones Library Zeta."

Identifying books that should be in the Zeta Collection. The Zeta Collection contains books intended for preschool (Easy books) through high school students. The records may have 6xx fields with ‘Juvenile literature' or ‘Juvenile fiction' subfields, and are more likely to have 520 (summary) notes than other monograph records. If they are purchased books, the location in the order record will often be "jlzet," and they are generally ordered by Education.

Junior Library Guild books: these books don't have individual order records, as they are paid for all at once. Instead there's a staff note added to the item record: z Purchased through the Junior Library Guild.

Cataloging Procedures:

  1. Check bibliographic record; modify as needed
    1. Verify accuracy of bibliographic information and edit as necessary

    2. Be sure bib location code in fixed field is "Zeta"

    3. Update Cat. Date for first time use of record

    4. Put "u" in "update" field to flag record for OCLC holding batch updating

    5. Check 082 field for E; F (or PZ); B; or Dewey class number

    6. Determine local call number*, including appropriate cutter and work mark, and add in a 092 field. *see notes below on call numbers and cutters

  2. Attach item record (if purchased book) and select the jlzet item template, OR edit existing item record (if gift book or a standing order)
    1. Verify the following: I type = 2; location = jlzet; status = p

    2. Call number = [Copy and paste 092 call number from bibliographic record, using the ‘c' field group tag]

    3. Barcode

    4. Gift information if necessary

    5. For Junior Library Guild books, make sure the staff note is there: z Purchased through the Junior Library Guild

Zeta Collection Classification: The Zeta Collection is unique because unlike most of the collection in the Central Libraries, it is NOT classed using the Library of Congress classification schedules. Also all cutters come from the Cutter-Sanborn Three-Figure Author Table (in print or online: https://www.davignon.qc.ca/cutter.html). Zeta classification consists of the following:

  • Nonfiction Books: nonfiction intended for kindergarten to high school students.
    1. Dewey class number appropriate for the subject of the book

    2. Cutter for author (or if no author, cutter for title)

    3. Assign a work mark for the title (if no author, there's not a work mark)

    • Example #1: 092 796 G271F

      • Where "796" is the appropriate Dewey class number for athletes

      • "G271" is the cutter for author Clare Gault

      • "F" is the work mark for the title "Four Stars from the World of Sports : Henry Aaron, Roger Staubach, Kareem Abdul Jabbar, Bobby Orr"

    • Example #2: 092 811.008 P7442

      • Where "811.008" is the appropriate Dewey class number

      • "P7442" is the cutter for the title "Poems for Brothers, Poems for Sisters."

  • Biography/Autobiography Books: biographies and autobiographies intended for kindergarten to high school students. Note: the call number in the bibliographic record has no decimals or MARC subfield delimeters.
    1. B ‘class number' (for Biography)

    2. Cutter for the biographee (the subject of the biography)

    3. If a biography, assign a work mark for the author. If an autobiography, there's no work mark; instead the publication year is added to the end of the call #. If author/subject has published more than one book on themselves in the same year, then the work mark will include title of book and year published.

    • Example of a biography: 092 B L742M15

      • B ‘class number'

      • "L742" is the cutter for the subject of the biography: Abraham Lincoln

      • "M15" is the work mark for the author D. Marinelli

    • Example of an autobiography: 092 B P3323 2002

      • "P3323" is the cutter for subject/author Gary Paulsen

      • "2002" is for year book was published

    • Example of 2nd autobiography published in same year: 092 B P3323M 2002

      • "P3323" is the cutter for subject/author Gary Paulsen

      • "M" is the work mark for title of book "My Life in Dog Years"

      • "2002" is for year published

  • Fiction Books: these books have more words than pictures and are typically novels. Note: the call number in the bibliographic record has no decimals or MARC subfield delimeters.

    1. F ‘class number' (for Fiction)

    2. Cuttered for the author (or if no author, cutter for the title)

    3. Title work mark (if no author, there's not a work mark)

    • Example: 092 F A2883I

      • F ‘class number'

      • "A2883" is the cutter for author Barbara Aiello

      • "I" is the work mark for title "It's Your Turn at Bat: Featuring Mark Riley"

  • Easy Books: intended for pre-school children, "E" books typically have many pictures and few words. Note: the call number in the bibliographic record has no decimals or MARC subfield delimeters.

    1. E ‘class number' (for Easy)

    2. Cuttered under the author (or if no author, cuttered under the title)

    3. Title work mark

    4. If a subsequent edition (a different publication year than the original), add the year of publication.

    • Examples:

      • 092 E P2335A2

        • "P2335" is the cutter for author Peggy Parish

        • "A2" is the work mark for title of book "Amelia Bedelia"

      • 092 E P2335A2 1992

        • "P2335" is the cutter for author Peggy Parish

        • "A2" is the work mark for title of book "Amelia Bedelia"

        • "1992" is for publication year of a subsequent edition

      • 092 E P2335A3

        • "P2335" is the cutter for author Peggy Parish

        • "A3" is the work mark for title of book "Amelia Bedelia and the Baby"

Determining Author, Biographee, or Title Cutters:

  1. Use the Cutter-Sanborn Three-Figure Author Table (in print or online: https://www.davignon.qc.ca/cutter.html) to find the correct cutter range for the author's last name (or the biographee's last name or the first word of the title). If using the print table, please be careful, as this book is old and one of the only copies left of it in the library.
  2. Search the online Zeta shelflist (the Dewey call number index, limited to the Zeta location) for the class number and the base cutter from the table. Adjust the cutter as needed, so that it fits alphabetically between the other author, biographee, and/or title cutters in that call number range.
  3. Reminder: we are only concerned with assigning the appropriate cutter within the particular Zeta class number range of the book we are cataloging. For example, both Charles Dickens and Frank Dickens have authored books in the Zeta Collection, but since Charles Dickens' books are in the F class and Frank Dickens' book is in the E class, they can have the exact same author cutter. However, if their books were both in the F class, they would have to have different cutters. Further, if Charles Dickens wrote books that fell in the B, E, and F classes, he could potentially have three different author cutters, depending on the existing cutters in those three class number ranges.

  • Example: a fiction book by Madeline Babbitt:
    1. Use the Cutter-Sanborn Three-Figure Author Table to determine the cutter base. In this case, it is B112, which should be used for authors with names from Bab to Babd.
    2. Search the Dewey call number index for class number and the cutter base-in this case, F B112, as it is fiction-limiting the search by the Zeta location.
    3. zeta1

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    4. Use the Expand All button to see the titles and authors for each call number. If needed, adjust the cutter to file correctly within the existing books already in that call number range.

For this example, we need to fit our book in between the ones by Lucy Babbitt (B1124 cutter) and Natalie Babbitt (B1125 cutter), so we can choose B11243.

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Determining Work Marks:

  1. Most work marks will be the first letter of the title (ignoring initial non-filing characters) or the first letter of the author's last name. If the work mark needs to be expanded, there have been two systems used in the Zeta Collection:
    • The first expansion system is to use the next letter of the word (or the first letter that is different than the previous title in the shelflist), so that the work mark is two or more letters.
    • The other expansion system is to assign a letter and number combination similar to a cutter (but not necessarily consulting a cutter table). Use numbers 1 – 9, assigning lower numbers for letters at the beginning of the alphabet and higher numbers for letters towards the end of the alphabet.

  2. Determine which expansion system to use for a book by looking at what has been used with the other call numbers in that particular class number and cutter range. If no expansion system has been used in that range, use the first expansion system (using just letters and not numbers).
  3. Once you've determined which expansion system to use, then assign a work mark that will have the title or author file in correct alphabetical order, leaving space, if needed, for other work marks to be fit in.
    • Examples:

E A3785Wh - What's wrong now, Millicent? /|cby Sue Alexander
E A3785Wo - World famous Muriel /|cby Sue Alexander

E A4415Gc - Grandmother Poppy and the children's tea party /|cMary Allred
E A4415Gf - Grandmother Poppy and the funny-looking bird /|cMary Allred

E A419S3 - The Stupids die /|cstory by Harry Allard
E A419S35 - The Stupids have a ball /|cHarry Allard
E A419S5 - The Stupids step out /|cHarry Allard
E A419S55 - The Stupids take off /|cHarry Allard

In a few instances, both expansion systems were used at the same time, but this is unusual:

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Series, Cutters, and Work Marks:

The vast majority of series in the Zeta Collection will be classed separately, but there are a few classed together series. Series that are classed together may have a cutter or work mark for the series title.

  1. If a series entered under author is classed together, all of the volumes will be cuttered for the author, assigned a work mark for the series title, then given a part or volume designation.
    • Example: The Nancy Drew Mystery Stories series by Carolyn Keene are all classed in F K265N

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  2. If the classed together series is entered under title (as the series has multiple authors), then the cutter is for the series title, there is no work mark, and the call number ends with a part or volume designation.

Re-Lettering Books:

  1. Change the call number in the item record to the corrected call number.

  2. Add a staff note (z): Reclassed from [former call number], [your initials], [date].

  3. Change the item status to ‘p' for ‘in processing.'

  4. Fill out a slip, using the form below, put it in the book, and take to Marking.
  5. Reletter
    Zeta
    Dewey number, F, E, or B
    cutter
    Working #

  6. Put a tally mark for the book in all the applicable spots on the sheet for corrected books for each month.

Document last revised 10/16/2008.