Canadian Cataloguing in Publication Program

Canadian CIP 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 Programme and how Canadian publishers can participate in it.

Contents

• Benefits of the CIP Programme
• Scope of the CIP Programme
  • Basic eligibility criteria for CIP
  • Publications excluded
  • Co-published works
• How to participate in the CIP Programme
• How to print CIP data
  • Example of a CIP catalogue record
• Pre-publication changes

Benefits of the CIP programme

The CIP Programme 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, on magnetic tapes that are exchanged regularly 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 programme

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. ephemeral publications, such as leaflets, calendars, diaries, trade catalogues, phone books, game books, colouring books, crossword books, blank books.
10. games.
11. posters.
12. 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 programme

Publishers are required to complete a CIP Request Form to obtain CIP cataloguing for their forthcoming publication. This form is available in two different versions, Online or Rich text Format.

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 Programme, please contact the CIP Office.

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, Marvin L. Kwitko. 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 title and for the series to which this book belongs. The last line of the CIP entry gives the Library of Congress classification number, the Dewey decimal classification number and the Canadian control number, in that order.

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

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 Programme. This ensures that the CIP records made available to booksellers, wholesalers and libraries are correct and up to date.