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Express Cataloging

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Submit an Express Cataloging Request Form here.

The Express Cataloging option allows libraries to obtain cataloging for certain resources at a reduced rate and without having to send the physical item to a cataloging hub. All SHARE libraries are eligible to use this option if desired.

The library is responsible for identifying a matching bibliographic record in the OCLC WorldCat database and providing the required information to SHARE Bibliographic Services staff to import the record into Polaris. Matching records will be identified using the same criteria used for matching in the Polaris database. Information on the match criteria can be found in the Searching and Matching handout.

Requirements:

  • All staff members submitting items for cataloging under this option must have completed the Barcoding Training (Login using your Polaris username and password)
    • Or, sign up for a live Zoom Barcoding class in L2 
  • Only print books and audiobooks will be accepted for Express Cataloging, including:
    • regular print,
    • large print
    • "larger print"
    • board books
    • CDs
    • MP3 CDs
    • Wonderbooks
    • Vox books.
  • At this time, Playaways, Go readers, Me readers, etc., are not accepted
  • Items that do not qualify for Express Cataloging can be sent to the appropriate SHARE Hub for full cataloging.There is a $14 fee for each item.
    • Use this form to request green cataloging transit slips be sent to your library at no cost.
    • For libraries assigned to the Champaign or Edwardsville Hub, please address your transit slips to "SHARE Cataloging - ZED."
    • For libraries assigned to the Carbondale Hub, please address your transit slips to "SHARE Cataloging - ZCA"

Steps:

  • Search the Polaris database for a matching record
  • If you don’t find a matching record in Polaris, search the WorldCat database for a matching record:
  • If you don’t find a matching record in the WorldCat database, you may:
    • Set the item aside and search again at a later date
    • OR
    • Send the item to the cataloging center at your hub for cataloging at the full rate
  • If a matching record is found in WorldCat that contains all the required cataloging (see below), submit a Express Cataloging Request Form.

Submitting the Form:

  • Individual Requests (for 1-5 requests)
    • Submit one web form for each item
  • Multi-Requests (for 6-25 requests)
    • Select "submission type--multiple requests"
    • Attach your Excel or Word document containing up to 25 items per request.
    • Each Excel spreadsheet or Word document must have the following fields:
      • Author
      • Title
      • Requested OCLC number
      • ISBN
      • And two blank fields: one for SHARE staff to supply the Polaris control number and one for any notes from our staff.
  • In the Email Address box, enter the email address associated with your SHARE help desk account. A help desk ticket is automatically generated from the web form.
  • Enter “none” in the Author box on the form if your resource does not have an author.

Attaching Your Item Record:

  • $4 per item uploaded to Polaris (billed quarterly)
  • You will be notified through the SHARE help desk either that the record(s) has been imported or that the record does not meet the criteria for importing.
    • If the record is not imported, you will be notified with the reason (i.e., cataloging is incomplete):
    • If the record is not imported, you will not be charged, and you may re-search the WorldCat database to find a different matching record and submit a new web form.
    • You may also opt to send the item to the cataloging center at your hub for cataloging at the full rate.
  • If the record is imported, you may then search the Polaris database for the bibliographic record and attach your holding. Please attach your holding promptly.

Bibliographic record requirements

Records that are imported into Polaris must contain complete cataloging. Brief or incomplete records will not be loaded. For a record to be considered complete and eligible for import, all the following fields must be present if applicable and must match your item:

Books

  • Title
  • Language of cataloging must be English (ǂb eng must be present in MARC field 040)
  • Responsibility: author(s), illustrator(s), editor(s), translator(s), etc.
  • Edition statement, if present on the item (See the Searching and Matching handout for exceptions)
  • Place of publication (See the Searching and Matching handout for exceptions)
  • Publisher
  • Publication and/or copyright date
  • Description (i.e., number of pages, illustrations, size, accompanying material, etc.)
  • Series statement, if present on the item
  • Subject headings (these do not have to be present on the item, but the record must include subject headings and they should be appropriate for your item)

Audiobooks (CDs or MP3s)

  • Language of cataloging must be English (ǂb eng must be present in MARC field 040)
  • Title
  • Responsibility
  • Edition statement (i.e., Abridged or Unabridged, [MP3-CD])
  • Place of publication
  • Publisher
  • Publication date (i.e., 2020, ℗2020)
  • Description (i.e., 1 audio disc (9 hr., 52 min.) : ǂb MP3, digital ; ǂc 4 3/4 in.)
  • Narrator
  • Series statement, if present
  • Subject headings

Available training on searching WorldCat

The following online resources are available to help you become more familiar with searching WorldCat

Connexion client:

WorldCat browser:

WorldCat web interface Tutorial