Cataloging Policy and Procedure Manual

Subject Headings (Mannie Dalton)

Our school district uses Sears List of Subject Headings (latest edition). Whenever possible, purchase vendor-provided cataloging and use the assigned Sears subject headings supplied. If original cataloging is required, adhere to the following guidelines when assigning subject headings:

• Assign no more than 4 subject headings to a work
• Authorized headings, including subdivided terms, are in bold
• Consult the following key headings when creating other headings of the same type: authors (Shakespeare, William, 1564-1616); ethnic groups (Native Americans); languages (English language); literature (English literature); places (United States, Ohio, Chicago (Ill.)); public figures (Presidents—United States); and wars (World War, 1939-1945). (Intner & Weihs, 2007)
• Use geographic country subdivisions only when a work deals with a foreign country (i.e., do not use "United States" as a subdivision)
• When a needed heading is not found in Sears, new terms may be added, but all such terms must be recorded in the local authority control file. Search Library of Congress subject headings for direction.

Keep these 8 rules in mind when applying Sears subject headings (excerpted from Intner & Weihs, 2007):

1. Determine the subject(s) of the item being cataloged by examining its subject-rich elements (title, table of contents or menu, preface, summary, index), considering these from a user's viewpoint.
2. Write the subject(s) down in your own words.
3. Match each subject listed with the headings in the Sears list, assigning the heading authorized for use that most closely represents it.
4. Choose the most specific heading available, not a broader heading.
5. Give the most specific heading available directly, not as a subdivision of a broader heading.
6. Consider items already in the collection relating to the subject of the item being cataloged and try to collocate it with existing holdings on the same subject.
7. Treat items first by topic, then by geographical focus or by form
8. Be "format-blind" in subject cataloging. Treat materials other than books in the same way books are treated.

Intner, S. S. & Weihs, J. (2007). Standard cataloging for school and public libraries. Westport, CT: Libraries Unlimited.