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Double-check that the author is included on the appropriate list of Advanced Degrees Conferred (does not apply for Bachelor theses or project reports). If name is missing from list, refer to LTS Thesis Liaison for resolution with Graduate School office.Insert appropriate location flyer in each volume, consulting Theses classifications list to determine which library will receive circulating copy, as well as the call number prefix.Locate the bibliographic record for the Electronic edition in the database, if available, and upon verifying the accuracy of the content, create two additional Holdings records for the record: 1 for the archival, and 1 for the circulating copy.For theses which lack a record for the electronic version in the database, create a new bibliographic record for it, and add the appropriate Holdings fields as stated above. This will apply primarily to Bachelor's thesis, though there are other examples.Create a new bibliographic record as well as two holdings records in the local database, one for the archival copy and one for the circulating copy.Select cutter for both archival and circulating copies.Write appropriate call numbers with correct library location in each copy.Add 866 fields to MFHD as appropriate for multi-part items. Creating/Updating Holdings Create item records, and add barcodes.
Creating a Bib Record (applies only if no current template available) Anchor A1 A1
Before creating a new bibliographic record, search for the author's name in Voyager. If found, use the established form as the heading. Otherwise, use the form of the name found on the title page. Add the author's birth date if it can be found easily (often in the biographical sketch page, usually on p. iii). If there is a conflict between an established heading and the form of the name found on the title page, e.g. a manifestation of two different forms of the name, or any indication of a name change, copy the source page(s), i.e. title page, approval sheet and/or biographical sketch, for resolution by Database Quality staff responsible for authority control. A new bibliographic record is created in Voyager by using the thesis template, which can be edited as appropriate to reflect changes in years or degrees. The following Leader values are supplied by the template and will not need editing.
- Record status = n (status will change to c automatically if a new record is derived from an existing record)
- Type of material = t
- Bibliographic level = m
- Encoding level = 7
- Cataloging form = i
Most values for 008 fixed fields are also supplied by the template. Date field will require editing; others remain the same.
- Publication status = s
- Date1=[year of publication]
- Place of publication = xx
- Illustrations = Select a code corresponding to the illustrative material in 300 |b
- Contents = b
- Contents = m
- Language = eng
- Cataloging source = d
Variable fields required if applicable:
- Cataloging source = 040
- Author = 100
- Title = 245
- Alternative title = 246 (if needed)
- Date = 264 |c (use the year of publication from the title page, even if it differs from the Advanced Degrees Conferred list)
- Physical description = 3xx fields (limit description to ill., maps, facsim.)
- Dissertation note = 502 (use the year that the degree was conferred, according to the Advanced Degrees Conferred list)
- Bibliography note = 504
- Advisor = 700
- Stats code = 948 ( input and fastshelve or added copy or loc as appropriate)
Example of a thesis bibliographic record in RDA format:
040 |a NIC |c NIC
100 1 |a Blume, Maria, |e author.
245 10 |a Discourse-morphosyntax interface in Spanish non-finite verbs : |b a comparison between adult and child grammars / |c by Maria Blume.
264 |c [2013]
300 |a xxxvii, 491 leaves : |b illustrations ; |c 29 cm.
336 |a text |2 rdacontent
337 |a unmediated |2 rdamedia
338 |a volume |2 rdacarrier
502 |b (Ph. D.) |c Cornell University |d August, 2013.
504 |a Includes bibliographical references (leaves xx-xxi).
948 0 |a 20140415|b i |d pd36 |e lts |h gift
948 1 |a 20140415 |b s |d pd36 |e lts
948 1 |a 20140415 |b l |d pd36 |e lts
Degree Abbreviations Used in the 502 Dissertation Note Field Anchor A1a A1a
Bachelor of Architecture--BArchitecture–B.Arch.
Master of Architecture -- M.Arch.
Master of Arts -- M.A.
Master of Arts in Teaching -- M.A.T.
Master of Engineering -- M.Eng. (followed by the special field)
Master of Fine Arts -- M.F.A.
Master of Health Administration -- M.H.A.
Master of Industrial and Labor Relations -- M.I.L.R.
Master of Landscape Architecture -- M.L.A.
Master of Management in Hospitality -- M.M.H.
Master of Nutritional Science -- M.N.S.
Master of Professional Studies (African and African-American Studies)-- M.P.S.(A.A.A.)
Master of Professional Studies (Agriculture) -- M.P.S.(Agr.)
Master of Professional Studies (Communication) -- M.P.S.(Comm.)
Master of Professional Studies (Community and Rural Development) -- M.P.S.
Master of Professional Studies (Human Ecology) -- M.P.S.(Hu.Ec.)
Master of Professional Studies (Industrial and Labor Relations) -- M.P.S.(I.L.R.)
Master of Professional Studies (International Development) -- M.P.S.(I.D.)
Master of Public Administration -- M.P.A.
Master AMaster of Regional Planning -- M.R.P.
Master of Science -- M.S.
Doctor of Philosophy -- Ph. D.
Doctor of Musical Arts -- D.M.A.
Doctor of the Science of Law ? J.S.D.
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- Creating a Holdings Record Create new holdings records for each copy using the appropriate cataloging location in Voyager. The Voyager OPAC will display the cataloging locations in alphabetical order regardless of the order in which the locations are created. All archival copies are shelved together, regardless of topic or degree, but circulating copies are classified based on subject. The Holdings records for both the Archival and Circulating copies will also have an 843 field, designating them as print items. If the thesis has multiple parts, create an 866 field in the holdings record and indicate the scope, e.g. v.1-2.
Holdings record for archival copy: Add the archival copy (the book with the Approval form with the original signatures) first, always using rmc,anx location. Call number will consist of the word Thesis followed by the year and book number. Example: 843 |aPrint.|bIthaca, N.Y. :|c Cornell University, |d2010. |e x, 293 l. :ill. ; 29 cm. (used only when an electronic version was cataloged first, then the print copy added to exisiting record). 852 8 0 |b rmc,anx |h Thesis 2002 B586 Item Status: nocirc (for archival copy)Holdings record for circulating copy: Add the circulating copy (the book with a copy of the approval form) as the second location to the library that predominantly supports the instruction and research in the discipline of the degree of the thesis. Consult Thesis Classifications for the location and classification number for each degree program. The degree program of each graduate is given in the Advanced Degrees Conferred list. The call number for the circulating copy includes the word Thesis, the classification number, the year, and the book number, followed by oversize symbol if appropriate. Most theses are 29 cm. Consult the Oversize chart for each location. As above, the Holdings for the circulating copy will also have an 843 field designating it as a primt-format item. Example:843 |aPrint. |bIthaca, N.Y. : |c Cornell University,|d2010. |e xi, 261 l. : ill. ; 29 cm. (used only when an electronic version was cataloged first, then the print copy added to exisiting record).852 8 0 |b asia |k Oversize |h Thesis P30 2002 B586 |m + Item Status: book (for circulating copy)If the thesis has been bound in more than one volume, or if it has accompanying material like a CD-ROM, videodisc or sound disc, this information is recorded on the MFHD in 866 and 867 fields. The 866 is used for the basic bibliographic units of the thesis, and the 867 is for accompanying material. Use macros to add these fields. Insert an 866 field by putting your cursor at the end of the 852 and typing "6^^," Type "7&&" to insert an 867. Additionally the piece count should be added to the item record and the individual pieces in the note. For example: text + cd-rom For a regular 2-volume thesis, a typical 866 looks like this:866:41:|8 0 |a v.1-2We might want to add to this sentence:The 866 isued for the basic bibliographic units of the thesis, and the 867 is for accompanying material (anything which falls out of the volume when you shake it).
- Adding Copies
Occasionally a CU library may already have received a thesis as a gift and cataloged it. If this is the case, add the archival copy (rmc,anx) as the 2nd location and the circulating copy as the 3rd location. Subsequent CUL thesis gifts are processed according to general thesis processing guidelines.
- Shelflisting
All call numbers for CUL theses begin with the word "Thesis" as the first element. Archival copies are shelved together, regardless of topic or degree. Circulating copies are classified with an LC-type call number depending on the field of study. Class numbers are supplied by Thesis Classifications. The call number is followed by the year the degree is conferred. All three conferral degrees of the same year for master and doctoral thesis are shelved together. Use the LC Cutter Table to assign the cutter for the author for each copy.
Examples of call numbers as written in the book:
ASIA Thesis PS 16 1998 J625 + | ARCH Thesis 1998 J625 |
- Creating the Book Cutter Each thesis is shelflisted in such a way that the degree sits alphabetically with other degree recipients of that same year. Determine the filing position of the work and use the LC Cutter Table to create the cutter number. The letter part of the cutter number is the first letter of the author's last name or the title in the case of no main entry for Engineering Library project reports. Always use a three digit cutter to allow room for later degree recipients of the same year. Ensure that the cutter is unique, and to the extent possible, shelved alphabetically. However, don't recall theses to make adjustments to the alphabetical order within a given year. Assign a call number to each copy, taking care to write proper location in the book. ARCH is the correct designation for all archival copies (852 |b rmc,anx). Barcode each volume and create the item record (item status for the archival copy = nocirc). If the thesis is a multi-volume, create an item record for each volume according to CUL guidelines. Accompanying materials are processed according to the guidelines for each cataloging location. Occasionally, a pocket needs to be created to hold CDs, DVDs, drawings, etc.
- Physical Processing
Cataloged theses and disserations should be placed on the appropriate Physical processing trucks: PHD theses are stamped and tattle-taped at the bindery before they arrive in LTS, and only the circulating copies need to be labeled with the Call number. Archival/Annex PHD's can therefore be put directly on the outgoing 'Department Libraries' truck, while the circulating copies to be 'typed' (i.e. labeled), can be brought directly to Physical Processing staff. Masters Theses, on the other hand, are not stamped or tattle-taped when they arrive, so both copies can be put on the disgnated "Hardcover/Cataloged" truck, as with more conventional materials.
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