Call numbers--Size designation

Materials in SUL are categorized by size and shelved accordingly to insure efficient use of stack space. Three basic categories exist: large volumes, small volumes, and regular sized volumes. The first two categories contain subcategories or exceptions. Especially note exceptions for Music and Special Collections materials incorporated below.

Contents:
I. Large volumes ("folios")
II. Small volumes ("tinies")
III. Terminal sets of mixed sizes
IV. Serials of mixed sizes
V. Supplementary volumes

I. Large volumes ("folios")

  • If a volume is indicated in the 300 field as from 30 cm. to 49 cm. in height or width, add the letter "F" to the call number.
  • If a volume is indicated in the 300 field as 50 cm. or over in height or width, add the letters "ff" to the call number.

Exceptions:

  1. Special Collections materials. Use the above guidelines with the following exceptions.
    1. Add the "ff" designation, regardless of size, for certain materials designated by Special Collections (such as broadsides) for which flat shelving is desirable.
    2. Special Collections materials which measure more than 25 cm. in width are marked "f".
  2. Music Library materials. Materials below 40 cm. are treated as regular sized items. Materials where either height or width is 40 cm. or more use the "f" designations. "ff" is not used for Music Library materials.

II. Small volumes ("tinies")

  • "Tinies" are 15 cm. or less in height; width is not considered in this status. Add the letter "t"to the call number. (See exception for Music Library materials below.)
  • Location:
    1. Green, SAL1/2 and SAL3 Stacks: "Tinies" acquired for these stacks home locations are shelved in Green Locked Stack (location LOCKED-STK).
      Cataloging staff processing new titles which are 15 cm. or less in height for these libraries should change the location on the routing flag and in the Symphony home location to LOCKED-STK.
      Binding and Finishing staff should add "LOCKED-STK" to the call number label.
    2. SAL3 NH-INHOUSE PAGE-SP tinies should be processed for the SPEC-COLL library, with type STKS and home location RARE-BOOKS. Items with a PAGE-SP requirement are to be used only in the Special Collections reading room and therefore should not be processed for Green Locked Stacks. SAL3 does not house items fitting the 'tiny' criteria.
    3. Other SUL libraries: add "t" to the call number for all "tinies" destined for non-Green, SAL1/2 and SAL3 locations (with the exception of Music Library), but do not change with the home library shelving designation. Shelving policies vary for such materials from location to location. (Some shelving locations intershelve these items with the remainder of their collections, while others segregate them.) Exact disposition is handled locally.
  • Paper bound "tinies": Paper bound volumes 15 cm. or less in height are no longer bound to a taller size so as to qualify for regular shelving. Add "t" to the call number and follow all other procedures in this chapter.
  • Exception for Music Library materials. The designation "tiny" is not used in the Music Library. Books 15 cm. or less are not shelved separately. However, scores under 20 cm. in height (generally called miniature scores, mini-scores, or study scores) are shelved separately. For these scores, add the letter "m" to the call number.

III. Terminal sets of mixed sizes

  • Assumptions:
    1. The call number on a volume must agree (including size designation) with the call number in the bibliographic record for the volume.
    2. SUL normally does not split sets between different shelving locations.
  • Sets with some folio-sized volumes
    1. Base the size designation for the entire set on the size of the majority of the volumes. E.g., if the majority of the volumes of a terminal set are of "folio" size, add "f" to the call number of the entire set, and vice-versa.
    2. If only part of a terminal set is in hand, the size common to the majority of the set determines the size designation in the record and on the pieces. Do not update the size designation in the call number if subsequently received pieces change this balance. If size designation presents a problem for Access Services or branch staff, they may request a change in size designation.
  • Sets with some tiny-sized volumes
    1. If a terminal set acquired for Green stack includes any volumes 15 cm. or less, add "t" to the call number for the entire set and change the shelving location on routing flags and in the record to LOCKED-STK.
    2. If a set for non-stack locations includes some "tinies," follow the guidelines in III.C above.
    3. If a "tiny" terminal set cataloged for Green LOCKED-STK receives added volumes larger than 15 cm. in height, DO NOT make any changes to the record or size designation. Continue to mark volumes with "t" and send to LOCKED-STK.
    4. If a "tiny" added volume is received for a set already cataloged for Green Stacks (a situation which can occur when paperbound "tinies" have been bound to more than 15 cm. under earlier policy), add "t" to the call number on the yellow routing flag and change the shelving location to LOCKED-STK. Retrieve the earlier volumes from Green Stacks and initiate transfer to LOCKED-STK for all volumes. If the record contains an old "binding note," remove it.

IV. Serials of mixed sizes

For serials consisting of volumes of mixed sizes, follow the guidelines for terminal sets in Section III above. Exception: When a "tiny" is first received for a standard sized serial, Serials Department staff is unable to initiate transfer of the Stack pieces to LOCKED-STK. In such rare cases Access Services will request a transfer to LOCKED-STK on a SUL 98c transfer form.

V. Supplementary volumes shelved in Green

  • Supplementary volumes cataloged on the same bibliographic record as the work they supplement (either in a note or at the end of the physical description) should carry the same size designation as that work, regardless of their size. E.g., folio-sized atlases, portfolios, etc., supplementing a standard- sized work and included in the catalog record, do not include an "f" in the call number. (Normally the supplement is shelved with the main work, refers the patron to its actual location.)
  • Supplementary volumes cataloged on separate bibliographic records do not always carry the same size designation as the main work. Assign a size designation to the call number of the supplement only if its size warrants it. Do not consider the size of the main work or its classification number when deciding upon a size designation of a separately cataloged supplement. Determine shelving location according to B.1-4 below.
    1. If the supplement is folio sized but the main work is regular sized, add an "f" to the call number of the supplement, but do not change the designation on the main work.
    2. If the supplement is regular sized but the main work is folio sized, add no size designation to the supplement, and leave the main work as is.
    3. If the supplement is a "tiny" but the main work is regular sized, mark the supplement "t" in the call number and change location to Green LOCKED-STK. If the main work is shelved in stacks, retrieve it and transfer to Green LOCKED-STK.
    4. If the supplement is regular sized but the main work is a "tiny", do not mark the supplement "t" but change its location to Green LOCKED-STK.
KRT, MDU, Stanford University
Last updated: November 17, 2008