Technical Services Procedures

Cataloging - Format-Specific Cataloging: MSU Theses - Original Cataloging

Page Editor: Janet Baldwin
Last Updated: July 21, 2008

Paper copies of MSU theses come to the Cataloging and Metadata Services [CMS] team on carts from Acquisitions. They will have "Thesis" stamped inside the front cover, and the number of microfiche and the year of the fiche will be pencilled under the stamp. Usually the fiche is sent directly to Micro from Acquisitions, and if the author's name on the fiche header was different from the name on the paper copy, there will be a copy of the fiche showing the name. However, if the thesis is accompanied by a disc (writable CD or DVD), the fiche will remain with the paper thesis so that the cataloger can determine whether the fiche contains the information on the CD/DVD.

As of 6/30/06, theses will no longer be "mulvered" (have fiche information added to the print record in the catalog). Instead there will be separate records for paper and fiche in both OCLC and the library catalog.

Procedure:

  1. Set up a constant data record for paper theses.
      Fixed field values specific to theses:  Type=t ; Cont=m ; Ctry=xx
      049   EEMT
      260   |c 2005.
      300   x, 999 leaves : |b ill. ; |c 29 cm.
      502   Thesis (Ph. D.)--Michigan State University. Dept. of , 2005.
      504   Includes bibliographical references (leaves 999-999).
      949   *ov= ;i= /loc=th/ty=198/w=cmsthsxxx;

  2. Set up fiche information in a constant data record or in text strings (see #7 below for fiche information).

  3. Catalog the paper copy normally (see #4-6 below).

  4. Authority issues/choice of main entry:
    1. Follow instruction sheet Creating NACO Name Authority Records in OCLC to decide when to make an authority record and when cross-references are needed.
    2. There are often varying forms of the author's name in a thesis (title page, copyright statement, acceptance slip). The main entry should reflect the name from the title page. Two common situations which require an authority record but no cross-reference:
      1. If title page includes a middle initial, fill out the name in the main entry (|q) if fuller information is available, and document in a 670 field.
      2. If title page uses only first/last name, but a middle name or initial is used elsewhere, do not fill out the name in the main entry. However, do document the additional information in a 670 field.

  5. Call up a Books workform and apply the constant data for the paper copy. Finish editing the record.
    1. 049 field location (EEMT) and most fixed field values (eg, Type t ; Cont m) will come from the constant data record.
    2. Some constant data values may need to be changed (eg, year, ill.), and blanks will need to be filled in (eg, paging, bib. refs.).
    3. No place or publisher is added to the 260. Fixed field country code remain xx.
    4. If there is a discrepancy in dates between title page and acceptance slip, use title page date in 260 and fixed field, but use acceptance slip date in 502. If copyright date is present and differs from t.p. date, note in 260 & fixed field.
    5. The 502 field normally gets the department or college as printed on the title page. Also put the correct degree (Ph. D.) or (M.A.) or (M.S.) or another in the 502.
    6. Construct and add subject headings as usual. No call number is used for MSU theses.
    7. If thesis is accompanied by a CD or DVD, see #10 below for special instructions.

  6. The 949 for a single-volume paper thesis comes from the constant data record:
      *ov= ;i= /loc=th/ty=198/w=cmsthsxxx;
     For a two-volume thesis:
      *ov= ;i= /loc=th/ty=198/v=v. 1/w=cmsthsxxx;i= /loc=th/ty=198/v=v. 2/w=cmsaddthsxxx;

    If the thesis has two volumes, add the 866 field: v.1-v.2

  7. Derive a new record from the paper copy and edit it to reflect the fiche. Apply the following fiche information:
    - fixed field Form=b
    - 245 GMD:  |h [microform] after the title proper
    Example:  245 14 The nesting habits of crows |h [microform] : |b a survey / |c by Chris Jones.
    - 049: EEM#
    - 007:  h |b e |d a |e m |f b--- |g b |h a |i c
    - 533:  Microfiche. |b Ann Arbor, Mich. : |c UMI, |d 200x |e # microfiche ; 11 x 15 cm. [year and no. of fiche are from inside front cover of paper copy, penciled there by Acquisitions.]
    - 539:  s |b 200x |d miu |e n |g b  [the year in the |b should match the year in the 533]
    - 866:  # fiche  [Replace # with the number of fiche held by MSU. If only 1 fiche exists for the thesis, delete the field.]
    - 949   *ov= ;i= /loc=mc/sta=o/ty=0/w=cmsthsmfxxx,#;
             (The ty code in the 949 is a zero.)
             In the 949 field, replace the # sign with the number of fiche.

    NOTE: The year in the 533/539 may be different from the year in the 260/502/fixed field.

    If thesis is accompanied by a CD or DVD, see #10 below for special instructions.

  8. Update (into OCLC) and export (into the catalog) the records for both paper and fiche.

  9. Put the thesis on the labeling truck in DataCat.

  10. Special procedures when a thesis is accompanied by a disc (writable CD or DVD):
    1. In the record for the paper thesis, follow normal supplementary material procedures for the cd/dvd. Since you will not know the accession number for the thesis, label the cd/dvd case only with the format (CD-ROM, DVD-ROM, VideoDVD).
    2. Add a second item record to the 949 field of the paper thesis. For example:
             i= /loc=dm/v=CD-ROM/w=cmssupplcfxxx,#;
             i= /loc=dm/v=VideoDVD/w=cmssupplmovxxx,#;
    3. If possible, determine the specific format of the cd/dvd. A writable cd-rom is a CDR. A writable dvd is likely to be a DVD-R, DVD+R, or DVD-RAM. If you can easily determine the specific format, include the format in the 500 "Accompanying material" note for the paper thesis. For example:
             500  Accompanied by a CDR (writable CD-ROM) containing an appendix.
    4. Acquisitions will have sent you the fiche. Determine whether the fiche contains the information on the cd/dvd.
    5. Add an appropriate note to the fiche record. For example:
      500    Fiche includes material found on CD-ROM that accompanies thesis.
      500    Fiche lacks material found on DVD that accompanies thesis.
    6. If the fiche does not contain the material found on the cd/dvd, include 866/867 fields for the supplementary material in the fiche record.
         866   Microforms: 2 fiche |z for use with videoDVD
         867   Digital/Media: 1 videoDVD |z for use with microfiche
      Attach a note to the paper thesis asking that Datacat link the cd/dvd item record to the fiche as well as the paper record.
    7. Tie the paper thesis and cd/dvd together with a pink tie and put them with the other MSU theses to be labeled. (Do not put them in the non-print cabinet as you would for other non-print supplementary material.)
    8. Put the fiche on the Microforms shelf in the hallway. There is no need to label it, since the necessary information is already on it.
    9. For an example, see Kettren, Leroy P. in the catalog.
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Updated: July 21, 2008