MSU Theses - Original Cataloging for Print & Fiche (AACR2)

Print 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 print 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). Instead there will be separate records for print and fiche.

**NOTE** :  As of Spring 2010, in most cases there will be a record for the online thesis already in the catalog by the time the print thesis arrives.  Edit the online record in the catalog (043, 300, 502, 504, subjects, etc.).  You may use the online record in SKY to derive your print record.  
 

Set up a constant data record for print theses.  For example:

Fixed field values specific to theses: Type=t ; Cont=m ; Ctry=xx

040 MiEM |c MiEM
049 EEMT
260 |c 2009.
300  xx leaves : |b ill. ; |c 29 cm.
502 Thesis (Ph. D.)--Michigan State University. xx, 2009.
504 Includes bibliographical references (leaves xx).
949 *ov= ;i= /loc=th/ty=198/w=cmsthsxxx;

Set up fiche information in a constant data record or in macros (see below for fiche information).

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

Authority issues/choice of main entry:

1. Follow instruction sheet Creating NACO Name Records to decide when to make an authority record and when cross-references are needed.  [This will be updated to reflect SkyRiver once authority decisions are made.]
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.

Call up a Books workform and apply the constant data for the print 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. As of 4/15/09, we will use title page date in the 260, fixed field, and 502. (We will no longer use the acceptance slip date in the 502.) If copyright date is present and differs from t.p. date, note in 260 & fixed field.
5. The date on the spine is decided by Proquest:  ignore it unless it is more than two years different from the t.p. date.  Three or more years difference, consult with the team manager.
6. The 502 field gets the field, department, or college as printed on the title page. Also put the correct degree (Ph. D.) or (M.A.) or (M.S.) or another degree in the 502.
7. Construct and add subject headings as usual. No call number is assigned by the cataloger for MSU theses (except for those held in Special Collections, which receive an LC number). Catalog Maintenance will add an accession number to the record for the print thesis.
8. If thesis is accompanied by a CD or DVD, see below for special instructions.

The 949 for a single-volume print 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

Export the record for the print thesis.

Derive a new record from the print record 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# |a EEMT
• 007:   he amb---bac   [The space needs to be there to mark the obsolete subfield 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:   NO LONGER USED as of 5/14/10]
• 866 _1:  # 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=mcths/sta=o/ty=0/w=cmsthsmfxxx,#
  (The ty code in the 949 is a zero; the sta code is an o.)
  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 below for special instructions.

Export the records for the fiche thesis.

Derive, edit, and export a record for the electronic thesis.  NOTE:  as of Spring 2010 you may find a record for the electronic thesis already in the catalog.  Edit it as appropriate.

Put the print thesis on the labeling truck in Catalog Maintenance.

Special procedures when a thesis is accompanied by a disc (CD or DVD):

IF THE DISC CONTAINS A COPY OF THE THESIS:  The disc gets its own record; it is not treated as supplementary. The call number will be the same as the print thesis, with CD-ROM [or DVD-ROM] at the end. (Call number is assigned by Catalog Maintenance.)

See DeVisser, Mark H. (.b72398292) for an example of a CD-ROM which is NOT supplementary.

When assigning the call number for the disc, Catalog Maintenance will use this form: 141 797 THS CD-ROM

IF THE DISC IS SUPPLEMENTARY: 

1. In the record for the print 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 print 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 _1 Microforms: 2 fiche |z for use with videoDVD
   867 _1 Digital/Media: 1 videoDVD |z for use with microfiche
   Attach a note to the print thesis asking that Catalog Maintenance link the cd/dvd item record to the fiche as well as the print record.
7. Tie the print thesis and cd/dvd together with a pink tie and put them with the other MSU theses to be labeled.
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 of a disc which is supplementary, see Kettren, Leroy P. (.b52739776) in the catalog.