UNICORN-- Adding a Title

1. Philosophy & relationships as defined by Unicorn-- understanding the relationship between these records is the biggest hurdle to understanding the cataloging module.

The functional unit (bibliographic record and its parts) are referred to as an "item." Each item is composed of 3 levels:

a. TITLE LEVEL/RECORD. Equivalent to BIB data

b. CALL NUMBER RECORD.

-- Volume number is considered part of the call number.

-- Owning library is sufficiently unique to require its own call number record.

c. COPY LEVEL/RECORD. Corresponds to a physical, barcoded piece. The copy level is the only part of the "item" that is optional (primarily for acquisitions/serials purposes).

EXAMPLES:

a. Time flies

-- 1 title, 1 call, 2 copies

b. The world encyclopedia of people and places.

-- 1 title, 5 call w/1 copy each

c. Officer Buckle and Gloria

-- 1 title, 2 calls: 1 Dewey w/4 copies, 1 LC w/1 copy

d. After the storm

-- 1 title, 2 calls (same call#, but different libraries) w/1 copy each

Understanding the screen icons/getting around

In Unicorn, commands always consist of a "noun" called an "Object" and a "Verb"-- see command line (and demonstrate). Icons have been established which combine some objects and verbs for you.

1. Display1 Item (book with small magnifying glass)

Allows you to look without touching. This is your friend!!! On can access a record 3 ways:

a. By barcode number

b. By call number

c. By title control number

Review display options:

Check boxes (Red check mark= Yes, show me) for:

All copies Holdings

All volumes Fixed fields

Bound-with Orders (i.e., purchase orders)

Shadow-- Show me copies from only the shadow file, the "live" file or both

Entries-- How much bib data do you wish to see? These are defined by policies established by the library

All-- equivalent of bib screen w/all MARC tags, etc.

Full-- Some MARC fields, but not all (e.g., 1XX, 245, 260, 500, & some 650s

Brief-- Essentially author, title and nothing else.

Libraries-- Default is to "all", but you can specify just one library. If you only select one library, you will get the bib data, but will not see any holdings (i.e., call number or copy records), because they do not exist for the library you are searching. (Example, find barcode 31197210059165, limiting by MCKAY library)

2. Display2 (book with large magnifying glass)

This command probably won't be used much in by Catalog Dept.-- purpose is to show data related to the title, but found in other modules (e.g., Acquisitions, serials, etc.) Also important to note that it will not display full bib data, just author/title (and we can't change it!)

Important to note: Symbols will carry across modules-- small magnifying glass will always be "Display1," large magnifying glass will always be "Display2", etc.

3. Create item (book with pencil point; pencil point= create). We'll come back to this later.

4. Duplicate item (two books)-- Use this whenever you wish to create something new which is similar to something else which already exists in the system.

Example: You have an item and wish to create a second record for a different edition. Similar to CRE * in RLIN.

5. Edit item (book with eraser end of pencil)-- We'll explain later, but it allows you to modify an existing record.

6. Transfer item (book on wheels)-- example, moving a copy (barcoded piece) from record to another, etc.

7. Remove item (book with red X)-- more later.

Create item

What is an ITEM? (The ENTIRE record-- title, call & copy)

1. Everyone click on create item.

2. NOTE: 1^st thing it asks for is "ACTION"-- create title, call, copy, etc. Ask class to explain difference.

3. NOTE: As you click each box, different portions of the screen are greyed out.

4. Create title: Asks whether you wish to create a complete record or a brief record-- Brief would most likely be used by Circulation-- the Unicorn equivalent of a Notis unlinked item record.

5. It asks you for a new call number. (If you opt for an auto generated call number, it will begin with XX). You can come back and change this later.

6. Notice "Add call, add copy, or load order" is greyed out & displays "existing" barcode and call number from record you looked at/modified previously.

7. You can go no further without clicking OK. Having done so, notice that lower left corner indicates that you are "creating new title".

Screen now requests copy information:

8. It asks for a bar code number, if you leave it at AUTO, the system will create a "dummy" bar code number beginning with XX.

9. Now you are asked to specify an "item type". Item types are based on circulation rules. This is a mandatory field. The arrow gives you a pull-down menu to select from. You can either type it in or click on the desired type as it appears on the menu. For now, select "book."

10. Number of pieces-- if left blank, system assumes 1 piece. If a value other than "blank" or 1, system requires Circ Desk to verify that all pieces are there at check in/check out. For now, don't worry.

11. Home location-- this is the place where the book resides when sitting on a shelf. For now, select "Lee-stacks." Again, notice there is a pull down menu. If you begin to type into the field, once you get to a point where the system can recognize where it thinks you're going, it will fill the field in. Again this is a required field.

12. Item Cats 1 & 2 are library defined and will be used for statistical purposes. Current feelings are that we will use Item Cat1 to identify the source of the bib data.

13. "Permanent" is asking whether this title is intended to be a permanent part of the library collection. It is a "check box"-- therefore, check means YES. Examples of things which might not be part of the permanent collection-- a professor's copy of a book or an article that is currently on reserve, etc.

14. "Circulate"--DO NOT TOUCH/CHANGE THIS FIELD! The item type controls circulation, so if you want to change the rule regarding whether something is allowed to circulate or not-- the better way to do that is to change the item type!!!

15. Total charges and price are fields that we probably won't worry about-- but I can explain if desired.

16. NOTE SCROLL BAR ALONG LEFT MARGIN OF THE WINDOW! Scroll down.

17. Next the system asks for call number information.

a. Class scheme-- required field, notice pull-down menu. For now, pick LC.

b. Asks for the owning library-- for now, pick LEE.

Continue to scroll down...

Title information

18. Asks for record format. "MARC" means that you wish the bib screen to default to the Books format.

19. Entries-- is asking you what kind of a bib screen you wish to input. Default is to "TEMPLATE"-- and is policy controlled.

Remember, remember, remember to scroll down and check the box for fixed fields!!

NOTE: also a box for "Shadowed title"-- as you scroll back up the screen, you will notice "Shadow" check boxes. One can choose to "shadow" something -- i.e., hide it from the public. Notis only allows us to shadow or suppress something at the title level-- the entire bibliographic record and all parts associated with it. Unicorn allows us to hide all or part of a record. It is best to "shadow" at the lowest possible level.

EXAMPLE: one copy of volume 5 is lost. This is a 10-volume set and we have the complete set in 3 locations, 1=Stacks, 1=Sci Ref, 1=Bean. What are ramifications of "shadowing" at various levels?

Through all of this: nothing happens until you click "OK" Please do so now.

This "reformats" what you have input to this point and allows you to make changes to it. Note that the status line at the lower left hand corner of the screen now reads "Item created." You can now scroll down and get to blank bibliographic data fields.

Complete some bibliographic data for the book GREEN EGGS AND HAM. Do something to make your record unique from everyone else's.

Before doing so, however, let's go over the buttons along the top right hand portion of the window.

a. Add above-- Adds a blank MARC field above the line where your cursor is placed.

b. Add below -- Adds a blank MARC field below the line where your cursor is placed.

c. Delete a MARC field-- lines and asterisk

d. Edit-- Paper and pen

e. Restore-- Rabbit popping out of magician's hat.

f. Pencil eraser-- erase.

Notice that you can also scroll back up through fields you have already created and change them (e.g., call number, bar code, etc.) at this point.

IMPORTANT NOTE: We have requested that the system allow "mixed case" call number entry (so that system allows both upper and lower case alpha characters in the call number) -- The system is "case sensitive." This means that whenever you conduct a call number search, etc. the system will require you to input the call number EXACTLY as it appears in the call number field---- if capitalized, it must be input with a capital letter, if lower case, it must be input with a lower case alpha character. IF DONE IMPROPERLY, IT WILL HAVE AN IMPACT ON YOUR SEARCH RESULTS!!!

When complete-- click on OK or "enter" key.

Now go back and search with binoculars-- were you able to find the record you created? What reason might you have for being able to find it or not. (YOUR NEW RECORD WILL REMAIN PART OF THE SHADOW FILE UNTIL THE NEXT TIME THE ADUTEXT REPORT IS RUN.)