Poetry periodical issues which also have unique titles are subject to treatment as both periodicals and monographs. This memorandum establishes procedures which are to be followed when providing access to Poetry periodical issues as both periodicals and monographs. The procedures can be followed without assigning call numbers to periodicals.

The objective is to create a full monographic record for any periodical issue which is monographic in nature while filing the issue with other issues of the periodical title. Providing this dual access will require CTS and Poetry/Rare Books staff to adhere to the procedures described below.

1. All identification of periodical issues which are monographic in nature will be done by Poetry.
   1. When reviewing incoming current periodical issues

   2. When reviewing newly-cataloged periodical titles

   3. When reviewing gift material before it is sent to CTS for cataloging

   4. When reviewing the cataloged collection and identifying periodical issues which are monographic in nature but which have been shelved as a periodical without being given monographic treatment

   5. When reviewing the cataloged collection and identifying periodical issues which are monographic in nature and which are presently classified as a monograph and not shelved as a periodical

   For both D and E, CTS will have to create or adjust bibliographic records.

2. Access as a periodical
   1. Any periodical issue which is also cataloged as a monograph will be reflected in the BISON MHLD for the periodical and will be shelved as a periodical.

   2. It will be the responsibility of the Poetry/Rare Books Collection to reflect in the BISON MHLD the volume and/or issue number and the date of all periodical issues, including those which are also given monographic cataloging treatment.

3. Access as a monograph
   1. CTS (revised)
      1. will import or create a full bibliographic record including adding a new record to OCLC if necessary

      2. will make sure that a 773 field is part of the record,
         e.g.,

         773:1b: $t Unspeakable visions of the individual;
                         $g v.7
         

         The use of this field will result in an "in analytic" message in the public display.

      3. will add the periodical title as a 730 field

      4. will insure that all monographic records added for poetry material will have a record status of "h."

      5. In order to alert Poetry/Rare Books staff that a newly-cataloged monograph is also a periodical, CTS staff will add the location code and call number substitute to the BISON copy statement,
         i.e.,

         1U rp,p $b NO CALL NUMBER;--SHELVED; WITH THE; PERIODICAL
         
                         

   2. Poetry/Rare Books (revised)
      1. will add the issue to the BISON MHLD for the periodical title and shelve the issue with others for the title

      2. will use the collocating provided by the added entries for the periodical title instead of listing the authors and titles in the MHLD

4. Notes on routing
   1. Items which are to be cataloged as both periodicals and monographs can come to CTS from Poetry with the decision to provide dual access.

   2. Items which have been recently cataloged as periodicals can be returned to CTS with the instructions to also catalog as a monograph following the procedure outlined above. CTS should not make the decision to provide dual access.

   3. If an item which has been sent to CTS for initial cataloging as a monograph is determined to be an issue of a periodical, CTS will share this information with Poetry and get a decision as to whether the item should be cataloged as both a periodical and a monograph.

5. Note on series

   This procedure will apply to all material collected and housed by Poetry/Rare Books as a periodical for which access as a monograph is also wanted. It is recognized that some titles that Poetry/Rare Books collects and houses as a periodical may or could be controlled elsewhere in the Libraries as a monographic series. The procedures outlined above are to be followed for Poetry/Rare Books copy, even if the same bibliographic entity is created only as a monograph with a series note for another area of the Libraries.