The Ohio State University

Introduction

A variety of both cataloged and uncataloged printed materials pertinent to various aspects of the cataloging process are housed in the Cataloging Department. Multiple copies of some items (e.g., OCLC format books, LC Rule Interpretations) are distributed throughout the various Cataloging Sections and, for the most part, these have remained uncataloged, as they are strictly cataloging tools.

For the most part, these tools are monographic items and most related directly to library science, cataloging, and cataloging research. There are some additional items, such as foreign language dictionaries, that may be consulted often during the cataloging process.

Like most reference collections throughout OSU Libraries, the cataloging reference collection has restricted circulation, and the argument cannot be made that the mere existence of a bibliographic record for an item on LCS predicates unlimited access availability of the particular item. In the past, materials have circulated within the Technical Services Division by using a sign-out sheet kept with the collection, so that virtually immediate "recall" is possible should a cataloger need a particular item for cataloging purposes.

Materials in the Cataloging Department reference collection are reviewed regularly to determine whether any materials might be better housed in the regular Main Library stacks or otherwise disposed of. Criteria used for making such decisions include frequency of use by members of the Cataloging Department, the availability of other copies in OSU Libraries, currency of the contents and general (non-departmental) interest in the item.

In the past, few problems or conflicts over the use of Cataloging Department materials have arisen, due partly to the low demand for such items outside the Cataloging Department. As a consequence, no formal policy regarding access to these materials by users outside the Technical Services Division has been developed. Requests have been handled on a case-by-case basis, at the discretion of various catalogers and/or section heads.

Need for review of the policy

Recent increase in the demands on cataloging materials housed in the Cataloging Department makes it apparent that formal guidelines for the extra-departmental usage of such materials are necessary. (This increased demand appears to be due in large part to requests from students enrolled in the Kent State University library program, which is not to say that their request for materials would or should be treated any differently than those of any other library patron.)

1. Requests to use materials in the Cataloging Department reference collection will be obliged in so far as possible, provided that the regular work flow of the cataloging process is not hampered. Materials will not be placed on closed reserve or made available for interlibrary loan.

2. With the approval of cataloging personnel*, cataloged items may be borrowed for short-term use (photocopying within the library.) The patron should sign the item out on the sheet kept with the collection and leave appropriate identification (generally a student ID) with a member of the Department until the item is returned. Items may not be taken outside the Cataloging Department for periods longer than one hour.

3. If suitable facilities (e.g., 030 conference room) are available, Cataloging Department reference library materials may be used by individual patrons in the Cataloging Department.

4. Uncataloged cataloging reference materials housed in the Cataloging Department generally will not be made available to users other than OSU Library personnel.

Impact of the Proposed Recommendations

The recommendations have been designed to provide maximum availability of materials used in the Cataloging Department with a minimal amount of impact upon cataloging operations. Impact upon patrons will vary, depending upon why they may need a particular item, how long they may need it, and the availability of the item elsewhere within the OSU Library system. Impact upon the Kent State University library science program at OSU may require more careful development of course materials, making certain that frequently used materials--particularly materials used for class assignments-- are available in the Kent State library science laboratory.

*Due to current staff vacancies and the fact that no one person is available all of the time, it seems best not to designate a single person for this task.

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