Page History

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Holdings Record for Circulating Copy              

Adding print copy to electronic bibliographic record

Adding Copies            

Creating the Book Cutter            

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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: a regular 2-volume thesis, a typical 866 looks like this:

866:41:|8 0 |a v.1-2

Edit electronic bibliographic record for any cataloging errors. Add appropriate 948 to bib record for added location. Then create new holding for circulating location.

Add 843 field to designate physical characteristics

Add 852 field with appropriate call number

If multi-vol, add 866 field to represent volume enumeration, and/or add 867 field for supplemental material

Example for multi-vol:

866 41 |8 0 |a v.1-2

Example for text with accompanying material:

866 41 |8 0 |a 1 v.

867 41 |8 0 |a CD-ROM

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 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.   

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:

   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.

  Cataloged theses and dissertations 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 "Hardcover/Cataloged" truck, as with more conventional materials.

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