Subject: Establishment and Revision of Notation Codes and Universal Messages

Purpose: To Standardize Creation, Authorization, and Implementation of Notation Codes/Universal Messages

Effective Fall 1995


BACKGROUND

Two forms of messages are used in NOTIS: the notation code and the universal message. It is necessary for staff members who recommend the establishment or revision of notation codes or universal messages to fully understand their relationships, functions, and display. In addition, most public service staff need to understand these codes to ensure correct interpretation for library users. Codes and messages need to be standardized throughout the LSU Libraries.

DEFINITIONS

NOTATION CODES: Notation codes are programmed in the NOTIS LMS System Control File. A Notation Code is entered in a copy level notes field of a copy holdings record and the system displays the corresponding message in the OPAC.

UNIVERSAL MESSAGES (UM=): Universal messages are free text messages that are keyed in the copy holdings records in the copy level notes field. The free text message displays in the OPAC.

See NOTIS Users' Guide: Acquisitions and Serials, Appendix I for more information.

POLICY

ESTABLISHMENT AND REVISION OF NOTATION CODES AND UNIVERSAL MESSAGES

Automation & Systems will implement only those new or revised notation codes which are unique within the LSU NOTIS system, conform to the maximum of 60 characters, are complete, i.e., include code and display message, and which clearly have been approved by all necessary staff as described below. Notation codes should be used when more than ten records are affected.

Automation & Systems does not implement universal messages; these must be established through departmental channels and may not be used without the approval of the Bibliographic Procedures Committee.

PROCEDURE (Effective Immediately)

NOTATION CODES

1. A staff member who recommends the establishment or revision of notation code and display message submits the proposal to the department head for review and decision.
2. The department head reviews the proposal with other staff members as appropriate, designates both the new or revised code and the new or revised display message (although a revision may apply to only one of these)
3. When a code and display message have been approved by the department head, the recommendation is forwarded to Automation & Systems.
4. Automation & Systems checks the recommendation for uniqueness and conformity to standard practice, ensures that department head approval has been secured, and reviews the recommendation with the main Circulation and Catalog departments when those departments are affected.
5. Automation & Systems refers the request to Bibliographic Procedures Committee for its approval. Upon its approval, Automation & Systems creates the code and accompanying message and notifies the appropriate department head that the notation code has been established or revised.
6. The department requesting the code informs LSU Libraries of the new code and message through standard channels including the library listserv. Systems periodically distributes an updated list of the approved notation codes and display messages.
7. Department heads who supervise staff using these codes should maintain written procedures for use of these codes, and a list of who is authorized to enter them.

UNIVERSAL MESSAGES

1. A staff member who recommends the establishment or revision of a universal message submits the proposal to the department head for review and decision.
2. The department head reviews the proposal with other staff members as appropriate and approves the new or revised message.
3. After the universal message has been approved by the department head, the recommendation is forwarded to the Bibliographic Procedures Committee for approval.
4. Upon approval of the Bibliographic Procedures Committee, the Chair of BPC notifies the department head and the committee's designee to maintain the official comprehensive list of universal messages.
5. The department requesting the message informs LSU Libraries of the change through standard channels including the library listserv.
6. Department heads who supervise staff using these messages should maintain written procedures for their use, a list of the messages, and a list of who is authorized to enter them.