CANADIAN CIP APPLICATION FORM 
 
This file contains the Canadian CIP application form in Rich Text Format (RTF).  An explanation of each category of information on this form is given after the form below. If you have any problems or questions about completing this form, please contact the CIP office for your region.  
 
Further information about the Canadian CIP Program and a list of its agent libraries is available at: http://www.collectionscanada.ca/cip/index-e.html.
 
INSTRUCTIONS: 
 
1.  Download this form and fill in the information requested below. 
2.  Attach a copy of the forthcoming publication's title page, introduction, table of contents, and other descriptive material to the completed form. 
3.  Return the completed form and attachments to the CIP agent for your region.  
 
************************************************************ 
 
CATALOGUING IN PUBLICATION INFORMATION

1.    CANADIANA CONTROL NO.  (leave blank, for CIP office use only) 

2.    DATE FORM COMPLETED: 
 
       DATE CIP DATA IS REQUIRED: 

3.    NAME, ADDRESS, AND PHONE NUMBER OF PUBLISHER: 

4.    WHICH IMPRINT WILL APPEAR ON THE TITLE PAGE ? 

5.    NAME OF CO-PUBLISHER (IF ANY): 

6.    IN-HOUSE EDITOR: 

7.     PHONE NUMBER FOR CONTACT PERSON: 

8.    AUTHORS' NAMES AND FUNCTIONS (e.g. illustrator, editor) AS THEY WILL APPEAR ON THE TITLE PAGE: 

9.   INFORMATION ON AUTHOR(S) 
 
     FIRST AUTHOR'S FULL NAME IF KNOWN: 
 
          --  BIRTHDATE: 
 
          Pick one of the following: 
          -- CANADIAN CITIZEN: 
          -- LANDED IMMIGRANT: 
          -- NON-CANADIAN: 
 
     SECOND AUTHOR'S FULL NAME IF KNOWN: 
 
          --  BIRTHDATE: 
 
          Pick one of the following: 
          --  CANADIAN CITIZEN: 
          --  LANDED IMMIGRANT: 
          --  NON-CANADIAN: 
 
     THIRD AUTHOR'S FULL NAME IF KNOWN: 
 
          --  BIRTHDATE: 
 
          Pick one of the following: 
          --  CANADIAN CITIZEN: 
          --  LANDED IMMIGRANT: 
          --  NON-CANADIAN: 

10.  TITLE AND SUBTITLE(S) OF BOOK: 

11.  EDITION STATEMENT, IF ANY (e.g. 2nd edition, Canadian edition, revised edition ...): 

12.  DATE(S) OF PREVIOUS EDITION(S): 

13.  TITLE OF PREVIOUS EDITION(S), IF DIFFERENT: 

14.  IS THIS A REPRINT (yes/no)?: 
 
     --  IF YES, GIVE DATE OF FIRST PRINTING: 

15.  IS THIS A TRANSLATION (yes/no)? 
 
     --  IF YES, GIVE ORIGINAL TITLE: 
 
     -- GIVE DATE ORIGINAL WAS PUBLISHED: 

16.  IS THIS PUBLICATION BILINGUAL (yes/no)?: 
 
      IF YES, GIVE DETAILS (e.g. proportion of languages; two complete texts; text in one language plus summary in another): 

17.  NAME OF THE SERIES (IF ANY) AS IT WILL APPEAR IN THE BOOK: 
 
     IF THE SERIES IS NUMBERED, GIVE THE NUMBER FOR THIS TITLE: 
 
     GIVE THE ISSN FOR THE SERIES: 

18.  PROJECTED DATE OF PUBLICATION 
 
     --  MONTH:       --  YEAR: 
 
 19.  DOES THE BOOK HAVE 
 
     --  A BIBLIGRAPHY (yes/no)?: 
 
     --  AN INDEX (yes/no)?: 
 
     --  BIBLIOGRAPHIC FOOTNOTES (yes/no)?: 

20.  IF THE PUBLICATION IS A MULTI-VOLUME WORK, HOW MANY VOLUMES ARE PLANNED?: 
 
     THE INFORMATION ON THIS FORM PERTAINS TO VOLUME NO.: 

21.  WHAT TYPE OF WORK IS THIS? (e.g. novel, poetry, essays, biography, textbook): 

22.  PRIMARY AUDIENCE (state grade / age level or group for which it is intended) : 

23.  IF THE BOOK CONTAINS THE PROCEEDINGS OF A CONFERENCE, GIVE: 
 
    --  NAME OF CONFERENCE (IF ANY): 
 
     --  CONFERENCE NUMBER (IF ANY): 
 
     --  PLACE IT WAS HELD: 
 
     --  DATE(S) OF CONFERENCE: 
 
WILL THE NAME OF THE CONFERENCE APPEAR ON THE TITLE PAGE (yes/no)?: 
 
     --  IF NO, WHERE WILL IT APPEAR? (e.g. preface, introduction, cover, etc.): 

24.  WHAT IS THE PRIMARY SUBJECT OF THE BOOK?: 

25.  ISBN VARIATIONS AND PRICE  
Where applicable, give ISBNs and associated prices for different bindings of the same title, for different volumes of a multi-volume set, and ISBNs of other publishers for a co-published work. 
 
State the item (e.g. "paperback"; "vol. 2") to which each different ISBN applies. 
 
     -- ISBN and associated PRICE: 
 
     -- ISBN and associated PRICE: 
 
     -- ISBN and associated PRICE: 

26.  NAME AND ADDRESS OF PERSON TO WHOM THE CIP ENTRY IS TO BE MAILED: 

     DO YOU WISH YOUR MATERIAL TO BE RETURNED (yes/ no)?: 
 
________________________________________________________ 

EXPLANATION OF THE CIP APPLICATION FORM: 
 
1.  Canadiana control number 
 
Each bibliographic record created for Canadiana, the national bibliography, is assigned a number by the CIP office for your region or by Library and Archives Canada.  Leave this section blank: the CIP office will assign this control number. 
 
2.  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.  The CIP office always tries to 
provide the necessary data in time to meet your publishing schedule, even in cases when the information is needed very quickly.  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. 
 
3.  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. 
 
4.  Which imprint will appear on the title page? 
 
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". 
 
5.  Name of 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. 
 
6.  In-house editor 
 
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.
 
7.  Telephone number 
 
This should be the telephone number for the in-house editor or the resource person to whom the CIP office should address its questions. 
 
8.  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. 
 
9.  Author's full names if known / Birthdate 
 
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. 
 
10.  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. 
 
11.  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...). 
 
12.  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. 
 
13.  Title, if different, of previous edition(s) 
 
This information is needed to create the necessary links between the two editions in the catalogue records. 
 
14.  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.
 
15.  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. 
 
16.  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. 
 
17.  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. 
 
18.  Projected 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. 
 
19.  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.
 
20.  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. 
 
21.  What type of work is this? (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. 
 
22.  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). 
 
23.  Does the book contain proceedings of a conference? 
 
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. 
 
24.  What is the primary subject of the book? 
 
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. 
 
25.  ISBN variations / 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. 
 
26.  Name and address of person to whom the CIP entry is to 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) or if you intend to pick up the CIP record by courier or in person.  Also indicate whether the material you sent with the CIP form should be returned.