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Home | Policy / Procedures
Last updated 31 March 2006
Contents
The Cataloguing Section catalogues school library resources, including books, videos, computer software and Internet websites,
onto Curriculum Corporation's SCIS database. The records are available to all Australian schools that subscribe to the SCIS database.
In order to ensure that the catalogue records accurately reflect the resources, cataloguers require the original items in hand when creating the records.
Please send in original items, not copies for cataloguing.
- Photocopies of title pages
We are unable to catalogue items from a photocopy of the title page.
The title page does not provide enough information to provide an accurate
catalogue record. In particular, subject headings and shelf number
reflect the entire contents, not just the title, which in some instances
may be quite misleading.
- Photocopies of complete works
We are unable to catalogue photocopies of complete works, as the photocopy
may not comply with copyright requirements arising from agreement between
the Department of Education and Training and the Copyright Agency Limited (CAL).
- Backup disks of computer software
We are unable to catalogue backup copies of computer software, as the copy
may not comply with copyright requirements arising from licence agreements for the software. In addition, extra information is often given on the original disk or container.
- Commercial videorecordings
CMIS catalogues only original commercially produced videorecordings, as dubbed copies
may not comply with copyright requirements. In addition, extra information is often given on the original cassette/DVD label or container.
- CMIS labels
The label showing the SCIS number is normally placed inside the plastic
container, as the removable labels tend to fall off the non-stick plastic
covering.
- Off-air recordings
A separate record is made for each program with its own title. Schools
choosing to record several programs on one cassette/DVD will need to annotate
their catalogue records to reflect this.
Many broadcast programs also become available commercially. The record
for the commercial product will be virtually identical to that for the
off-air broadcast. Any minor difference can easily be amended to
reflect your copy. You should note that it is illegal to copy a
commercially produced video, even if your school has bought it. However a television broadcast may be recorded and copied even if the program is also available commercially.
To provide you with faster access to SCIS records for television programs,
CMIS Cataloguing is publishing SCIS numbers for
the most recently catalogued programs on the CMIS website. Remember to check SCISWeb to see if the record is already available for older programs.
- Cataloguing of websites
Websites are catalogued in the same way as other library resources.
The title is always followed by the word [website] to distinguish it from
resources in other formats. Because it is a virtual resource, rather than
a physical item, no physical description is given. The website record also has the URL listed. In most library systems this enables the user to connect from the catalogue record directly to the site.
- Catalogue records for websites
There are now approximately 5000 records for websites on the SCIS database.
To find SCIS records for recently catalogued websites, follow the instructions under
Website catalogue records.
- Suggest a website
Websites on the SCIS database have to be evaluated for suitability before being catalogued. If you wish to have a site added to the SCIS database you may suggest it by either completing a suggestion form for EdNA at
http://www.edna.edu.au/edna/page605.html or by contacting CMIS Evaluation.
Materials purchased by schools within
the previous six months are given higher priority in cataloguing over older materials. This is based on the belief that students and teachers need access through the catalogue to relevant and up to date resources designed to
support the curriculum. Cataloguing older resources ahead of newer items increases the
time schools will wait for records for newer resources to become available on SCISWeb.
Cataloguing of old resources
If you have a substantial number of older items please contact us so that we can assess when it will be possible to have the collection considered for cataloguing.
For contact information click here.
CMIS Cataloguing follows international standards in creating catalogue records. The standard cataloguing tools we use are:
| Descriptive cataloging: |
Anglo-American cataloguing rules.
2nd ed., 2002 Revision |
| Classification: |
Dewey decimal classification and relative index.
22nd ed. (High schools)
14th abridged ed. (Primary schools) |
| Subject cataloguing: |
SCIS subject headings. 5th ed |
To assist consistency in cataloguing standards, all member agencies of the SCIS Cataloguing Service use SCIS standards for cataloguing and data entry.
The standard dictionary used by CMIS Cataloguing is The Macquarie dictionary. 3rd ed.
Sending in items for cataloguing
- Make sure your school stamp is on the item, we don't want any
orphans! Your barcode label can be used to identify the item, but please make sure that it does not cover the ISBN barcode or any other publication details, eg. date, place of publication, etc.
- Send in the whole item, including the box and manuals. The box often contains vital information such as system requirements and ISBN which assists in the identification of a catalogue record.
- Please rewind videos.
- Put a brief record on your automated system. Title and ISBN are usually enough.
- Book the item out to CMIS so you know where it is.
- Pack the items, preferably using padded bags. Extra padding will usually need to be put into computer software boxes to prevent them
being crushed in the mail.
- The address for mailing is:
- CMIS Cataloguing
WestOne Services
1 Prospect Place
WEST PERTH WA 6005
- Metropolitan public schools should use the Department of Education and Training courier, CMIS will pay return postage for public country schools;
other schools will need to make arrangements for the items to be delivered and collected.
- When the item is returned to you from Cataloguing it will have the
SCISWeb number written in the front. You can then order the catalogue record
from SCISWeb using this number.
Labels
CMIS places a label on all items received for cataloguing. This is to record information CMIS needs during the processing of the item, and also to record the SCIS number, which enables the school to download the catalogue record.
Whilst the stickers are purchased as being 'removable' there are some types of paper that will be affected by the labels.
Padded bags
Padded bags being used by Cataloguing now have a tab down the side that can be pulled to open the bag more easily. If you wish to use a padded bag that has been opened in this way, please ensure that you reseal the bag by placing sticky tape over the side opening.
Some bags that have been opened in this way have arrived at CMIS with the side still open, giving rise to concern that items may have fallen out.
Staples
Please note that the DET contracted courier requires all packages to be sealed with tape, not staples, as staples can be an occupational health issue.
Information about running a school library including organisation, management, resourcing, budgeting etc. including use of the services offered by the Cataloguing Section can be found on the School Library Support webpages.
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