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The Library of Congress > Cataloging, Acquisitions > PCC > NACO > NACO: Checklist of Responsibilities

PREPARING FOR NACO TRAINING

Checklist of Responsibilities for NACO CONTACT, LC NACO COORDINATOR,
TRAINER, REVIEWER, LC LIAISON, and FUNNEL COORDINATOR

Revised August 25, 2006

TRAINERS are encouraged to discuss this list with NACO CONTACTS while preparing for training. This checklist is designed to help the TRAINER, NACO CONTACT, and NACO COORDINATOR prepare for a smooth, successful NACO training session. Many of the items on this list are time-sensitive, involving arrangements by LC Coop staff, other units in the Library of Congress, and other agencies. Advance planning is rewarded when all arrangements fall into place with a minimum of worry or inconvenience.

Contents:

  1. Key roles in NACO
  2. Exchanging names, titles, mailing addresses, phone, fax, email, etc.
  3. Dates for training
  4. Time of training sessions
  5. Location
  6. Number of participants
  7. Training manuals
  8. The Cataloger's Desktop alternative to print copies
  9. AACR and Library of Congress Rule Interpretations, Chapters 22-26
  10. MARC 21 Authority Format documents
  11. ALA-LC Romanization Tables
  12. Free NACO subscriptions
  13. Participants' background
  14. Collecting examples
  15. Library's MARC organization code(s) (formerly NUC symbol)
  16. NACO authorization from the utility
  17. Utility input and update skills
  18. Travel arrangements
  19. Travel expenses
  20. Mailing/shipping materials to LC
  21. Course evaluations
  22. PCClist subscriptions
  1. Key roles in NACO:

    NACO CONTACT: This person at an institution receiving its NACO training is usually a leader in the cataloging unit, and plays the key role during the preparation, training, and review phases of the NACO partnership. When an institution becomes independent of external review, the NACO CONTACT usually is the one maintaining internal review of records and forwarding queries, duplicate record reports, and bibliographic file maintenance reports to the proper person. PCC institutions are encouraged to have a NACO BACKUP ready to take over these duties as needed.

    NACO COORDINATOR: A member of the LC Coop Cataloging team who is designated to make most of the arrangements on the LC side for NACO training sessions and to oversee the ongoing activities of the NACO program.

    TRAINER: This person is the cataloger who delivers NACO training to the new institution, and usually reviews records following classroom training. If the training site is at or near the Library of Congress, the trainer will usually be from LC, and may serve the dual role of LC LIAISON/TRAINER. Funnel coordinators of NACO projects often serve as trainers. For distant training sites, the trainer may be a designated "Regional Trainer" from another NACO institution.

    REVIEWER: An experienced NACO cataloger who reviews the records of a new NACO library if the TRAINER is unable to assume the assignment. When several libraries attend training together, it is likely that the review assignments will be shared by the TRAINER and one or more REVIEWERS.

    LC LIAISON: The LC LIAISON is a Library of Congress staff member, often a Coop Cataloging Team member, usually the one who is the support person for the TRAINER'S institution. The LC LIAISON is the mentor for the trainer during training and may assist with preparations for training. The LC LIAISON handles duplicate authority record and bib file maintenance reports in the LC database for a new library if the TRAINER is not an LC cataloger.

    FUNNEL COORDINATOR: A funnel coordinator is a specialized type of NACO CONTACT, performing the same duties as NACO CONTACT with a few additional functions. The FUNNEL COORDINATOR generally recruits new members for the funnel project, leads them through the training preparations, may act as TRAINER and REVIEWER, and has ongoing responsibility for distribution of NACO materials and communications for the all funnel members. Any funnel members not reaching independence status for NACO skills remain under the review of the FUNNEL COORDINATOR.

  2. Names, titles, mailing addresses, phone, fax, email, etc.:

    As early as possible, TRAINER, NACO CONTACT, and LC LIAISON exchange this information.
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  4. Dates for training: All arrangements revolve around the dates the TRAINER and the NACO CONTACT establish. TRAINER notifies the NACO COORDINATOR.

    Training dates: ___________________________________________________

  5. Time of training sessions:

    The TRAINER and NACO CONTACT establish times to begin and end the training sessions, especially for the first day. Times for breaks and lunches must be in place, but can be noted as movable within a 15 minute range, as negotiated with the class on the first day. NACO CONTACT informs participants so that they can arrange their schedules.

  6. Location:

    The NACO CONTACT (or person making arrangements at training site) is responsible for arranging and discussing with the TRAINER:

    1. a suitable electronic classroom for the daily sessions where every participant can sit at a table or work surface and spread out bulky training materials and manuals. Instruction may involve both print and online materials throughout the day.
    2. equipment for training, such as a trainer's terminal with Internet access, PowerPoint projector, white board, flip chart, overhead projector, PowerPoint, microphone, etc. as requested by the TRAINER. It is helpful to have access to online cataloging documentation through Cataloger's Desktop. In the weeks prior to training, the NACO TRAINER and NACO CONTACT should discuss versions of software to be used, availability of CD-ROM and/or other disk or thumb drives in the TRAINER's terminal, advance testing of the PowerPoint presentations, etc.
    3. a group of terminals for the hands-on sessions with access to the utility by which the library will contribute its headings. Two participants may share one terminal for inputting records. It must be possible to make printouts of each day's work at a nearby printer.
    4. Local technical support for use of the equipment in the classroom, and for use of OCLC Connexion, especially on the first day of training.
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  8. Number of participants:

    For the most effective NACO training experience, a class should have no more than 15 trainees to allow the TRAINER and trainees opportunities to interact. The NACO CONTACT will need an exact number prior to the training session to know how many NACO training manuals to prepare from the online PDF documents. The NACO CONTACT should notify the TRAINER and the NACO COORDINATOR at LC of the number of participants in the training for the PCC training records.

    Number of participants: ______________________________________________

  9. Training manuals:

    The NACO CONTACT informs participants which materials they must bring, and consults with the TRAINER and the NACO COORDINATOR on any other materials for training.

    Manuals are downloaded from the PCC NACO training website, copied, punched, and filed in binders at the institution before training. The NACO COORDINATOR sends the appropriate URL to the NACO CONTACT. It is advisable to test the use of electronic files and to prepare photocopies well in advance of training so that training materials are available when the TRAINER arrives. Most of the materials are in the form of .PDF files that require the Adobe Acrobat Reader. The free Reader may be downloaded from the free Adobe Web site.

    NACO Trainee binder

    Each trainee should receive a training binder. Some materials are utility-specific. With OCLC and RLG combining their services as of July 1, 2006, members are encouraged to choose training in OCLC unless other arrangements are approved.

    NACO Trainer's manual, Answers to exercises, PowerPoint files

    These items are not to be shared with trainees prior to training, but may be sent to the NACO CONTACT for the use of the TRAINER and for local use after the classroom sessions. The TRAINER may ask the NACO CONTACT to:
    Load the PowerPoint files and test them in advance
    Print copies of exercise answers to be distributed during class

    In rare cases, LC may ship paper copies of some training materials, usually to be used as master sets for local photocopying. It is advisable to discuss this with the NACO COORDINATOR when planning begins to allow enough time for shipping and processing before training if this is required.

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  11. The Cataloger's Desktop alternative to print copies:

    Cataloger's Desktop includes most of the standard cataloging documentation, with the exception of NACO training manuals. If the trainees have access to Cataloger's Desktop or a suitable online version at terminals in the training room, the NACO CONTACT and TRAINER may decide together to choose this method rather than printing cataloging documents (MARC 21 AF, AACR/LCRIs) for the class. LC's Cataloging Distribution Service (CDS) will set up a free trial account for the duration of the training. The NACO COORDINATOR should request this account from CDS staff at least 2 weeks prior to class. For assistance with software problems, call CDS Technical Support at 800-255-3666, option 4.

  12. AACR and Library of Congress Rule Interpretations, Chapters 22-26

    AACR2 current edition

    Each participant reviews these before training and brings a copy for Chapters 22-26, or uses the online version in Cataloger's Desktop.
    Will the trainees use hard copy or online versions?__________________

    LCRIs Chapters 22-26

    Each participant reviews these chapters before training. During training, each participant needs access to the current official LCRIs issued by the LC either online via Cataloger's Desktop or in hard copy. Each individual chapter may be printed from its PDF document on the trainee materials website. (Cf. Training Materials for the NACO Workshops) LCRIs are one of the free NACO print subscription items (see 12. Free Subscriptions below.)

    Will trainees use hard copy or online versions? ______________________

  13. MARC 21 Authority Format documents

    The structure of NACO authority records is governed by three documents, all related, and all necessary for NACO work. The following descriptions applies to print materials that may be used instead on Cataloger's Desktop.

    Part 1. MARC 21 Authority Format, "White pages"

    These pages give all the possible fields and subfield codes for authority records in any MARC database. They are one of the free NACO subscription items (See 12. Free Subscriptions below)

    Part 2. LC Guidelines Supplement to the MARC 21 AF, "Blue pages"

    The LC Guidelines tell which of the MARC 21 Authority Format fields are not used in NACO. They are available on the web page for training materials. The NACO CONTACT interfiles these pages before the training sessions begin. Blue pages follow the appropriate white and precede the appropriate yellow pages for each section or MARC field.

    Part 3. DCM Z1: Name and Series Authority Records, "Yellow pages"

    These pages are based on a section of LC's Descriptive Cataloging Manual, and tell the cataloger about content in the NACO record . The full set is available on the web page for training documentation. The NACO CONTACT interfiles these pages with appropriate white and blue pages before the training sessions begin. Yellow pages follow the appropriate white and blue pages for each section or MARC field.

    There are two options for using MARC 21 Authority Format and other cataloging documentation:

    Option 1. Use the online version in Cataloger's Desktop. Each of the three NACO authority documents is on Cataloger's Desktop, with links to the other two so the user can click back and forth among the parts.

    Option 2. Use a complete print set of MARC 21 Authority Format documents if available in the library. Two trainees may share a binder with complete sets of white, blue and yellow pages, interfiled before class.

    Which option will the library use? ___________________________________

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  15. ALA-LC Romanization Tables

    Libraries contributing name authority headings in non-Roman scripts must use these transliteration schemes. These are not necessary for the initial NACO workshop; however, participants must have a copy available before contribution in non-Roman languages can commence.

    Review for non-Roman languages requires the library to provide surrogates of vital pages from the item along with a copy of the name authority record to the reviewer, usually by fax. The LC Coop Team fax is 202-252-2082.

    List any non-Roman languages to be used in NACO records________________

  16. Free NACO subscriptions:

    For non-profit NACO institutions, the NACO COORDINATOR arranges for LC's CDS (Cataloging Distribution Service) to send one free copy of the latest edition of MARC 21 Authority Format (white pages), and the Library of Congress Rule Interpretations. Updates to these and other documents are available on the Free PDF Versions of CDS publications Website. CDS includes a packing slip listing the values of all print items it ships, whether free or requiring payment. An account number beginning with #770263- indicates that the materials are being shipped as a free NACO subscription item.

    The NACO CONTACT receives updates by subscription for the latter two as they become available, and interfiles text and updates before training, if possible. These may or may not arrive before your training session, depending on the stock on hand in CDS, distance involved, and other factors. While calculating how many copies of these items you will need for training, bear in mind that these free copies may arrive after your training session.

    One free NACO subscription is provided to the FUNNEL COORDINATOR of each NACO project. Funnel project members may receive copies of materials from the FUNNEL COORDINATOR if there is no online access to documentation.

    Responsibility for distributing NACO notices and documentation updates continues even after NACO training. The NACO CONTACT distributes copies as needed to all other participating NACO contributors in the institution. The FUNNEL COORDINATOR distributes copies as needed to all other funnel members.

    The Coop Team uses the PCClist to notify participants of update files available on the trainee materials web page, particularly for blue and yellow pages of the MARC authority documents.

    The NACO Participants' Manual, although not designed as a training manual, may serve as a reference. The NACO Participants' Manual is available to all on the PCC NACO page.

  17. Participants' background:

    A few weeks before training, the NACO CONTACT gives the TRAINER some background on the participants, their level of experience, and the particular languages, formats, or special collections in which they work. If the new library already creates authority records for its own files, NACO CONTACT provides samples for the TRAINER.

  18. Collecting examples:

    Several weeks prior to training, the NACO CONTACT asks participants to collect personal, corporate, and geographic names and uniform titles they wish to create during practicum sessions. Make photocopies of title page, colophon, and any other sources for the names if the books or items themselves will not be used for hands-on training. Please provide 20-40 records per cataloger, including personal names, corporate names, geographic names, uniform titles, and any authority records already established which you feel need to be changed. Any other questions related to authorities and the authority file are fair game, also.

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  20. Library's MARC organization code(s) (formerly NUC symbol):

    A library's MARC organization code must appear in the 040 of its name authority records to identify the library to other catalogers and to allow records to be transferred from the utility to the Library of Congress NACO Authority File (LC/NAF). No later than a month before training, LC's Network Development and MARC Standards Office needs to know the code(s) of new NACO contributors. Sources for MARC organization codes include:

    1. OCLC Participating Institutions
    2. MARC Code List for Organizations, with a form for Code Requests

    If a smaller unit within an institution wishes to contribute records using a separate code in the 040, or if a smaller unit within an institution wishes to contribute to a NACO funnel project rather than to participate in NACO through its parent institution, each smaller unit needs its own MARC code, connected with its own name. The application should list not only the institution's name, but also the name of the smaller unit requesting a code.

    These examples illustrate codes, larger and smaller institution names:

    CtY Yale University-the larger institution
    CtY-BR Yale University, Beinecke Rare Book Library-- contributes using a separate code, but is not part of a funnel project
    CtY-J Yale University, Judaica Collection-- contributes via the Hebraica NACO funnel project

    If the library being trained has a MARC code, the TRAINER asks the NACO CONTACT at the new library for the codes of all libraries involved in the training and forwards the codes to the NACO COORDINATOR. If separate libraries within an institution have different codes and names, notify the NACO COORDINATOR of all the codes and names involved. The NACO COORDINATOR informs the NetDev Office.

    MARC codes and complete names of all participating institutions: ___________________
    ____________________________________________________________________________________

    A library must have its MARC code(s) before requesting a NACO authorization from a utility.

    The NACO TRAINER and NACO CONTACT should confirm that the NetDev Office has updated the utility queue for new MARC codes before records are contributed to the NACO program.

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  22. NACO authorization from the utility:

    A library must be approved for PCC membership and must have its MARC organization code(s) before this step. Each MARC code needs a separate utility authorization account. If a smaller unit within an institution wishes to contribute records using a separate MARC code in the 040, or if a smaller unit within an institution wishes to contribute to a NACO funnel project rather than to participate in NACO through its parent institution, each smaller unit needs a NACO authorization for its own MARC code, connected with its own name. The application should list not only the institution's name, but also the name of the smaller unit requesting a NACO authorization.

    No later than a month before training, the NACO CONTACT submits a request form directly to its utility for a NACO authorization. The NACO COORDINATOR will have notified the utility that you will be doing so.

    The best practice is to use the online OCLC Access & Authorization form.

    For instructions on completing this form, refer to Luanne Goodson's letter.

    Once the online form has been submitted, OCLC will respond within 10 business days. If you receive no confirmation or need to consult with OCLC about the authorization request, please contact:
    Luanne Goodson
    GoodsonL@oclc.org
    OCLC Quality Control Section
    Phone: 800.848.5878 x5274

    You should have your authorization account information in hand one week prior to training, and may test your login before coming to class.
    MARC Code________Authorization number: ___________Password: ________
    MARC Code________Authorization number: ___________Password: ________
    MARC Code________Authorization number: ___________Password: ________

  23. Utility input and update skills:

    The NACO CONTACT at the new library is responsible for seeing that the participants have the necessary skills needed for the afternoon practicum sessions at the utility terminals. Each participant must know how to sign on, search, input and update records before the week of NACO training. The TRAINER will not provide this training. The NACO CONTACT contacts the utility (or another nearby library) for assistance in learning these skills.

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  25. Travel arrangements:

    The TRAINER is responsible for making all travel arrangements, with advice from the NACO CONTACT regarding local transportation and accommodations. LC staff in the role of TRAINER must make arrangements through the appropriate LC offices.

  26. Travel expenses:

    The institution receiving NACO training is responsible for the expenses of the TRAINER, whether that trainer is from the Library of Congress or from another library. The TRAINER provides copies of all receipts to the appropriate office. The NACO CONTACT and TRAINER contact their respective financial offices to arrange reimbursement of expenses.

    If the TRAINER is an LC staff person, or if the PCC funds any of the travel expenses, the NACO CONTACT should give the NACO COORDINATOR the name of the financial officer who will approve a contract for travel expenses. A signed contract must be submitted to the Coop Team before any LC staff person may incur travel expenses.

    For information on NACO training expenses, please contact Carolyn Sturtevant, PCC BIBCO Coordinator cast@loc.gov) or your designated NACO training coordinator on the LC Coop Team.

  27. Mailing/shipping materials to LC:

    All deliveries to the Library of Congress are screened for safety at a center that handles mail for all federal agencies on Capitol Hill. The processing lengthens delivery time, and employs heat and conditions that discolor paper, melt printer ink, and affect other substances. Deliveries by services such as FedEx, UPS, and DHL are quicker than by the US Postal Service, but do not arrive overnight. Personal mail delivered to Library Staff is not permitted. If email, fax, or phone can't serve, this is the mailing address:

    Cooperative Cataloging Team
    Library of Congress
    LS/RCCD/Coop Team
    101 Independence Avenue, S.E.
    LM 537
    Washington, DC 20540-4382 (The 4382 brings it to our team)

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  29. Course evaluations:

    The preferred way to send evaluations is for each trainee to complete and submit the online evaluation form on the final day of class. That requires no mailing procedures and no delivery delays due to security screening.

    The less preferred way is for the NACO CONTACT to download the evaluation form from the web site and to prepare copies for all the trainees. The NACO CONTACT or the TRAINER may give them out to the group during the final session of the training. The NACO CONTACT collects them and forwards them to LC in an appropriate manner. USPS shipping delays delivery.

  30. PCClist subscriptions:

    All NACO CONTACTS should be subscribed to the online PCClist by the NACO COORDINATOR. Prior to or following NACO training, the TRAINER or NACO CONTACT may forward email addresses and names of administrators or NACO contributors to the NACO COORDINATOR to ask that they be subscribed as well.

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