Scope and coverage

The Canadian Cataloguing in Publication (CIP) program provides 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, universities, associations, institutions, etc.). CIP cataloguing is completed and made available before the publication is printed or produced, thereby providing timely advance cataloguing data to libraries.

Basic eligibility criteria for CIP 

To be eligible for CIP, the following criteria must be met:

  1. The publisher has a Canadian address.
  2. The publication is not yet printed/produced.
  3. The publication should have an expected distribution of 100 copies within the first six months, whether it is a print or an e-publication.
  4. The publication is intended for public distribution.

Exclusions from CIP 

The CIP program excludes:

  1. Government of Canada publications
  2. provincial publications
  3. municipal publications
  4. publications published by a non-Canadian publisher, even if they are printed or distributed in Canada
  5. publications published by a non-Canadian publisher, even if they are written by a Canadian
  6. self-published material, including (a) publications for which the cost of publishing is borne by the author, either in whole or in part, regardless of any grants obtained to offset that cost; (b) publications for which the author, editor or other significant contributor is the publishing house’s owner, co-owner, founder, etc.
  7. websites, blogs, wikis
  8. school material at the elementary and secondary levels (student texts as well as teachers' resources and all ancillary material), including readers
  9. periodical/serial publications, as well as loose-leaf publications which are intended to be updated
  10. 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)
  11. audio-visual material (including DVDs, CDs, etc.)
  12. music scores and sheet music
  13. electronic versions of material previously published in print or other format
  14. ephemeral publications, such as leaflets, calendars, diaries, trade catalogues, phone books, game books, colouring books, crossword books, blank books
  15. games
  16. posters
  17. maps

How to apply for CIP 

Publishers are required to complete the appropriate CIP Application Form to obtain CIP cataloguing for their forthcoming publication. The completed CIP request must:

  • include all mandatory information requested on the form, and additional material (e.g. title page, introduction, cover) as needed for completion of cataloguing.
  • allow for 15 working days for completion of cataloguing (not including weekends and statutory holidays).

Benefits of the CIP program

  • The Cataloguing in Publication (CIP) program provides preliminary cataloguing data in advance of publication. This data is printed inside books and shared electronically in order to facilitate the processing of Canadian publications by libraries in Canada and abroad.
  • CIP records are broadly distributed, appearing in Library and Archives Canada's catalogue AMICUS and other library catalogues.
  • Obtaining CIP data for a publication does not create delays in publishing schedules so long as the CIP office receives full information as far in advance of publication as possible.
  • The CIP catalogue record is a brief description of a publication based on internationally-established library standards. It includes information (such as author(s), title, series title, subject headings, International Standard Book Number (ISBN), International Standard Serial Number (ISSN) and classification numbers) that is used by book buyers, readers and researchers to identify and locate publications. Standardized descriptive information makes it possible to distribute information about publications throughout the world.

Co-published works

  • If a work is being published by two or more Canadian publishers, one of the publishers, usually the one with primary responsibility for production, should apply for CIP data to the appropriate CIP office. Inform the CIP office 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.
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