13-Library Cataloging Processing Specifications for Vendors.pdf

Library Cataloging & Processing Specifications for Vendors

Basic Profile These specifications apply to all libraries in the Dallas ISD.

Vendors will supply RDA cataloging and the Dallas ISD holdings format for all items.

The library automation system is School Library • Solution (The Library Corporation); holdings information is listed in the 949 local holdings field (format specified below).

All items will be classified using the latest, unabridged version of the Dewey Decimal Classification System

(DDC 23).

Only Library of Congress Subject Headings (LCSH) will be assigned to each item. Sears Subject Headings are not acceptable.

Do not use Juvenile floating subdivisions in subject headings (e.g., Juvenile literature, Juvenile fiction).

All items are cataloged in English; do not use foreign language subject headings.

Submit one bibliographic record per title, with separate 949 holdings fields for each copy or volume.

Submit cataloging records electronically (via websites or email to MARC@dallasisd.org).

No pockets, cards, or catalog cards.

521 Lexiles must be included for all titles.

No reading levels placed on outside of books; must be inside front cover.

658 Curriculum tags must be in the record.

856 tag: It must be active URL, not a book jacket link.

Prebound books need to retain original ISBN on back of title page in record.

546 populated if foreign language. If the item is in a language other than English, enter the language as a suffix following the call number utilizing the three-letter code from the MARC code list for languages as maintained by the Library of Congress at http://www.loc.gov/marc/languages/language_code.pdf

Common Language Codes (others on handout) Chinese = CHI Japanese = JPN Russian = RUS French = FRE Korean = KOR Vietnamese = VIE German = GER Latin = LAT Yiddish = YID Italian = ITA Multiple Languages = MUL

Shared-use Facilities (with Dallas Public Library) Current shared-use facilities include Arcadia Park Elementary (Arcadia Park Branch) and Brashear Elementary (Hampton Illinois Branch).

Barcode ranges are provided by the Dallas ISD.

Vendors will supply US MARC 21 bibliographic records that conform to AACR2 standards and specifications as provided by the Dallas Public Library.

Call numbers will be per DPL specifications Vendors will process all items according to processing specifications as provided by the Dallas Public Library. DPL approved vendors are Ingram, Baker and Taylor, Midwest Tape, and Recorded Books.

All items are shipped to Library Processing, DallasISD, 2525 S. Ervay, Dallas, TX 75215.

Vendors will supply a second set of US MARC 21 bibliographic records that conform to AACR2 standards, and the Dallas ISD specifications (including holdings format) as listed below.

6/24/2025

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Cataloging Nonfiction Items Cut unabridged DDC numbers at the first prime.

Workmarks (cutters) for all items, except individual biographies and author series, consist of the first three letters of the main entry, and are entered in uppercase letters. Workmarks for individual biographies consist of the biographee’s full first entry of the name as recorded in the 600 field of the bibliographic record, entered in uppercase letters.

Classify individual biographies as 921. Classify collective biographies as 920.

General nonfiction items are placed in the NFC collection; there is no call number prefix.

Reference materials are placed in the REF collection; use REF as a call number prefix.

Professional materials are placed in the PRF collection; use PROF as a call number prefix.

If the item is in a language other than English, enter the language as a suffix following the call number utilizing the three-letter code from the MARC code list for languages as maintained by the Library of Congress at http://www.loc.gov/marc/languages/language_code.pdf

Classify graphic-novel type books with the appropriate Dewey number for the subject of the work, not 741.5.

Cataloging Fiction Items

Workmarks (cutters) for all items consist of the first three letters of the main entry and are entered in uppercase letters.

Everybody fiction items are classified as E, and are placed in the EFC collection.

General fiction items are classified as FIC, and are placed in the FIC collection.

Story collection items are classified as FIC, and are placed in the FIC collection.

Classify graphic novels titles which are fiction items as fiction; do not classify in 741.5.

Cataloging Audiovisual Materials

Workmarks (cutters) for all items except individual biographies consist of the first three filing letters of the title entry and are entered in uppercase letters. Workmarks (cutters) for individual biographies consist of the first three letters of the biographee’s last name, entered in uppercase letters.

DVD videorecordings are placed in the VRD collection; use DVD as a call number prefix.

Compact disc sound recordings are placed in the SRD collection; use CD as a call number prefix.

Do not catalog sound recording and book combinations or other audiovisual software items.

Cataloging Maker Space Material

No Marc records or Barcodes are needed for Maker Space items.

Processing Requirements for Books

Attach mylar jackets to all hardcover books with dustcovers.

Apply a heavy vinyl cover permanently adhered to the covers of paperback books (e.g., Lysguard, Kapco).

Attach 2.5 mil label protectors over exposed spine labels and barcode labels.

Attach barcode on the upper right corner of the back cover, ½ inch from the bend of the spine and 3/4 inch from the top edge of the book. See illustration.

Attach one spine label, with the bottom edge of the label 1½ inches from the bottom edge of the spine, on all books with traditional spines. Attach one spine label on the lower left-hand corner of the front cover, with the bottom edge 1½ inches from the bottom edge of the book and 1 inch in from the spine, on all items with a folded cover (similar to a magazine).

AR reading labels if purchased are to be installed inside, NOT on spine.

Attach a property label listing the school name and Dallas ISD inside the front cover, near the spine, with the text reading up.

Board books: property label on the back of the book under barcode.

Processing Requirements for E-Books and Web Resources

E-Books and web resources NO barcodes are required **** E-books which are site specific will utilize the orgEBK for the school (949$a) E-books which are all district-wide will use 998EBK Nonprint publishers must have a valid 856 in record

Processing Requirements for DVDs or CDs

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Provide processing components if not approved for AV processing.

Attach 2.5 mil label protectors over exposed spine labels and barcode labels.

Attach barcode on the upper left corner of the front of the container, ½ inch from the spine and 3/4 inch from the top edge of the container. See illustration.

If the container is a jewel case or other case less than 3/8-inch-thick, attach one spine label on the front cover, lower left-hand corner – 1 inch in from the spine and the bottom edge 1½ inches from the bottom edge of the container. For all other containers, attach one spine label; bottom edge of the label should be 1½ inches from the bottom edge of the final container.

Property labels should be attached outside front cover close to spine.

No theft detection devices as directed below.

Holding Codes A holdings code consists of an agency number (see attached campus list) and a valid, 3-character collection code (e.g., 270EFC).

Use the following collection codes:

Collection Code Classification Call Number Prefix Nonfiction NFC DDC Number Everybody EFC E E

Fiction FIC FIC FIC Graphic Novel GNC DDC/FIC GNC

Reference REF DDC Number REF Professional PRF DDC Number PROF

Videorecording DVD VRD DDC/FIC DVD Sound Recording CD SRD DDC/FIC CD

Sound Recording MP3 SRP DDC SRP eBook EBK DDC EBK

Web Audio Resource WBR DDC WBR

******Genre Processing****

All schools listed in the “Genre School List 1” below will need genre processing with colored labels Books will need DEMCO Color Label placed over spine label.

Marc records will need to have the genre subject heading added (if not already present). Genre heading must be present in Marc 949 subfield b and genre subject heading are according to the charts below.

Spine labels will not have genre heading printed on them.

Genre Processing DEMCO Color Label

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Genre Color Overlay Demco Item Number

Genre heading to go in 949b

Genre Subject heading & thesaurus

Adventure Purple WS12806450 ADVENTURE Action and adventure fiction -lcgft

Classics Pale Yellow WS13723470 CLASSICS Classical fiction – lcsh SEE reference: Classic fiction

Fantasy Fluorescent Green WS13723440 FANTASY Fantasy fiction - lcgft Historical Fiction Tan WS12804930 HISTORICAL Historical fiction - lcgft

Horror Orange WS12803540 HORROR Horror fiction - lcgft Humor Light Blue WS12813800 HUMOR Humorous fiction - lcgft

Mystery Lt. Purple WS12813940 MYSTERY Detective and mystery fiction

- lcgft

Realistic Fiction Clear

REALISTIC Realistic fiction – local SEE reference: Real life

Romance Red WS12803550 ROMANCE Romance fiction - lcgft Science Fiction Green WS12803530 SCIENCE Science fiction - lcgft

Sports Blue WS12803520 SPORTS Sports fiction - lcgft Suspense Lt. Green WS12813870 SUSPENSE Thrillers (Fiction) - lcgft

Urban Fiction Aqua WS13723480 URBAN Urban fiction - lcgft Graphic Novel Fluorescent Pink WS13723450 GNC Graphic novels - lcgft

Genre School List 1

School Name Type Agency Allen, Gabe P. New Tech Academy Elementary School 103 Biomedical Preparatory at UT Southwestern Elementary / Middle School 371

Bush, George H.W. Elementary School 304 Carter, David W. HS High School 023 Conner, S.S. Elementary School 129 Dallas Hybrid Preparatory at Stephen J. Hay Elementary / Middle School 340

Dealey, George B. Montessori Academy Montessori Academy 134

Downtown Montessori Elementary School 361 Franklin, Benjamin International Exploratory Academy Middle School 047

Garcia, Hector Middle School 077 Hall, Lenore K. Personalized Learning Academy @ Oak Cliff Elementary School 149

Hawthorne, Nathaniel Elementary School 156 Haynes, Dr. Frederick D. III Global Preparatory Academy at Paul Quinn College

Middle / High School 388

Hexter, Victor H. Elementary School 153 Johnson, Eddie Bernice Elementary School 312 Kiest, Edwin J. Elementary School 166 Lewis, John Social Justice Academy @ O. W. Holmes

Middle School Academy 051

Medrano, Francisco "Pancho" Jr.

High Middle School 079

Mendez, Sylvia CREW Leadership Academy

Elementary School 161

Moreno, Maria Steam Academy Elementary School 272 Moseley, Nancy Elem Elementary School 187 Pinkston Sr., Dr. L.G. High School 012 Quintanilla, Raul MS STEAM Academy Middle School 069

Rangel, Irma YWLS Girls School 035 Russell, Clinton P. Elementary School 205 Seagoville Elementary Elementary School 208

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Seagoville High High School 015 Silberstein, Ascher Elem Elementary School 209 Spruce, H. Grady High School 017 Stone, Harry Montessori Academy Montessori Academy 212 Tasby, Sam MS Middle School 083 Thompson, H.S. Elem Elementary School 307 Tolbert, Thomas Elementary School 277 Townview Magnet Center High School 041 Travis, William B. Vanguard Academy 217 Truett, George W. Elementary School 218 Walker, E.D. MS Middle School 056 Washington, B.T. High School 034 Williams, Sudie L. Talented and Gifted Academy Elementary School 384

Young Women's STEAM Academy @ Balch Springs MS

Middle School 352

Young, Whitney M. Elementary School 250 Zaragoza, Ignacio Elementary School 131

******Genre Processing****

All school listed in the Genre School List 2 below will need Genre Classification Labels processing Marc records will need to have the genre subject heading added (if not already present) in Marc 949 subfield b and genre subject heading according to the charts below.

Spine labels will not have genre heading printed but must have Genre Processing DEMCO

Classification Labels placed under the spine label.

Genre Demco Item Number

Genre to go in 949b

Genre Subject heading & thesaurus

Adventure WS12802680 ADVENTURE Action and adventure fiction -lcgft

Classics

CLASSICS Classical fiction – lcsh SEE reference: Classic fiction

Fantasy WS12802830 FANTASY Fantasy fiction - lcgft Historical Fiction WS12802880 HISTORICAL Historical fiction - lcgft

Horror WS13748170 HORROR Horror fiction - lcgft Humor WS12802920 HUMOR Humorous fiction - lcgft

Mystery WS12802960 MYSTERY Detective and mystery fiction

- lcgft

Realistic Fiction WS12195830 REALISTIC Realistic fiction – local SEE reference: Real life

Romance WS12854400 ROMANCE Romance fiction - lcgft Science Fiction WS12803000 SCIENCE Science fiction - lcgft

Sports WS12803020 SPORTS Sports fiction - lcgft Suspense WS12803030 SUSPENSE Thrillers (Fiction) - lcgft

Urban Fiction WS12196130 URBAN Urban fiction - lcgft Graphic Novel WS12811190 GNC Graphic novels - lcgft

Genre School List 2

School Name Type Agency Hillcrest High School 006 Molina, Moisés E. High School 005 Skyline High School 025

Barcode Specifications

Item barcodes are 14-digit CODABAR barcodes with a mod 10 check digit.

949 holdings and barcodes are required for all media, except makerspace items, web and e-books.

See processing specifications above for proper barcode placement.

6/24/2025 - 6 -

The Dallas ISD institutional code is 3434. The leading number for all item barcodes is 3.

Vendors request barcode ranges at the following web address:

https://www.dallasisd.org/departments/library-media-services/vendors-authors Please fill out the form with all requested information. Large vendors may request blocks of numbers. An email will be sent to the email address for the requestor with the barcode range.

949 Local Holdings Field Format This field is repeatable.

Do not use the Dynix 949 format.

Subfields must be in alphabetical order.

949 Subfield Description Example $a Holdings code – see above 001REF $b Call number prefix REF $b Call number genre (see genre tables above for selected schools) HORROR $c Call number and workmark (cutter) 780.3 BAK $d Call number suffix – e.g. SPA for Spanish language materials SPA $g Barcode 33434123456789 $p Price – include the decimals, no dollar sign, rounded to the dollar 76.00 $s Source (vendor – P.O. number) ACME-123456

Example Genre Holdings:

949$a001FIC $bHORROR $cFIC STI $dSPA (language if applicable) $g(barcode) $p15.00 $s vendor – P.O.

number

Order and Shipping Specifications (NOTE changes: Read carefully) District-wide specifications are available for download on the Library Media Services webpage under Vendors & Authors.

ALL orders will be shipped direc to the schools:

Attn: Library All invoices will need to be uploaded into iSupplier Portal on-line and emailed to pkslipinvoice@dallasisd.org. Contact suppliers@dallasisd.org for questions.

Books are to be packed in Dewey order as well as the packing slip.

Boxes must be numbered to indicate sequence (Box 1 of 3, 2 of 3, etc.).

Orders of 15 boxes or more must be skidded on a pallet.

District Purchase Order numbers must be printed on shipping labels.

Vendor must provide packing slips with every shipment, packing slips should include pricing.

Only two shipments per purchase order will be accepted. The first is due within 30 days of receipt of the purchase order, and the second is due no later than 60 days after receipt of the purchase order.

All other shipments will be returned at the vendor’s expense. All shipments must be received three weeks before the end of the fiscal year.

Vendors should immediately contact Library Media Services, at mailto:libraryorders@dallasisd.org, if they receive a purchase order without an accompanying title list.

Do not substitute titles or bindings or format.

A Do Not Exceed (DNE) amount is used on most library orders. Vendors are responsible for orders that exceed the DNE amount.

Vendors who do not comply with the district specifications will not be placed on the approved bid list.

Please address all questions concerning these specifications to the Office of the Director email mailto:libraryorders@dallasisd.org.

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El em en tar y S ch oo l L ea r

Ri ce

, C ha rle s

El em en tar y S ch oo l L ea r

Ri ch ar ds

, A nn

S em y

Mi dd le Sc ho ol

Ri ch ar ds on , T he lm a El em en tar y

Ro be rts , O ra n M

El em en tar y S ch oo l

Ro ge rs, D an D

El em en tar y S ch oo l

Ro os ev elt

, F ra nk lin

D

Hi gh

S ch oo l

Ro se mo nt

Lo we r S ee

Ro se mo nt Pr im ar y S ch oo l

Th e C hr is

V.

S os

Ca mp us en tar y S ch oo l

Ro se mo nt

Pr im ar y S ch oo l Th e C hr is V.

S os

Ca mp us en tar y S ch oo l

Ro se mo nt

Up pe r S ee

Ro se mo nt Sc ho ol

El em en tar y / M idd le

Sc ho ol

Ro se mo nt

Sc ho ol El em en tar y /

M idd le Sc ho ol

Ro yc e W es t L ea de rsh ip Ac ad em y Mi dd le

Sc ho ol

Ru ny on , J oh n W

El em en tar y S ch oo l

Sc ho ol N am e

Ru sk , T ho ma s J

Mi dd le Sc ho ol

Ru ss ell , C lin ton

P

El em en tar y S ch oo l

Sa ldi va r, Ju lia n T

El em en tar y S ch oo l

Sa laz ar , A rtu ro en tar y S ch oo l

Sa mu ell , W

.W

Hi gh

S ch oo l

Sa n J ac int o El em en tar y S ch oo l

Sa ng er , A lex P re pa ra tor y El em en tar y S ch oo l

Sc ho ol for th e T ale nte d an d G ifte d i n P lea sa nt

Gr ov e E lem en tar y /

M idd le Sc ho ol

Se ag ov ille

E lem en tar y El em en tar y S ch oo l

Se ag ov ille

H

S ch oo l

Se ag ov ille M idd le

Mi dd le Sc ho ol

Se ag ov ille

N or th El em en tar y S ch oo l

Si lbe rst ein

, A sc he r

El em en tar y S ch oo l

Sk yli ne

S ch oo l

Sm ith

, L ar ry El em en tar y S ch oo l

So lar

P re pa ra tor y f or B oy s

El em en tar y S ch oo l

SO

LA

R Pr ep ar ato ry

Sc ho ol for

G irls en tar y S ch oo l

So to, C ele sti no

M

El em en tar y S ch oo l

So uth

O ak

C liff

S ch oo l

Sp en ce , A lex W

Mi dd le

Sc ho ol

Sp ru ce , H

. G dy

S ch oo l

St ar ks , J oh n P

El em en tar y S ch oo l

St em mo ns

, L es lie A

El em en tar y S ch oo l

St ev en s P ar k

El em en tar y S ch oo l

St oc ka rd

, L .V

Mi dd le

Sc ho ol

St on e, Jil l E lem at

V ick er y

Me en tar y S ch oo l

St on e, Ha rry M on tes so ri

Ac ad em y

Mo nte ss or i A ca

St or ey , B ou le

Sc ho ol

Su ns et

S ch oo l

Ta sb y, Sa m Mi dd le

Sc ho ol

Ta tum , C

.A . J r.

El em en tar y S ch oo l

Te rry

, T .G

El em en tar y S ch oo l

Th om ps on

, H .S

. E lem en tar y S ch oo l

Tit ch e, Ed wa en tar y S ch oo l

6/

/2

- 9

Sc ho ol N am e

To

D r., F re de ric k

Do ug las s S r.

Mi dd le

Sc ho ol Mi dd le

Sc ho ol

To lbe rt, T ho ma s El em en tar y S ch oo l

To wn vie w

Ma gn et Ce nte r

Hi gh

S ch oo l

Tr av is, W illi am

B

Va ng ua rd

A ca

Tr ini ty

He igh ts Gi fte d a nd

Ta len ted en tar y S ch oo l

Tr ue tt, Ge or ge

W

El em en tar y S ch oo l

Tu rn er , A lle en tar y S ch oo l

Tw ain , M ar k S ch oo l F or

Th e T ale nte d A nd G ifte d

El em en tar y S ch oo l

Ur ba n P ar k S em y

El em en tar y S ch oo l

W alk er , E

.D

El em en tar y / M idd le

Sc ho ol

W aln ut

Hi ll I nte rn ati on al Le ad er sh ip

Ac ad em y

El em en tar y S ch oo l

W as hin gto n, Bo ok er

T

Hi gh

S ch oo l

W eb ste r, Da nie l El em en tar y S ch oo l

W eis s, Ma rtin en tar y S ch oo l

W es t D all as Jr le

Sc ho ol

W hit e, W

. T

Hi gh

S ch oo l

W illi am s, Su die

L.

T ale nte d an d G ifte d A ca en tar y S ch oo l

W ilm er H utc hin s El em en tar y

El em en tar y S ch oo l

W ilm er H utc hin s H

S ch oo l

W ils on

, W oo dr

S ch oo l

W inn etk a

El em en tar y S ch oo l

W ith er s, Ha rry

C

El em en tar y S ch oo l

Yo un g M en

’s Le ad er sh ip

Ac ad em y @

F lor en ce

Mi dd le

Sc ho ol

Yo un g W om en ’s

ST

EA

M Ac ad em y @ B alc h S pr ing s Mi dd le

Sc ho ol

Yo un g, W hit ne y M

El em en tar y S ch oo l

Za ra go za

, Ig na cio en tar y S ch oo l

Pr ofe ss ion al Lib ra ry

Di str ict

EB

oo k Sc ho ol

Sp ec ific

Or g

Jt Us e S ch oo l/P ub lic

Lib rie s Ne w Ca mp us es /N am e

Ch an s