Cataloging Practices Manual [CPM-605]


Special Materials & Procedures


The definition of "oversize" materials varies among libraries. Oversize materials often have to be housed on special shelves instead of being intershelved with smaller sized material in the same call number. Historically, with the exception of GLX, UTS and AVE/FAX/WARE, the owning location determines an item to be oversized after it is cataloged.

Before CLIO, departmental libraries followed various local procedures to mark catalog cards and corresponding books to indicate their location on oversize shelving. Since CLIO, departmental libraries with oversize collections have been inputting sublocations (e.g. glg,fol) into item records for oversize materials. Oversize materials for Butler Reading Rooms are cataloged using the appropriate location code without regard for their size. See CPM-500 After labeling/binding collection maintenance staff will add a public note to the 852 $z of holdings indicating that book is located on oversize shelving within each room.

Oversize materials are excluded from Precataloging, and are routed to OSMC if they lack a standard record.


  1. All locations (including all Offsite locations) other than GLX, EAX, AVE, FAX, or WARE.

    1. Catalog book for location without considering the size of the volume.
    2. Check out to appropriate pseudopatron and route to BSP.
    3. Receiving library will decide if volume is to be treated as oversize, and add appropriate sublocation to the item record.
    4. $m is defined as Call number suffix. On the t.p. verso of the book write the oversize designation, e.g., F, below the call number.


    Avery and Fine Arts use different size designations for LC classed material and material classed in local classification schemes. The local classification schemes were discontinued on January 31, 2011. All serials and those monographic continuations cataloged before the change to LC still use local Avery and Fine Arts classification schemes. Retrospective conversion projects and rebinding of oversize materials may require the transcription of non-LC call numbers.

    Use the chart below to determine appropriate size designation, and add it at the end of the call number as a call number suffix using $m. Size designations are applied according to either height OR width of the volume. Use designation for largest dimension.

    If the call number is LC (locations avelc, avelc,ref, ave4off, faxlc, faxlc,ref, fax4off) use: 
    		F   = 36-50 cm.
    		FF  = 51-80 cm.
    		FFF = over 80 cm.
    	Examples:      	$b avelc $h NA123 $i .A72 1999 $m FFF
    			$b faxlc $h N6853.P5 $i D83213 2008 $m F
    		Ware oversize:
    		F = over 32 cm.
    Note: In formatting call numbers for oversize analytics, size designation goes after volume number.
            Example:	$b fax $h N6490 $i P56 v.6 $m F
    If the call number is local, (locations ave and fax), use either: 
    		  Avery oversize:
                      F   = 32-45 cm.
                      FF  = 46-60 cm.
                      FFF = over 60 cm.
                      Fine Arts oversize:
                      Q  = 36-50 cm.
                      F  = 51-80 cm.
                      FF = over 80 cm.


    Note: MPS staff catalog oversize materials for location eal regardless of size designation. Upon receipt of these materials in East Asian Library the determination of the appropriate location, size and holdings record suffixes should be made.

    Use the chart below to determine appropriate size designation, and add it at the end of the call number as a call number suffix using $m. The location for onsite oversize material is eal,sky (for Western language materials) or eax,sky (for East Asian language materials). Oversize materials do not circulate except for serial reprints.

    F -- 31-53 cm (more than 30 cm and less than 54 cm) in height or

    F -- 29-53 cm (more than 28 cm and less than 54 cm) in width

    FFF -- 54 cm or more in height or width

    Examples: $b eax,sky $h NK3634.A2 $i A53 2003 $m F 
    	  $b off,eax $h G7331.S4 $i K56 1996 $m FFF	 


    If volume is taller OR wider than 38 cm.; OR taller AND wider than 28 cm.:

    1. Use location code glx,fol in holdings and item records for:

      • new cataloging
      • recataloging
      • transcribing from cards
      • adding a volume to a continuation
      • adding a new copy statement

    2. Do not add capital letter F at end of call number for a work cataloged for glx, fol for the first time

    3. Retain capital letter F at end of call number and add $m if transcribing from cards or if you are changing the location from glx to glx,fol when adding a new volume to a folio continuation. This is necessary because the "F" appears on the spine of the item.

      See also GLX Folio Decision Chart

    4. Do not transcribe Q as part of a Dewey call number.

    5. If processing a multi-volume set in which only some volumes are oversized, catalog all volumes for location glx on the copy holdings. On the item record for the oversize volume, code glx,fol into temp location. Write ButlStax Folio on top of the call number of the oversize volme(s). Write ButlStax on top of the call number of the other volumes.

    6. Using glx,fol will result in a spine label that reads


    7. If a folio is desired to be non-circulating, use location glxn and add $m FOLIO after the call number.


    Although UTS has several oversize designations, the most frequently encountered code is uts,locxxf. Use this code if it is present on the T2 or is already in the CLIO record. Using this code will result in a spine label and t.p. verso that reads


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Last updated: 12/04/13 mdw