Collection Management Division

George A. Smathers Libraries

Technical Services Bulletin 3.4

December 3, 1990

Processing of Order Requests for Forthcoming Titles
for Which there is CIP Copy

CIP, an acronym for Cataloging-in-Publication, is a program introduced by the Library of Congress in which cataloging is done by LC from data sheets supplied by the publishers. In other words, the cataloging is done for a forthcoming book before it is published. Since the availability of the book is uncertain (publication of the work may be delayed, postponed indefinitely and/or cancelled) at the time when the order is placed, the following procedure should be followed for forthcoming titles for which there is CIP copy.

1. Bibliographers and selectors will make a "self-monitoring" effort to hold all order requests for titles known to be forthcoming, i.e., not yet published (NYP). If the expected publication date is known, selectors should send the order request on or shortly after the expected publication date.
   
   
2. Order requests that are submitted for forthcoming CIP-level titles will be ordered and funds encumbered, with the following exceptions:
   
   
   • The Acquisitions Department will hold order requests for forthcoming titles appearing on the BNA fiche. The purpose is to determine if the title requested will be received through the BNA/BHB approval plan, as indicated on the fiche. This eliminates duplication of the order.
     
     
   • The Searching Unit staff will return order requests to bibliographers and selectors if, during the normal searching process, it is determined that the title will not be available until the next fiscal year at the earliest. Bibliographers and selectors may elect to re-submit the orders on or after the expected publication date.
   
   
3. After the orders are placed, the Order Unit staff will monitor the orders in accordance with the Acquisitions Department Follow-up and Cancellations Procedures for Monographs (see Technical Services Bulletin No. 3.2).