Introduction

The Yale University Library (YUL) receives two copies of each title published or distributed by Yale University Press (YUP) as a gift. One copy is added to Manuscripts and Archives (MSSA), and the other is added to YUL’s general circulating collection, based on the subject discipline. In cases where a title is published in both hardcover and paperback formats, two copies of each format may be received.

Receipt

1. Yale University Press (YUP) books are received and unpacked by the Latin Script Receipt & FastCat unit within Monographic Processing Services.

2. All copies are placed on the designated YUP shelves in the Frontlog area of 344 Technical Services.

3. The Monographic Latin Script Receipt & Cataloging (MLSRC) unit provides cataloging for YUP books, including both Manuscripts and Archives (MSSA) copies and general circulating copies.

Authority Work

Catalogers – If the authorized access points in a bibliographic record are not established in the NAF, complete the cataloging and then forward the book to a NACO librarian in the Latin Script Receipt and Cataloging unit.

NACO Librarians – Give priority to authority work needed for YUP materials.

Cataloging

Pre-Cataloging

1. Confirming receipt of copies:

   • If we receive more than 2 copies, place the extras on the Frontlog shelves designated for YUP extras.

   • If we receive only 1 copy, notify the unit manager to inquire with the YUP representative about the missing copy.

2. YUP Print Formats

   • Hardcover – A book with a rigid cardboard or paperboard cover. In publishing, this typically indicates the first edition or first printing of a title released in hardcover format.

   • Softcover – A book with a flexible paper cover. In publishing, this indicates the first edition or first printing of a title released directly in softcover format.

   • Paperback Edition – A book with a flexible paper cover that is a reprint of a title originally published in hardcover format.

Cataloging

1. Catalog items immediately upon receipt; do not wait for a copy cataloging record to become available.

2. Cataloging procedures follow our existing practices for other collections. (see Quick Guide to Cataloging in Alma and OCLC)

3. Do not include the Old Yale call number for MSSA copies (Yns72) in the 090 or 099 field.

4. If the book in hand states that Yale University Press (YUP) is responsible for the distribution of the book, but the book is published by another entity:

   • Add: 264 #2 $a New Haven, CT : $b Yale University Press, or

   • 264 #2 $a New Haven ; $a London : $b Yale University Press (depending on the source of information)

5. If the book does not list YUP as either publisher or distributor:

   • Search the YUP website using the ISBN.

   • If the book appears on the YUP site, it is considered associated with YUP as a publishing partner.

   • In that case:

     • Record the publisher information that appears on the book in the first 264 #1 field.

     • Add another 264 #1 for YUP, using square brackets:

       • 264 #1 $a [New Haven, CT] : $b [Yale University Press]

     • Add a 500 field to justify the information. For example:

       • 500 ## $a <The Burlington Press>, a publishing partner of Yale University Press.

   • If the book does not appear on the YUP site, forward the book to the unit manager for further review.

6. If the authorized access points used in bibliographic records are not established in the Name Authority File (NAF), either create the authority record yourself or refer it to the appropriate NACO librarian for creation.

7. When necessary, propose new Library of Congress Subject Headings (LCSH) or ask a colleague to assist with setting up and submitting the heading proposal.

Paperback Editions

When cataloging a paperback edition of a hardcover:

1. Check the title page verso of the paperback. It usually includes:

   • ISBNs for both the hardcover and paperback editions

   • The LCCN is assigned to the hardcover edition. This same LCCN can be found in the bibliographic record for the hardcover edition in field 010.

2. If the paperback includes the same ISBNs and LCCN as the hardcover:

   • This confirms it is a true paperback version of the hardcover

   • Add the paperback to the existing hardcover bibliographic record

     • Verify that the LCCN in the 010 field of the existing hardcover bibliographic record matches the LCCN on the paperback edition

   • Edit the existing bibliographic record to include the paperback ISBN, adding $q (paperback) or $q (pbk.) in an 020 field as appropriate. Follow the same pattern used for recording the hardcover ISBN

   • The physical description (300 field) of the paperback may differ slightly from the hardcover:

     • Do not change the 300 field to reflect the paperback’s physical description in this case

   • If the paperback version includes updates, revisions, or any indication of content changes compared to the hardcover:

     • Create a new bibliographic record for the paperback edition

Holdings Record

Holdings Record for MSSA copies

1. Location Code:

   • 852 $b = lsf (Library Shelving Facility)

   • 852 $c = lsfmssr (Remote (LSF) - Manuscripts and Archives)

2. Copy designations: (NOTE: if there is copy specific data in the holdings record, be sure to include the copy id in the 852 $t as well as in the item record.)

   • For the first copy of each title received at this location library, whether hardcover or softcover:

   • 852 $t = 1

   • If a second copy is received (typically a paperback version of a hardcover already in the system), create a new holdings record using the same location, library code, and call number information. The only difference should be in the 852 $t for each subsequent copy, to maintain copy-specific information for MSSA YUP books.

     • 852 $t = 2

3. Call number (see Appendix A):

   • Use the following call number structure in the 852 field

     • Set the first indicator to “8”

     • $h Yns72

     • $i <year of publication> <main entry cutter (following LC cutter table>)

   • Example: 852 80 $h Yns72 $i 2025 M76

4. Other designations in the 852 field:

   • Sizing: Follow the same guidelines as SML.

     • For items that are 28–39 cm in height and 20-29 cm in width, add $m Oversize immediately after the local call number.

     • For items that are 40 cm or taller in height or 30 cm or wider in width, add $k Folio before the call number

   • Include a staff note

     • Hardcover = $x YUP Gift (hbk.)

     • Softcover/paperback = $x YUP Gift (pbk.)

See additional MARC field examples in Appendix B >>below<<.

Circulating Copies – Based on LC Classification

1. Class N: Fine Arts

   • Add the item to the Haas Arts Library (ARTMAIN).

   • If the Hass Arts Library (ARTMAIN) already holds a copy, add it to SML Long Term Storage, SMLLTS.

2. Class M: Music

   • Add the item to the Irving S. Gilmore Music Library. NOTE: Music Library items do not get standard LC call numbers; they need to be adjusted to fit Music Library specifications before being sent on. For MPS, please refer to this document.

   • If the Irving S. Gilmore Music Library (MUSMAIN) already holds a copy, add it to SML Long Term Storage, SMLLTS

3. All Other Classes (excluding N and M)

   • Add the item to Sterling Memorial Library (SMLSTACKS).

   • If Sterling Memorial Library (SMLSTACKS) already holds a copy, add it to SML Long Term Storage, SMLLTS

   • If the item is a paperback edition of a hardcover already held at Sterling Memorial Library (SMLSTACKS), add it to SML Long Term Storage, SMLLTS

Holdings Record for Circulating Copies

1. Location code

   • 852 $b and $c based on the subject of the item and the library/location where it will be housed.

     • Sterling Memorial Library = $b sml $c smlstacks

     • SML Long Term Storage = $b sml $c smllts

     • Haas Arts Library = $b arts $c artmain

     • Irving S. Music Library = $b music $c musmain

2. Copy designation for first copy (NOTE: if there is copy specific data in the holdings record, be sure to include the copy id in the 852 $t as well as in the item record.)

   • For the first copy of each title received (whether hardcover or softcover):

     • 852 $t = 1

   • If a second copy is received (typically a paperback version of a hardcover already in the system) for the intended library location, create a separate holdings record for SMLLTS for each subsequent copy.

     • If there is already a copy at LSF, create a new Holdings for:

       • 852 $b sml $c smllts $t = 2

     • If there is no copy at LSF, create a new Holdings for:

       • 852 $b sml $c smllts $t = 1

     • If an subsequent copies (third, fourth, etc.) is received for the same location (this may occur when YUP publishes another paperback edition):

       • 852 $t = 3, $t = 4, etc. (The Item Record Copy ID must match the copy designation in the Holdings Record ($t)).

3. Call number

   • Use LC call numbers following the practices of the specific collection where the item will be housed.

   • Include the (LC) suffix if required.

4. Other designations in the 852 field:

   • Follow the oversize shelving conventions of the receiving collection. (see Workflow for Oversize, Folio, and Miniature)

   • Include a staff note:

     • Hardcover = $x YUP Gift (hbk.)

     • Softcover/paperback = $x YUP Gift (pbk.)

See MARC field examples in Appendix B >>below<<.

Item Record

Follow the same workflow for creating the Item Record for both MSSA and circulating copies (see Item Record Fields).

Follow the Temporary Location workflow for both the new art book and the new music book (see Adding Temporary Location New Books for Art and Music Library)

Additional instructions (Current workflow as of October 2025; subject to change.):

For MSSA Copies (Hardcover without dust jacket and Paperback Editions) and Circulating Books Destined for LSF:

In the Item Record, set the Process Type to Technical Services.

• Do this after creating and saving the Item Record.

• If you add this process to a new, unsaved Item Record, the selection won’t apply.

Physical Processing and Routing

MSSA Copies

Hardcovers without Dust Jackets

1. Affix the barcode to the upper left-corner of the front cover of the book.

2. Affix the security tag, with the Yale University Library (YUL) bookplate over it, to the inside front cover of each item.

3. Included a “Yale Memorabilia” flag with the items.

4. Do not create an additional Work Order or scan in the item, as the Work Order was already created when the Process Type = Technical Services was added to the Item Record. See the Item Record section.

5. Place the item on the designated YUP MSSA shelf (current location is in the team’s Frontlog area)

6. Place the items on the designated Library Shelving Facility (LSF) shelf in the Frontlog area.

7. Final transfer to LSF will be handled by the Catalog Management unit.

   • MSSA YUP books will go to LSF in a separate gray tote, labeled “To LSF From MSSA.”

Hardcover with Dust Jackets

1. Keep the dust jackets with the book.

2. Place the barcode on the "Yale Memorabilia" flag.

   • Make sure the barcode is on the part of the flag with non-stick paper, so it can be easily peeled off.

3. Affix the security tag, with the Yale University Library (YUL) bookplate over it, to the inside front cover of each item.

4. Include a “LSFR” flag with each item along with a “Yale Memorabilia” flag with the items.

5. Create a Work Order, following the established workflow for routing items to Preventive Conservation.

6. Place the item on the designated YUP MSSA shelf (current location is in the team’s Frontlog area)

7. Place the items on the designated Collection Care book cart for receiving Colibri covers.

8. The Conservation staff will apply the Colibri covers, affix the barcodes, and transfer the items to the Library Shelving Facility (LSF).

9. Final transfer to LSF will be handled by Preventative Conservation.

Softcovers (published only in softcover)

For titles published only in softcover or paperback, or when Yale MSSA does not hold a local copy of the hardcover edition.

1. Place the barcode on the "Yale Memorabilia" flag.

   • Make sure the barcode is on the part of the flag with non-stick paper, so it can be easily peeled off.

2. Include a “Yale Memorabilia” flag with the items.

3. Do not affix the security tag, the Yale University Library (YUL) bookplate.

   • This step will be completed by the Conservation staff.

4. Include a “LSFR” flag with each item along with a “Yale Memorabilia” flag with the items.

5. Create a Work Order, following the established workflow for routing items to Preventive Conservation.

6. Place the item on the designated YUP MSSA shelf (current location is in the team’s Frontlog area)

7. Place the items on the designated Collection Care book cart for binding.

8. Final transfer to LSF will be handled by Preventative Conservation.

Paperback Edition of Hardcover

For titles previously published in hardback edition, and reprints with a paperback edition.

1. Affix the barcode to the upper left-corner of the front cover of the book.

2. Add a security tag and YUL book plate to the to the inside front cover.

3. Include a “Yale Memorabilia” flag with the items.

4. Do not create an additional Work Order or scan in the item, as the Work Order was already created when the Process Type = Technical Services was added to the Item Record. See the Item Record section.

5. Place the item on the designated YUP MSSA shelf (current location is in the team’s Frontlog area)

6. Place the items on the designated Library Shelving Facility (LSF) shelf in the Frontlog area.

7. Final transfer to LSF will be handled by the Catalog Management unit.

   • MSSA YUP books will go to LSF in a separate gray tote, labeled “To LSF From MSSA.”

Circulating Copies

Processing follows designated collection policies, including guidelines for the physical treatment of books and established routing workflows.

• Routing Items

Haas Arts Library

1. Remove the dust jacket from the book.

2. Affix the barcode to the upper left-corner of the front cover of the book.

3. Include Art flag in the book.

4. Work Order:

   • If the book needs to go to Preventive Conservation (formerly Collection Care)

     • Include Preservation flag.

     • Create a Work Order for Preventive Conservation. Do not scan in as “Done”.

   • For SML Shelf Prep, create a Work Order for SML Preparation. Do not scan in as “Done”.

5. Place the dust jacket in the designated bin for Art dust jackets, located in the FastCat Unit area.

6. Place the book on the designated truck for Art book plating and security tagging, located in the FastCat Unit area.

Irving S. Gilmore Music Library

1. Follow the “Physical Processing” & “Routing” sections of Music Books Workflow for MPS.

2. Key points:

   1. Add barcode in the upper-left corner, security tag, Music book plate, and Music flag. 

   2. When done, add “Shelf Prep” work order, scan in as “Done”, and place in yellow Shelf Prep bins.

Other Collections: (SML, LSF)

1. Remove the dust jacket from the book and discard it.

2. Affix the barcode to the upper left-corner of the front cover of the book.

3. Include the LSF flag with the book, as appropriate.
   Note: Include the LSF flag to differentiate LSF books from other circulating books after plating and security tagging.

4. Work Order:

   • If the book needs to go to Preventive Conservation (formerly Collection Care):

     • Include the Preservation flag.

     • Create a Work Order for Preventive Conservation. Do not scan in as “Done”.

   • For SML Shelf Prep, create a Work Order for SML Preparation. Do not scan in as “Done”.

   • For LSF, do not create a Work Order or Scan in Item.

5. Place the book on the designated truck for book plating and security tagging, located in the FastCat Unit area.

Physical Processing and Routing Reference Chart