Adding new serial issues to on-line catalog records; includes searching databases (RLIN, CLIO) for NYCG catalog record using information from the volume in hand; comparing volume in hand with the catalog record to determine if any information of the record has changed; making minor bibliographic changes on some records according to general instructions (e.g. frequency changes, changes in publication information, addition in ISSN, etc.); making more complex bibliographic changes on some records under the direction of the supervisor as appropriate; updating and correcting holdings information; bringing to the attention of the cataloger any changes in information that the cataloger must handle (e.g. change in the name of a corporate body, variation in title).
SA SERIAL RECORDS, AMENDING; INPUTTING (RLIN CATALOGING); INPUTTING--CLIO MAINTENANCE
* To convert the Law Subject Authority File to Library of Congress (LC) usage where more than routine work is required, e.g. 1. Old Law variants are not one-to-one matches to LC form but must be sought out and identified; 2. Both "see" and "see also" references furnished by LC must be applied selectively and adjusted to accommodate retained and cut-off variants. Staff member must recognize and solve conflicts and inconsistencies, working with general guidelines and under the direction of the revisor. (Routine one-to-one type conversion is performed as part of routine cataloging with copy)
SA CATALOGING WITH COPY; CATALOGING WITH COPY, LAW
AUTHORITY WORK (NAME HEADINGS)
1.Searching RLIN authority file(s) for names under which the authorized form has not yet been established in local files and printing the results, either positive or negative.
2.Comparing names with on-line or card bibliographic records, recording results, notifying catalogers of discrepancies.
3.Verifying personal, corporate, series and other names on printout and worksheets against RLIN, local on-line or card authority files and annotating records as required.
NOTE:This work is performed as a single task in Law. If individual component parts are performed separately, they should be graded separately. This task definition does not include resolution of problems.
AUTHORITY WORK (SUBJECT HEADINGS)
* To prepare authority records for new subject headings, working from Library of Congress Subject Headings, Library Of Congress (LC) practice as determined from printed book catalogs and RLIN database, and well-established local guidelines.
1.Comparing new subject headings on list generated by local on-line system with Library Of Congress (LC) Subject Heading list, either in printed form or on-line.
2.Marking new subject headings list produced by local on-line system or the Library of Congress according to departmental guidelines in preparation for inputting or passing.
3.Inputting new subject headings and cross references or passing from RLIN database into local on-line database.
4.Updating subject headings to confirm with latest edition of LC Subject Headings list.
5.Performing RLIN on-line maintenance as required.
NOTE:This work is performed as a single task in Law. If individual parts are performed separately, they should be graded separately.
BINDING, COMMERCIAL (COORDINATING)
* To work with commercial binders on a range of relatively routine matters (e.g. coordinating pickups and deliveries with truckers; missing binding slips; items needing special handling; recalls).
BINDING, COMMERCIAL (FORWARDING)
* To inspect materials sent for binding by department libraries, to review appropriateness of type of binding requested, and to forward material to a commercial binder where the binder is predetermined.
* To inspect for bindability materials sent for binding, to review appropriateness of the type of binding requesting and to forward them to an appropriate commericial binder (without revision), following relatively specific guidelines.
BINDING, COMMERCIAL (RECEIVING)
* To check-in commercial binding, including: unpacking cartons, sorting volumes, pulling and matching binding control slips, quick check of accuracy of binding.
NOTE:This task requires very minimal inspection of incoming material. It differs from the following task (which no longer exists except in Health Sciences & Law which involved extensive revision and inspection. It differs from "Mail Shipment, Receiving" in that it requires no check for completeness and a regular relationship with the commercial binder permits follow-up of errors discovered later.
* To check-in material from commercial binders, comparing finished product with instructions on binding slips.
SA CHECKING-IN
* To inspect volumes in the stacks in order to remove or make a record of those which are in need of re-binding or other preservation measures.
* To examine physical condition of book paper and bindings and to make decisions on whether material can be bound by either commercial binder or in-house binder and to prepare required binding forms. (Minimal revision by binding department occurs when they override departmental decision.)
* To review incoming pamphlets and decide the type of binding each is to receive (i.e., Gaylord, plastic serrated pamphlet binding, plastic non-serrated pamphlet binding, machine-sewn pamphlet binding, commercial); to examine for folding maps, double spreads, size or margins, conditions of pages and covers; to make decisions as to appropriate action needed in each case and to organize pamphlets into groups according to size and type of binding to be done.
SA INVENTORY; BINDING, COMMERCIAL (FORWARDING); STACK MAINTENANCE.
BINDING EQUIPMENT MAINTENANCE
* To maintain binding equipment, such as Bufalo machine, posting machine, electric stapling machine, grommet machine, guillotine and board cutters. Includes oiling and cleaning machinery, and reporting on blades which need sharpening.
BINDING MUSIC
* To bind musical scores and libretti in manila, regular Gaylord, or special music Gaylord folders, with extra pockets as appropriate; usually involves cutting end papers to size for hand sewing to signature, and glueing into folder (may occasionally require tipping, making or reinforcing hinges, mending, etc.)
* To insert pamphlets into prefabricated finders (e.g. Gaylor brand).
* To bind paperbound books, looseleaf materials and serial issues in cardboard bindings with cloth backs ("pam-binding") using methods such as sewing single signature material into archival pamphlets, double fan adhesive binding.
* This Grade task should be applied only to temporary pamphlet binding.
* To bind loose materials, serial issues, and paperback books: spines milled and serrated and adhesive applied on Bufalo machine, acid free end papers cut to size and pasted on, cloth spines reinforced with shirting strip, binders board covers cut to size and given paper covering, making stubs and pockets for folded materials when needed; usually working in team of two or three on large batch.
SA PORTFOLIOS
* To gather and/or collate serial and/or monograph material for binding and to type binding forms using various files.
* To gather and/or collate serial materials for binding.
* To prepare binding forms for serial/or monograph material using various files.
SA COLLATING
* To paste plates into library materials where bookplate is predetermined.
SA STAMPING
BOOK POCKETS, PASTING
* To paste book pockets in library materials.
CASH
* To check fines receipt books and/or photocopy transaction records against cash-in-hand, and to submit receipts with a record of same to Financial Services.
CASH AND CLIO FINE RECORDS
* To collect cash for fines and/or to resolve patron problems relating to patron bill and fines using CLIO. To make decisions concerning reduction or forgiving fines in accordance with Libraries Policies. Includes searching and inputting maintenance transactions in CLIO database for patron bill and fine records. May include creating records, adding charges, posting payments, and/or posting corrections to errors on specific patron bill and fine records by inputting amount, reason, item ID, payment codes, default payment form code, or amount paid.
CATALOG CARDS, CORRECTING AND REPLACING
* To correct routine errors discovered on catalog cards; to replace soiled or broken cards; and to assist in changing entries and/or headings on permanent cards, as directed.
* To replace broken or soiled cards or to correct, per specific instructions, cards in the General and/or Subject Catalogs, including determining the appropriate method of correction or replacement (e.g. typing, photocopying, overtyping, pencil alterations) and sometimes the decision on whether or not to replace.
* To edit and maintain Law Library catalog record as instructed by a cataloging unit. Includes investigation of problems reported from a variety of sources and reporting these problems to the appropriate cataloging unit. May include resolution of problems, according to established policies and procedures.
SA FILING; CATALOG EDITING; REVIEWING COMPUTER CATALOG CARDS.
CATALOG CODING
* Coding, catalog editing, worksheets for corrections of records in the RLIN database, including adjusting earlier records to conform to present standards; and/or editing records at the terminal (without coded worksheets), when the nature of the problem is known.
* To investigate and resolve catalog discrepancies, including description, some classification and RLIN and/or MARC format problems; major emphasis on variations and conflict of headings which may represent one or more named entities. Requires high degree of judgement and independence in applying general guidelines which are necessarily flexible and must be adjusted often during an investigation depending on which of the broad range of possible variables are encountered; and in working catalog records not limited by library language, or type of material using many bibliographic sources. Includes application of descriptive cataloging rules contained in AACR2, and selectively, in earlier codes as well as interpretations of the rules.
CATALOG EDITING -- ELECTRONIC RESOURCES
*Analyzing and resolving cataloging and access problems for electronic resources (monographic and serial) in order to correct errors, and/or reflect new information, to locate and/or correct broken links, to add URLs, to proofread and/or adjust vendor or library supplied metadata, to supply metadata according to guidelines, to add electronic access information to new or existing records, to search for copy to supplement web-based resources designated for full cataloging.
a. Searching CLIO, the WWW, LWEB and other sources for appropriate records which correspond to the problems in hand.
b. Evaluating and choosing alternative courses of action involving information gleaned from these sources in conjunction with data supplied by outside vendors, AcIS or CUL.
c. Performing record maintenance in CLIO, OCLC or LWEB in order to modify existing bibliographic records, including access points (including URLs), metadata, holdings, LWEB descriptions, and classifications.
d. Performing investigative and preparatory work on major bibliographic or project problems and forwarding to Electronic Resources Cataloger, Library Systems staff, Bibliographers or AcIS staff.
1. Columbia Doctoral Dissertations
Processing Columbia University Doctoral dissertations. Includes descriptive cataloging applying Columbia minimal level cataloging standards and local adaptations required for dissertations published in paper and microforms. Performing authority work for personal names; assigning call numbers and completing Cutter numbers using expanded Cutter tables.
Responsibilities beyond minimal level cataloging include: managing the receipts and workflow of dissertations in consultation with the Dept. Head, the Columbia University Dissertations Office and Materials Processing; maintaining documentation and lists necessary and unique to the processing of dissertations, problem solving and responding to reader requests to locate and/or rush catalog requested dissertations. Includes coordinating work with other staff assigned dissertations processing and training and revising of student assistants.
2. Belles Lettres materials
Processing all belles lettres materials in a given language or languages. Includes descriptive cataloging applying Columbia minimal level cataloging standards; accepting Library of Congress minimal level records and adjusting them appropriately. Performing authority work for personal names and series; assigning call numbers either on the basis of existing Columbia records or following appropriate LC classification schedules.
* To provide descriptive copy for maps or government documents without Library of Congress copy according to specific guidelines.
* To provide descriptive cataloging copy according to specific guidelines exclusive of classification and subject headings, for materials in non-Roman alphabets which are relatively simple to describe.
* To establish entries, subject to the professional revision, for temporary bibliographic control of monographic materials which will later receive detailed professional cataloging. (May include supplying of simple subject headings.)
SA CATALOGING WITH COPY; ADDING MONOGRAPHS; MANUSCRIPTS; SEARCHING FOR CATALOGING, CATALOGING WITHOUT COPY MAPS.
* To process Columbia-prepared copy for additional departments. This may entail the adjustment of copy as revised cards become available or as changes are made in the card catalog. Problems are referred to the supervisor.
Fast Track Cataloging of Single Volumes Without Series And With
Complete Matching Copy
* Unrevised cataloging of material directly into the RLIN database using Library of Congress copy where matching acquisitions and cataloging or just a cataloging record have been identified and the receipt of material and/or other acquisitions work has taken place. Cataloging record must be complete and match acquisitions record exactly. Item cannot be a continuation or part of a series. Cataloging tasks include proofreading, evaluating and using judgement to correct obvious typos and tagging errors in descriptive information, access points, call numbers and other editing. Requires a basic knowledge of database searching and cataloging inputting.
* To compose cataloging (descriptive, subject headings, classification) for a book in hand, based on Library of Congress or existing Columbia copy for a different edition, where the necessary modification is limited to such routine differences as imprint dates, number of edition, variation in number of pages, etc. (unrevised)
NOTE:This includes the checking and adjusting of copy for analytics of MICROFILM sets and other analyzed works where theat copy is of less than Library of Congress quality and requires search, verification, and major adjustment/expansion, but within the guidelines, to books for which Library of Congress or other accepted copy is available.
* To assign classification numbers based on local classification scheme (e.g. Avery classification) to books the subject matter of which is specific and for which the Library of Congress or other accepted copy is available. Does not apply to sequential number system such as MICROFILM.
NOTE:This task applies to Avery and Reference only.
* To complete the call number for material with Library of Congress cards which have incomplete call numbers where the employee must be familiar with the Library of Congress schedules and appropriate book structure number structure. The employee may complete the call number or may indicate to the shelflister how the number should be completed. (This differs from tasks listed under shelflisting which are limited to creating a unique book number.)
* To assign or update non-routine local corner marks, local form headings and local added entries for certain types of Law material as required by past practice, e.g. corner mark for type of legal code or added entry for a jurisdiction/court/"reports." Staff member must determine (aided by wording to title, Library of Congress subject headings included in the copy scanning of table or contents, etc.) that the added term is needed; must choose the appropriate terms from a limited number of possibilities; must identify and sometimes establish the jurisdiction. Work is done within guidelines; problems are reviewed with a revisor.
CATALOGING WITH COPY, VARIANT EDITIONS
*To compose cataloging (descriptive, subject headings, classifications) for a book, microform, or other non-book format, based on cataloging copy for a different edition, including adjusting description and notes to match item in hand, adding and deleting name and series access points, and adjusting classification according to guidelines.
CATALOGING MONOGRAPHS WITH COPY (includes Searching)
1.Searches CLIO and other bibliographic data bases (e.g. Library Congress (LC) Resource File; OCLC, RLIN) to find a matching bibliographic record. May search kardex if appropriate.
2.Transfers bibliographic records to CLIO. May overlay existing CLIO records.
3.Creates preliminary bibliographic records if required.
4.Decides on acceptance of cataloging copy and reroutes or defers processing according to guidelines.
5.Proofreads, evaluates, and makes limited adjustments to the bibliographic records following established guidelines. This includes:
A.Unrevised CIP completion.
B.Variant edition cataloging
C.Series verification
D.Correction of typos and tagging errors
E.Call number verification
6.Creates or updates copy holding records to reflect the current status of the materials.
7.Creates item and/or volume holdings records.
8.Performs related tasks such as marking books, book jacket disposal and charging.
NOTE:Commonly found in Monographs Processing units and Health Sciences Cataloging
CATALOGING WITH COPY, BUTLER REFERENCE DEPARTMENT
Cataloging monographic material for the Butler Reference Department using standard cataloging copy or adapting records for variant editions and routing material without copy to original cataloger. Completing the locally devised modified Dewey call numbers using the expanded Cutter tables; evaluating suitability of call number in ambiguous cases and actively consulting with original cataloger and Butler Reference staff as needed. Processing transfers to Butler Reference, reclassifying materials upon request and providing ongoing oversight for the timely processing of these high priority materials.
CATALOGING WITH COPY, SERIALS
* To check and adjust cataloging copy for serials (in language) from Library of Congress text or other approved source in order to ensure its conformity to local requirements, following established guidelines and including work with descriptive information, subject headings, classification, etc. Task includes the addition or deletion of notes and/or entries in the record in order to make the record match the issue/volume in hand; assignment of unique serial identifier; adaptation of call number for title change. Adjustment of the card catalog is necessary when there are entry or other conflicts among the record in hand, the piece in hand, and the catalog or database, and may include the addition of a uniform title, a change in title, splitting the serial into successive entries, and checking and notifying Catalog Maintenance of changes in subject headings, personal and corporate headings. In some cases where the number of cards is small enough, the employee performs the change personally. The above described activities follow prescribed guidelines and are limited to standard situation; problems are reviewed with the supervisor.
* To compose, under revision, descriptive cataloging information for book in hand (including coding for RLIN or CLIO inputting); selecting choice and form of name access points (including related authority work)
NOTE:This task was defined to fit a position in Cataloging with Copy that does Armenian cataloging. No subject work or classification included:
SA CATALOGING (PRELIMINARY), CATALOGING, MINIMAL LEVEL
CATALOGING WITHOUT COPY, ASSIGN CALL NUMBERS
* To assign Library of Congress call numbers to cataloging (member) copy covering all subjects where usable Library of Congress call numbers are not available by identifing past practice on CLIO and other databases. Including searching for analogous call numbers and assigning call numbers on the basis of a pattern found. Unusual problems and complex classification questions are routed to supervisor.
* To check-in books, serials or other library materials against existing records, and to annotate those records.
* To check-in:
1.English language monographic materials received from vendors with the entry always established, using a single file relating to many libraries.
2.monographic material in many languages received from Central Acquisitions with an order form included, using files relating to a single library.
* To check-in:
1.monographic and other related materials received from vendors in many languages with the entry easily available, using files relating to many libraries,
2.monographic material in many languages received mostly from Cataloging, using files relating to a single library, or
3.serial issues in many languages, using relatively simple check-in files relating to a single library.
* To check-in:
1.monographic and other related material received from vendors and other sources in many languages with the entry frequently not easily available, using files relating to many libraries, or
2.serial issues in many languages, using relatively complex check-in files relating to many libraries or a single library.
* To check in serial issues on-line, by adding or modifying order pay receipt records in CLIO or similar on-line system. Does not include processing invoice payments. Includes identifying changes to bibliographic information and reporting to central library offices unusual bibliographic or publication elements.
* To work on relatively less difficult problem material which cannot be handled by those doing routine checking-in (e.g., duplicates, material received not material ordered).
* To work on relatively more difficult problem material which cannot be handled by those doing routine checking-in (e.g., duplicates, material received not material ordered).
* To process unsolicited serial material in many languages by establishing acquisitions entry, deciding on department library to which material should be offered and routing material for processing when decision is received, using files relating to many libraries.
SA ORDER-MATCHING WITH MATERIAL; SERIAL ACQUISITION RECORDS-LAW; BINDING, COMMERCIAL (RECEIVING).
CHECKING-IN, DOCUMENTS.
* To check-in documents, both serials and monographs, depository and non-depository publications, including:
1.checking receipts against shipping list
2.marking items,
3.keeping inventories
4.determining cutter/class stem,
5.shelf-listing following specified guidelines.
CHECKING-IN, TECHNICAL SERVICES.
* Prepares departmental libaries' Order Pay Receipt records for daily check in of periodical issues according to general guidelines. Identifies problems and workflow issues including the need for policy decisions and reports same to Dept. Head.
Works to identify and if possible resolve problems encountered in CLIO and in departmental Kardexes. Imparts CUL acquisitions policies and procedures to library staff appropriately. Requires experience with past and present serials acquisitions practices and policies and knowledge of paper files, CLIO and other on-line databases. Includes:
1. Adjusting existing OPRs, copy holdings and bibliographic records for departmental check-in of all standing orders received directly.
2. Downloading OCLC records or creating tracking records when CLIO lacks a bibliographic records; determining library's retention policy and entering appropriate values in bibliographic and copy holding records.
3. Setting up title changes, adjusting existing records, and notifying TNIS departments as appropriate.
4. Verifying that subscriptions have been paid on a current basis.
5. Consulting with departmental library staff on receiving, claiming and binding issues and taking responsibility for forwarding policy issues to Supervisor.
6. May include verification and update of MARC holdings records.
Requires initiative and thorough understanding of departmental central acquisitions procedures in order to accommodate each site's different needs and internal procedures within the framework of standard acquisitions practices.
* To check serial order and receipt records relating to a single library and/or monographic order and receipt records relating to one or more libraries in order to note non-receipt of expected material; to prepare claim notices; and to maintain related records.
* To check serial order and receipt records relating to many libraries to note non-receipt of expected material; may prepare claim forms and letters, and to maintain related records.
* To perform all tasks associated with claiming materials on-line. Checks manual claim files for earlier claims. Searches on-line bibliographic records in CLIO, OCLC or other sources to verify that a selector's claim is appropriate. Selects matching bibliographic record from on line database. Occasionally, creates a bibliographic record if needed. Generates claim information on an on-line order/pay/receipt record which results in form letter correspondence being mailed to vendor.
* To follow up routinely on outstanding claims previously processed with either selector or vendor. Includes interpreting database generated claim report and communicating with selector and/ or vendor by telephone and correspondence.
SA CORRESPONDENCE.
* To go through new books page by page to check pagination and printing errors (e.g., pages upside-down).
Volumes received by cataloger have had database and General Catalog (GC) search performed. Cataloger works with all locations including Rare Books and must be familiar with formatting call numbers in all classification schemes and coding of special tracings. Cataloger may receive NYCG database copy, DCLS copy, member copy, xerox of GC main cards or a combination. Cataloger must evaluate copy and searching annotations; depending on situation the cataloger may transcribe manual cards, derive from member or Library of Congress copy, update or replace NYCG database copy.The cataloger may make adjustments to the chosen record based on volume in hand according to guidelines, including addition of contents notes, editors, closing continuations, recataloging single volume monographs on a database record or convert holdings into machine readable form from manual cards. (Additions to converted continuations take place directly on-line without revision). Task may also include new or retrospective copy cataloging of monograph analytics. Includes manual update of shelflist cards for two locations. Task requires a thorough knowledge of database searching, inputting, and maintenance procedures, authority work, MARC tagging and Columbia past and present cataloging practices.
SA INPUTTING--CLIO MAINTENANCE
COPY CATALOGING ART TASK
Assists in assigning, revising and training support staff (including staff in other departments) and GAs in copy searching/cataloging procedures. Requires a high degree of judgment, independence, and interpersonal skills in addition to an indepth knowledge and application of the MARC format, CLIO and other databases contents and searching, and all local copy cataloging procedures. Includes routine initial training of new staff in copy searching/cataloging including database searching, processing records online, continuations adding, etc. Partially responsible for quality control including routine ongoing revision of other searcher/catalogers, problem solving, explanataion of cataloging procedures and local policies. Alerts supervisors to training needs or inadequate documentation. May serve as team leader for a specific searching/cataloging activity such as rush cataloging, minimal level cataloging, processing materials for specific locations, etc. Includes the keeping and inputting of various statistics. Participates in appropriate departmental and interdepartmental workflow and planning sessions. May be given limited supervisory responsiblities in the absence of supervisors.
* To work on relatively simple correspondence involving some composing of letters and decisions about content, according to specific guidelines.
* To work on relatively complex correspondence, including composing of letters and decisions about content, according to general guidelines.
* To work on complex correspondence involving substantial composing of letters and decisions about content, and following general guidelines.
SA CLAIMING.
CORRESPONDENCE (SLAVIC EXCHANGES)
* To work on a complex correspondence dealing with Russian exchange activities, including working with several files in Slavic and Serials & Documents Acquisitions, and involving substantial composing of letters and decisions about content, according to general guidelines.
CORRESPONDENCE-INTERPRETATION
* To examine incoming correspondence and to decide which records are needed for supervisor to make decision (order cards, old correspondence, invoices, etc.)
(File retrieval is a separate task).
CUTTING
* To cut paper and card stocks of varying thickness by guillotine or other machine.
* To pick up and deliver mail, books and other materials on or off campus by hand or by using book trucks or dollies.
* To deliver mail, books, or other material on or off campus, by
hand of, using book trucks or dollies. Includes checking the completeness of material picked up.
* To deliver mail, books and other library materials on or off campus by driving a motor vehicle. Includes establishing daily schedule, arranging with donor or his representative for pick-up and packing of gifts.
SA TRUCK MAINTENANCE; MAIL SHIPMENT, PREPARING.
* To charge and discharge library materials; to supply routine information to readers on their borrowing and fines status using the patron file. Creating and upgrading the item records in the CLIO circulation system. Collecting fines. Resolving routine patron problems regarding overdue materials, fines and blocking notices.
SA INFORMATION (READER SERVICES); DISCHARGING.
DIGITAL IMAGE, QUALITY CONTROL
*Performing quality control inspection on digital files produced by in-house staff and outside contractors for legibility, correct tonally, mis-registration, completeness, and correct links to files, including visual inspection on-screen and from printouts; checking resolution on-line using computer software and from printouts using a microscope; inspection of standard targets to assure image quality meets established benchmarks; exercising judgment in giving final approval to scanned images before backup and archiving.
* To discharge book in CLIO circulation system. Includes using a light pen to call up record in cirulation system and changing circulation status to discharge.
DRAWINGS, PREPARING FOR CATALOGING AND PHOTOGRAPHY.
* To prepare drawings for cataloging and photographing. Includes:
a. Using existing catalog records to determine the extent of the collection.
b. Gathering material from a variety of storage locations.
c. Arranging drawings according to order established by the Curator.
d. Inscribing accession numbers of drawings.
e. Surveying and recording physical conditions of drawings that affect storage handling and conservation during cataloging and photograghy.
f. Recording catalog specifications and photography.
g. Scheduling and monitoring flow of drawings to cataloging and filming.
ELECTRONIC MAIL.
Tasks involving the use of e-mail should be graded according to the type of work performed, e.g. ILL correspondence. It should not be graded lower than grade .
*To process exchanges by:
1. Checking Exchange file
2. Searching Library files (e.g. General Catalog, Serial Catalogs, Serial Acquisitions files.)
3. Inquiring of departmental libraries
4. Composing list of offers
5. Composing letters subject to revision
6. Preparing new exchange records
7. Preparing subject interest file
where the number of items if relatively large; formats of information are varied; guidelines are general; and correspondence is subject to revision. (Decision to exchange is not included.)
SA CORRESPONDENCE (SLAVIC EXCHANGES); SORTING; SEARCHING FOR SELECTION.
FILE MAINTENANCE
* To examine a file or printout (e.g. IPL, or circulation printouts) and note errors or make corrections according to well-established guidelines where the errors are easy to identify.
* To examine file for accuracy and currency. To correct mistakes; to remove questionable items for review and to shift items in file when necessary (excluding card catalog).
* To maintain files of various documents by shifting, sorting, and filing in correct sequence. May decide on documents to be discarded. Documents may include unpaid invoices, substitute invoices, suppliers' statements, uninvestigated supplier credit memorandums, processed invoices and credits, paper records of transactions in CLIO, AP, correspondence, records of returned checks, checks for deposit and foreign currency checks.
* To remove records and/or materials from files or shelves which are arranged according to a relatively simple filing system or classification scheme.
* To remove records and/or materials from files or shelves which are arranged according to a relatively complex filing system or classification scheme and where entry is predetermined.
* To remove records and/or materials from files or shelves which are arranged according to a relatively complex filing system or classification scheme, where entry is not predetermined.
* To arrange and file materials and records, according to established rules and procedures, usually classification schemes and filing arrangement codes.
FILING LOOSE LEAF SERVICES
* To add update sheets to Loose Leaf Service files and to withdraw superseded issues, where there is a substantial mix between those having simple arrangements and those having complex arrangements.
FILING LOOSE LEAF SERVICES (FOREIGN LANGUAGES)
* To add update sheets to foreign language looseleaf services files and to withdraw superseded issued, where there is a substantial mix between those having simple arrangements and those having complex arrangements.
GUARD
* To check library materials at exists to ensure that they have been correctly charged.
* Processing Holds and Recalls initiated by readers:
a)calling up CLIO record to verify "charged" status of the book
b)inputting Hold or Recall date into the record
c)mailing Recall notice to the borrower
d)mailing notice form to the requesting patron
e)erasing Hold/Recall from CLIO when no longer needed
f)organizing and weeding Hold shelf at Circulation
* Processes recalls and holds which are included in Holds and Recalls, Grade . Also, involves more complex duties such as problem solving, interpersonal skills and use of judgment in working with faculty staff and other registered borrowers. Includes:
(a) Makes telephone calls to borrowers to urge their cooperation in returning overdue Library materials;
(b) maintains a tracking system for recalled items;
(c) submits information to the Department Head when the circulation priviledge for a borrower with overdue recalls should blocked;
(d)types form letter for supervisor's signature.
SA OVERDUE NOTICES; INPUTTING, CLIO MAINTENANCE
* To mount illustrations or other material, including contracting and cutting mats, where special handling is required.
SA MAPS
INFORMATION (READER SERVICES).
*To supply routine information to readers by telephone or in person at a Circulation desk using sources such as the Circulation records, shelflist, Kardex, etc.
* To supply information to readers by telephone or in person by use of a relatively small number of library resources which are standard for a library unit, other than circulation records. Library resources is expanded to includes MICROFILM, media, copying and other equipment.
Examples for the Music Library include:
1.Grove's Dictionary of Music and Musicians 10v.
2.Baker's Biographical Dictionary of Musicians 1v ad 2 suppls.
3.Apel. Harvard Dictionary of Music
4.Music Article Guide
5.Music Index
6.Heyer Historical Sets, Collected Editions and Monuments of Music
7.Decharms. Songs in Collections, An Index.
* To supply information to readers by telephone and in person by the use of a relatively large number of library resources, other than circulation records, where a professional librarian is normally available to deal with problems for not more than half the scheduled work day.
* To supply information to readers by telephone or in person by use of a relatively large number of library resources which may include searching databases and involve a substantial knowledge of the bibliographic control of a subject field, or a particular collection. The time spent performing this task must be sufficient to justify the training and/or experience required for its performance (i.e., no less than approximately 20%).
INFORMATION (TECHNICAL SERVICES).
* To answer routine informational questions by telephone or in person about activities or status of work in technical service units.
* To answer routine informational questions by telephone or in person about activities or status of work in technical service units, where considerable knowledge of the activities of one or more technical service units is necessary to determine a correct answer.
* To perform CLIO help desk duties according to established guidelines. Includes taking problem reports from users; performing initial diagnosis of problems; recommending corrective actions to users; referring users or problems to other specialists; disseminating information about system and equipment problems and status; tracking user problems until finally resolved; and/or performing informal user training as part of problem resolution. May require contact service suppliers. May make recommendations to supervisor about improving procedures, documentation, user training and technical solutions.
INPUTTING-- CLIO FUND ACCOUNTING
* To maintain CLIO fund accounting records which may include: updating payment address in CLIO vendor records; entering CLIO invoice records for payment requests from other sources, e.g. East Asian, Preservation, Financial Services; and updating or correcting CLIO vendor records after identifying and determining information to be changed.
* To approve for payment CLIO invoice records based on printed invoice information.
* Inputting maintenance transactions to existing Columbia holdings record in the CLIO database, including:
a)Searching CLIO, usually by ID number.
b)Performing maintenance transactions on existing permanent records, usually limited to copy holdings, volume holdings and item records. Requires knowledge of NOTIS record structure and relationship between information in RLIN and CLIO.
c)Data is usually clearly formatted on printouts or maintenance procedure is outlined in a series of simple instructions that are used while the work is performed.
d)Releasing data for inclusion in database.
e)Work is normally not revised.
* Inputting relatively complex maintenance transactions to existing Columbia cataloging records in the CLIO database, including:
Searching CLIO, using appropriate indexes.
Involves considerable knowledge of MARC and RLIN cataloging formats, NOTIS record structure, history of
database changes and their effect on record in the system, relationship between information in RLIN and CLIO, and consequences of maintenance transaction on CLIO displays and other CLIO subsystems.
SA CATALOGING WITH COPY; WITHDRAWING; ADDING SERIAL ISSUES; CONTINUATIONS ADDING.
INPUTTING--RLIN ACQUISITIONS
* To input new order records into the RLIN database, including but not limited to:
* To input new in-process records into the RLIN database, including but not limited to:
* To input modifications of the processing status of existing RLIN acquisitions records, including but not limited to:
* To input modifications to bibliographic and order information in existing RLIN acquisitions records, including but not limited to:
Examples:
Correcting bibliographic and/or data elements resulting from revision.
Deleting records from database or cancelling orders, according to established guidelines or specific
instructions.
Adding free-text explanatory notes to order records, according to established guidelines (e.g. to note fiscal information; to explain deletion; to add piece information).
c.Data usually precisely described and relatively brief
d.Releasing the change as a modification of the record in the database
e.Work normally not revised
* To input new acquisitions or in-process records into the RLIN database, using bibliographic information already in the database without change, including but not limited to:
a.Calling RLIN subsystem and setting functions, values and files
b.Brief preliminary RLIN search to determine if there is a record in the database which matches order or book in hand
c.Choosing the best record, if there is one, on which to build current record, according to established guidelines
d.Building new order or in-process records for serial back issues and replacement materials, using bibliographic data unchanged from selected records, by entering information (most of it coded) into specified files on multiple screens
e.Interpreting bibliographic and order data from a variety of sources (e.g. order slip, dealer's catalog, system printout), including providing some codes from memory (e.g. vendor codes)
f.Responding to standard system error indications with corrective action according to established guidelines
g.Releasing data for inclusion in database
h.Work minimally revised
* To enter new acquisitions or in-process into the RLIN database, modifying existing bibliographic data or creating it; including but not limited to:
a.Calling RLIN subsystem and setting functions, values and files
b.Brief preliminary RLIN search to determine if there is a record in the database which matches order or book in hand
c.Choosing best record, if there is one, on which to build current record, according to established guidelines
d.Building new order or in-process records for serial back issue and replacement materials by entering bibliographic data or by modifying bibliographic data from an existing record, tagging data elements, and entering information (most of it coded) into specified fields on multiple screens
e.Interpreting bibliographic and order data from a variety of sources (e.g. order slip, dealer's catalog, system printout), including providing some codes from memory (e.g. vendor codes)
f.Responding to standard system error indications with corrective action according to established guidelines
g.Releasing data for inclusion in database
h.Work minimally revised
SA SEARCHING ORDERS, ACQUISITIONS
INPUTTING (RLIN AVERY INDEX)
* To input new records to the RLIN Avery Index, including but not limited to:
a.Calling RLIN subsystem and setting functions, values and files
b.Entering new Avery Index records via create or derive
c.Data provided and formatted on worksheet
d.Releasing data for inclusion in database
e.Work normally revised
* To input original cataloging records to the RLIN database, including but not limited to:
a.Calling RLIN subsystem and setting functions, values and files
b.Brief preliminary RLIN search to be sure there is not a record in the database which matches record in hand (records which match are referred to supervisor)
c.Entering new permanent cataloging records
d.Data to be input clearly formatted on worksheet
e.Releasing data for addition to database
f.Work revised as appropriate
* To input cataloging records for titles which are new to Columbia by building on records already in the RLIN database, including but not limited to:
a.Calling RLIN subsystem and setting functions, values and files
b.Brief preliminary RLIN search to check for duplicate Columbia cataloging record (duplicate records referred to supervisor)
c.Adding Columbia cataloging information to existing RLIN records via various transactions (e.g. derives, *creates, simple acquisitions-to-cataloging updates, copy ID's
d.Data usually clearly formatted on worksheet
e.Releasing data for addition to database
f.Work normally not revised
* To input additional holding to a Columbia cataloging record already in the RLIN database, including but not limited to:
a.Calling RLIN subsystem and setting function, values, and files
b.RLIN search, usually by I.D. number (conflicts and/or non-matching results referred to supervisor)
c.Entering new holdings information to a few fields of an existing Columbia cataloging record (e.g. relatively simple added departments, monographs, and serial continuations)
d.Data usually clearly formatted on worksheet or catalog card
e.Releasing data for addition to database
f.Work normally not revised
SA ADDING MONOGRAPHS
* To input complex cataloging records to the RLIN database, including but not limited to:
a. Calling RLIN subsystem and setting function, values, and files
b. Brief preliminary RLIN search
c. Entering permanent cataloging record for titles new to Columbia via various complex routines (e.g. deriving from extensively re-worked RLIN copy using local worksheets; complex acquisitions to cataloging records). Involves considerable knowledge of MARC and RLIN cataloging formats and relationship between information on holdings screen and resulting output
d. Need to evaluate alternative courses of action involving many choices, requiring in-depth knowledge of two or RLIN subsystems (e.g. acquisitions and cataloging) and/or two or more functions (e.g. cataloging and catalog maintenance) and their interrelationships
e. Data not always clearly formatted in a way which matches how it is to be input and may require recording of printing instructions
f. Releasing data for inclusion in database
g. Work normally not revised
* To input relatively simple maintenance transactions to existing Columbia cataloging records in the RLIN database, including but not limited to:
a. Calling RLIN subsystem and setting functions, values and files
b. RLIN search, usually by I.D. number
c. Performing maintenance transactions on existing permanent records (frequently requires considerable knowledge of MARC and RLIN cataloging formats)
d. Data usually clearly formatted on worksheet
e. Releasing data for inclusion in databases
f. Work normally not revised
* To input complex maintenance transactions to existing Columbia cataloging records in RLIN database, including but not limited to:
a. Calling RLIN subsystem and setting functions, values and files
b. RLIN search, usually by ID number
c. Performing maintenance transactions on existing permanent records (e.g. reprinting individual cards or card sets, transactions requiring 2-3 days). Involves considerable knowledge of MARX and RLIN cataloging formats, history of database changes and their effect on records in the system and relationship between information on holdings screen and resulting output
d. Data not clearly formatted in a way which matched how it is to be inputted; may require providing tags for untagged bibliographic data, and recording of printing instructions
e. Need to evaluate alternative courses of action involving many choices, requiring in-depth knowledge of two or more RLIN subsystems (e.g. acquisitions and cataloging and/or two or more functions (e.g. cataloging and catalog maintenance) and their interrelationships)
f. Releasing data for inclusion in database
g. Work normally not revised
INPUTTING--RLIN INTERLIBRARY LOAN
* To input new records to the RLIN Interlibrary Loan subsystem files, including but not limited to:
a.Calling RLIN subsystem and setting functions, values and files
b.Entering new transactions to ILL system (a "message file" system, not the RLIN database)
c.Data to be input usually clearly formatted
d.Releasing data for inclusion in file
e.Work usually not revised
* To input maintenance transactions to existing RLIN ILL records, including but not limited to:
a.Calling RLIN subsystem and setting function, values and files
b.Updating existing ILL records (e.g. returns, transfers, fills, etc.) Does not include systematic review of file
c.Data to be input usually clearly formatted
d.Releasing data for inclusion in file
e.Work usually not revised
RLIN INTERLIBRARY LOAN--BORROWING
* To input new records into the RLIN interlibrary Loan system, including but not limited to:
a.Calling RLIN subsystem and setting functions, values and files
b.Searching RLIN for appropriate record to match item in hand
c.Choosing best record, if there is one, to build reader request, according to complex guidelines
d.Creating new transaction in ILL system, using information supplied on ILL request form and/or information from RLIN and following guidelines as to which institution request should be referred to
e.Data to be input usually clearly formatted
f.Releasing data for inclusion in database
g.Work usually not revised
* To process interlibrary loans
a.by checking availability of materials
b.by controlling materials loaned or borrowed using files or other records where the number of items processed is relatively small and required simple file control (decision to loan not included)
* To process interlibrary loans
a.by checking availability of materials
b.by controlling materials loaned or borrowed using files or other records where the number of items processed is relatively small and requires simple file control
c.where there are well established guidelines for loaning materials (decision to loan included)
* To process interlibrary loans:
a.by checking on availability of materials, and
b.by controlling materials loaned or borrowed using files or
other records where either: (1) the number of items processed is relatively large, but requires simple file control or (2) the number of items processed in relatively small but requires complex file control. (Decision to loan is performed in the Interlibrary Loan Department.)
* To prepare, monitor, sort incoming and outgoing materials for filling interlibrary loan requests. May include receiving and sorting mail, shipments, fax and Ariel deliveries; processing requests by making photocopies; preparing mailing labels and shipping requests; sending faxes; and interacting with the Shipping Department in Butler Library relating to processing shipments and mail.
* To process interlibrary loans (1) by checking availability of materials requested and (2) by controlling materials loaned or borrowed where the number of items is relatively large and requires complex file control. (Decision to loan is performed in the Butler Interlibrary Loan department.)
* To receive, process and search for lending interlibrary loan (ILL) requests using a variety of on-line and off-line resources to verify bibliographic citations and identify locations. May include: screening requests for adherence to guidelines; identifying locations and determining the appropriate format for transmission; returning unfilled requests to user when necessary; monitoring records; processing renewals; and providing information on interlibrary loan policies, processes, and procedures to patrons and staff at other libraries; and updating on-line records in response to interlibrary loan requests which includes creating and searching of CLIO circulation item and patron records. May also include inputting maintenance transactions or new records in RLIN.
INTERLIBRARY LOANS--RECEIPT OF BORROWED ITEMS
* To process incoming interlibrary loans for CUL readers (in ILL), including checking-in borrowed materials, verifying that material received is what was requested, forwarding materials to designated libraries, and mailing photocopies to CUL readers.
* To compare shelf list cards with shelved materials and circulation files, indicating discrepancies and/or damaged material.
INVOICES, BILLING
* To deal with readers'questions and complaints about billing in person, by telephone and by letter; to correct circulation records; making decisions on reduction of fines or cancellation of book charges, according to general guidelines.
* To process invoices by checking them against record of receipt of material and by recording expenditures and other information on records where the invoices are for monographic material and cover only titles in English to be charged to a single account.
* To process invoices by verifying receipt of material and recording expenditures and other information on various records where the invoices are for monographic materials in various languages to be charged to one or more accounts, or serial material in many languages where processing requires use of files relating to a single library.
* To maintain log of invoices submitted and processed for payments. Includes totaling of credits, prepayments and regular invoices.
* To annotate approval invoices. This includes:
a. Reviewing the acquisition tracking form (T2) for selector's initials and selector's decision on received materials including catalog destination, account number to be charged, and reason for rejection.
b. Recording tracking/routing information on invoice, acquisition tracking form and/or in CLIO.
c. Sorting material onto appropriate routing trucks.
d. Consolidating fund charges for payment of invoices.
e. Creating and updating CLIO invoice records.
f. Searching for material listed on invoice and not found on selectors'shelves.
* To work on invoice related problems, the resolution of which requires the use of such files as the shelf-list, card catalog, kardex, and on-order file, in a single library such as Law where the Library deals directly with vendors.
* To process interlibrary loan invoices for services rendered. May include receiving payments, preparing invoices, maintaining appropriate on-line and manual records and assisting in collecting delinquent accounts.
* To work on problem invoices for monographs. This may include: Investigating questions related to the libraries' payments for materials; determining whether to make payment; investigating whether a credit memorandum should be applied to future purchases or represents amounts already deducted from paid invoices; determining whether an order has been received; and determining
whether a returned check should be reissued including searching in CLIO, RLIN, AP and/or files, requesting further information
from supplier or selector, and entering payment information into CLIO and/or AP system.
* To work on problem invoices for serial and continuation orders. This may include: Investigating questions related to the libraries' payments for materials; determining whether to make payment; investigating whether a credit memorandum should be applied to future purchases or represents amounts already deducted from paid invoices; determining whether an order has been received; and determining whether a returned check should be reissued including searching CLIO, RLIN, AP and/or files, requesting further information from supplier or selector, and entering payment information into CLIO and/or AP system.
* To produce university checks as payment for library purchases.
This includes entering information from invoices, credits,
entering vendor address information into AP system, voiding and
reissuing checks when necessary, and preparing checks for mailing
according to procedures. May include matching vouchers and checks with invoices and reverifying amounts.
INVOICES, PROCESSING RENEWALS
* Processes renewal invoices for periodicals and other annual subscriptions, publisher announcements and correspondence.
Includes:
1. Determining whether correspondence is an invoice, renewal notice, announcement or other publisher/vendor correspondence.
2. Verifying vendor.
3. Requesting renewal invoices from publishers.
4. Recognizing cancellations, annotating invoice and deducting charges.
5. Deducting unauthorized charges, e.g., sales tax.
6. Investigating duplicate payments and non-receipt of material.
7. Verifying fund code and vendor addresses.
8. Annotating OPRs, notifying appropriate dept. for title, frequency or other charges; when needed.
9. May occasionally include Kardex conversion.
* To label library materials with labels which are either pre-printed or routinely marked.
* To set typing and stamp labels for materials treated in Conservation Lab.
* To print call number and location labels from an on-line
database e.g. CLIO or Pegasus. Includes searching database for appropriate file.
LAMINATING
* To laminate book pages and other material.
LAW CIRCULATION, INPUTTING PEGASUS
* To input new records into Law Circulation System files, including but not limited to:
a.Calling up Pegasus file and setting up functions
b.Coding/editing locations and bibliographic information
c.Releasing data to permanent files
d.Data to be input not always clearly formatted (taken directly from title page)
e. Work not revised
LAW--INNOPAC
* To enter new acquisitions or in-process records into INNOPAC including but not limited to:
a.Selecting subsystem files;
b.Brief INNOPAC search to determine if there is a record of the database which matches information at hand;
c. Building order or in-process records (for monographic material) by entering bibliographic, order or fiscal information (some of it coded) from a variety of sources into specified fields;
d.Interpreting bibliographic and order data from a variety of sources (e.g. order slip, dealer's catalog, system printout), including providing codes from memory (e.g. vendor code);
e.Releasing data for inclusion in database;
f.Work minimally revised.
* To input modifications to bibliographic, fiscal and order information in existing INNOPAC acquisitions records, including but not limited to:
a.Selecting subsystems files;
b.Brief INNOPAC search to determine if there is a record in the database which matches book in hand or on invoice;
c.Entering new information or modifying existing information to note, e.g. date received, price, corrected bibliographic information, invoice number and date;
d.Solving invoice related problems by searching INNOPAC files;
e.Data usually precisely described and relatively brief;
f.Work typically results in automatic revision of encumbrance/payment;
g.Releasing data for updating of invoice and vendor files by posting payment information;
h.Work normally not revised.
SA ORDER PREPARATION FOR LAW LIBRARY MATERIALS
LAW RESERVES--PEGASUS
* To input new records into Law Reserves systems files, including but not limited to:
a.Calling up Pegasus file and set up functions;
b.Entering titles from professor lists;
c.Coding/editing location, bibliographic, class notes and course notes fields;
d.Releasing data to permanent files;
e.Data to be input not always clearly formatted;
f.Work not revised.
LETTERING
* To mark library materials with letters and numbers of various types, by hand or electric stylus.
SA LABELING
* To prepare library material for shipment by boxing and wrapping.
* To prepare library material for shipment by gathering it together appropriately, typing mailing labels and indicating type of shipping to use (e.g. airmail, regular mail or through the Smithsonian Institution).
* To prepare U.S. mail and library material for shipment here and abroad using scales, postage meter, steel banding, etc., according to postal regulations.
MAIL SHIPMENTS, RECEIVING
* To receive shipments of mail, parcels, supplies and other materials, checking for completeness of shipments and signing for receipt.
* To open and route mail where most of the material can be easily routed without interpretation of the contents.
* To open and route mail where the content must usually be interpreted before it can be routed.
* To process manuscript materials according to specific guidelines and with considerable revision by:
1.Arranging material by authors and subjects, recognizing and separating correspondence, documents and memorandums;
2.Establishing entries for manuscripts, e.g., identifying names and handwriting; verifying person, places and dates where the work results in the final bibliographic record for the department (i.e. no cataloging or further indexing will be done for these materials).
3.Preparing cards, records and folders for pieces and groups of manuscripts including writing description to be placed on folder.
* To mount maps on heavy backing preparatory for filing and storage.
SA CATALOGING (PRELIMINARY), ILLUSTRATIONS.
MATCHING
* To match materials or records in hand with other corresponding materials or records, where the factor(s) governing the match are relatively simple and the arrangement of corresponding materials or records is relatively simple.
* To match materials or records in hand with other corresponding materials or records, where the factors governing the match are relatively complex and/or the arrangement of the corresponding materials is relatively complex.
SA ORDER-MATCHING WITH MATERIAL; ORDERS, STATUS OF.
* To type routine correspondence using a word processing software package with a microcomputer (includes editing list or form documents).
* To use word processing software on a microcomputer to format and produce more complex documents including mail merging, form letters, mailing labels, and lists.
* To input data and/or format spreadsheets and reports using microcomputer applications programs such as DBase, Lotus 1-2-3 or an integrated package (e.g. Symphony, Framework, Able). This task does not include programming to create a database on a database management program.
MICROCOMPUTER MAINTENANCE
* To maintain microcomputer equipment by adding paper to printer and cleaning screens/keyboards as required; monitoring system availability and reporting malfunctions and problems directly to appropriate supervisors. May include assisting readers on routine terminal use.
* To monitor, troubleshoot, and report problems relating to library equipment which may include diagnosing problems with software, hardware and communications on CLIO, CLIO Plus, CD-Rom and Nexis workstations. This may involve assisting users unfamiliar with the equipment.
* To handle problem diagnosis, repair and maintenance of CLIO and RLIN terminals, workstations, modems, barcode equipment, and printers. Includes repairing which involves the disassembly of equipment; discussing equipment problems with equipment vendors, assembling components, replacing parts such as system or memory boards; installing and testing equipment to determine working order; determining correct configuration and settings for different components used at workstations. May provide orientation to users on new equipment.
* To assign hardware and software set-up values to terminals, microcomputers, and peripherals as specified by LSO analysts. Includes preconfigured software, virus protection programs, copy and back up programs, dBase, Ingress, and CICS resets.
* To perform preliminary diagnosis of data communications and telecommunications problems; perform minor repairs e.g. reconnection of loose wires; and refer related inquiries according to guidelines.
MICROFILM DEVELOPING
* To develop positive and negative microfilm on the Allen MiniMicro Processor or similar equipment.
MICROFILM EQUIPMENT MAINTENANCE
* To inspect microfilm readers and reader-printers; to clean lenses, make minor adjustments and report malfunctions.
* To maintain microfilm readers and reader-printers; to make major adjustments and some reports.
MICROFILM - FINAL PROCESSING
* To do final processing of microfilming, including such operations as matching reels with orders, boxing and labeling, comparing order citation with film target, preparing billing data, updating logs and printing records, etc.
MICROFILM - PREPARATION OF MASTER NEGATIVES
* To prepare master negatives for printing including: assembling negatives; inspecting for completeness and clarity; and arranging orders and reels in matching sequence.
MICROFILM - PRINTING POSITIVE FILM
* To set up Itek printer, print film and prepare product for processing.
* To microfilm a variety of rare and brittle library materials, including: collating material for microfilming and preparation of bibliographic targets; loading the camera; exercising judgment regarding position, reduction ratio, exposure and lighting.
MLC (MINIMAL LEVEL CATALOGING)
MISSING PAGES, REPLACEMENTS
* To search the General Catalog and/or for location of another copy of the same title and edition in departmental libraries to have photocopies of missing pages made for either inserting or rebinding.
NEWSPAPER CLIPPINGS
* To stamp date and title of newspaper on classified articles clipped from newspapers.
* To assign subject headings to material for Journalism clipping file (authority file available).
* To assign subject headings to materials in the Journalism Library clipping file, under general guidelines, and in consultation with the Librarian.
OPENING A READER SERVICE UNIT
* To open a reader-service unit, including such duties as opening doors and windows; turning on air conditioners, lights, fans, photocopiers and other equipment; preparing the circulation desk; and other duties. Includes having responsibility for the keys to the library.
ORDER PREPARATION FOR TECHNICAL REPORTS
* To prepare orders for computer science technical reports including searching holdings of technical reports catalog, typing or telephoning orders from an established list of university suppliers, and maintaining order files.
* To telephone rush orders to dealers and publishers and order reports to department libraries; without having to make decisions about accepting material available (e.g., partial shipments, different editions).
* To telephone rush orders to dealers and publishers and order reports to department libraries, where decisions must be made about accepting material available (e.g., partial shipments, different editions).
* To locate order records (if any) for incoming unidentified monographic material using library files and records.
ORDERS, PROBLEM SOLVING
* To resolve non-routine serials acquisitions problems such as duplicates, incorrect receipts and damaged and missing items. May include initiating returns and arranging for credit from vendors; and resolving billing, complex bibliographic and/acquisitions problems; assists Department Head in monitoring vendor performance and resolving problems reported by bibliographers and other library staff. Uses judgment and general guidelines instead of written procedures with orders, receipts and claims as assigned.
ORDERS - PROCESSING IN CLIO
* To process order REQUESTS and PRINTED forms. This includes all of the following:
a. Reviewing order requests received from selectors for completeness of information. Performing follow-up searching or verification in printed and on-line bibliographic tools are needed. Contacting selectors to supply missing information. Referring questions or requests requiring signature authorization to supervisor.
b. Reviewing printed order forms resulting from CLIO orders for errors and clarity of print information.
c.Mailing forms to vendors or publishers.
d. Filing some forms pending receipt of item.
* To process orders in CLIO for material in a variety of formats (e.g. books, serials, scores, etc.). This may include:
a. Interpreting bibliographic and order data for materials from a variety of sources (e.g. order slip, photocopied title page, dealer's catalog, printout from different database, vendor form).
b. Searching a variety of on-line databases such as CLIO or OCLC and/or manual files such as KARDEX.
c. Identifying and interpreting information from CLIO or other databases and performing one of several possible different transactions, depending on the situation.
e. Determining that the order is a duplicate and routing accordingly.
f. Adding the order to an existing record by updating different parts of the on-line record (e.g. Bibliographic, Copy Holdings, Order/Pay/Receipt.
g. Transferring a record from another database and adding the order to the transferred record.
h. Creating new bibliographic, holdings and/or order/pay/receipt records for material in a variety of MARC formats.
i. Making telephone rush orders to dealers and publishers.
j. May be involved in selecting vendors according to established guidelines.
ORDERS - RECEIVING
* To process firm ordered materials received in CLIO which includes:
a. Formulating searches to find the appropriate bibliographic record in CLIO and verifying that a match exists with the received item.
b. Editing or creating the bibliographic records to match the received item using the MARC format.
c. Analyzing ambiguous situations not resolvable according to standard procedures and bringing such situations to the attention of a supervisor.
d. Creating and modifying order/pay/receipt records; translating purchase information (e.g. vendor and fund codes) from previous acquisitions systems as necessary.
e. Creating and updating invoice records regarding processed payments.
f. Consulting with supervisor and selectors on problematic receipts, updating data base, and processing returns as appropriate.
g. Routing material according to guidelines and inputting tracking information on CLIO.
*To process issues of open orders received in CLIO, including:
a. Duties included in grade task above
b. Searching CLIO and other bibliographic databases for records for individual bibliographic items received as parts of series or sets; downloading matching records or creating tracking records as appropriate.
c. Creating or adjusting MARC holdings records to note issues received.
d. Creating linked item records and marking issues for physical processing.
ORDERS - RECEIVING ON APPROVAL
* To process materials received on approval basis from vendors by checking on the accuracy of shipment against vendor invoice; and preparing and distributing acquisition tracking form (T2) for each item which includes CLIO supplier code, supplier invoice number, and US $ amount.
ORDERS, SEARCHING (REPLACEMENTS)
* To check bibliographic information against existing library files and/or bibliographic tools and to record findings where:
a.Serial or monographic material may be involved;
b.Information is from a variety of sources (missing material reports, inventory reports, etc.);
c.A variety of languages are involved;
d.Various printed and on line bibliographic tools are used for verifying or checking holdings in CLIO or card catalogs;
e.Involves thorough knowledge of the entire range of access points for cataloged and uncataloged material;
f.Tasks result in preparation of orders sent directly for order placement without further searching.
* To proofread, prepare envelopes and mail overdue notices generated by the automated library circulation system (CLIO).
SA DESK ATTENDING; HOLDS AND RECALLS
PL 480 MATERIALS
* To process and maintain PL 480 materials within strict guidelines: (1) by sorting according to country of origin, language, type of material and/or PL 480 number; (2) lettering by PL 480 number and stamping library ownership; (3) shelving and arranging English language material in broad subject area for monthly selection by departmental selection officers; and (4) responsibility for maintaining PL 480 storage area.
SA SHELVING; SEARCHING FOR CATALOGING
PASTE, PREPARING
* Mixing ingredients for book paste used in Materials Processing Section and other library units.
PHOTOCOPYING
* To photocopy materials consisting primarily of single sheets.
* To maintain photocopying equipment by adding paper, chemicals, etc. as required; by routinely adjusting machine for satisfactory reproduction; by reporting and logging or following up on malfunctions.
* To photocopy various kinds of material where judgment must be exercised about the ability of material to withstand photocopying and the appropriateness of using the equipment. May include the following: Evaluating materials for photocopying which are brittle or rare (valuable) and exercising judgment regarding position, reduction ratio and exposure. Manages photocopying assignments to meet specific production deadlines. Checks quality on photocopying assignments for accuracy, clarity and completeness. Advises patrons on reproducibility of material.
* To do photographic work with a variety of library materials and photographic equipment, exercise judgment in handling unique or fragile materials and recommend photographic processes (exposure, lighting, films, etc.) to the library staff and customers; requires knowledge of photographic processes such as enlarging and developing.
SA TARGETS
PHOTOGRAPHY, DIGITAL CAMERA
Using a digital camera and other scanning equipment to produce copies of rare and brittle materials, including bound volumes and loose manuscripts, photographs, papyri, and other media; under established guidelines, exercising judgment regarding positioning, resolution, tonality, lighting, and related issues, and rejection of materials unsuited for scanning.
SA DIGITAL IMAGE, QUALITY CONTROL
PHOTOGRAPHY EQUIPMENT MAINTENANCE
* Performing routine maintenance on and monitoring the condition of photographic equipment.
* To insert brittle materials into appropriately sized prefabricated portfolios, having paper flaps and ties, e.g. Gaylord.
* To make Board Portfolios for very brittle damaged materials of binder's board covers cut to size, reinforced cloth backs, cloth flaps and grommetted ties, selecting the correct number of flaps and ties needed, usually working in a team of two or three on large batches.
* To make Special Portfolios or drop spine boxes for rare materials consisting of custom-made cloth covered board containers with acid-free inside covers, cloth flaps, ties or other protective structures appropriate for each item.
PREVIEWING MEDIA MATERIALS
* To assist in previewing audio-visual materials prior to purchase or cataloging and noting pertinent information following established guidelines.
REPAIR OF LIBRARY MATERIALS
* To do relatively simple repairs to damaged library materials, requiring relatively limited skill and few methods, such as repairing torn pages using permafilm; punching holes in covers; adding ties, tipping in loose pages, encapsulating material.
* To repair damaged library materials which require relatively moderate skill and a moderate number of methods, such as guarding a plate in preparation of binding; mending paper, using heat-set tissue or Japanese mending tissue; routine deacidfying non-aqueous method.
* To repair or rebind damaged library materials, which require relatively advanced skill and a variety of methods, such as replacing deteriorated covers, spines, corners, etc. with new materials, using methods such as sewing on endsheets or renewing entire volume, rebacking without disturbing textbook.
* Performing routine tasks involved in conservation treatments on relatively rare or valuable material under close direction, including other repair tasks as noted above.
* Performing conservation treatments on rare and valuable materials where decisions must be made on appropriate conservation methods. Includes making decisions where problems develop in carrying out conservation treatments. Value of materials and consequences of damage incurred due to incorrect conservation treatments has been considered in grade.
REPRINT PUBLISHER LOANS
* Coordinates routine activities relating to loans to reprint publishers, including:
a.Accepts requests from publishers
b.Keeps record of requests which have been searched by the reprint publisher in CC or NUC
c.Searches CC for items not searched by reprint publishers
d.Requests material from departmental libraries
e.Determines fees within very strict guidelines
f.Types form letters; composes and types correspondence (reviewed by supervisor)
g.Accepts checks and deposits same with Bursar
h.Maintains files and sends overdues if necessary
i.Receives reprint copies, records receipt and sends to appropriate library
j.Answers questions about status of loan
k.Collects and delivers Rare, Law and occasionally other departmental library items
l.Alerts publishers about special requirements of libraries (most of this is done under only general supervision)
REPROGRAPHY, CHECKING
* To inspect microfilm, photographic or videotape products for completeness and adequacy; to indicate whether reprocessing is necessary and to make minor correction, e.g. by splicing microfilm.
REPROGRAPHY ORDERS, PROCESSING
* To process reprography orders by logging orders, preparing control sheets, sending to Interlibrary Loan for searching, requesting materials from service units, checking completed orders, computing bills, preparing invoices and packing completed orders for shipment.
RESERVES
* To prepare library materials for reserves by adding appropriate labels or removing labels to materials, according to specific guidelines.
* To search and input new records and update existing records into Departmental or similar Reserves Systems files, includes but not limited to:
a.Calls up or creates files in CLIO, Trackit, or other data bases.
b.Determines from data on worksheets whether item is new or an update.
c.Inputs new titles, cross references, professor lists and update types: checks, modifies, adds, subtracts, and deletes data on record. Data to be input usually clearly formatted for new items, less clear on updates.
d. Releases data to temporary file for later processing.
e.Proofreads and edits own inputting. Work is not normally revised.
* To work with faculty in person and by letter on moderately complex problems relating to reserve requests received from many academic departments. This includes resolving problems where no copy is available, or where bibliographic information is inaccurate.
SA ORDERING, RUSH/RESERVE; SEARCHING ORDERS (DEPARTMENTAL).
RETROSPECTIVE CONVERSION, RLIN-BATCH RECON
* To process retrospective conversion, RLIN-batch recon which includes:
a.Calling up batch recon program on personal computers.
b.Entering data into prompted fields from shelflist information.
c.Transferring and copying files from hard to floppy disk as required.
* To process duties in Retrospective Conversion, RLIN-Batch Recon in Grade and in addition which include:
Reviews error lists from daily computer runs to insure that all input was processed. Follows up on error messages including manual notations on computer products and assigning materials for inputting; may include checking original source documents and sorting for future processing; reports the results to the supervisor. Passes records into local on-line catalog and performs other duties connected with Batch Recon as required.
RETROSPECTIVE CONVERSION, CATALOGING RECORDS
* To convert manual catalog for monograph records to machine readable form.
a.Searching OCLC, RLIN, and manual tools as necessary to locate cataloging copy, and selecting best record according to Columbia guidelines.
b.Adding Columbia holdings information from manual cards to existing RLIN or OCLC records transferred into the CLIO database according to current copy cataloging guidelines; cataloging tasks include proof-reading, evaluating and using judgment to correct obvious typos and tagging errors in descriptive information, access points, call numbers, and other editing; includes series verification and some verification of name headings.
c.Transcribing manual cataloging when no on-line copy is available, providing all necessary MARC tags, subfields, and indicators.
d.Inputting transcribed records into CLIO.
SA CATALOGING WITH COPY (includes SEARCHING); INPUTTING, CLIO MAINTENANCE
RETROSPECTIVE CONVERSION, KARDEX RECORDS
* To perform all tasks associated with converting Kardex records into machine readable format which includes:
a.Evaluating Kardex card against guidelines for the Kardex Conversion Project.
b.Formatting searches to find an on-line bibliographic record in CLIO which are often based on incomplete information or entries formulated under earlier cataloging rules.
c.Choosing correct bibliographic records from index displays and distinguishing between different types and formats of open entry records.
* To determine current classification practice and inputting appropriate notation code into the Copy Holdings Record which may includes:
a.Identifying title or classification practice changes.
b.Analyzing and determining classification and other conflicts between Kardex card and CLIO. Brings appropriate conflicts to the attention of the supervisor.
c.Creating tracking records for monographic series and preliminary records for serials requiring retrospective conversion.
* To create Order/Pay/Receipt Records which includes:
a.Converting purchase information on Kardex Card into current codes and notes concerning vendor, fund, priority, and ownership.
b.Inputting processing notes.
Note:This task is created for the Kardex Conversion Project with an anticipated duration of approximately 1 year and may be extended. The Project began 9/92. This task of Kardex Conversion is viewed as a whole and jobs involving parts of this task should use separate task descriptions. This task requires knowledge of the MARC monographic, serials and authority formats. Problem solving, decision making, and editing responsibilities wereconsidered in establishing this task as a Grade .
RETROSPECTIVE CONVERSION, MONOGRAPHIC SERIES (includes RECEIVING)
* 1.To performs all tasks associated with Converting monographic series into machine readable format which includes:
a. Finding and evaluating manual check-in card for
monographic series to verify if it matches the item in hand.
b. Formulating searches to find an on-line bibliographic record in CLIO often based on incomplete information or entries formulated under earlier cataloging rules.
c. Choosing correct bibliographic record from index displays and distinguishing among different types and formats of open entry records.
2.To determine current classification practice and input appropriate notation code into the Copy Holdings Record for the series which may includes:
a. Identifying of title or classification practice changes.
b. Analyzing and determining correct classification practice when series card and CLIO conflict. Brings appropriate conflicts to the attention of supervisor.
c. Creating preliminary records for monographic series and for serials requiring retrospective conversion.
d. Creating tracking records for individual bibliographic items received in series with linking notes to ordering information.
3.To receive materials and to Order/Pay/Receipt Records which includes:
a. Converting purchase information on series card into current codes and notes, including vendor, fund, priority, and ownership.
b. Inputting processing notes for future receipt of
material.
c. Creating invoice records, receipt and pay statements on the Order/Pay/Receipt record for the series.
Note:Task is temporary for project with a 1 year duration period starting 9/92 with the possibility of an extension. This task should be considered as a whole involving all steps in the process. Jobs involving parts of this task should use separate task descriptions. Requires knowledge of the MARC Monographic, Serial and authority formats. Problem solving, decision making, and editing responsibility where considered in establishing this task as a Grade .
RETROSPECTIVE CONVERSION, SERIALS
* To convert manual Official Serials Catatlog cards to CLIO. This includes:
a. Pulling cards based on lists of titles;
b. Searching CLIO, OCLC, RLIN, and other bibliographic
databases to find a matching record;
c. Transferring bibliographic records to CLIO which may
involve overlaying an existing bibliographic record;
d. Comparing existing serial record with card and adding,
deleting, or changing data, following established
guidelines.
e. Creating a new serial record in CLIO, when no copy is
available by transcribing data using MARC fields, tags, indicators and subfield codes according to established guidelines.
i. Inputting copy, location, retention status and volume holdings information into CLIO.
REVIEWING COMPUTER CATALOG CARDS
* To review RLIN or CLIO card shipments involving the comparison of coding on all categories of RLIN or CLIO records against card output to insure occurrence of printing and accuracy of output. Records are being reviewed for cataloging error, inputting error, system or profile bugs. It also requires evaluating errors and deciding on method of correction. Errors detected and proposed remedies are reviewed by supervisor.
SA CATALOG CARDS, CORRECTING AND REPLACING
REVIEWING DATABASE RECORDS
* To review records transferred between various databases, including checking printout of transferred records for failures to link with on-line catalog, determining reasons for the failures, and correcting errors according to established guidelines.
SA CATALOG EDITING.
* 1. Searches CLIO and other bibliographic data bases (e.g. Library of Congress (LC) Resource File; OCLC, RLIN) to find a matching bibliographic record. May search kardex if appropriate.
2. Transfers bibliographic records to CLIO. May overlay existing CLIO records.
3. Creates preliminary bibliographic records if required.
SEARCHING DOCUMENT SOURCES, INCLUDING DATA BASES
* To check bibliographic information against existing files and/or bibliographic tools and to record findings, where:
a.Government document material is primarily involved (monographic or serial);
b.Information is from title page, bibliographies, etc.;
c.Primarily English language;
d.Document data bases (e.g. NTIS, GPO) and specialized document bibliographies used for verification;
e.Library files and shelflists searched;
f.Entry and holdings determined during this task;
g.Findings used as basis for requesting permission to withdraw depository copy, to direct a reader to location of material at Columbia.
SEARCHING FOR INTER-LIBRARY LOAN REQUESTS
* To check bibliographic information against existing library files and/or bibliograhic tools and to record findings where:
a.Monographic and serial materials are involved;
b.Information is from written or telephone contact for interlibrary loan requests (either from other libraries or Columbia borrowers). Information may or may not already have been verified;
c.Various languages involved (considerable language knowledge necessary;
d.LC national and other bibliographies used for verification;
e.General Catalog and files relating to uncataloged material (e.g. microforms, technical reports, current dissertations) are checked;
f.Entry and holdings determined during this task;
g.Task results in either further processing of the loan or referral to Unit Head for review.
* To check bibliographic information against existing library files and/or bibliographic tools and to record findings, where:
a.Monograph and serial materials are involved;
b.Information is by telephone from readers or librarians at other institutions in the New York area, wanting to borrow material on inter-library loan. Information may or may not have been verified.
c.Citations may be in a foreign language. (Knowledge of several languages desirable but not essential).
d.Verification is not done at Columbia in this situation.
e.Cataloging files relating to many libraries used (e.g. General Catalog & Public Serials Catalog).
f.Entry and holding determined during this task, as best as can be done without verification.
g.Task results in further processing of the loan or a negative response to the requester without revision by any other staff member.
SEARCHING FOR MISSING MATERIAL (READERS SERVICES)
* To do routine checking of shelves, charge records, and other files to trace missing materials.
* To check shelves, charge records, and other files to trace missing materials, after routine checking has already been done by other staff members.
* To check shelves, charge records, and other files to trace missing materials, after several checks have already been made by other staff members and as a final check before reordering or withdrawal.
SA SEARCHING FOR PRESERVATION REPLACEMENTS.
SEARCHING FOR MISSING MATERIAL (TECHNICAL SERVICES)
* To look for missing materials and/or order records in Technical Service units, where a routine search has proved unsuccessful.
* To look for missing materials in many files of general catalog, RLIN, CLIO, ENCODE, and in many technical service units where detailed knowledge of many technical processing routines is required and where routine searches have proved unsuccessful.
SEARCHING FOR PRESERVATION REPLACEMENTS
* Searching for bibliographic information to obtain library location and holdings in the shelflist, general catalog and CLIO to prepare for bibliographic review of brittle and missing items; searching for replacements which includes RLIN, OCLC; checking trade bibliographies, microform or reprint catalogs and the NUC for sources. Charging and discharging in CLIO.
* To search gift materials, both monographic and serial, in a departmental catalog and shelflist for selection purposes by a selection officer.
* To search cataloged materials (both monograph and serial) in either central or departmental records, which cannot be repaired, for extra copies and editions where findings will be submitted to a selection officer for preservation decision.
* To search gift materials, both monograph and serial, in the General Catalog and shelflist and to select from them, according to guidelines, added or replacement copies.
* To search exchange lists which are bibliographically well prepared against departmental files and the Official Serials Catalog to determine whether missing issues are on the list. List reviewed by other staff member for ordering.
SA EXCHANGES; SEARCHING FOR PRESERVATION REPLACEMENTS; SELECTION.
SEARCHING ORDERS, ACQUISITIONS
* To check bibliographic information against existing library files and/or bibliographic tools and to record findings, where:
a.Serial material is primarily involved
b.Information from title pages or journal covers
c.Several languages involved (considerable language depth desirable but not essential)
d.No bibliographies used for verification
e.Cataloging files relating to many libraries used
f.Entry and holdings determined during this task
g.Task results in checking-in or report to other staff member.
a.Monographic material primarily involved
b.Information primarily from many less difficult sources, (e.g. LC proofslips, trade and national bibliographies, department library requests)
c.Several languages involved (considerable language dept necessary)
d.Many trade, national and other bibliographies used for verification
e.Order and cataloging files relating to many libraries used
f.Entry and holdings determined during this task.
g.Task results in preparation of orders sent to suppliers, usually without further searching.
a.Serial and government document material primarily involved
b.Information from order request forms and some title pages
c.Several languages involved (considerable language depth necessary)
d.Various bibliographies used for verification
e.Order and cataloging files relating to many libraries used
f.Entry and holdings determined during this task
g.Task results in preparation of orders sent to suppliers, usually without further searching.
a.Monographic material primarily involved
b.Information from relatively difficult sources (e.g. out-of-print catalogs, Special Collections lists, Reference suggestion box), East Asian language bibliographic tools
c.Several languages involved (considerable language depth necessary)
d.Many trade, national and other bibliographies used for verification
e.Order and cataloging files relating to many libraries used
f.Entry and holdings determined during this task
g.Task results in preparation of orders sent to suppliers, usually without further searching
SEARCHING ORDERS (DEPARTMENTAL)
* To check bibliographic information against existing library and database files including CLIO, Trackit, and/or bibliographic tools and to record findings, where:
a.Serial material primarily involved
b.Information primarily from many relatively easy sources
c.Several languages involved (considerable language depth desirable but not necessary.
d.Various bibliographies used (few) for verification
e.Files relating to a single library used
f.Entry and holdings determined during this task
g.Task results in preparation of order request to be searched by Central Acquisitions
*a.Monographic material primarily involved
b.Information primarily from many relatively easy sources
c.Several languages involved (considerable language depth desirable but not essential)
d.Standard trade bibliographies used for verification
e.Files relating to a single library used
f.Entry and holdings determined during this task
g.Task results in preparation of order requests to be searched or ordered rush by Central Acquisitions or transferral of material to reserve status.
a.Monographic and serial material involved
b.Reserve lists from Professors
c.Several languages involved (considerable language depth desirable but not essential)
d.Trade bibliographies used for verification
e.Cataloging files relating to many libraries used
f.Entry and holdings determined during this task
g.Task results in preparation of order requests to be ordered rush by Central Acquisitions or transfer of material to reserve status
SA ORDERS, STATUS OF, SEARCHING ORDERS (LAW).
* To check bibliographic information against existing library files and/or bibliographic tools and to record findings, where:
a.Monographic, document and serial material for the Law Library involved
b.Information is from sources which generally conform with Law Library practices.
c.Several languages involved (working knowledge of foreign languages necessary)
d.Trade and other bibliographies used for verification
e.Cataloging files relating to the Law Library used
f.Entry and holdings determined during this task
g.Task results in preparation of order information: usually sent to suppliers without further searching
* To affix security tape to library materials.
* To select items to added to journalism morgue file.
* To select material to be added to a small library collection where review of the selection is made by a professional staff member.
SERIAL ACQUISITION RECORDS-LAW
* Establishing entries for serial records in the Law Library Kardex, involving choice of entry and identification of the entity that is the serial. Includes creation of new records and review of existing records; choosing an entry that facilitates checking-in; determining cross references; and consultation of RLIN, OCLC, card catalogs, and shelves.
SA CHECKING-IN
* Searching for cataloging copy for serial analytics and performing resulting work, authority work and catalog maintenance including:
- searching RLIN for cataloging copy and selecting best record;
- updating RLIN acquisition records to note call numbers and processing status:
- searching LC authority files and card catalogs for changes in series entries;
- determining and making needed corrections in entries and notes on catalog cards & RLIN records arising from series authority work;
- checking card catalog for presence and forms of authors/titles on RLIN printouts and noting GC forms on printouts;
- requires comprehension & application of MARC monograph and authority formats; some understanding of AACR2 rules for form and choice of headings.
Note:This work is performed as a single task; if individual components of this task are performed separately, they should be graded separately.
* To adjust serial catalog records relating to many libraries when volumes are withdrawn or errors are discovered, including analytics where necessary.
sa ADDING SERIAL ISSUES; WITHDRAWING, DEPARTMENT LIBRARIES.
SERIALS UNUSUAL ELEMENTS
* To notify Cataloging and Reference of unusual bibliographic and publication elements in serials.
SHELF LISTING
* To assign, complete, and/or adjust Cutter numbers on monograph shelflist records relating to a single library.
* To do relatively less difficult work involved in assigning and/or completing Cutter numbers and adjusting call numbers on monograph shelflist records relating to many libraries.
* To do relatively more difficult work involved in assigning and/or completing and/or adjusting Cutter numbers on monograph shelflist records relating to many libraries (including problems, special collections items and special classification schemes).
* To adjust holdings information (chiefy number of copies) in Law Library catalog and shelflist after inventory.
* To adjust shelflist records relating to many libraries, as a result of information discovered during inventory work.
sa INVENTORY.
* To shelve, locate, and retrieve materials, to read shelves, to keep shelves in proper order, and to shift materials.
sa FILE RETRIEVAL.
* To sort records and/or materials according to a predetermined scheme where the factors determining the sort are relatively easy to identify and the scheme is relatively simple.
* To sort records and/or material following a predetermined scheme where the factor determining the sort requires some interpretation and/or the scheme is relatively complex.
In binding operations, this task applies to a sort of materials which are to be bound in the libraries.
* To sort records and/or materials following relatively general guidelines where substantial knowledge of policies and procedures in several units, of the libraries is necessary.
* To sort records and/or materials according to general guidelines, where substantial knowledge of the collecting policies of all department libraries is necessary.
* To sort records and/or materials according to the collecting profiles of various Soviet Union exchange partner libraries.
SA MAIL, OPENING AND ROUTING; SELECTION; BINDING PREPARATION
* To review shelves in order to identify materials for review by a preservation officer, following specific guidelines (e.g., age of item, brittle paper, dilapidated spine). Does not include decisions on treatment to be accorded.
* To review stack areas, recommending shifts, shelf reading, equipment changes, and planning at other appropriate actions that extend the routine maintenance of the stacks. (For small units or small staffs, e.g. MRR)
* To review stack areas to determine the staff needed to do the shelving, shelf reading, shifting, etc., and to review stacks to provide quality control over correct shelving, neatness and condition of materials.
This task will normally be found in large units only. Although similar activities exist in non-union positions this description was created for the Business Library and it was specifically stated that the incumbent does not assign staff but is required to "discuss the needs and priorities with supervisor who will assign staff needed to this position for these functions." The grade of was assigned by analogy to the lowest grade of ART.
* To stamp library materials with location stamp where stamp is predetermined.
sa BOOK PLATING.
STATISTICS
* To accumulate and record a variety of statistical data, and to submit such data in a predesignated manner.
* To accumulate and record, using a computer software program such as LOTIUS 1-2-3, a variety of statistical data, and to submit such data in a predesignated manner. Work is not normally revised.Upgraded task from on 3/23/93.
sa MICROCOMPUTER APPLICATIONS.
SUPPLIES
* To fill orders for supplies from stock for all library units
* To monitor, order, receive, and arrange shipments of Departmental supplies from the Libraries' Supply Room.
* To receive and arrange shipments of supplies, and to report on levels of stock in Libraries' Supply Room.
* To maintain Libraries' Central Supply Room stock by keeping usage log; notifying Financial Services of quantities and types of items to be ordered; notifying Financial Services of problems with stock items and shipments; and assisting in update of supply catalogs.
TAGGING
* To assign numeric or alphanumeric tags to existing data elements where the data elements are already identified and the instructions to be followed are relatively simple.
* To assign numeric or alphanumeric tags to existing data elements where the data elements are already identified but the instructions to be followed are relatively complex and/or some foreign language is required.
* To assign numeric or alphanumeric tags to existing data elements where some or all of the data elements must be identified and the instructions to be followed are relatively complex. Some foreign language skill may be required.
NOTE: Tagging is frequently integral to a number of other library functions and is generally not performed as a separate task. Use the tagging tasks graded above only where tagging is performed as a separate task.
TAPING AND GLUING
* To tape and glue proofslips and other copy for photocopying catalog card sets.
sa SECURITY TAPING.
* To prepare bibliograpnhic targets by selecting appropriate elements from bibliographic records pertaining to materials being photographed or microfilmed, and to produce targets by wordprocessing and printing them out.
Under established guidelines, determining benchmarks for resolution and other scanner settings for a range of materials to be scanned or digitally photographed.
sa MICROFILMING; PHOTOGRAPHY; DIGITAL IMAGE, QUALITY CONTROL.
TELEFAXING
* Receives and transmits telefax requests. Maintains telefax machines. May include routing using judgement to interpret materials and delivery.
TRANSLATION
* To examine material in a language, to translate content to English, and to discuss the content of the material, leading to a decision by the selection officer about adding the material to the collection.
sa SELECTION.
TRANSLITERATION
* To transliterate from the Cyrillic to the Roman alphabet without use of a transliteration table , including identification of language to determine proper transliteration (excludes CHECKING-IN Serials).
* To be responsible for the maintenance of the library motor truck, including routine upkeep and recommendations about the need for major repairs.
sa DELIVERING.
TYPING
NOTE: Refer to inputting tasks, micro-computer applications for tasks involving the use of microcomputer equipment for inputting or typing library correspondence and records. Typing is now limited as a task description to the use of a typewriter.
* To type routine correspondence and records, using a standard manual or electric typewriter.
* To verify citations for out-going interlibrary loan requests in bibliographic sources other than the card catalog. Task involves:
1. Less complex citations (problems referred to a professional librarian);
2. The ability to identify foreign languages, and may involve a reading knowledge of one or more foreign languages;
3. The use of bibliographies standard for a special subject area, such as law or medicine, according to general guidelines.
WITHDRAWING, DEPARTMENT LIBRARIES
* Collecting material which is being transferred or withdrawn from a departmental collection, adjusting records, including removing manual cards, and forwarding, with appropriate information to a cataloging or other unit. Decision on what to withdraw not included.
sa INPUTTING, CLIO MAINTENANCE.
WITHDRAWING MONOGRAPHS (GENERAL CATALOG)
* To remove cards from the General Catalog, Subject Catalog and Shelflist when the withdrawn copy is the only edition and the only location in the system; and/or to remove cataloging information from the main card when the title to be withdrawn is an added department (includes initiation of replacement procedures of secondary entries when required); problems handled in consultation with supervisor.
sa
CATALOG CARDS, CORRECTING AND REPLACING; INPUTTING, CLIO MAINTENANCE.
WITHDRAWING, CLIO AND GENERAL CATALOG
To withdraw monographs for CLIO and the General Catalog, including choosing from many courses of action based on information in CLIO records and catalog cards; pulling cards from the General Catalog; creating catalog records for other copies not withdrawn; suppressing or deleting copy statements and bibliographic records in CLIO using the appropriate technique for updating the on-line catalog and national databases.
SA INPUTTING, CLIO MAINTENANCE, INPUTTING (RLIN CATALOGING)
BINDING DECISIONS Tasks sections:
* To compose, without revision, descriptive cataloging information for book in hand (including coding and RLIN or CLIO inputting); selecting choice and form of name access points including related authority work) and assigning classification numbers for belles-letters.