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UC San Diego Local Practices under RDA

UC San Diego follows the PCC RDA standard record guidelines for all its cataloging (BIBCO and CONSER). The table below lists cases where we have local practices, where additional guidance is needed, or where we go beyond what is required. Catalogers should follow these guidelines, applying catalogers’ judgment depending on the resource in hand.

In addition, catalogers working with certain formats or types of materials will also consult applicable community standards documents.

RDA Instructions & Elements RDA No. Notes MARC Encoding
Translations or Transliterations of the Title Proper Follow UCSD Translated Title Practice. 242
Statement of responsibilities &

Generally record titles, both before the name and post-nominal letters (i.e. Ph.D., etc.) but omit affiliations (e.g. University of Virginia). However, if a person has many post-nominal titles, you may ignore them instead of transcribing them.

Transcribe any additional creators or contributors in the 245$c and add the corresponding authorized access points. However, if it is a ridiculous number, use judgment on how many to record.

Use cataloger’s judgment when hybridizing/replacing statement of responsibilities with “[et al.]”, either with complete list of creators/contributors or with the phrase “[and others]”; a specific number is not required.

245 $c

Recording Changes in Edition Statements

Consult both the LC-PCC PS at and OCLC Bibliographic Formats and Standards, Section 4 when an edition statement changes.

For locally made-up sets with different edition statements, use the most common edition statement in the 250 field and record variants in a 590 note. See Multipart Monographs & Added Volumes.




Recording Changes in Publication Statements

Consult both RDA and OCLC Bibliographic Formats and Standards, Section 4 when a publication statement changes.

For locally made-up sets with different publication statements, use the most common publication statement in the 264 field and record variants in a 590 note. See Multipart Monographs & Added Volumes.




Manufacture Statement 2.10 For rare materials, add a manufacture statement for San Diego printers and trace in an added access point.

264 _3


Copyright Date 2.11 Supply if readily available regardless of the presence of publication and/or distribution dates. 264 _4 $c
Series Statement 2.12 Follow UCSD Series Practice. 490
Identifier for Manifestation (ISBNs, ISMNs, etc.) 2.15 Add for main and accompanying materials.






Note on Statement of Responsibility 2.20.3

For moving images, add a 508 note for producers and directors only, if not already given in the statement of responsibility.

Also for moving images, add a 511 field in Millennium only for UCSD faculty who are performers, narrators, and/or presenters.

For sound recordings, add a 511 field for UCSD faculty who are performers, narrators, and/or presenters. Add to the master record whenever appropriate.



Dimensions Add for all formats except remote electronic resources. 300 $c
Equipment or System Requirement 3.20

For sound recordings:

If item is SACD, add the following wording: Hybrid Stereo/Super Audio CD (SACD): stereo layer playable on standard CD player; SACD-encoded layer requires SACD equipment.

If item is DVD-Audio, add the following wording: DVD-Audio, requires DVD equipment for playback.

If item is HDCD, add the following wording: HDCD encoded compact disc; plays on standard CD players but requires HDCD-compatible player for enhanced sound.

Restrictions on Access and Use 4.4 & 4.5 Add for embargoed UCSD theses and dissertations. 506
Uniform Resource Locator 4.6

For materials other than electronic:
Ignore any 856s in OCLC master record. Locally delete 856’s before or after exporting records from OCLC to Millennium. If an existing Millennium record contains 856(s), keep. Bounce any requests to add 856s to supervisor. Do not create PIDs or Bib PURLs for related resources (856 42).

Do not add 856s to the master OCLC record. If cataloger receives a request to add an 856, or finds item is available online, bounce to supervisor.

For electronic resources:
For original and copy cataloging, include only if the record is for an online resource. Do not include links to online equivalents on direct access resources; these should be cataloged separately only if a bibliographer requests it. Remove such links in copy. Ignore 856s for related resources in copy cataloging.

For Special Collections:
Add an 856 41 as appropriate to the Millennium record following SC&A Single Record Practice.

Preferred Title for a Compilation of Works of One Person, Family, or Corporate Body (see or

Do not assign conventional collective titles with "Selections" in the following situations (instead, determine the preferred title of the work by following RDA

  • A compilation of poems, short stories, essays, etc. that has its own title and is being published for the first time, and/or
  • A compilation whose contents are intended by its creator to exist together as one work.

In case of doubt, do not assign a conventional collective title.

This preferred title should be input in the 245 field and not the 240.

Note that this is different than LC's policy as described in LC PS

Classify such publications as separate works.

Authorized Access Point Representing an Expression 6.27.3

In general, follow LC's practice in the policy statement, e.g. do not add another characteristic to differentiate expressions in the same language but accept any more granular expression access points in existing authority and bibliographic records.

Optionally, if catalogers feel it would bring out important access, they may go to the more granular level in the expression access point, ensuring to create authority records and update all affected access points in Roger, plus the corresponding records in WorldCat.




Dissertation or Thesis Information 7.9

Record this information in a formatted 502 field.

For UCSD theses and dissertations, also add a 655 according to the UC Standard Practice for Cataloging UC Theses and Dissertations.



Period of Activity for Persons Only use the period of activity in an access point for a person who has died, not someone who is likely still alive.  X00
Exemplar of Manifestation (Call Numbers, etc.) 17.11 Follow UCSD Call Number Policy and Practices.







Relationships Between Works, Expressions, Manifestations, and Items 24, 25, 26, 27, 28 & Appdx. J

Include relationship designators whenever possible for a resource associated with another resource. Refer to RDA Appendix J for choosing the appropriate relationship designator.

Two possible examples (not exhaustive):

  • 7XX $i Container of (work):
  • 7XX $i Container of (expression):

Serials catalogers should record all the relationships to which they accustomed using the usual MARC linking fields.

Electronic resources catalogers should record the original editions that were in another format in the 776 field. The same applies to other reproductions with a format change (e.g., microforms). Use relationship designators from Appendix J in 776$i.

Monograph catalogers should use the specific MARC linking entry field (fields 760-787) when recording a relationship to another WEMI entity. The most common ones are:

  • 765 field for the original language expression for translations.
  • 773 field for component parts or "in-analytics."
  • 775 field for other editions. See the 775 Field Quick Reference Sheet on TPOT for more guidance.
  • 787 field for sequels, prequels, etc.






Recording Relationships to Related Manifestations for Issued With Resources

For “issued with” resources (i.e.  resources issued together on the same carrier at the time of publication), use the structured description for the related manifestation and record in the 777 field with the "Issued with:" relationship designator in $i. Catalogers may optionally record these relationships in the 501 field in addition to the 777 field.

If there is an overwhelming number of resources issued together, catalogers may opt to just use an unstructured description in the 500 field.




Recording Relationships to Related Items for Bound With Resources

For “bound with” resources (i.e. resources bound together on the same carrier subsequent to publication), use the structured description for the related item and record in the 590 field (not the 501 with $5 as instructed in the LC-PCC PS). However, do add the phrase “Bound together subsequent to publication” as described in the policy statement. Begin the field with “Bound with:”

Catalogers may optionally add 787 fields with “$i Bound with:” to provide searchable links in Roger. Do this in Roger only and not in the WorldCat master record.

If there is an overwhelming number of resources issued together, catalogers may opt to just use an unstructured description in the 590 field.



Relationships Between a Resource and Persons, Families, and Corporate Bodies Appdx. I

Include relationship designators whenever possible for persons, families, and corporate bodies associated with a resource.

100 $e

110 $e

111 $j

700 $e

710 $e

711 $j

Required Non-RDA and MARC Data Notes MARC Encoding
006/007 for Accompanying Materials Do not add an 006 or 007 for accompanying materials.



007 for Rare Materials When attaching a link for a UCSD electronic version using the single record approach (print and electronic access on the same bib record), do not add an 007 to either the master record or the local record. 007
006/008 Government Publication Code  Use the correct code for all materials in both copy and original cataloging.

Follow the coding guidelines in the Descriptive Cataloging Manual sections B5.10.2 and B5.10.3 with the following exception: DO NOT code publications from state university presses as state documents.
Fixed Fields for All Formats (except the government publication code) Code correctly and sufficiently so that the record will validate in OCLC. Do as little work as possible (e.g., you must code the Conf, Fest, and Indx bytes in the books format). 008
Ctaloging Source

Check the 040$b to make sure that the copy is English-language cataloging.

For Special Collections, follow the BSR with the Rare Materials addendum, except for ANP materials which just uses the regular BSR. Other descriptive codes such as AMREMM, DACS, etc. may be used depending on the material type.

Action Note

We use action notes in item and checkin records to record rentention or shared print agreements: the 583 when the item is part of a larger agreement (e.g. WEST) and the 983 when the action only applies locally.

When following the single record policy for electronic resources digitized in-house, SC&A will add a 583 note to the OCLC master print record to alert other institutions that the item has been digitized. The field will look like this:

583 1_ $a digitized $c <year> $u <URL of electronic item> $2 pda $5 CU-S



Local Notes

Use for UCSD-specific treatment or UCSD-specific copy notes. See UCSD 590 Notes.

For Special Collections, also see UCSD Standard Cataloging Verbiage.


Accept 655s as found on copy, except delete copy-specific terms. See the UC San Diego Form/Genre Policy for more information.

For UCSD theses and dissertations, follow UC Standard Practice for Cataloging UC Theses and Dissertations.

For Special Collections, follow SC&A Genre Term Practice.

Local Added Access Points

Use for local access to collections and gifts. See Added Entries for Gifts and Other Collections.

For Special Collections, see SC&A Collection Specific Procedures.

Series Access Points In general, UCSD does not trace series. See the UCSD Series Practice for exceptions and more information.





Written by the Roger Metadata Policy Subgroup, April 1, 2014
Last revised by Jim Soe Nyun, November 17, 2016