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NC Cardinal Policies

All NC Cardinal policies as determined by the Governance Committee and membership

1. NC Cardinal Code of Ethics Form

2. Cardinal Patron Privacy Statement

3. Cataloging

3.1. Cataloging Policy

NC Cardinal Cataloging Policy

The NC Cardinal consortium is committed to providing the highest standard of library service for consortium patrons. Member libraries share the responsibility of maintaining high-quality bibliographic records, as they form the foundation of the consortium’s shared catalog. To ensure the consistent quality and integrity of these shared resources, all member libraries within NC Cardinal shall ensure that any staff who perform cataloging functions in the ILS conform to the NC Cardinal Cataloging Best Practices established by the consortium and shall pass the appropriate cataloging assessments based on the criteria below:

  • The NC Cardinal Cataloging Committee has identified two levels of cataloging privilege. Item Catalogers primarily impact records within their local system. Bibliographic Catalogers additionally administer consortium-wide bibliographic resources. Some actions within the catalog do not require cataloging permissions, such as editing item and volume records (replacing a barcode, changing a call number, copy status, shelving location, etc.)

  • Any staff who wish to have Item Cataloging permissions must pass the Item Cataloging assessment. Examples of item cataloging include adding or deleting item and/or volume records.

  • Any staff who wish to have Bibliographic Cataloging permissions must pass both the Item Cataloging assessment and the Bibliographic Cataloging assessment. Examples of bibliographic cataloging include creating, editing, merging, or deleting bibliographic records as well as importing records from any outside source (vendor, z39.50, etc.). All NC Cardinal libraries should endeavor to have at least one certified Bibliographic Cataloger on staff at all times.

  • The NC Cardinal Cataloging Committee establishes, reviews, and updates the Cataloging Best Practices for the NC Cardinal Consortium. The Committee reviews and updates the assessments to ensure they fairly evaluate comprehension of consortium cataloging standards. Periodic recertification may be required for catalogers in NC Cardinal.

  • Any NC Cardinal library may suggest changes to the Cataloging Best Practices and to this Cataloging Policy by contacting a Cataloging Committee, Governance Committee, or NC Cardinal staff member.

  • Staff who have not yet passed the necessary assessment(s) to perform cataloging duties may be assigned temporary/limited Item Cataloging permissions. If there is no other Bibliographic Cataloger in a library system and a cataloger wishes to receive temporary/limited Bibliographic Cataloging permissions, they must first pass the Item Cataloging assessment. Temporary/limited cataloging permissions may be granted for no more than 3 months. Any cataloging work performed by catalogers with temporary cataloging permission must be reviewed by a certified Bibliographic Cataloging mentor (either within their library system or from another library system in NC Cardinal). This assigned Bibliographic Cataloging mentor will have the responsibility to regularly review and correct their mentee’s cataloging work until such time as the mentee passes the necessary assessment(s).

  • NC Cardinal staff will regularly monitor the Item and Bibliographic Cataloging assessment results, notify successful candidates after they achieve the passing score established by the Cataloging Committee, and assign the new cataloging permissions. Assigned cataloging logins may only be used by the person to whom they were assigned and a library system must promptly notify NC Cardinal staff when a certified cataloger no longer works at the library.

  • Catalogers will be notified by an NC Cardinal staff member when their practices do not conform to Cataloging Best Practice Standards. Staff that fail to address these concerns will be offered the opportunity to work with a mentor Bibliographic Cataloger. If non-compliance continues, the library director will be notified of continuing concerns regarding the cataloger’s performance.

  • Any member library that repeatedly fails to comply with the NC Cardinal Cataloging Best Practices as agreed to in the NC Cardinal Memorandum of Agreement sections I. B. 2 & 3, may result in suspension or revocation of cataloging privileges for the non-conforming staff member, subject to review by and decision of the Governance Committee.

Passed by NC Cardinal Governance Committee on February 13, 2019

4. Staff Accounts and Permission Policies

4.1. Staff Login Accounts and Permission Policies

Staff Login Accounts and Permission Policies

  • Cataloging and administrative staff login accounts shall be assigned to individual users, who are responsible for activities using that login to ensure compliance with all consortium policies. NC Cardinal libraries can retain generic circulation staff login accounts. Generic accounts currently in use for reporting will be transferred to a “reports only” permission group.

  • Each library system shall have a local administrator who is responsible for maintaining staff user login accounts in consultation with their library director and State Library NC Cardinal staff, creating accounts for new library staff and updating, merging, and deleting staff login accounts as necessary to keep employee access current and in compliance with all NC Cardinal policies.

  • Staff user login accounts are to be used only for access to Evergreen and work related activities, not to circulate materials or any other personal use.

Passed by the Governance Committee April 2017 

5. Resource Sharing

5.1. Sharing Agreement

When NC Cardinal began resource sharing materials in 2013, there were no consortium-wide lending requirements. Each library had a different limit on what kinds of items they would share that became confusing for library staff and complex to track and manage. As a result, library directors discussed and agreed to these standards:

Consortium members agree to share all circulating books, music CDs, audiobooks, dvds, Blu-rays and related audiovisual materials after expiration of the 6-month age hold protection. (Passed by unanimous vote at annual meeting, June 9, 2015)

It was proposed and approved that all member libraries share a base minimum of books, music CDs, audiobooks, dvds, and Blu-rays to member libraries after the expiration of the 6-month age hold protection period. 

Members agree to honor a minimum number of seven (7) hold requests and circulations per audiovisual item type.  (Passed by unanimous vote at annual meeting, June 9, 2015)

This was later amended by the Governance Committee to be a minimum total of 25 book and audiovisual materials because we found that Evergreen hold policies could not be limited to 7 for an individual item type/format (circ mod).


The 25 minimum limit for holds on books and AV materials applies as a total for all these formats (not 25 for each individual format) and does not count/include checked out materials. Individual library systems can limit their own patrons to fewer total holds and set limits on which patron permission groups may place holds at all. Llibrary systems cannot limit consortium patrons from other libraries from placing holds on their materials in these formats - so long as those materials are holdable and circulate to the owning library's patrons and age hold protection is no longer in force. Items that are not normally holdable would not be included, such a genealogy or reference materials.

So, Library A can limit Library A patrons' holds to a total of 10 items at a time, but cannot limit Library B or Library C patrons from placing up to 25 holds on audiobooks, books, music, and videos owned by Library A.