Regional Cataloger Option

For individual libraries that choose to catalog (copy cataloging and/or original cataloging) their own materials instead of utilizing SELCO’s basic cataloging service, the standards/requirements for doing so are described in this document.

Context: 

The purpose of the following requirements and expectations is to ensure consistency and uniformity in quality, discoverability, and accuracy of records in the shared catalog. Having shared requirements and expectations created by and for regional catalogers also helps to create a shared collaborative environment for everyone, especially when an individual's choices in cataloging records affect all patrons and staff across the region.

Definitions:

Regional Cataloger: a non-SELCO cataloger who does all of the copy cataloging for their library’s items and may or may not do original cataloging

Original Cataloging: the process of creating new MARC records

Copy Cataloging: the process of importing or editing existing MARC records

Adding Items:  the process of adding an item that belongs to your library to an existing MARC record

A Note on Permissions:

For the launch of Evergreen, cataloging permissions are being given to those who are performing copy cataloging and/or original cataloging.  If your library has chosen the regional cataloger option, then the SELCO Items for Cataloging Form will rarely be used by your library. The regional cataloger(s) should be the one(s) at your library who edit and import the majority of MARC records for your library's items and/or create new MARC records. (A regional cataloger may also choose to do only copy cataloging and send items for original cataloging to SELCO using the Form.) Further discussions of permissions will take place once there is a greater understanding of Evergreen.

Section A:  It is expected that the requirements for regional catalogers to obtain permissions are one of the following:*

• MLIS or equivalent library coursework 

OR

• ALA cataloging course or equivalent (SELCO may be able to provide financial grant/assistance for course) 

OR

• 3 years of cataloging or cataloging-adjacent experience with an established cataloger

*Library directors will continue to determine who on their staff meets these requirements and can request cataloging permissions for their staff through SELCO. SELCO will add the permissions in the ILS.

Section B:  The expectations of regional catalogers are:

• Take relevant Evergreen training related to cataloging

• Read through the SELCO Policies/Practices guide and follow those regional policies and practices

• Regular attendance at Cataloging group meetings, as scheduling allows

  • If you cannot attend, recordings or notes will be provided and shared 

• Regularly catalog a significant portion of your library’s new acquisitions

  • this means that your library is only utilizing SELCO’s basic cataloging service on rare occasions (ex.: weird stuff, original)

• If able, and as time allows, assist with:

  • Regular MARC cleanup efforts (indicators, subject headings, misspellings, etc.)

  • Large scale projects (manga, travel guides, TV series move from series to individual records, etc.)

  • Contributing as knowledge permits to questions/discussions on the cataloging listserv

  • Contributing to the issues document as errors are encountered

• Be open to discussing skills/informal mentorship opportunities with other catalogers

Section C:  The regional standards for cataloging are:

Cataloging practices/procedures

Section D:  Catalogers communicate/check in with each other and address errors/inconsistencies by:

• Catalogers meet quarterly: 60/90 min. meeting

  • The intent of the catalogers meeting is to foster collaboration, encourage consistency in cataloging, and address common issues and questions.

  • Attendance is encouraged, but not mandatory.  If a cataloger is unable to attend, it is recommended that they keep up with the meeting notes or recordings.

  • A portion of the meeting will be spent addressing errors/complications in an anonymous, collaborative way. A shared document for recording these issues will be maintained (this document will not record any names or identities). Examples:

    • Please make sure you’re double checking the Form field of the 008 (d for large print, q for preloaded audio)

    • Remember to take out those pesky French subject headings!

  • A portion of the meeting is for questions/topics of note/new standards/etc. Examples:

    • How are we cataloging tonies?

    • With the emphasis on fixed fields in Evergreen, how are we adjusting our cataloging?

    • I have this weird thing: what do I do with it?

  • Introduction of new catalogers

  • SELCO catalogers will come and discuss, but are not in charge of the meeting

• Cataloger group can share resources for training and knowledge sharing (example: an individual shares a useful webinar training they took)

• First Meeting: 

  • First meeting date Tuesday, May 27, 2025 from 2-3pm

  • Tentative meeting schedule, quarterly- fourth Tuesday every three months at 2pm

  • Changes to meeting dates and times can be determined at the first meeting

  • First meeting will be led by a cataloging task force member, notes will be taken by a task force member as well.  Spokesperson and notetaker roles going forward will be decided at the first meeting.

  • Group norms/etiquette will be established

• SELCO will set up a new listserv/email group/shared drive for supporting documents and an email for the cataloging group.

Section E: If the regional standards are not followed:

• It is anticipated that most common issues can be resolved via these quarterly meetings.

  • Policies, practices and regional standards will be discussed during quarterly meetings as a gentle refresher/reminder for all staff and  discussed on the cataloging listserv.

• It is not anticipated to be needed often, but if an issue or problem cannot be resolved by the regular catalogers meetings, a standing issues subcommittee will address it with that cataloger and/or their director. 

  • The standing issues subcommittee will be composed of 2-3 rotating regional catalogers from the larger catalogers group. How these members are chosen will be determined at the quarterly catalogers meeting.

  • As a last resort, cataloging permissions may be revoked on recommendation of the subcommittee and local director after repeated efforts to correct the issue. Privileges may be restored on recommendation of the subcommittee and local director once the issue has been resolved.