How to complete the CIP application form

Catalogue records are created using the information that publishers provide. It is important that you submit an accurate representation of the title page, including 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. Please attach copies of the following:

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

Contact information

Name, address, phone and fax number of publisher
Provide the publisher’s contact information so that the CIP office knows where and by whom the work is being published.

Contact person for this application
Provide the name of the person involved in preparing the manuscript so that the CIP office can ask questions if needed.

The publication

Projected date of publication
Indicate the year and approximate month in which the book will be issued.

Date that the CIP record for this title is needed
To assist the CIP office in setting priorities for incoming CIP requests, indicate the date by which you require the CIP data. Please note that we need at least 15 business days to provide a CIP record.

Title and subtitle(s)
Provide the title and subtitle(s) as they appear on the book’s title page, which can sometimes be different from the cover or dust jacket. Information on the title page takes precedence but the CIP office prefers to know of any alternate titles and subtitles printed on or in the book.

Edition statement, if any
Include information related to previously published works (e.g., second revised edition, third enlarged and corrected edition, first Canadian edition). If a particular person is responsible for changes made in the new edition, please provide the name and responsibility of that person (e.g., with corrections and additions by...).

Author(s), editor(s), translator(s) 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. Provide the specific imprint that will appear on the title page (sometimes publishers use different imprints depending on the type of book or audience). Indicate whether an acronym or the full form of the publisher’s name will appear, and if both the English form and the French form (or any other form) of the name will appear on the title page. For self-published works, the imprint can be the author’s name. 

Co-publisher (if any)
Indicate whether a second publisher is mentioned on the title page, as the second publisher will also be cited in the catalogue record and 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), editor(s), translator(s), full names if known, birthdate and nationality
Provide information about middle names, married names, maiden names, year of birth and nationality to distinguish between authors with the same or similar names. This information is also needed for listing in national bibliographies, copyright tracing, library classification, etc. For example, works of fiction are shelved and classified according to the author’s nationality. Always make sure that the author consents to this information appearing in the CIP data.

Title from previous edition(s), if different
Provide titles of previous editions so that the links between editions can be created in the catalogue records.

ISBN, date of previous edition(s)
Provide International Standard Book Number(s) (ISBN) and date(s) for previous edition(s) to facilitate searching.

Is this a reprint?
If there are no changes in content or format, a book is considered to be a reprint and the previous catalogue record is reissued. It is possible to request prepublication data for any document.

Is this a translation?
Indicate the original title of a work that has been translated.

Title of the series (if any)
Provide the series title exactly as it will appear on the book, as well as the volume number and the ISSN, 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. Many book buyers and researchers locate books under their series title and number.

ISBN, Format
Give the ISBN 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), note the specific volume or binding to which it refers.

If the publication is a multi-volume work, how many volumes are planned?
Provide the number of individual volumes as this will affect the type of catalogue record that is created. It is also important because the CIP records for each volume of a set are not always prepared in numerical sequence. 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
Provide the following information for entire or partial proceedings of a meeting, seminar, symposium, colloquium or conference—annual or otherwise:

  • • the official name of the meeting, conference, etc. as it will appear in the publication (e.g., 25th (or Twenty-fifth) Annual Meeting of the Association..., Symposium on..., etc.);
  • the name of the conference as it will appear on the title page;
  • the date(s) of the event;
  • name of the place where it was held.

Does the book contain a bibliography or bibliographic references?
A bibliography is a list of at least five titles and is organized either alphabetically or chronologically. Information on bibliographic references is not necessary if the bibliography at the end of the book covers the same material.

Genre of publication (e.g., novel, poetry, essay, etc.)
Indicate the type of work being published for classification and assignment of subject headings.

Primary audience
Indicate the audience for whom the publication is intended (e.g., if it’s general, if it’s for a specific age group or grade).

What is this book about?
The CIP record includes subject headings that describe the contents of the work. This is especially important if the book deals with a medical, legal, scientific, technical, historical or other highly specialized subject. 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. 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 or her work is also essential.

Is this publication bilingual or multilingual?
This pertains to publications that include text in more than one language, not separate publications in 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 data on the back of the title page for a typeset version, or include it on the page containing copyright information for print and electronic versions. The data elements must be included completely, without any alterations to sequence, punctuation, capitalization or spacing. The punctuation or capitalization may sometimes seem peculiar but they are prescribed standards that permit the catalogue record to be understood internationally.

Example of a CIP catalogue record
In the example below, the first line is the header which identifies the information as CIP data. The description that follows contains the authorized access point for the work (principal creator and title or title alone) as well as edition, series information, appropriate notes and ISBN(s). The book has been assigned subject headings which appear after the description and are identified with Arabic numerals. Additional access points for names, titles and series are identified with Roman numerals. The last line 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 a book, looks like the following:

Library and Archives Canada Cataloguing in Publication

Macfarlane, Daniel, author Negotiating a river : Canada, the US, and the creation of the St. Lawrence Seaway / Daniel Macfarlane.
(Nature, history, society) Includes bibliographical references (pages 286-309) and index. Issued in print and electronic formats. ISBN 978-0-7748-2643-3 (bound).--ISBN 978-0-7748-2645-7 (pdf).-- ISBN 978-0-7748-2646-4 (epub)
1. Saint Lawrence Seaway--Design and construction--Political aspects--History--20th century. 2. Saint Lawrence Seaway--Design and construction--Environmental aspects--History--20th century. 3. Saint Lawrence Seaway--Design and construction--Social aspects-- History--20th century. 4. Canada--Foreign relations--United States-- History--20th century. 5. United States--Foreign relations--Canada-- History--20th century. I. Title. II. Series: Nature, history, society

TC427.S3M33 2014 627'.13709714 C2014-900710-8
C2014-900711-6

Pre-publication changes
If changes are made to the original information submitted to the CIP program, publishers are requested to immediately notify the CIP office before publication. This ensures that the CIP records are correct and up to date.

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

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