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Cataloguing and Metadata Librarian

Department: Library - Cataloguing Effective Date: March, 2008
Grade:

USG 8-13

35 hr/wk

Reports to: Head: Cataloguing

General Accountability

The Cataloguing and Metadata Librarian is accountable to the Head: Cataloguing for assisting with the management the department and for managing a team of Library Associates in the cataloguing unit. S/he is also accountable for the cataloguing of materials and for the creation and maintenance of authority records to support the cataloguing process. In assigned areas, the incumbent is accountable for the subject analysis and classification of resources for which no cataloguing copy is available. The Librarian participates in the monitoring of national and international cataloguing and metadata standards and in the formulation and documentation of local cataloguing policies and procedures. The Librarian is responsible for overseeing the maintenance of departmental web pages and for portions of the Tri-University Group of Libraries (TUG) staff web that relate to the cataloguing functions. The Librarian provides service to library clients at the libraries’ information desks. The librarian also serves as liaison between University of Waterloo authors and departments and the National Library of Canada to acquire Cataloguing in Publication data.

 

Nature and Scope

This position is one of two Cataloguing and Metadata Librarians (the Librarians) reporting to the Head: Cataloguing. Other positions reporting to the Head: Cataloguing are the Department Secretary and the Supervisor: Holdings Maintenance and Inventory Control. Reporting to each of these positions are up to five Library Associates: Cataloguing and Information Service.

The Cataloguing Department consists of two units: the Cataloguing Unit, and the Holdings Maintenance and Inventory Control Unit. The Head: Cataloguing together with the Librarians and the Supervisor: Holdings Maintenance and Inventory Control organize and manage the work of the department. The Librarians manage the Cataloguing unit.

The Cataloguing Unit is responsible for cataloguing English language materials for which Library of Congress cataloguing records are unavailable and for cataloguing all non-English language material. Materials catalogued include monographs, serials and rare books in a variety of formats, including print, electronic, cartographic, microform and audiovisual. Machine-readable cataloguing data is located for approximately 75% of this material. Original cataloguing which involves creating a record from the item in hand is required for approximately 25% of the titles.

The Librarians are responsible for the recruiting, hiring, training and supervision of their team of cataloguing associates. They allocate work to their team members in assigned languages and formats. They train the cataloguing associates to use new systems and software packages as they are acquired and to retrain staff as new standards, policies and procedures are adopted.

The Librarians are responsible for the subject analysis and classification of resources allocated to their team. They assign a unique call number, which places an item logically within the library’s collections, analyze the subject content of the item, assign appropriate subject index terms, and verify or assign authority-controlled access points for names of persons and organizations and other elements by which a user might be expected to search for an item. They are also responsible for the quality control of the records created and updated by their team.

The Librarians are responsible for the creation and maintenance of machine readable authority records to support the cataloguing process. This requires researching new authors and series for which authority records are unavailable from the Library of Congress and creating authority records in TRELLIS. These authority records provide the reference structure to enable searching of authors, series, etc. The Librarians also add references to existing authority records to improve access to records in the TRELLIS database. They assist with the deletion of authority records and the upgrading of access points resulting from weekly authority record loads to the TRELLIS database. Anomalies in authority records are reported to the Library of Congress and/or the Head: Cataloguing Dept.

The Librarians maintain awareness of national and international metadata standards and practices including those emerging and under development. They participate in the monitoring of cataloguing standards and in the formulation of new cataloguing policies. They also assist the Head in the documentation of procedures, Cataloguing Department policies, cataloguing rules, classification practices, subject analysis, MARC metadata standards, and systems capabilities.

 

The Librarians receive maintenance requests from UW library staff and patrons, as well as those from Wilfrid Laurier University and the University of Guelph. They communicate with library staff and other requestors regarding cataloguing policy and database maintenance. The incumbents ensure that requests are routed into the appropriate maintenance stream and handled expeditiously. The Librarians monitor special items received on serial orders and, in conjunction with the appropriate selector, determines the best method for processing the material.

The Librarians provide information desk service to a wide client group with the focus on students, faculty, and staff of the University of Waterloo. They assist in the provision of this service by analyzing and interpreting clients’ queries and helping them locate and use library resources.

The Librarians maintain the cataloguing sections of the UW and TUG staff webs by creating and/or linking to local resources, policies, and procedural documents that relate to knowledge access management activity in the Tri-University group of libraries, and by linking to Internet resources that relate to metadata issues such as the documentation, description, or control of materials. They oversee clerical assistance provided in this task by the Cataloguing Dept. Secretary.

 

The Librarians serve as the liaison between University of Waterloo authors and departments and the National Library of Canada to acquire Cataloguing in Publication data for titles being published locally. They provide the National Library with a description of impending publications, including a brief description of the content, information about the author such as their nationality, affiliation, etc and bibliographic information such as title, series title, ISBN, ISSN. The National Library prepares the CIP record and notifies the Librarian who forwards the information back to the author.

 

The Librarians also serve on library committees, TUG committees and manage or undertake special projects as required. They represent the Head in his/her absence.

 

Through participation in conferences and electronic discussions, Librarians exchange ideas and discuss issues related to providing access to library collections and electronic resources. These include evolving metadata standards, international cataloguing rules, and new systems and software applications used in the cataloguing process. Librarians contribute to academic librarianship and scholarly communication through publications, presentations, service in professional associations, and membership on library and academic initiatives. The professional staff manual http://www.lib.uwaterloo.ca/staff/manuals/libhandbook.pdf outlines requirements and achievements that lead to non-administrative professional advancement through six ranks.

Statistical Data

Specific Accountabilities

  1. Together with the Head and the Supervisor: Holdings Maintenance and Inventory Control organize and manage the work of the Cataloguing Department; provide leadership and expertise in the development and implementation of new or revised policies or practices related to departmental services
  2. Recruit, hire, train, supervise, and provide leadership to a team of Library Associates: Cataloguing and Information Service to achieve the most effective and efficient use of personnel resources
  3. Perform subject analysis, assigning classification numbers and subject headings to materials in various languages and formats
  4. Remain current with cataloguing and MARC metadada standards and participate in the determination, documentation and implementation of local cataloguing policy
  5. Maintain awareness of national and international metadata standards and practices including those emerging and under development
  6. Perform a quality control check of bibliographic records created by their team
  7. Create and maintain authority records to support the cataloguing process
  8. Work with ISR librarians and TUG colleagues to facilitate the preparation of bibliographic and holdings records for jointly held electronic resources for the Tri-University Group of libraries
  9. Analyse maintenance requests, to determine what action is to be taken and to see that this action is carried out
  10. Communicate with selectors and other library staff regarding the processing of new material and the handling of maintenance requests
  11. Assist the Head: Cataloguing with the planning, documentation and implementation of new procedures
  12. Assist patrons at the information desks and maintain a working knowledge of tools in the reference areas which may be used to assist patrons
  13. Serve as the liaison between University of Waterloo authors and departments and the National Library of Canada to acquire Cataloguing in Publication data for impending publications
  14. Participate in library task groups and committees and undertake other responsibilities as appropriate

Working Conditions