FIU Libraries Cataloging

Minimum-Level Cataloging for Dissertations/Theses:

Before you start ...

When a new batch of theses is received, check the Electronic Theses & Dissertations webpage. Click here to check the site. Then click on the All option to see the whole list and thus to determine if any new ones are available electronically. If there are new ones available electronically, make a note of the authors and titles so that you can watch for them as you work.

Instructions:

There are 2 templates saved on the server for thesis: 1) without electronic access, THESIS1.MRC and 2) with electronic access, THESIS2.MRC.

Step-by-Step

In the Cataloging Module, Open template:
- Ctrl+A (to open template) or Click on File, and then on Open template
- Scroll down
- Highlight the file name THESIS1.MRC or THESIS2.MRC depending if your copy has electronic access or not
- Click on Open
Type over the fields of the template being careful to maintain the punctuation between subfields. Eliminate any unneeded information, such as the subfields for the subtitle or illustration and the unneeded abbreviations for academic degrees.
- Highlight 008 field and press Ctrl+F (to open form)
  - Fill in date 1
  - Fill in Illustration codes, a for ill. and/or b for maps
- Check to see if the thesis has a Vita. If it does, include the author's birth date followed by a hyphen in |d date- of the 100 field.
- If you include a date in the author's name, check OCLC Authority File to see if there is a conflict with another author having the same name and birth date. If there is, ask Elaine to solve the authority problem. [If you don't add a date to the name, don't bother to check OCLC.]
- Be careful to check the filing indicator of the 245 and transcribe the title, subtitle and statement of responsibility exactly as on the thesis title page. Double check your spelling.
- The 500 note should be quoted from the thesis title page.
- The 502 is always structured as shown in the example below. All you have to do is delete the degrees which don't apply and make sure the date is the same as in the 260 field.
- The 1st and 3rd subfields of the 653 are always the same. The name of the subordinate body in the 2nd subfield should be copied and pasted from the list of call numbers and keywords. Click here for the list.
All the records will have these fields:
```
	 FMT   BK 
	 LDR   ntm 22002057a 4500 
	 001   001292365 
	 005   20060518144823.0
 	 008   950109s xx b 000|0 eng d
 	 TKR   |a (FMFIU)MLC thesis1
 	 OWN   |a FI
 	 040   |a FXG |c FXG
 	 1001  |a Last name, First name, |d date-
 	 24510 |a Title : |b subtitle / |c statement of responsibility.
 	 260   |c date.
 	 300   |a XX leaves : |b ill. ; |c 29 cm.
 	 500   |a "Master of XXXX in XXXX."
 	 502   |a Thesis (M.A., M.S., Ed. D. or Ph. D.)--Florida International University, 200?.
 	 504   |a Includes bibliographical references.
 	 500   |a Vita.
 	 653   |a Florida International University |a subordinate FIU body, such as department |a Dissertations and theses
 	 NCO   |a 7
 	 SYS   000000000
 
```
If the thesis is available electronically, these two additional fields will also be on the record. Get the URL from the same Electronic Theses & Dissertations Web site as above. Click here to check the site. Then, after you click the All option to see the list, click on the name of the author of the thesis you are cataloging. To avoid mistakes, copy & paste the URN into your record, covering up the last segment of the 856 field.
```
     530::	Also available via the Internet from Florida International University's 
		Graduate School Electronic Theses and Dissertations Web site.
     856:41:	|u http://etd.fiu.edu/ETD-db/available/etd-XXXXXXX-XXXXXX/
		Example: 856:41: |u http://etd.fiu.edu/ETD-db/available/etd-0410102-063445/
```
After the Bib record is created and edited you still need to create holdings and item record. Click here for procedures.
Complete holdings record. Copy 1 will go to "FIUGL GEN" and copy 2 to "FIUSP SPC" EXCEPT for theses in Creative Writing, Hospitality Management, and Nursing where c. 1 goes to "ngen" and c. 2 to "uspc." If there is only one copy, it will go to "uspc."
If the thesis has an accompanying disc/disk, see the "Books with Disks/Discs" policy. Click here for the policy. [Note: for an example of how to handle a thesis accompanied by 2 copies of the same disc, see AGA3741.]
Assign call number based on the degree granted according to the prepared list and add the cutter and date. Make sure that the cutter places the thesis in the file in alphabetical order by last name within that call number.
For "ugen" and "ngen" copies, write the call number in the book, put a barcode on the cover, and create an item record. For "ngen" copies also stamp "North Miami Campus" on all three sides. For the Special Collections copy, add the call number and barcode to the cardboard insert that goes in the book and create an item record..
Put the General Collection books on the shelves for labeling and the SPC copies on the shelf for books going to Special Collections.
On your statistics sheet, count the theses as added titles and volumes as usual. Add a column for Minimum-level cataloging next to the columns for DLC and Coop and add your statistics there. Keep a separate statistics sheet for titles going to North Miami.

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