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Cataloging ETL Textbooks

The ETL receives textbooks as large sets, and they require special cataloging procedures.
Tags: Cataloging, Copy cataloging, Curriculum Materials Library, ETL, Textbooks

Assign a call number. 

a. Limit the Dewey number to no more than 3 places after the decimal.  

b. Assign a Dewey number that covers the subject.  Disregard the grade level for subjects that fall into the elementary education call number range of:  372.3-372.8

  • Use the call number 510 for mathematics, instead of 372.5

c. Do not use or build in the subdivisions 071, 0712, etc. for the level of education as part of the call number.

d. More than one subject

  1. Class a work on two subjects with the subject given greater emphasis.

ii.  If two subjects receive equal emphasis class with the subject whose number comes first in the DDC schedule

      iii.  Class a work on 3 or more subjects, class with the subject given the greatest emphasis. If they were given equal                     emphasis and they are subdivisions of a broader subject, class with the broader subject.


  1. The call number will be constructed as follows and in the order as listed:


1 T Always T, for Textbook
2 635.98 Dewey decimal call number
3 DEL First three letters of the PUBLISHER'S name. Use all capital letters.
4 B724c Cutter normally, but do not cutter for the 6XX field
5 1998 Add the date of the edition, if it is not the first edition.
6 Gr.9-12 Add as the last element only if the entire set of books is for the same grade level(s). There is no space added between the period and the number of grade level.
  1. If the book is oversize (31 cm. or greater) DO NOT use QUARTO or FOLIO.
  1. If the textbook is a 2nd or later edition, add the edition date to the call number.  Use the publication date of the main item of the set (item described in 300‡a field).  This will normally be the student edition, but may be the teacher’s edition.
  1. Publisher’s name:
    1. If the publisher begins with Mc, the c is not capitalized (McD for McDougal, etc.).
    2. Harcort and its variant names (Harcort, Brace and Jovanich, etc.) are coded HBJ.
    3. Harper & Row and its variants are coded HAR.
    4. When the order of the publisher name changes from one edition to another  (McGraw-Hill/Glencoe to Glencoe/McGraw-Hill),  add the 3 letters of the publisher first name AS IS
  1. Write the call number on the work card/worksheet.


Call Number Examples
T T T T textbook designation
411 415 500 510 Dewey call number
HOU HOL McG GLE publisher
H838 K56e G558 M426 main entry cutter
  1998 Gr.6-8 2005 date/grade
      Gr.9-12 grade


  1. Update the MFHD 852 field:
  1. Verify that the location is Cml,t for textbooks.
  2. Verify that the first indicator of the 852 field is 8.
  3. Type in the call number (subfield ‡h will be T; the following lines will each be in a separate ‡i subfield)


852 Field Example

590  ‡a Lacks workbooks, black line masters, and transparencies.


  1. For records with more than one item, add an 866 field to list specific holdings using the following guidelines:

+   To separate the elements of the holdings statement.  Leave a space before and after the plus sign.

< >  To enclose the specific extent note.  Leave a space before and after the angle brackets.

Terms of the units.  For holdings statements use the basic terms of the units as given in the bib record 300 field.  Create the holdings statement using the following conventions:

  • Abbreviate terms in accordance with Appendix B of the AACR2.  If no AACR2 abbreviation is given, use standard dictionary abbreviations.  In addition, local practice is to use the following:








  • When using an abbreviation as a caption, no space follows the caption.  When using an unabbreviated caption, follow the caption with a space.  Captions are always singular.



level 5-9

CD 1-5





  • Convert all numeric designations to their Arabic equivalent:




Roman Numeral










  • Capitalize terms of the units or captions only for proper names, or standard acronyms and abbreviations:


audio CD program manual

March ed.

TPR storytelling manual

autumn ed.


  • Do not use the possessive form (teacher ed. NOT teacher’s edition).
  • Do not use a plural form for abbreviations unless a plural form is specified in AACR2 or a standard dictionary:


1 v.


4 v.


1 teacher ed.

3 teacher eds.



4 CD (no plural form)

3 DVDs


  1. FORMAT:  Format the elements of the 866 field textual holdings statement as follows:
  1. SINGLE ITEMS:  When there is one general study item (not grade specific, no other copy) the holdings format will be:


1 unit term

1 planning guide

1 outdoor thermometer

1 teacher ed.

1 culture studies


  1. MULTIPLE ITEMS:  When the set contains more than one copy of an item the holdings format will be:


1 unit term <number of copies>

1 activity CD <3 copies>

1 audio CD <2 copies>

1 student workbook <12 copies>

1 map <5 copies>


  1. SET OF LIKE ITEMS:  When the set contains subsets of identical or like items:


qty unit term <extent of set>

1 ruler <set of 32>

32 tangrams <set of 4>

1 1-in. col. tile <set of 1200>

1 2-col. counter <set of 400>



  1. SIMILAR ITEMS:  When you have a range of similar items (e.g. 3 teacher’s editions for 3 different grade levels) the holdings format will be:


qty unit term <range of units>

3 teacher guides <gr.6-8>

12 activity books <no.1-12>

2 teacher eds. <gr.K-1>

2 test booklets <A-B>

2 DVDs <DVD 1-2>