NOTE: This procedure is still in its beginning stages. Please bear with us as we progress to complete this document. (pd - 05022022)
Overview: This document outlines the processing workflow of specialty theses received the Fine Arts Library. Specialty theses received from the Fine Arts Library are Bachelor of Art, (Honors Thesis), Bachelor of Architecture, (B'Arch), Bachelor of Regional Planning, (C.R.P.), Masters of Architecture, (M'Arch), Masters of Regional Planing, (M.R.P.). Theses stemming from the Fine Arts Library are not associated with the M.R.P.s or M.F.A.s generated through the Graduate School. The requirements between the Graduate School theses and the ones received from the Fine Arts library are different and follow a separate process. However, the ones received from Fine Arts library are still sent to Library Technical Services for processing.
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For other thesis inquiries, you can visit the main Thesis Processing page, of if you have any specific questions, concerns, or inquiries, please contact the Thesis Coordinator, Peter DelaCuadra, for further assistance.
Unit: cataloging
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Date for next review: June 5, 2023
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There are three parts to creating the correct call number for a thesis. The First portion is called the classification subject cutter, the second portion is the conferral year, and the third portion is identified as the author cutter. The word "Thesis" will be the first element when processing an M'Arch or M.R.P. The word "Thesis is not used when processing a B'Arch or C.R.P. The first portion is provided in the Classification section, the second portion is the actual conferral year of the item and the third portion is created using the LC Cutter Table. The parts of the call number are separated by a space.
Example Examples of Bachelors call number: NA38 2020 D453 or OR NA9002 1999 C834
Example Examples of Masters call number: Thesis NA39 2021 Z364 or OR Thesis NA9001 1985 Q85
Creating the print copy bibliographic record
Using the Inventory App in Folio, search for "thesis template". Once you have found the correct record, click on the title to open the instance record. Once When you in have view of the instance record, click on the Actions button, in the upper right hand corner of the app, then scroll down and select "Derive new MARC bibliographic record", please make certain that you DO NOT select "Edit MARC bibliographic record". At this point, you should be able to see the MARC record template. You will be editing this template to create a new bibliographic record for the Fine Arts thesis in hand. With the exception of fields, LDR, 005, 008, 040, 336, 337, 338 and 665, you will adding or editing data in the remaining fields.
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Go back to the searching portion of the Inventory App, and search under Instance HRID, and then past your copied Instance HRID into the area below, and click search. You should see your newly created bibliographic record. At this point, you are now ready to create the corresponding holdings record.
Creating the holdings record for B'Arch, C.R.P. or Honors theses
In the Inventory App of Folio, search for the record that needs a holdings record created. Once you have the correct record you are looking for, click on the title to view the instance record. With the instance record in view, you should have a window similar to this:
From here, you should be able to see a blue bar that indicates "Add holdings". Click on the blue bar to start the creation of a new holdings record. Under the "Administrative data" section, there is sub-section, entitled "Holdings type". There is section just below the "Holdings type" with a drop-down arrow. Click on the arrow and select the correct type of the book in hand, e.g., monograph, serial, etc. In this case, all theses are considered monographs. Next, you will proceed scroll down further in the Holdings record to the "Location" section. In that section, there is a "Holdings location" and underneath that is "Permanent". Click on the drop-down arrow under "Permanent" and select appropriate location, (Fine Arts), for the item in hand. In the same "Location" section, there is also a "Holdings call number". In that portion locate "Call number type", and using the drop-down arrow, select "Other scheme". To the right of "Call number type" is "Call number prefix", "Call number", and "Call number suffix". If the item is marked for oversize, add the word "Oversize" into the prefix box. Then add the corresponding call number For all of Fine Arts theses, you will NOT be using the "Call number prefix" and the "Call number suffix" boxes. Add the corresponding call number, as per the Classification and Creating the Call Number sections mentioned above, in the "Call number" box. And again, if the item is marked for oversize, add the character "+" into the "Call number suffix" box. Otherwise, leave the "Call number prefix" and the Call number suffix" boxes blank.
Creating the item record & item status
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, leave the "Call number prefix" and the Call number suffix" boxes blank.
Next, scroll further down the Holdings record to the "Holdings notes" section. There will be an "Add note" button just under "Holding notes". Click on the "Add note" button and two note boxes should appear, (see example):
You will be adding two notes in this section. In the Note type box, click on the drop-down arrow, and select Transaction data and then move your cursor over to the Note box. When the cursor is in the Note box, execute a macro, ",,i", and the corresponding note should appear in the box. When note is complete, check the Staff only tick box. Adding the second note, click on the Add note button again and in the Note type box, click on the drop-down arrow, and select Transaction data and then move your cursor over to the Note box, When the cursor is in the Note box, execute a macro, ",,s", and the corresponding note should appear in the box. When note is complete, check the Staff only tick box, (see example).
Now that both of the Holdings notes have been added, you can scroll down and click the "Save and close" button located in the lower right-hand portion of the page. After your Holdings record creation is complete, you can proceed with creating the related item record.
Creating the holdings record for M'Arch and M.R.P theses
For M'Arch and M.R.P. thesis, there are two print copies. Thus, two separate holdings records will need to be created.
For the first holding record, you will follow the aforementioned Creating the holdings record for B'Arch, C.R.P. or Honors theses procedure.
For the second holding record, there are three minor changes to the holding creation.
The first change is the location will be rmc,anx. So, please note that when creating the second holding record
The second change is that the call number will NOT use the classification cutter. This will be left out.
Example: Thesis 2021 J646
The third change is in the Holding notes section. The Note type will still be Transaction data, however, since you are adding a second holding record to already established bibliographic record that is in route to a different location, the macro to execute in the Note box will be different. With the cursor in the Note box, execute the macro ",,l". This should place the correct Transaction data note in the Note box, (see example).
After your both Holdings record creation is complete, you can proceed with creating the related item records.
Creating the item record & item status
Now that your holding record is complete, you should have a window showing the location and call number of the thesis in hand, (see example).
To the right of that window, there is a blue button, "Add item". Click on the blue button, and you will be taken to the item record creation.
Under the Administrative data section, there is a Barcode box. Place your cursor in the box and scan the barcode you will be using for the item. If you do not have a barcode scanner, type in the related barcode making sure there are no typos and the number matches the barcode you intend to use.
After you have your barcode in place, scroll further down to the Item data section. In the Material type box, click on the drop-down arrow and select "book".
Next, scroll further down the page to the "Loan and availability section". In that section, there is a "Permanent loan type" box. Click on the drop-down arrow and select "Non-circulating".
Scroll down a little further to the "Location" section. In the "Permanent" box, click on the drop-down arrow and select the proper location, "Fine Arts".
FOR MASTERS THESES, YOU WILL HAVE TWO ITEM RECORDS TO CREATE. One for each holding record created.
NOTE: ALL Fine Arts theses item status are to be non-circulating.
Barcodes, type and placement & call number format in book
Type: The barcode type to be used for all Fine Arts theses, are the "double-dumb" type. These are two barcodes that have the same number.
Placement of the barcodes are one on the outside of the book and one on the inside page of the cover. Placement of the barcode on both the outside cover and the inside page should approximately 1-1/2 inches from the top right of the book/page AND approximately 1-1/2 inches from the right side of the book/page. Cover the barcode on the outside of the book with a clear adhesive cellophane strip.
Example:
Examples of format how call numbers should be written in the book, (from left-edge of inside cover, approximately 1-1/2" down and 1-1/2" in):
Fine Arts tracking sheet
Fine Arts Library has requested that LTS participate in keeping an eye of the Fine Arts thesis processing. They have provided a tracking spreadsheet that provides the titles involved, type of thesis, conferral, author, date Fine Arts received from Chairperson, and date sent to LTS. Fine Arts request is that LTS add the date processed, the date sent to Fine Arts and the barcode of the corresponding title. This document is normally stored in Box
Staff and student employees that are processing the Fine Arts theses will also need to add the cataloged date, the date sent to Fine Arts, (which is typically two business days after processing and placed in Physical Processing department), and the barcode of the corresponding title, to the Fine Arts tracking sheet.
If you have any questions/concerns about the tracking sheet, please consult the Thesis Coordinator and/or Fine Arts library staff for further information.