...
Date of next review: February 2018
...
Adding print copy to electronic bibliographic record
...
Holdings Record for Circulating Copy
...
Create item records, and add barcodes.
Creating a Bib Record (no electronic bib record 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:
...
Thesis Electronic Record
For the majority of Ph.D. and Masters theses, electronic bibliographic records are preloaded via metadata from ProQuest into Voyager by the Batch Processing and Automation Department in Library Technical Services. These electronic records are used to create and attach a holdings record that represents a physical print copy housed in the respective circulating library.
EditingAnchor A1a A1a
Due to how the thesis metadata from ProQuest is processed, the electronic bibliographic records may need some minor editing prior to the creation and attachment of the holdings record representing circulating library print copy. The editing of bibliographic records are sporadic and inconsistent ... meaning the editing of one bibliographic record may not be the same as the next. However, the types of edits seem to be relatively consistent. The majority of edits consist of punctuation, proper usage of upper and lower case lettering, illustrations or no illustrations, adding the appropriate URI for the thesis advisor and implementing the correct 948 stat code for LTS to represent the addition of the newly created holdings record.
| Anchor | ||||
|---|---|---|---|---|
|
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 |z <in pocket of text>
Creating a Bib Record (no electronic bib record available) Anchor A2 A2
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 illustrations, maps)
- Dissertation note = 502 (use the year that the degree was conferred, according to the Advanced Degrees Conferred list)
- Bibliography note = 504
- Thesis 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.
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.
...
948 1 |a 20140415 |b l |d pd36 |e lts
Degree Abbreviations Used in the 502 Dissertation Note Field Anchor A1aA2aA1a A2a
...
Doctor of the Science of Law -- J.S.D.
NoteTemplate: The thesis template may be edited to reflect changes for each conferral year by changing the year in the 264 |c and the thesis note in 502 note field. After each template edit, subsequent records can be created by adding the author, title, physical description fields (with the corresponding codes for the fixed fields in 008 field) and abbreviation and date of conferral for the degree in the 502 field. Anchor A1bA2bA1b A2b
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. 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. Anchor A2A2cA2 A2c
Anchor
...
A2d
...
Holdings record for circulating copy: Add the print copy to the library location 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, which is provided to the Thesis Coordinator. The call number for the circulating copy includes the word Thesis, the classification number, the year, and the author. Most theses are 29 cm. Consult the Oversize Chart for each location. If the thesis has multiple parts, create an 866 field in the holdings record and indicate the scope, e.g. v.1-2. And 867 field for supplemental material, (includes accompanying material.)A2d
852 8 0 |b asia |k Oversize |h Thesis P30 2002 B586 |m +
866 4 1 |0 |a v.1-2
867 4 1 |0 |a CD-ROM |z <in pocket of text>
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:
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
...
866 41 |8 0 |a 1 v.
867 41 |8 0 |a CD-ROM |z <in pocket of text>
Adding Copies Anchor A4 A4
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.
ShelflistingShelf listing Anchor A5 A5
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.
...