C2.1
LC/NLC Cooperative Agreement
Through a cooperative agreement between the Library of Congress and the National Library of Canada (NLC), all headings for Canadian corporate bodies used in current LC cataloging must be approved by NLC. In addition, LC will accept the NLC form for some personal names used in cataloging materials with Canadian imprints.

C2.2
NLC AUTHORITY FILE
NLC supplies LC with microfiche copes of its current name authority file, Canadian Authorities. The microfiche gives the NLC approved form of the headings and is the source for headings needed by LC.

When searching the NLC fiche under initials, note that initials followed by periods but no spaces are filed as words; periods are not regarded as spaces. For example, B.C. Hydro files after Bazzini.

Headings for corporate names are taken from the microfiche edition of the NLC authority file.  If the needed heading is not found there, NLC establishes it for LC's use and supplies LC with a copy of the record as found on the NLC DOBIS system.  ("DOBIS" is a term comparable to "MUMS.")

Headings for personal names are taken preferably from the Canadian CIP data printed in the book.  Use the microfiche edition of the NLC authority file when the Canadian CIP data is not clear, seems likely to have been updated, etc., or when there is no Canadian CIP data available.  NLC does not establish the personal name heading for LC's use.

All headings found established in the microfiche edition of the NLC authority files, or in current Canadian CIP data, are in AACR2 firm.  (The microfiche edition no longer designates the headings explicitly as "AACR 2.")

C2.3
SEARCHING/ VERIFICATION

C2.3.1
1.  Corporate Names.
The NLC form must be verified and used for all new Canadian corporate names and for all Canadian corporate names not yet coded for AACR2 or coded for AACR2 but lacking NLC verification.

Use judgment about considering meeting held in Canada as "Canadian."  For example, if an international conference happens to meet in Canada, it not necessary to verify its heading according to these instructions.

Search the microfiche for the NLC form.  If the heading is not found there, request verification from NLC as follows:

Using the special request form (LC 6-124) cite the name in the exact form which it appears on publications, including any hierarchical information which also appears.  Give the date of the publication and, whenever possible, the source of the name, e.g., "t.p.: authorship," "fwd.," "incl. in title."
 

Example:          Saskatchewan Agriculture.  Research Branch
                        [t.p.: imprint; 1977 pub.]

Include obvious variant names.  include also the location (city, province) if it is not obvious.  When the verification request is being made for a reference, rather than a publication being cataloged, and the body does not seem to be a currently active one, give some indication of this characteristic, e.g., "last publication in LC dates 1969."

Forward the request form to the Office for Descriptive Cataloging Policy.  Lists of headings to be verified are sent bu mail to NLC, and replies are forwarded to catalogers.  (If no reply is received within six weeks, initiate a second request.  Label the request "2nd request."  Indicate and approximate date of the fist request.)
 

EXCEPTION:  When verification is needed for a CIP item or a NACO heading, telephone the request to NLC.  Normally, the librarian at NLC will take down the data about the heading and call back later with the NLC verification.

C2.3.2
2.   Personal Names
The NLC form is used for personal name headings on bibliographic records for items with Canadian imprints (i.e., the name of a Canadian city appears as the primary (first) place of publication) in the following cases:
 

A. The heading is being newly established in LC;

or,

B. The headings has been established in LC but the AACR2 form has not yet been assigned, and the current LC form is not the AACR2 form that would be assigned based on information in the LC data base (i.e., accept the NLC form instead of formulation an LC form).

(Note that the NLC authority file may be consulted as a reference source even for names that do not meet the above criteria.)

Look for the NLC form of heading in the Canadian CIP entry in the book or, if there is no Canadian CIP, search the microfiche of the NLC name authority file.  Cite these sources in the 670 "Source found" field (cf. C2.4).  If the NLC form is not found in the two sources, establish the name according to the usual LC practice.  Do not refer the name to NLC for special verification (as is done for corporate headings).  Cite NLC and the date of the search in the 675 "Sources not found" field.

If the form would conflict with another heading, do not use it.  Instead, establish the name according to usual LC practice and record the NLC form in the 670 "Source found" citation.  Explain the discrepancy by making the following note in the 667 "Note (perm. info.)" field.
NLC form conflicts with another LC heading.
 

N.B.  1)  If the existing LC heading matches the NLC heading except that the NLC heading includes a date, accept the existing LC heading as the AACR 2 form, i.e., do not change the heading.  (Dates added to personal name headings are additions to the heading and are not considered when comparing forms.)

N.B.  2)  When establishing a new heading and LC has date information but there is no conflict, do not include the date whenever the NLC form does not include this addition.

C2.4
ANNOTATION OF AUTHORITY RECORDS
For all new authority records, give the work cat. and (if appropriate) LC data base citations as usual.

For corporate names, annotate the authority record by citing NLC as a 670 "Sources found."  Do not search or cite other reference sources.  include the date of the NLC response to a request for verification.  When the verification is obtained from the microfiche of the NLC authority files, use the date on the microfiche.  Follow NLC by a parenthetical citation explicitly giving the NLC approved form, as follows:
 

NLC, 9/24/86 (Family Service Association of Metropolitan Toronto)

His Social inequality, c1984: t.p. (Edward G. Grabb) Can CIP (Grabb, Edward G.)

If there is no CIP entry, cite the NLC microfiche according to the above conventions for corporate names.
 

C2.5
REFERENCES
Trace "see" references given by NLC unless incompatible with other LC entries; trace "see also" references given by NLC according to normal LC guidelines (cf. RI 26.3B-C).  Justification of these references is not necessary (cf. DCM Z1).  Additional references may be given if required, justified according to normal practice.

For personal names, formulate the references according to LC style, e.g., include dates if used in the heading.

When evaluating references on existing authority records for corporate names, it will be necessary to check the heading on the NLC microfiche even if the name authority record contains a citation for the NLC form.  If the heading is nor found on the microfiche, request NLC verification (cf. C2.3.1).  (Note that authority records for all corporate name headings used as part of the heading or in cross references must indicate an NLC verification.)
 

C2.6
CANADIAN CORPORATE HEADINGS--GENERAL
If the NLC form differs from the LC/AACR2 practice for capitalization or punctuation, follow NLC.

If a corporate name in French contains the dipthong "oe" which appears in the NLC form as separate letters rather than as a ligature, use the NLC form in the heading.

LC practice is to establish Canadian corporate names in English whenever possible, the exception being Quebec whose corporate names LC establishes in French (see C2.7).

NLC practice is to establish all corporate headings in both English and French whenever possible--meaning that the two forms appear on works they have in hand.  This means that for many headings, there are separate and complete entries, one for the English form and the other for the French form.  There are also some headings that are a combination of French and English.  In these cases, search the NLC fiche for the English forms and use them in establishing the LC heading.
 

Example:  Universite cooperative international.  Session d'automne (6th : 1983 : University of Ottawa)

The English for for the University is established on the NLC fiche; thus at LC, the heading becomes:
 

International Co-operative University.  Session d'automne

(This heading will be marked "Provisional" until the English form for "session d'automne" becomes available.)
 

N.B.  1)  When making connections between earlier and later corporate names, NLC uses simple "see also's," rather than the references with special texts.  (If information is available, code the references earlier/later, per LC practice.)

N.B.  2)  NLC establishes ongoing conferences with qualifiers for each individual conference, while LC follows 24.7B4 and establishes one heading without the qualifiers.  (Do not use these qualifiers in the LC name authority heading.)

N.B.  3)  If NLC indicates that the name is not a corporate body (e.g., a plan, a project), but it falls under Group 1 of DCM Z11, establish the heading according to usual LC practice.  Record the NLC decision in the 670 "Sources found" field.

NLC verifies two headings for bodies that existed before and after the 1974/75 dividing line: an English one (through 1974) and a French one (1975-   ).

In the case of headings for non-government bodies in Quebec, also accept NLC's verification in French (even, for example, if the work being cataloged is in English).  There are some purely English-language private bodies in Quebec, and NLC verifies these in English.  For those verified in French that cross the language policy dividing line, apply the provisions given above for government bodies.

If the French form is chosen as the appropriate LC heading and it includes a qualifying term that has been given in French, change the qualifying term to the English term given in the NLC English equivalent heading.  (In such cases the LC heading will be a "combination" of the French and English NLC headings.)
 

N.B.  The system of counties no longer exists in Quebec; the term "Comte" has been replaced by the new division of Municipalite regionale de comte.

C2.8
CANADIAN PERSONAL HEADINGS
NLC has sent us the following information regarding the forms of names for married women:
 

"In Canada some of the provinces have new laws that allow women to choose their surname at the time of their marriage.  Their legal name can be their maiden name, their husband's name, or a compound name structured in either order.  We have discovered that authors seem to be inconsistent in how they present their names, making it difficult to assume that a woman has 'changed' her name as might have been assumed before the new laws came into effect."

For the time being, NLC prefers to leave the names as established on NLC fiche, until it can decide on a way to deal with this difficulty.

C2.9
NACO PARTICIPANTS
NACO participants may have the NLC verification done by LC.  Complete the name authority worksheet as usual, but the heading and reference fields may be left blank.  Check the "To NACO" box at the top of the worksheet and indicate in the "note (temp. info.)" box to the right of box 25 that NLC verification is needed.

C.2.10
NLC HEADING CHANGES
When the National Library of Canada changes an existing heading, notification of the change is sent to LC.  The English Language Section, Share Cat. is responsible for making changes to authority and bibliographic records (including minimal level records) in the LC data base.