Cataloging

Procedure for the processing of NEW Vanderbilt theses

I. The Shipment

A. Notification of shipment
: 1. Three or four times per year, new theses by recent Vanderbilt graduates will arrive needing processing. The shipments may vary in size, but are generally between 10-15 boxes, or 90-120 titles, with two copies of each title.; 2. The Graduate School registrar's office notifies one of us either by mail or telephone that there is a shipment in their office waiting for pickup. Whoever receives this notification informs the messenger supervisor that the messengers will have to make a pickup/delivery. The boxes are typically delivered within the week.; 3. With the shipment we will receive a packing list. This list includes the total count of the theses, date and type of degree received, and the first and last name of the degree recipients. This should be saved and filed in the "Thesis" file.; 4. After the theses have arrived, send an e-mail notification that the theses have been received, and will be processed soon, to the following people: all central bibliographers (use distribution list), and the directors of Management, Science, and Education libraries.

B. Unpacking/Preparation of shipment

1. Space for the unpacked theses can be problematic. It is helpful to acquire an empty book cart on which to store them until they are processed.

2. When unpacking, sort out the medical & religion theses:

a) Send me one copy of each thesis in the following subject areas to Tech Services at Biomedical:

Biochemistry

Cell Biology (Cytology)

Hearing & speech sciences

Microbiology & immunology

Molecular physiology & biophysics

Nursing

Pathology

Pharmacology

b) Put the second copy of Biomedical theses on a shelf here, to await cataloging by Biomed.
c) Both copies of the religion theses will go to the Divinity cataloger.

3. Do not barcode the copies that are sent to Biomedical or Divinity.
4. After sorting out the above, barcode the rest (the copies that RS will process), and insert flags in the pieces. One of the two copies of each title will be a circulating copy: these should be flagged with the colored flag of the appropriate library. The other copy will go to Special Collections: these should be flagged SPEC,VCOL. Write the subject (e.g., mechanical engineering) on the flag under SPEC,VCOL.

NOTE:
5. Some psychology theses go to the Education library while others go to Central. The general rule is that those titles dealing with child and/or family development psychology, or educational psychology, go to the Education library. If there is a (usually) Master's thesis by the same author already in Education, the new one, if in the same field, should also go there. When in doubt, consult the cataloger responsible for psychology.
6. Interdisciplinary Studies subjects are similarly treated. Those with content more appropriate for the science (or management or education) library will reside in that library. To determine this, check the departmental affiliation of the primary advisor in the Registry. If s/he is on the faculty of, e.g., a science or engineering department, the circulating copy of the thesis will go to the Science Library.

II. Cataloging Procedures

A. First, search the author's name on Acorn and OCLC (in both bib. records and authorities files) to determine if there is a name conflict or a previous degree. If there is a previous degree by the same author on Acorn, make a printout of its bib. record, for use in determining the call number.

B. Also make a note of any name conflicts (if the author has the same or very similar name as some other author), or anything else unclear about the name (e.g., it's sometimes unclear what the surname is).

C.Processing on OCLC:

The base record for the thesis is ready to be entered on OCLC in the following manner:

1. Create a new record in books format, type t (manuscript material).

2. Use these values for the following fixed fields:

a) ELvl: K

b) Cont: always include 'm'

c) Ctry: xx

d) Some theses are in languages other than English. Make sure Lang fixed field is coded correctly.

3. Do the descriptive cataloging (usually includes only 100, 245, 260, 300, 502, 504 fields). 260 field includes only date. 502 should be in the following form:
Thesis ([degree] in [department])-Vanderbilt University, [date].
4. Do not add subject headings or call numbers at this point.
5. Export to Acorn using the holding code for the circulating copy (not special collections).
6. Print a copy of the OCLC record and put it in the special collections copy.

D. Processing on Acorn:

1. Formulate the call number using Formatting call numbers document.
2. Catalog, adding the following fields:

a) For Ph.D.s, add a 520 field (1st indicator 3) and paste in abstract (refer to Procedure for adding abstracts). Optionally, this step can be skipped for the moment and batched after all theses are processed.

b) Add appropriate 655 heading (see Call numbers document)

c) 951 oc;[your initials]

d) Enter call number, appropriate fund code (see Call numbers document), and appropriate code in comments line.

e) Wand in barcode.

3. Now create the item record for the special collections copy.

a) Choose SPEC-COLL for the library.

b) Make sure type=THESIS-VU; home location=ANNEX; no circ.; fund code same as circulating copy.

c) Put SPEC,VCOL in the comments line.

d) Wand in the barcode.

4. Verify the call number by doing a call number search in the Special Collections library. If there is a conflict, modify the call number (making sure to change both copies).
5. Charge both copies to 373640.
6. Put the circulating copy on the marking truck.
7. Hold the SPEC,VCOL copy for further work: either route to cataloger or LAIVs for addition of subject headings, or hold pending a request for name/date info from Registrar (if a name authority needs to be created).

E. Subject work:

1. Cataloger or LAIVs will add subject headings to OCLC record and make any other additions or corrections. Change encoding level from K to I.
2. Do not overlay record in Acorn. Overlaying will lose the locally added fields (520 & 655).
3. Copy and paste subject headings and any other changes to Acorn record. Change encoding level from K to I.
4. In 951, add re;[initals];[date].
5. Place on marking truck.

revised 04/10/03; jt