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2.16. Monograph Parts

At the 2018 Cataloging Forum, cataloging representatives agreed that monograph parts must be used by any library that splits up and circulates separately the parts within a group of items cataloged on the same bib record. Patrons can only place title level holds on the entire bibliographic record in the OPAC. If a patron places a title hold on a bib record with parts cataloged separately without a monograph part label, the patron may not receive the particular item they want. If a library is splitting up items to circulate separately, the cataloger must assign each separate piece a monograph part label.

If the bibliographic record has items that are monograph parts and items that are the full set, the full set will be labeled "All Parts" by default in Evergreen. This means libraries which circulate the entire group of items together will no longer need to create a monograph part for the whole set, such as “All Discs”. Evergreen will assign those items the "All Parts" designation. Patrons can choose whether they want the full set or individual monograph parts for separate pieces.

The format of the monograph part label itself has a big impact on the way that holds can be placed on the items on each bibliographic record. Evergreen treats each label as a separate category when a hold is placed, so each new label created should be for a completely different subset of items. [see Example 2 below] It is important to use the controlled vocabulary below when creating and using monograph parts labels.

Example 1:

Bones: The Complete Second Season  — Full second season cataloged on same bib circulating together does not need "All Discs" monograph part label. Library that splits the season applies a monograph part label for each piece that circulates separately. 

Example 2:

Game of Thrones: The complete fifth season  Using two different labels, "Disc 1-3" and "v.1 Discs 1-3", for the same materials (discs 1, 2, and 3 of this season) means that these will be treated as separate items for holds. Since "Disc 1-3" follows the Controlled Vocabulary the two labels should be merged into "Disc 1-3" following the Merging Monograph Parts with Different Labels instructions below. The same is true for "Disc 4-5" and "v.2 Discs 4-5".

Monograph Parts and Holds

Monograph Parts differentiate between parts of monographs or other multi-part items. This feature enables catalogers to describe items more precisely by labeling the parts of an item. For example, catalogers might identify the parts of a monograph or the discs of a DVD set. This feature also allows patrons more flexibility when placing holds on multi-part items. 

Since patrons can only place title level holds within the OPAC, if a cataloger splits a season into separate volume or item records, a patron's hold might be filled by any item on the bib record. So, if a full season of Game of Thrones on the same bibliographic record is separated into separate item records for the six individual discs without using monograph parts, the patron's hold could be filled by any of the discs at random. If the patron places a hold from home and gets disc 6 instead of disc 1, they will likely express frustration and complaints to staff.

If a cataloger is dividing the materials cataloged on one bib record (e.g. a full season of Game of Thrones dvds) into smaller groups for circulation, the cataloger must use monograph parts. Patrons are then able to use monograph parts to place a hold on the specific disc or set of discs they want.

Monograph Parts Labels

Catalogers from different library systems may choose to leave a season whole or separate into monograph parts. If separated, it is important that the labels used for the monograph parts on the bib record are the same. If catalogers use different labels for the same piece(s) of a set  — e.g. "DISC 1-3", "disc 1-3", "Disc 1-3" — the patron will only be able to choose one of these three labels. So, instead of three potential targets to fill the hold, the patron will only have one. 

These parts:

v. 1: Discs 1-3

v. 2: Discs 4-5

v. 3: Discs 6-7

will not be grouped as potential holds with these parts:

Disc 1-3

Disc 4-5

Disc 6-7

because the labels are different. It is important to follow the same controlled vocabulary throughout the consortium, so that patrons who place monograph part holds have the highest number of potential target copies.

NC Cardinal Controlled Vocabulary for Monograph Parts Labels

At the 2018 Cataloging Forum, cataloging representatives agreed to use a controlled vocabulary for monograph parts labels. Evergreen treats each label as a separate entity for holds, so an item labels as monograph part "Disc 1-3" is not the same as the one labeled "DISCS 1-3". This means that a patron who wants to watch discs 1, 2, and 3, will not have the full group of potential copies unless those items are labeled exactly the same. 

More Examples:

For discs:

Disc 1

Disc 1-2

Disc 4-7

For volumes:

Vol. 1-2

Vol. I-VI

Vol. A-K

For parts:

Part I-III

Part 3-6

Part A-B

Create New Monograph Part Label

  1. Retrieve a bibliographic record.
  2. Click Actions for this Record. Then click Manage Parts.

     3. Click New Monograph Part

     4. Enter the new label using the NC Cardinal specified controlled vocabulary, and click Save. This will create a list of monograph parts from which to choose when you create a volume and copy.

NOTE: Labels are shared by the consortium and must follow the controlled vocabulary specified above. If an existing label follows the controlled vocabulary and meets your needs, please use that existing label rather than creating another.

Create Monograph Part on New Item

     5. Click Actions for this Record. Then click Add Volumes.

     6. The Volume/Copy Creator will open. Enter the number of volumes you want to add to the catalog and the volume description.

     7. Enter the number of copies and a barcode for each item.

     8. Select the part designation from the drop down menu adjacent to the barcode field. (“Episodes 1 – 6” in Example 23)

     9. Apply item template, if desired, and edit fields in the Copy Editor section. Be sure to select a shelving location from Location/Collection list and Circulation Modifier as these determine which circulation rules will apply at check out.

   10. Click Create Volumes/Items.

   11. The Holdings Maintenance screen will refresh to demonstrate the addition of the volume, copy, and part. These fields also appear in the OPAC View.

Edit Existing Item for Monograph Part

  1. Right click on the item in the Holdings Maintenance screen.
  2. Select Replace Barcode from the Actions for this Record dropdown menu.
  3. Add/edit the monograph part in the box next to the barcode (as above) by selecting the desired label from the dropdown list.
  4. Click on the Re-barcode/Update Items button to save change.

Merging Monograph Parts with Different Labels

The monograph part list for a bibliographic record may diverge from the proscribed format, resulting in multiple labels for what are essentially the same item. For instance, Vol. 1 may have variants like V.1Vol 1, or  Vol. 1 (leading space). Merging parts will allow cataloging staff to collapse the variants into one value.

In the Monograph Parts display:

  1. Click the checkbox for all items you wish to merge including the one you wish to prevail when done.
  2. Click on the “Merge Selected” button. A pop-up window will list the selected items in a monospaced font, with blanks represented by a middle-dot character for more visibility.
  3. Click on the item you wish to prevail.

The undesired part labels will be deleted, and any copies that previously used those labels will now use the prevailing label.

There is currently a bug in Evergreen that does not move any holds for items with the deleted parts label to the prevailing label, so please manually move the holds to the prevailing label after merging.

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