ESF Theses and Dissertations Cataloging Guidelines

Transcription

1 ESF Theses and Dissertations Cataloging Guidelines ESF Theses are sent to Moon Library from the ESF Graduate Office. They are delivered to the processing clerk in Room 9 in Moon Library. Theses arrive about 4-6 months after they have been defended. Shipments are usually received 3 times a year. The unbound copy that is received is cataloged as the archives copy and the bound copy that is received is cataloged as the stacks copy. Starting in 2005 graduate students starting submitting their theses and dissertations electronically so there is an extra holding record for the link to the Proquest SUNY ESF theses and dissertation database. The archives copy and bound stacks copy now share a bibliographic/marc record. To note call numbers for dissertations are denoted by having a lower case d at the end of the call number for example A331d is the call number for a dissertation. Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 1

2 Assigning Library of Congress Subject Headings to SUNY ESF THESES Log onto the PC using the generic login. Note to properly use Connexion and catalog you will need a netid. Open the Library of Congress Subject Headings software accessed via the Internet: Click on the Log On icon and then click on LC Subject Headings. Log on with the Moon Library log in information. Ask Jane Verostek or Jo Anne Ellis for this information. The following search screen should appear. I tend to search via the Structured Subject Heading search. Read through the abstract/preface/introduction of the thesis in hand to determine keywords that would be describe the thesis beyond its title. Note sometimes following the abstract is a list of keywords. Search these keywords in the LC subject heading software to find appropriate subject headings. You can also search the SUMMIT local catalog to find subject headings that have been previously used. This is especially helpful for 651s Subject Added Entry Geographic Name. Jot down the subject and geographic headings you have chosen. Be sure you write down the heading as it appears in the LC software be careful of what is and is not capitalized and if a heading can be subdivided. Examples Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 2

3 Cataloging the bound (stacks) copy and loose archival copy together. You may want to open the Moon Library Staff Webpage while cataloging 1. Open Connexion and log onto live OCLC (so you can use the theses/dissertation template and do actions in real time i.e. validate, update holdings, etc.). To note I have set up an authorization for my OCLC account you can just choose my name/login 2. After you log-onto OCLC/Connexion you will get a message of the day close this. 3. Now that you are in Connexion and logged onto OCLC - open a new record in Connexion. From the CATALOGING pull down menu choose CREATE and then choose SINGLE RECORD - BOOKS. This will open up a MARC template for a book. 4. Now open the Constant Data Theses Template. From the EDIT pull down menu choose CONSTANT DATA and choose ONLINE and then choose APPLY Default. 5. Now merge the two together the book template and the constant data template. From the EDIT pull down menu choose DERIVE and then choose NEW MASTER RECORD. You will be asked if you want to transfer the fixed fields you want to say yes to this. You will also be asked if you want to save the record to the local or online file click local. Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 3

4 6. With the book template partially filled in with the suny esf print theses constant data - fill in the appropriate information where there are question marks and fill in the blanks in the rest of the record (i.e., dates, author, title, subject headings, etc.). To note you will need to leaf through the ENTIRE thesis/dissertation to fill in the below information. For the fixed fields enter in the appropriate information. For the fixed fields - update the Ills the Illustrated field to match what is in the thesis/dissertation at hand. A total of four illustration codes may be chosen from the list below. Note this is the complete list of illustration codes from OCLC Bibliographic Formats and Standards. a - Illustrations. For pre-aacr2 cataloging, you may use code a for tables. b - Maps c - Portraits d - Charts e - Plans f - Plates g - Music h - Facsimiles i - Coats of arms j - Genealogical tables k - Forms l - Samples m - Phonodisc, phonowire, etc. o - Photographs p Illuminations For the fixed fields update the DATES field with the date the thesis/dissertation was done. Note these are the fixed fields Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 4

5 For the variable fields enter in appropriate information. Note these are the variable fields Note that an 090 b is automatically inserted into the record delete this field. Remember to delete a field in your MARC record just right click on the field and choose DELETE FIELD from the menu that appears. 043 Geographic area code the location where the research was done (when research is done in NYS code is n-usny). If you need help please visit the online version of OCLC s Bibliographic Formats and Standards here is the link for the Also you will need to visit the MARC code list for Geographic Areas Note these links are available from the Moon Library staff webpage under LC Cataloging Tools. Note: I could not get the 043 to stay in the template for some reason so you ll have to manually enter it in the record. Remember the 043 always has to be 7 characters long so for example Paraguay s code is s-py so it would be entered as s-py Author and birth year please see example for correct format. Remember the birth year is in the Vita which is usually the last page of the thesis/dissertation. ***Remember to make a delimiter in Connexion the command is Control and d on your keyboard. Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 5

6 245 Title and author. Please see example for correct format. Note that if you have a subtitle that the subtitle starts with : delimiter b see below MARC record for how a title with a subtitle should look. Also many titles on the title page of a thesis or dissertation have all the words capitalized please do not enter in the titles as they appear on the title page only capitalize the first word of the title and acronyms and proper names and places. Lastly for titles where the first word is a leading initial article like The or An or A change the second indicator to reflect this and skip over the number of letters in that first leading initial article. For example in the screen capture below the title begins with the so the second indicator for the 245 field is 4. There are 3 letters in the word the and then there is a space before the first real word. If the title starts with the letter A then the second indicator would be 2. If the title starts with An then the second indicator would be Publication date 300 Pages including roman numerals for example vii, 107 leaves. Also if there are un-numbered pages count them and put them in brackets for example vii, 107 [34] 502 This is where the degree is noted M.S. or Ph.D. Also note in the 502 the publication year see example above for what a 502 should look like 500 Note major professor or professors and their faculty department or departments 504 Enter in the pages that the citations appear on for example leaves or sometimes if they are at the end of chapters or throughout the book be sure to enter all pages where citations appear for example leaves 50-57, 80-87, Enter in subject headings 651 Enter in geographic headings Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 6

7 7. After filling in the thesis information validate the record. From the EDIT pull down menu choose VALIDATE. If there are any errors then they will be listed. If you do have a list of errors take note of them close the screen that lists the errors and your MARC record will be displayed. Correct your record and re-validate again. 8. Add the thesis record you are looking at to OCLC. From the ACTION pull down menu choose HOLDINGS and then choose UPDATE HOLDINGS. Now the record is in OCLC. 9. While still logged onto OCLC and while the record is open you will want to EXPORT the record into SUMMIT/VOYAGER CATALOGING. From the ACTION pull down menu choose EXPORT. Now the record is waiting to be imported into Voyager. EXPORT the record into SUMMIT/VOYAGER CATALOGING. From the ACTION pull down menu choose EXPORT. This marks the title for EXPORT. Now the record is waiting to be imported into Voyager. Now go to the BATCH pull down menu and choose PROCESS BATCH. Make sure the box next to Copy of Shared Local Bib is checked and check in the box for EXPORTS the click O.K. NOTE: For better workflow several theses could be worked on at the same time and then when in SUMMIT/VOYAGER CATALOGING there would be a group of records to work on rather than doing them one by one. Your screen should look like the below. 11. Open SUMMIT/VOYAGER CATALOGING and log in as normal. Ask Jane Verostek or Jo Anne Ellis for login information. From the RECORD pull down menu choose IMPORT. If you are using Cataloging for the first time in the day choose FROM NEW FILE. If you have imported records in cataloging earlier in the day then choose FROM PREVIOUS FILE. 12. If you choose FROM NEW FILE a file manager box appears. You need to find your.dat file. The.dat file is usually your first name and then.dat (i.e., Jane.dat or Ada.dat) This.dat file is located in the OCLCAPPS file, which is usually on the C drive. After you have located your file double click on it to open it up. A box will display listing all of the records that you have exported from OCLC/Connexion. Double click on the record you want to work on and the bibliographic/marc record will open up. NOTE: If you choose FROM PREVIOUS FILE the list of records you exported from OCLC/Connexion will automatically be listed. Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 7

8 13. Review the bibliographic/marc record and then SAVE the record to the local SUMMIT/VOYAGER database by clicking on the button that looks like a sailboat. When your mouse is put over this sailboat button it says SAVE THE ACTIVE RECORD TO THE DATABASE. NOTE: When using SUMMIT/VOYAGER CATALOGING for the first time everyday you will get the following message when you save a record to the local database. Click on NO. After clicking on NO the bibliographic record will be saved to the local database. 14. With the bibliographic/marc record saved to the local database you are ready to create holdings and item records as needed. 15. To create a holdings record click on the NEW HOLDINGS button (the books with the arrow and plus sign) on the main button bar and fill in the appropriate information. ***Remember to make a delimiter in Voyager Cataloging the command is F9. For the print copies: In the 852 in the holdings record the 1 st indicator is 8 and the 2 nd indicator is 0. For the bound stacks copy the 852 in the holdings should be formatted as follows: b esf,thes h A331d (or whatever the call number is) x Unbound Archives Theses/Dissertation copy, accession # (here you enter in the next accession number) is located in 18 Moon Library. To assign the accession number for the loose archives theses and dissertations there should be notecards or paper by the theses and dissertations in Room 9 with separate lists of numbers used for each year for example there should be a list of 2006, 2007 and one for Each list should have numbers on it that look like this etc. etc. When you use a number cross it off the list. Be sure to write the number you use on the outside of the folder that the loose archives thesis/dissertation is in. When done creating holding records - SAVE the holdings records by clicking on the SAVE button (the sailboat) on the main button bar. Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 8

9 16. To create the item record for the stacks copy make sure you just have the holding record for the stacks copy displayed and then click on the NEW ITEM button (the stack of books with the arrow and plus sign) on the main button bar. In the Item ID field enter in a BARCODE. The barcode is placed on the back cover of the book in the upper right hand corner by the spine facing out. If you need to look at a new book that has recently processed. The PERMANENT LOCATION is esf,thes and the ITEM TYPE is MONOGRAPH. When done creating the item record SAVE the item record by clicking on the SAVE button (the sailboat) on the main button bar. 17. Now create a holdings for the Internet/e-version of the title. To create a holdings record click on the NEW HOLDINGS button (the books with the arrow and plus sign) on the main button bar and fill in the appropriate information. A box will pop up you will want to click on NEW. Now a holdings template appears. For the internet holdings: In the 852 in the holdings record the 1 st indicator is 8 and the 2 nd indicator is 0. For the internet copy there needs to be an 852 an 856 and an 866 that look identical to the below example b esf,inet z Electronic version: u &cfc= a Searchable database of full text SUNY ESF theses and dissertations. Please see the example below it is easiest to search for one that has already been done and copy the information from the 856 and 866 into the record you are creating. Note that the URL you are putting in this holding record is the direct link to the Proquest database for SUNY ESF theses and dissertations. To copy information from one record to another open up the record you want to copy information from and right click on the Tag number of the field you wish to copy. So for example right click on the number 856 and a pull down menu will appear one of the choices will be to copy the field highlight that and then go to the new holdings you are creating and right click where you want to copy and choose the option to paste the field. To note if you need to re-order your fields so they are in numerical order ( ) use the right clicking option and you will see options to move the fields. When done creating holding records - SAVE the holdings records by clicking on the SAVE button (the sailboat) on the main button bar. Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 9

10 18. Now look up your title in the SUMMIT CLASIC Catalog and make sure it looks O.K. and click on the Electronic Version link to make sure it works. See below example. 19. When you are done cataloging - the bound print theses/dissertations go to Jane. If the item still needs some physical processing (like a spine label) please leave for the processing clerk with a note that the item needs physical processing. When you are done cataloging the loose archives copy be sure you have a number assigned to it written on the front of the folder it is in and deliver the loose archives copy to Flora Nyland in Room 18. Originally created as Catme Instructions Nov 2008-Updated March 2010-Documentation by: Jane M. Verostek Page: 10