CARLETON UNIVERSITY
POSITION DESCRIPTION
PART A
OFFICE USE ONLY
Employee Name:
1.Title:
2. Position No:
Title of Immediate Supervisor:
Head of Cataloguing and Collection Maintenance
3. Level:
299900
08
Position Title:
Associate Cataloguer
4. Evaluated by:
Date:
Department:
Library, Technical Services
5. Approved by:
Date:
PART B
Position Summary
The Associate Cataloguer works under the direction of the Head of Cataloguing and Collection Maintenance;
edits and enters cataloguing records for a variety of print, music and digital resources derived from a variety
of sources; assists in the maintenance of the Library's catalogue; performs other duties as assigned.
PART C
Primary Duties Performed
1.
Performs derived cataloguing to current cataloguing standards and local practice: (25%)
a)
evaluates cataloguing data from a variety of sources to determine the quality and adherence to current
cataloguing standards;
edits cataloguing data to create a record which conforms to Carleton’s current local practice;
upgrades or overlays bibliographic records, and creates or revises item records, as appropriate;
verifies classification numbers to ensure logical subject and shelf-listing arrangement; establishes a
classification number if the one given is incorrect;
verifies subject headings to ensure proper construction and adequate analysis;
ensures that forms of entry coincide with those in authority files and in the database;
formulates referrals and additional information and access points where required to provide different
approaches to an item.
b)
c)
d)
e)
f)
g)
2. Performs remote Z39.50 searches and uses the resources of the Internet to search for good quality
cataloguing copy for items in different subject and language areas with inadequate copy or without copy.
(20%)
3. Assists in maintaining the Library's collection/database by: (20%)
a)
generating revisions to existing records to reflect changes in local policies and procedures, Library of
Congress classification schedules, Library of Congress and National Library subject headings, RDA and
Anglo-American cataloguing rules;
b) correcting problems identified in error reports;
c) identifying items for possible inclusion in the Reference Collection;
d) creates and/or edits item records.
4. Alerts the Systems Department to problems regarding the cataloguing module in Innovative Sierra. (10%)
5. Performs Sierra catalogue module testing prior to the implementation of upgrades. (5%)
6. Provides cataloguing assistance to other Library departments as required and as time permits. (5%)
7. Prepares and updates documentation and procedures related to duties. (5%)
8. May participate in the Library users’ orientation and Library tours. May participate in information sessions
for Library Information Technician students on placement. (5%)
9. Assists with special projects and performs other duties as required. (5%)
PART D Specifications (to be completed by supervisors in conjunction with employee)
1. KNOWLEDGE
a) Minimum amount of formal education required:
Undergraduate degree and a two-year Library and Information Technician Diploma. Prior experience
cataloguing a variety of materials including digital resources is required. Preference will be given to those
having experience with cataloguing music.
b) Minimum amount of relevant work experience required:
6 months of relevant library experience.
c) Minimum amount and type of continuing study required:
 Must keep up with current cataloguing rules including Anglo-American cataloguing rules/RDA,
MARC 21, Library of Congress classification schedules and Library of Congress/Canadiana
subject headings so the incumbent can evaluate MARC records and supply access points where
they are missing.
 Must remain current in the procedures in the Cataloguing Unit.
 Must remain current in the operation of the Sierra cataloguing module;
 Must keep current in changing techniques for information retrieval;
 Must remain current in a variety of metadata standards
 Must have experience using office software applications such as WORD for word processing,
Excel for spreadsheets and Outlook for email;
 Must be able to locate and search resources on the Internet.
Elaborate on (a) and (b):
 Requires a thorough knowledge of the principles and concepts of cataloguing, coding, and the









construction of subject headings as well as familiarity with library terminology and tools;
Must have a sound knowledge of Carleton's cataloguing policies and procedures and coding
practice for all types of records;
Must be able to understand and interpret MARC records;
Must be able to work with a variety of metadata standards e.g. Dublin Core, MODS, DDI
Must have proven computer skills and be capable of working quickly and accurately;
Must be able to type accurately and at an acceptable speed;
Must be able to work independently and process work with a high level of detail and accuracy;
Must recognize changes and problems and deal with them logically;
Must have organizational ability and the ability to communicate effectively with all library
personnel.
The research skills normally acquired in the course of an undergraduate degree are essential in
order to deal with works in all subjects and to analyse catalogue source records constructed
according to a variety of standards. The ability to carry out independent research in order to
analyse and resolve problems effectively is essential
2. COMPLEXITY OF DUTIES
The Associate Cataloguer is responsible for cataloguing resources using source copy which varies greatly in
quality and application of standards. As most publications catalogued are of current interest, they must be
integrated quickly into Carleton’s OPAC with the best possible access. The incumbent works independently
on a daily basis and must exercise considerable initiative, analytical and problem-solving abilities in all aspects
of the work.
The process of derived cataloguing requires the application of cataloguing knowledge and sound judgement
in the comparison of source records of varying quality and adapting one record or combining the data from a
variety of records to construct a good quality cataloguing record for the item-in-hand. This involves changing
descriptive elements, verifying call number and subject headings in different areas and languages and
adjusting where necessary. It may also involve constructing missed access points.
The interpretation of cataloguing rules must also be applied when existing inconsistencies in the database
require investigation. Initiative and sound judgement must be used to resolve problems in a logical manner,
research them and initiate any necessary changes to the database. Problems are varied and must be decided
on an individual basis.
The incumbent must always be aware of instances when decisions on his/her part would set a precedent for
future cataloguing and be prepared to consult with the subject cataloguer when necessary.
The incumbent must be able to work with a high level of accuracy and attention to detail. As Carleton
maintains an OPAC and is fully committed to an electronic environment, the Associate Cataloguer must be
fully cognizant of the way the Library’s integrated library system operates. The reliance on technology in the
workplace requires that the incumbent learn new techniques for information retrieval quickly and effectively.
Good organizational ability is required to monitor workflow and set priorities within existing guidelines so
that urgently needed items and sudden influxes of material are quickly handled and efficiently routed through
the Department.
3.
ACCOUNTABILITY
The Associate Cataloguer works independently on a daily basis, using initiative to solve problems. The
effectiveness of the frequently changing cataloguing policies and procedures is dependent on the incumbent’s
proper interpretation. Guidance is available from the Head of Cataloguing and Collection Maintenance as
required.
It is especially important in an academic library that both public service staff and library patrons are furnished
with a reliable OPAC. An unreliable OPAC affects access to Library material and consequently the quality of
research within the University community, as well as among outside users who consult Carleton’s globally
available OPAC. Carleton reports to OCLC WorldCat, so accuracy is of the utmost importance in this respect
also. Other departments such as Access Services, Reference Services, MADGIC, and Interlibrary Loans need
a reliable OPAC in order to operate efficiently.
A high level of accuracy is demanded in all aspects of the work. The diversity of the source copy as well as
the variety of subjects catalogued potentially increases the possibility of error. Substandard records would
adversely affect the Library’s reputation. Inaccurate records also lead to the ordering of unwanted duplicates
and result in unnecessary expenditure of Library funds. Retrospective maintenance is time-consuming and
costly.
4. NATURE AND LEVEL OF CONTACT
a) Purpose of contacts:
To consult with or make recommendations to the Cataloguing Librarian in matters relating to workflow or
daily cataloguing.
To consult with subject cataloguers, other Technical Services staff, Reference Services, MADGIC, Access
Services, and Gifts concerning specific problems.
b) level (check one) - regular and continuous only and as specified in Part 'C'
____
other employees in same work unit or office
____
X
the above plus students; faculty in the same work unit; or employees from other
departments or offices at a similar job level to the incumbent.
___
the above plus the general public, faculty and staff at a more senior level from
other departments or staff at equivalent levels outside the university.
____
all the above plus senior University executives and senior officials from
government, private industry, other universities, etc.
5. SUPERVISION/MANAGEMENT CONTROL EXERCISED
(a)
Describe the type of supervisory/management control exercised. Indicate responsibility for
overall direction of a section/department/unit either independently or through subordinate
supervisors if applicable.
N/A
b) Indicate the level of employees directly (not through subordinates) supervised.
i _X_ primarily support
iii___ primarily supervisors of (ii), or managers of
section consisting of (i) employees
ii __ primarily specialized technical,
administrative or journeyman trades
iv___ primarily management level
c) Indicate number directly supervised.
_X_0 ___1 - 5 ___6 - 10 ___10 +
Signed by:
______________________
Employee
_________________
Date
Approved by:
______________________
Supervisor/Dept. Head
________________
Date
______________________
University Librarian
________________
Date