December 28, 1998

rev. March 29, 2007



Turnaround time:

Priority processing:  complete within 6 working hours of receipt (Mon.-Fri., 8 a.m.-5 p.m., excluding library closures):

Items with the following locations/statuses should be treated on a priority basis:

·                     Reference (including LAL-Ref and Music-Ref); includes Serials items

·                     “In-Process Request” items (see instructions in appendix, espec. the section “Procedures”, F-2 ff.)

·                     Other “RUSH” items


Regular processing:  3 days (M-F work week)

All other items should be processed within 72 hours after coming to processing.


RARE locations: Processing should NOT be done on items for Rare locations (“RARE”, “LAL RARE”, “MUSIC RARE”).  The only exception is “RARE REF”, which are reference materials for the Rare collection.  Rare items that have been placed inside boxes/cases:  the binder-supplied box/case may be labeled with the call number, but no other processing is to be done unless requested by the appropriate person in the location.


Preliminary checking:

Check location routing slips (color of slip changes each year): Remove pieces for these locations; place on special-handling shelves:












Blue binding slip indicates an errata slip needing insertion.  If a blue binding slip calls for any other action, give the piece to your supervisor.  (Note that page cutting is done in Processing when an item cannot be bound and has been placed in a box by the Preservation Dept.  EXCEPTION:  Fascicules have pages cut without being boxed or bound, since they’ll be bound when a entire volumes has been received.)

Pink narrow strip indicates gift plate to be affixed to inside front cover of book.

Orange slip (Gift book): ignore.

Book jackets: Leave in book.

Invoices left in piece: Give to Library Associate in Monographs Acquisitions or Serials Acquisitions

Processing:  Process each item accurately according to instructions for its location.  Check any paperwork in each piece for special instructions.  If instructions are unclear, ask your supervisor.  Keep all slips in corresponding books.


Security strips: Insert a security strip in each print item.  (Do not place security strips on audiovisual materials or microforms, including on their containers.)  However, if the item has already been edge-stamped with the library’s property stamp, it will also have been security-stripped.  (Items which were received by Serials Acquisitions usually will have been security-stripped and stamped by that Department.)


Placement:  Vary the placement of strips – not all in the front, or back, or middle.  Place them on a page that has enough “gutter” space to allow the material to be viewed when the piece is opened.  Do not put them on material that extends across the page.  Try to avoid placing them in a place that will be referred to frequently, such as the table of contents or an index.

Short books:  If the strip is longer than the height of the book, the strip may be trimmed to fit and still function.

Spiral-bound materials: Cut a strip to slightly under the width of a 2x4” label; place strip a few inches below the barcode, cover with label, and stamp property stamp over strip.


Property stamp: Neatly stamp each piece, using green ink, with the “Tulane University Library” stamp, on top and bottom edges.  Stamp thin items as much as possible; if the property stamp isn’t readable on these, also stamp inside covers.

   NOTE: Items which are already property-stamped have also been security-stripped.


Date due slip: In items for circulating locations, place a date due slip on the left-hand side of the inside back cover, centered near the top.  (A barcode label should be on the right-hand side). Avoid if possible placing it over a map, genealogy, etc. – use a neighboring blank page instead.

   NOTE:  Louisiana Collection (lou, LACOLL) items do not circulate, so do not receive a date due slip.


Gift plates: These have thin pink strips serving as markers.  Attach neatly to the inside front cover, using a glue stick for those that aren’t self-adhesive.  Remove pink strip.


Errata slip: This should be noted on a blue binding slip.  “Tip in” the slip, using a glue stick, following title page verso.

Spine label creation: Labels are normally printed using a special program, with a “Labels” icon on the labeling PCs.


  Open the label program.  Scan in a barcode.  A call number will appear. 

NOTE: The barcode on MATH paperbacks will be on the title page verso. Serials and Jazz books do not contain barcodes; they are labeled using the same program by simply typing the call number that is hand-written in the piece and proofreading it carefully


  Check for accuracy:

The call number in the piece and on the computer must be carefully compared, considering also the enumeration information, copy number, and location in the item record.  Location on the routing slip must also agree. Pieces with any differences should be set aside for the Cataloging Library Associate to check on; insert a note in the piece briefly describing the problem.


            Exceptions (and ONLY these exceptions!!):

·         Copy number: This appears as “cop.” in the piece and “c.” in the program.  Change to “cop.”

o        Also, “cop. 1” will sometimes appear on the piece; it will not display on the computer, and does not need to be added to the label

·         A volume-number range followed by a single volume number:  if the range is not written in the piece, it should be deleted from the computer display


      Handwritten in piece: M / 2 / .C489 / vol.6

Label program: M / 2 / .C489 / vol.5-8 / vol.6

Delete “vol.5-8” from label display before printing label

·         Locations:

o        Location subdivisions:

§         “arch,bd” and “arch,bdla” on routing slip – “ARCH” should be on call number in piece and on label

§         “mus,protect” – “MUSIC” should be on call number in piece and on label

§         “ref,atlas”, “ref,bio”, “ref,desk” on routing slip – “REF” should be on call number in piece and on label

o        “MEDIA” does not display on the PC for media (CDs, CD-ROMS, etc.) which accompany a “main” piece (usually a book) which is located in the stacks.  So if the routing slip says “MEDIA” but the display doesn’t, add “MEDIA” at the end of the call number display.

Errors of any type:  Note the problem on routing slip or a note; place the piece on the top of the small green truck

            Special formatting needs:

·         Extra-wide call numbers:  Generally, 9 characters (including spaces) is the maximum width that can be printed on the label; if any lines are longer than that, break that line into 2 lines at a logical place; ask your supervisor the first time this occurs.

·         Extra-long call numbers: these should print in entirety but possibly with a blank line within the call number; this can be spliced when applying.


Print the label:

Click on “Label is OK” (or the relevant function key).  (The label may not print immediately; it may instead feed into a buffer and print after enough call numbers have been saved to the memory.)  Make sure that the labels are being printed clearly, and that none of the printing is off the label.  As printing continues, watch that tape is overlaying the printing completely and that the labels don’t wrap around the printer or Selin device!


Individual labels via MS Word (for those end-of-the-day single rush requests):

Use the blank Word document already created for injet spine labels.  Type in the call number from the piece, into any of the cells which correspond with a label still on the sheet of labels (some may have been used already)


To create other label templates:  Open MS Word – Tools – Letter and Mailings – Envelopes and labels.  Choose the “labels” tab.  If the labels you are using is not the one listed, choose “Options” and select the appropriate one (first selecting the appropriate product name); if your label isn’t listed, you’ll need to create one, using “New”, and naming it “Custom [name of manufacturer and model #]”


Spine label application (Books and serials)

Double-check the call number:  Make sure that piece matches the label (in case an item was put on the truck out-of-order after producing the label).  Make sure that the book is right side up!


If you notice any errors that were missed before:  Note the problem and place the piece on the top of the small green truck.


Trim the label so that approx. 1/4 inch of white margin appears around all sides of the label.  Apply to the spine when possible; if the label is too wide, apply to the cover next to the spine.  In both cases, the label should be placed so that the top of the label is 2-1/2 inches from the bottom of the piece (catalog card halves and markers on desk are this length).


    EXCEPTIONS to 2.5” rule:


Encyclopedias, etc.: Don’t cover up essential information about the contents that aren’t repeated in the label, e.g. alphabetic portions covered in that volume of an encyclopedia.


MATH location: place top of label about 1" from the bottom.


Affix the labels with heat, being careful (especially with plastic) not to melt.  (We have some Teflon shields which can be used when necessary.)  If the item has a clear cover, put the label on the paper under the cover so that the label shows through.




  • Any locations not listed here should be on a “regular” booktruck and are treated with basic processing.
  • LACOLL books are also on the “regular” booktrucks; see instructions below.
  • All locations listed below except LACOLL should be on special processing shelves rather than on the regular bookcart.
  • Delivery after processing:  Unless noted otherwise below, place on processing delivery shelves.



Strip and stamp

NO date due slip

Call # label production: there is no barcode, so copy call # in piece



NO date due slip; rest of processing is normal


MATH:  (NOTE: The barcode on MATH paperbacks will be on the title page verso.)

Strip and stamp and date due slip

Call no. label reads: MATH         (NOTE: pre-printed MATH labels often exist)

If multi-volume:   v.<#>       If multi-copy:   c.<#>

 MATH                                            MATH                                

Call no. label should be only 1" up from bottom!


PROTECT (stx,cage):

Strip and stamp; Date due slip

Stamp, half-above and half-on the date due slip, in red ink: BUILDING USE ONLY

Place in RUSH box in Circulation


RARE (including lal/rare & mus/rare): NOT processed!!  Give to your supervisor!


REF (includes routing slips with “REF BIO”, “REF DESK”, etc. -- these should have just “REF” in call number in piece and on label); LAL/REF; MUSIC/REF:


Strip and stamp

NO date due slip

Stamp (if not already done by cataloger) in black ink, on left page of inside back cover:



SCI,KOCH (Koch Library):

Do NOT strip and stamp

NO date due slip

Do NOT paste in gift plate


Place on marked Processing sorting shelf


SEAA (Southeastern Architectural Archive) (including garden books: SEAA / GARD):

            Strip and stamp

            No date due slip


STX,REF (Stacks Reference – these are shelved in the regular stacks):

Strip and stamp

No date due slip

Stamp in black ink, on left page of inside back cover:



Place on regular book truck; remove routing slip



See also previous page for special instructions for locations; combine with these instructions.  Return any problems to Database Management Librarian)


Serials generally will not have a barcode/item record.


Serials stamping: Serials Acquisitions security-strips currently-received materials when the items are checked in there; this will be indicated by the presence of our library’s green property stamp or by green striping on the bottom of the periodical.


Call number label creation for all categories:

Type the call number into a blank label area; check it carefully.  Break up too-long lines as needed.


Serial Annuals (call no. in back - which should include year or no.)

C                    Strip and stamp, if not already done

C                    Should be stamped “DO NOT CIRCULATE”; should NOT have a date due slip

C                    Call number label:  Add enumeration/chronology/location as on piece, directly under call number.  Location should be the last element.

(Note that the holdings record note, “|z Latest in Reference”, would be a reason for the item to be in Ref, although the location is “stx”)

C                    Place stacks items on truck ready for Circ; place items for other locations on pickup shelves

C                    “RUSH Serial” shelf is part of this; needs to be handled on a twice-daily basis


Periodical boxes (Font: Verdana, Regular, 20)

These periodical issues will have the call no. on a label on the front.


C                    Strip and green-stripe if not already done

C                    Architecture and Display periodicals should not be on this shelf - if they are, return them to the Serials sorting table (Display items have “Display” stamped on bottom of the call number label)

C                    Call number label will include location but no enumeration/chronology. Place the label on the short side of a box.  Place box on Serials sorting table.

C                    We are responsible for ordering periodical boxes, but check with the Stacks Supervisor in Access Services first, to see if they have a supply.


Pin-bound periodicals (from Preservation) Call number information will be on bindery slip in each bound piece.

C                    Strip and green-stripe when needed.

C                    No date due slips; don’t worry about DO NOT CIRC stamp

C                    Call number label will include basic call number and location, followed by a space and the enumeration/chronology information (from bindery slip).  Labels will often need to be done in 2 parts.  Change copy to cop. and vol. to v.  Make sure location is last item on label.

C                    Attach labels as for books

C                    Proof labels carefully!

C                    Place stacks items on truck ready for Circ; place items for other locations on pickup shelves



Follow basic processing instructions according to the location.



   NOTE: Many of the monographs, espec. Deweys, may need bib maintenance work


Cut pages if necessary.

Strip; stamp with appropriate stamp.

Insert date due slip (if not already done)

Move piggy-back barcode to back.

If piece has no barcode, give to supervisor to verify written call #.

Print 1 or 2 labels as needed:

For boxes and for items in pockets in pam binders: 1 label will go on the box or binder; a 2nd label is needed for the piece if it does not already have one.

Remove “At Bindery” Item Status.



Cut pages if necessary.

Type 1 or 2 labels as needed (see above), following serials call number guidelines in previous section





NON-PRINT FORMATS, INCLUDING ACCOMPANYING MATERIALS  (Keep these materials under close watch; they tend to walk; hand-deliver to the appropriate department)


Instructions for processing are in a separate document.


Books with floppy discs in pocket:

Bound items and unbound items NOT going to bindery: Process as usual; give to Processing Technician.   ???




Corrections to call numbers:  Redo label.  Make sure the old label is covered:  The new label may need to be cut larger than usual.  If new label is too wide for a spine which contains the incorrect call number, cover the incorrect label with blank labeling tape and place the correct label on the front cover.


Books on bottom of “problem” book truck:  These have been checked and corrected by the catalogers.  Some may have usable spine labels inside the piece; double-check to make sure that the call number is the same as that in the piece before affixing.  Otherwise, add these to the books that need call number corrections.


NOTE: Items coming from the commercial bindery will have been stripped there, but may need stamping still.


Cutting pages: Use sharp knife to cut folds, but not fingers.  Trim (with scissors) any extra-rough edges.


This is only done for certain items, so ask if you’re not sure if something should be cut:

Monographs needing page-cutting should be sent to the bindery, with the exception of fascicules. Fascicules need pages cut, since they wait for later binding with other issues/fascicules; these will have been initialed as OK to cut by the Library Tech.  When done, place on usual routing shelves/truck.

Serials: Cut pages of an individual periodical issue, then place on serials sorting shelf.  (But if a group of issues is ready for binding, they can get pages cut in the binding process.)

DON’T cut – instead, show JCT:

·         Series (JCT will generally show these to Susanna)

·         Serials annuals (pub’d once a year or less frequently)


Post-processing checking and delivery:

CHECK call number labels or these problems:

Missing locations (from routing slip, and/or from call number range (F1200-9999 (not all but most; check library’s shelving chart) should be in LAL rather than stacks; M’s should be in MUSIC rather than stacks)

Locations at top of call no.

Decimals not brought up

Smeared or otherwise illegible labels



Items for departmental or branch libraries outside HT building (e.g. ARCH)  (NOTE:  at present [12/06], Joseph is not delivering materials to Jones Hall):

·         Rushes/Notifies/etc.:  Check first with Joseph (mail clerk) to see if he’ll be delivering to that location within 8 hours; if so, give to him.  Otherwise, deliver as quickly as possible, sending a student if necessary; OR (if no students), notify the branch that it’s ready & place it in their mail bin in the mail room

·         Non-rushes: place on the delivery shelves in Processing.


“Special” items for HT building:  Place on the desk of the person handling rushes in the Access Services Dept.:

·         In-Process Request items

o        Exception:  AV material in Media/Music – hand-deliver to Music

·         RUSH requests for stacks areas or Reserve

·         Protective Storage items (stx,cage)  ?? or leave on truck?? – check with Circ!



EXCEPTIONS to NOT deliver to Circ:

·         Rush requests from staff in LAL or the Music Library – deliver these to those departments

·         In-Process Requests & Rushes for AV material in Media/Music – deliver to Music


Distribute to individuals in Bib Services:  notifies that they’ve requested


Leave on truck: HT items with routing slips indicating persons desiring notification (if not RUSH and not Bib Services staff).

            Exceptions:  LAL & Music notifies  – if for a staff member in LAL or Music (or if they asked to have it sent to them) deliver to those departments


Take truck outside the door to the lobby for Access Services to begin shelving. On Fridays, don’t take a truck outside after 2:00 p.m.



Backlog sorting:  (overseen by Cataloging Library Associate)

Strip and stamp.  (Do NOT do other processing, including inserting date due slips)

Put in date order (receipt date).  Put aside as problems: no date; date is not in specified time period

Add tall stickup divider for each date

Count items on truck (not problems)


After the Cataloging Library Associate has finished her next steps, the items should be shelved in the basement backlog area in the appropriate area for those dates.


OCLC Updating (overseen by Cataloging Library Associate)

Student OCLC login number:


·         Click the first icon to search.

·         Search by the appropriate number, input in the top box:

o        For OCLC numbers, type a number sign (#) or asterisk (*) and the OCLC number (without “ocm”) and enter

o        For DLC numbers, type “ln=” and the number (without “DLC”) and enter



·         Verify that the 245 (title) in the OCLC record matches the 245 on the printout, and that the record says “No holdings in LRU” (LRU = Howard-Tilton library)

·         Click on the “ActionUpdateHoldings” icon (the furthest-left yellow icon). 




·         The record will now say “Held by LRU”. 

·         Repeat for each printout.



Shelflist Verification (check with Database Mgmt Librarian before training students in this):

 See separate instructions.



(see also the extra section in Processing notebook)


Supplies we’re responsible for (have the departmental Supplies Assistant order these items):


C                    Se-Lin spine labels -- from Vernon Library Supplies (see attached catalog page) -- generally, order another 10 rolls as soon as a new box (of 10 rolls) is opened.  We currently go through about 1 roll per week.


Gold Adhesive 1-1/8".   (Catalog # 7302PG)


C                    Label printer ink cartridges (replace a few times a year)

Okidata Ribbon Cartridge, 9 pin -- 52102001


C                    Spare print head (replace at least once a year) -- we have it ordered through Computer Discount Warehouse, since it=s much cheaper than through Office Depot.   CDW Web site:

Okidata -- 50114601


X          Security strip rolls for machine – ask Database Mgmt Librarian to order a new roll (from 3M) as soon as you’ve put the extra one in


X          Media containers:  CD (single and double); videocassette (single and double); DVD (only a few); floppy disc (only a few); others as needed


X          Piggyback barcode labels:  Let Access Services know when we have only 2 rolls left; they order for us


Other supplies are supplied via the Circulation Dept.; ask anyone there for a new supply:

C                    Date due slips

C                    Security strips for hand-applying

C                    Barcode labels, regular


Check-off list of student work:













Strip/ stamp/ date due
















Gift plates
































Print labels
















Affix labels
































Serial ref
















































Boxed bks
















Pages cut
















Serial boxes
















































OCLC upd.
















s.l. card checking


















































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