Vermont Union Catalog

What Is It?

The Vermont Union Catalog (VUC) has been the focal point for interlibrary loan and the Vermont Resource Sharing Network. The VUC began in 1942 as a Works Progress Administration project and was originally housed in and maintained by the Department of Libraries' Reference and Law Division. Although the VUC was initially limited to adult non-fiction, it was expanded to include all types of materials regardless of format. The Vermont Union Catalog is gradually being replaced by the Vermont Automated Libraries System (VALS).

Which Libraries Are Eligible?

All Vermont libraries of any type--public, private, school, academic, or special (including museum, hospital, government agency, business libraries, etc.)--may contribute to and benefit from the VUC.

How Is It Used?

The VUC is used by libraries to locate materials within the state for interlibrary loan. The online catalogs in the Vermont Automated Libraries System (VALS) can be queried directly by libraries. The Reference and Law staff look for out-of-state library locations when materials cannot be found in VALS. Thus, the library resources of Vermont are made available to all citizens through libraries of all types and sizes.

Why Should a Library Participate?

Libraries are required to contribute to the VUC in order to:

• Meet minimum standards
• Be eligible to have a VALS account
• Participate fully in VALS interlibrary loan

How Does a Library Participate?

Each participating library needs a VUC symbol (see the Vermont Library Directory). If your library is not listed contact the Technical Services Unit, Vermont Dept. of Libraries, 109 State St., Montpelier, VT 05609-0601 (802-828-3261).

Libraries using catalog cards should use the following procedures. Make an extra main entry card when you catalog an item for your collection.

Include:

• Adult non-fiction
• Adult fiction
• Reference
• Pamphlets (especially Vermont-related)
• Government publications
• Periodicals
• Audio-Visual materials
• Computer software
• Juvenile non-fiction
• Juvenile fiction
• Picture books
• Other cataloged materials

Send a 3 x 5 catalog card. Information on each card should include but not necessarily be limited to the items shown below. It is important for libraries to provide as much information as possible, especially the ISBN and LC control numbers, because VUC holdings for public libraries belonging to VALS are added to the machine readable cataloging (MARC) records in PUBCAT. Libraries are encouraged to obtain standardized cataloging from commercial vendors.

Your library's VUC symbol is listed in the Vermont Library Directory. If possible include your library's OCLC holdings code as well. Position the codes in the middle of the left margin; not so low as to be difficult to see nor so high as to be confused with call numbers. Do not add hyphens or spaces to the codes.

The same information is needed when reporting withdrawals from your collection. Use a full main entry card including your VUC symbol and OCLC code. Shelflist cards often do not have sufficient information. If a subject card is sent, cross off or white-out the subject heading on top of the card. Mark each card "withdrawn" or "discard".

Cards DO NOT NEED to be alphabetized. Keep the withdrawal cards separate from the new additions cards. Label each packet carefully.

Automated libraries should use the following procedures. When you automate please contact Lorraine Lanius for further information about submitting library holdings. Be sure that your automated system can output MARC records if your library is a school library and consult the following guidelines:. Public libraries should report holdings by adhering to the following guidelines:   Transfer of holdings or MARC records to VALS is accomplished on a case by case basis for each library. You do need to notify the Technical Services Unit that your library is automated in order to make arrangements on how to report library holdings, maintain good standing in the VUC, and be eligible for interlibrary loan.

Schedule

1. Public libraries must contribute VUC holdings at least once a year in order to meet minimum standards. Public libraries that order cataloging from the Card/MARC Service do not need to send VUC holdings unless the cataloging is obtained from other sources.
2. School libraries must submit cards, disks or ftp MARC record holdings to the VUC once per school year (Nov. 1 - Oct. 31). The Oct. 31 deadline must be met in order to remain eligible for interlibrary loan services ( including VALS) the following school year.
3. Other libraries must contribute at least once per year.

Mail holdings for the VUC to:

Technical Services Unit/VUC
Vermont Dept. of Libraries
109 State St.
Montpelier, VT 05609-0601

How to Check Your Own VUC Status (School and Public Libraries Only)

For several years the Technical Services Unit has been entering public and school library VUC contributions online in DOLCAT. Public and school libraries can find your library's VUC status by searching the web2 DOLCAT.

To find your VUC status in web2 DOLCAT choose one of the following:

1. Type the name of your library as a title search, ex. Brooks Memorial Library
2. Type your library's VUC symbol as a call number search, ex. B733
3. For public libraries that use OCLC for cataloging, type your library's OCLC symbol as a call number search, ex. BSYA

Next, click on your library name. You will be linked to the record for your library. Ignore the message, "The library currently has no holdings for this title," because this message does not refer to your VUC holdings. Instead, see the section of the record that follows, "Display Related Subjects." Your VUC contributions are listed as Notes.

Example:

Notes: VUC Cards: Adds: 2-22-08 (274)
VUC Cards: Discards: 2-22-08 (60)
MARC Records: Adds: 11-17-2007 (78)
MARC Records: Discards: 3-27-2008 (7)

Dates are followed by the number of additions or discards, which are given in parentheses. School libraries that send diskettes or ftp MARC records should contact the Technical Services Unit for their VUC status because records are loaded in batches and the contributions are entered less frequently than card and Card/MARC Service contributions.

For questions or information:

Technical Services Unit
Vermont Dept. of Libraries
109 State St.
Montpelier, VT 05609-0601
Phone: 802-828-3261
FAX: 802-828-2199

Revised September 12, 2008 by Lorraine Lanius, Head, Technical Services Unit

Technical Services Home Page for Vermont Public Libraries

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