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CIP
Cataloguing in Publication
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User's Guide

Introduction

Cataloguing in Publication (CIP) is a free cooperative venture between publishers and libraries which enables books to be catalogued before they are published. This pre-publication cataloguing information is then distributed widely to booksellers and libraries, giving them advance information so that they can select, buy and process new books.

The distinguishing feature of Cataloguing in Publication is that the catalogue record is created and disseminated prior to publication and is printed in the book itself.

This document describes the requirements of the CIP Program and how Canadian publishers can participate in it.

Contents

Benefits of the CIP Program

The CIP Program enables publishers to promote their new books by providing booksellers, wholesalers and librarians with advance information they can use to select and purchase new books. The CIP data are also printed in the books themselves and can be used by libraries for cataloguing new acquisitions.

CIP gives the publisher, free of charge, valuable publicity for forthcoming books by distributing the CIP data in a variety of products and utilities. For example, CIP records appear in "New Books Service", an on-line service showcasing new Canadian publications. CIP records also appear in the national bibliography Canadiana, on Library and Archives Canada's bibliographic database AMICUS, with other national libraries, and in Canadian Books in Print.

Obtaining CIP data for a publication does not create delays in publishing schedules. However, it is important that the CIP office creating the CIP catalogue record be provided with full information on the work being catalogued as far in advance of publication as possible.

The CIP catalogue record is a brief description of a publication. It includes information (such as author(s), title, series title, subject headings, ISBN, ISSN and classification numbers) that is used by book buyers, readers and researchers to identify and locate publications. The record is created and arranged according to internationally established standards which make it possible to distribute information about publications throughout the world.

Scope of the CIP Program

The Canadian Cataloguing in Publication (CIP) Program aims to provide standardized library cataloguing for forthcoming Canadian publications. CIP covers a wide range of topics and audiences, printed publications as well as other media and encompasses a large array of Canadian publishers (trade, governments, individuals, universities, associations, institutions...). CIP cataloguing is completed and made available before the publication is printed or produced, thereby providing timely advance cataloguing data to libraries and offering additional promotional exposure for the eligible publications of Canadian publishers.

Basic eligibility criteria for CIP

To be eligible for CIP, a publication must meet the following basic criteria:

  1. The publication in question will be published in Canada (i.e. by a publisher with a Canadian address).
  2. The publication is not yet printed/produced.
  3. For printed and other tangible media, it will have a print run or production of at least 100 copies.
  4. It is intended for public distribution.

Exclusions

The CIP Program excludes:

  1. websites, blogs, wikis.
  2. publications published by a non-Canadian publisher, even if they are printed or distributed in Canada.
  3. publications published by a non-Canadian publisher, even if they are written by a Canadian.
  4. school material at the elementary and secondary levels (student texts as well as teachers' resources and all ancillary material), including readers.
  5. periodical/serial publications, as well as looseleaf publications which are intended to be updated.
  6. publications intended for a limited or circumscribed distribution (family members, friends, group members or participants at an event, conference or seminar, or clients of a company).
  7. musical sound recordings.
  8. music scores and sheet music.
  9. electronic versions of material previously published in print or other format.
  10. ephemeral publications, such as leaflets, calendars, diaries, trade catalogues, phone books, game books, colouring books, crossword books, blank books.
  11. games.
  12. posters.
  13. maps.

If you have any questions about the eligibility of one of your forthcoming publications, please contact the CIP Office.

Co-published works

If publication of a work is being shared by two or more Canadian publishers, one of these publishers, usually the one with primary responsibility for production, should apply for CIP data to the CIP office responsible for the area. The CIP office should be informed that the work is being co-published, by whom and if an additional ISBN for the other publisher(s) will appear in the publication.

If a publication is being issued simultaneously by a Canadian and a foreign publisher, each publisher should apply within its own country for CIP data. In these cases, both the Canadian and foreign sets of CIP data must be printed in the work.

How to participate in the CIP Program

Publishers are required to complete a CIP Request Form to obtain CIP cataloguing for their forthcoming publication. The form is available here.

Catalogue records are created on the basis of the information provided on the work's title page and the subject matter covered by the work. It is important that you submit an accurate representation of the title page with the CIP information form, including information on the name(s) of the author(s), the title, subtitle(s) and the place of publication, the name of the publisher and the projected date of publication. If available, please attach copies of:

  • the title page
  • table of contents
  • introduction and preface

If you have any questions about the CIP Program, please contact the CIP Office.

How to Complete the CIP Application Form

Contact Information

Name, address and phone number of publisher
For sending information to publishers and for contacting them to ensure the accuracy of the CIP record, the CIP office needs to know where and by whom the work is being published. In the case of a government document, the author department acts as publisher.

Contact person for this application
Often the CIP Office will need additional information from the publisher in order to create accurate catalogue records. Therefore, it is useful to have the name of someone who has been involved in preparing the manuscript and can answer questions about the forthcoming work.

Person to whom the CIP should be sent.
If the CIP record is to be sent to someone other than the publisher, this information should be included. Please indicate how you would like the CIP record to be sent to you (e-mail, fax, or mail).

The Publication

Planned date of publication
The CIP office needs to know the year and approximate month in which the book will be issued as CIP information is a major tool for selecting, ordering and acquiring Canadian books.

Date form completed / Date CIP required
In order to assist the CIP office in setting priorities for incoming CIP requests, it is necessary to have information on your publishing and printing schedule as well as the date by which you require the CIP data for a forthcoming work. Please note that we need 10 business days to provide a CIP record. Again, it is important to allow your CIP office enough time in advance of the publication date and provide enough information to create an accurate catalogue record.

The Title Page

Title and subtitle(s)
The title and subtitle(s) that appear in the catalogue record are those given on the book's title page, which can sometimes be different from the title and subtitle on the cover or dust jacket of the book. Information on the title page takes precedence but the CIP office prefers to know of any alternate titles printed on or in the book. All subtitles should be included on the CIP information form.

Edition statement, if any
Information relating to a different edition of a previously published work is necessary for cataloguing purposes. The CIP office needs to know exactly how the edition information will appear in the book (e.g., second revised edition, third enlarged and corrected edition, first Canadian edition). If a particular person is responsible for a new edition that includes changes from a previous edition, please provide the name and responsibility of the person (e.g., with corrections and additions by...).

Authors' names and functions as they will appear on the title page
List all the authors, specifying their roles and functions (e.g., edited by, compiled by, under the direction of, translated by, illustrated by), the exact spelling and form of their names as they will appear on the title page (e.g., Bill McKerrow, W.R. McKerrow, William R. McKerrow, William Russell McKerrow) and the order in which the names will appear on the title page.

Publisher's imprint
The imprint given in a catalogue record includes the place of publication, the name of the publisher as it appears on the title page, and the date of publication. Sometimes publishers use different imprints for different types of books or for different series aimed at specific age groups or grades. Therefore, the specific imprint that will appear on the title page is necessary for the completion of the catalogue record. Also, the CIP office will need to know if an acronym or the full form of the publisher's name will appear, or if both the English form and the French form (or any other form) of the name will appear on the title page. Please note that for self-published works the imprint can be the author's name or the statement "published by the author". For government documents, the imprint will include the name of the branch, service or department that appears on the title page, as, for example, "Health Services Directorate, Health and Welfare Canada."

Co-publisher (if any)
This information is necessary if a second publisher is mentioned on the title page, because that second publisher will also be cited in the catalogue record and because a second ISBN number might also be included in the CIP data. Co-publication does not include cases where a publisher has bought the rights of publication to a book that has already been published elsewhere.

Author's full names if known, birthdate and nationality
Information about middle names, married names, maiden names, year of birth and nationality is essential in many cases to distinguish between authors bearing the same name or similar names. All this information is also needed for listing in national bibliographies, for copyright tracing, for library classification, etc. For example, works of fiction are shelved and classified according to the author's nationality. Note: Always make sure that the author consents to this information appearing in the CIP data.

Title, if different, of previous edition(s)
This information is needed to create the necessary links between the two editions in the catalogue records.

Date(s) of previous edition(s)
This information facilitates the search for any catalogue record(s) created for the previous edition(s). If the name of the publisher of the previous edition is different, it is also important to include it.

Is this a reprint?
Generally speaking, a work is considered to be a "new" publication if there is a relevant edition statement (as noted previously), if there has been a change in title or a change of publisher, or if additional information appears in the work. Consequently, a new catalogue record has to be created. If there are no changes in content or format, the book is considered to be a reprint and the previous catalogue record is reissued. It is possible to request pre-publication data for any document, including a reprint of a government document that did not initially receive CIP data.

Is this a translation?
Always indicate the original title of a work that has been translated as well as the publication date of the original version. This information is essential for ensuring accuracy in a catalogue record. Furthermore, the original publication date of the work helps to ascertain which edition of the work was used for the translation. This data can be important in the case of older works published in a number of editions. Notes referring to the edition on which the translation is based are included in the catalogue record.

Name of the series (if any) as it will appear in the book
Many book buyers and researchers locate books under their series title and number. Publishers should provide the series title exactly as it will appear on the book as well as the volume number and the ISSN number (if applicable). Do not include a working title of a series if it is only used internally and will not figure in the final publication. When the series has a bilingual (or trilingual) title, please provide all titles and indicate the order in which they will appear in the publication.

ISBN, Format, Price
Give the ISBN (International Standard Book Number) assigned to the work. If more than one ISBN has been assigned (as is the case for a multi-volume work or a work for which two bindings are planned), please note the specific volume or binding to which it refers. The price (even an approximation) at which the work will be sold provides useful information for book selectors and booksellers.

Multi-volume work
If the publication is a multi-volume work, how many volumes are planned?
Information on the extent of a multi-volume work will affect the type of catalogue record that is created. The number of the individual volume is also important because the CIP records for each volume of a set are not always prepared in numerical sequence, and it helps the CIP office to know which volumes have already been catalogued and which volume(s) will be published in the future.

Conference proceedings
When a publication includes the entire or partial proceedings of a meeting, seminar, symposium or conference, annual or otherwise, please complete this section with the utmost care. The official name of the meeting, colloquium, conference, etc. has to be given as it will appear in the publication (e.g., 25th (or Twenty-fifth) Annual Meeting of the Association..., Symposium on...,etc.). Also, if the name of the conference will appear on the title page, please give this name as it will have a direct bearing on the catalogue record. The date(s) of the event and name of the place where it was held are also essential.

Bibliography, index, bibliographic footnotes
This information is also included in the catalogue record. For cataloguing purposes, a bibliography is considered to be a list which contains at least five titles and is organized either alphabetically or chronologically. Information on bibliographic footnotes is not necessary if the bibliography at the end of the book covers the same material.

Genre of publication (e.g., novel, poetry, essay...)
Information on the type of work being published helps the CIP office to classify the publication and assign subject headings.

Primary audience
The CIP office needs to know the audience for whom the publication is intended (e.g., is it general, is it for a specific age group or grade).

What is this book about?
The CIP record includes subject access points, the subject headings, that describe the contents of the work. Therefore, details of the book's subject matter are required in order to assign subject headings. This is especially important if the book deals with a medical, legal, scientific, technical, or other such highly specialized subject. Please provide major characteristics of the subject, such as its scope, topics, themes, audiences, works discussed, dates and time periods, places, historical characters, ethnic groups, etc. To ensure that the assigned subject headings are as accurate as possible, it is essential that a copy of the introduction and table of contents be included with your CIP request. Note: In the case of an exhibition catalogue, details should include the ownership of the works exhibited, the galleries or museums to which the exhibition will travel, and the authorship of the text. Information about the artist and his/her work is also essential.

Is this publication bilingual?
This pertains to publications that will include text in more than one language, not to separate publications in two different languages. Some books include text (e.g., quotations, insertions) in a second language; some are completely bilingual or even trilingual. As this has a direct bearing on the catalogue record being created, full information on the languages appearing in the book and the proportion in which they will appear is essential to the CIP office. Also essential is, again, the title page (or title pages) of such books. Please indicate if there will be one bilingual title page or two separate unilingual title pages facing one another or, in the case of a "back to back" publication, title pages placed at each end of the book. Also, the CIP office needs to know if the texts will be printed back to back or in parallel columns, or with the two texts on pages facing each other.

How to print the CIP data

The CIP data must always be printed in the publication.

Print the CIP data on the back of the title page, either a typeset version or as a full or reduced-size photofacsimile. The data elements, however, must be printed completely, without any alterations to sequence, punctuation, capitalization or spacing. The punctuation or capitalization may sometimes seem peculiar but it is prescribed by standards that permit the catalogue record to be understood internationally.

Example of a CIP catalogue record

In the example below, the first line given is the header which identifies the information as CIP data. The main entry for this particular item is its author, Jennifer McCrank. The description of the book (its title, any series information, appropriate notes, and ISBN) follows the main entry. The book has been assigned two subject headings which appear after the description and are identified with Arabic numerals. The added entries, identified with Roman numerals, follow the subject headings. For this book, added entries have been created for the publisher and the title. The last line of the CIP entry gives the Library of Congress classification number, the Dewey decimal classification number and the Canadiana control number, in that order.

A CIP entry, as printed in the book, looks like this:

Library and Archives Canada
Cataloguing in Publication

McCrank, Jennifer
   Nanotechnology applications in the forest sector / Jennifer McCrank.

Issued also in French under title: Les applications de la nanotechnologie dans le secteur forestier.
Includes bibliographical references.
ISBN 978-1-100-12065-2

   1. Forest products--Technological innovations. 2. Nanotechnology.
I. Canadian Forest Service. Science and Programs Branch II. Title.

SD387 M33 2009  634.9'8  C2009-980079-9

If you have any questions about the information appearing in the CIP data, please contact the CIP Office.

Pre-publication changes

Publishers are requested to immediately notify their regional CIP office if they make any changes before publishing the book that involve the original information they submitted to the CIP Program. This ensures that the CIP records made available to booksellers, wholesalers and libraries are correct and up to date.