Item records attached to a bibliographic record for a serial or multi-part item contain information in the Volume field to identify the part, volume, issue number, etc. In these instances, when a patron places a hold, Polaris will ask the patron to select a particular part, volume, issue, etc. The system is designed to group together all items for that particular part or volume from any library and fill a hold from any available item within that group. However, Polaris will group these items together only if data in the Volume field in the item record has been entered consistently.
This policy applies only to item records created through the cataloging module for circulating items where an item record for an individual part is attached to a bibliographic record for a set (i.e., a multivolume set of poetry, or an encyclopedia that is circulated)
The following standard abbreviations/entries should be used:
For Volume, enter: v. [Arabic numeral]
On piece: Volume one
In item record, enter: v. 1
On piece: Volume IV
In item record, enter: v. 4
On piece: Vol. 2
In item record, enter: v. 2
For Volume and part, enter: v. [Arabic numeral], pt. [Arabic numeral, or letter]
On piece: Volume one Part 2
In item record, enter: v. 1, pt. 2
On piece: Volume V, Part A
In item record, enter: v. 5, pt. A
For Volume and letter or range of letters, enter: v. [Arabic numeral]/[letter or range of letters]
On piece: Volume 2 D-F
In item record, enter: v. 2/D-F
For Volume and range of years, enter: v. [Arabic numeral]/[years]
On piece: Volume 4 1940-1950
In item record, enter: v. 4/1940-1950
For Volume, edition, and year, where edition is not considered important, enter volume and year only:
On piece: Volume 5 6th edition, 2012
In item record, enter: v. 5, 2012
For Book, enter: bk. [Arabic numeral]
On piece: Book One
In item record, enter: bk. 1
On piece: Book VI
In item record, enter: bk. 6
On piece: Book 2
In item record, enter: bk. 2
For Edition, enter: [Ordinal number] ed.
On piece: First edition
In item record, enter: 1st ed.
For edition and year, enter: YYYY, [ordinal number] ed.
On piece: 19th edition, 2014
In item record, enter: 2014, 19th ed.
For year alone, enter: YYYY (Enter as Arabic numerals—do not enter Roman numerals)
On piece: MMXII
In item record, enter: 2012
Exceptions:
This policy does not apply to item records created through the serials module for periodicals. The serials module is set up to automatically enter consistent issue information.
Do not use in records for multipart DVDs or Blu-rays (i.e., a record for the entire season of a televisions series). Discs that are circulated separately must be attached to a record for the individual disc, and the Volume field is left blank.
Rev. 10-2024