NCSU thesis and dissertation cataloging procedures
NCSU theses and dissertations are cataloged following a set of local procedures.
The following outline gives an overview of the process:
In LC, OCLC, or local authority file:
In OCLC Connexion:
In Unicorn:
- Import record using SmartPort or batch loading
- Create call number record for each location (branch, SCRC, Hill)
- Do WorkFlows shelflist check to determine correct filing order
- Based on shelflisting, add author Cutter to bibliographic record
Post-cataloging:
- Flag for locations/write out marking slips
- Put white bindery flags in box to return to Binding
- Place items on the FASTMARK truck
Thesis and dissertation name authority work
A thesis or dissertation is the written result of original research.
It is policy to use the form of a personal name based on the form found
in the majority of the author's work. Because only a small percentage of
thesis/dissertation authors have been previously (or will be subsequently)
published, the name form is most often the same as that on the title page. Begin name
authority work by searching in WorkFlows. If this author has been previously published,
or has another NCSU thesis or dissertation, use the form found on the bibliographic and/or
authority record in Unicorn. If no form is found, search the
Library of Congress Name Authority File or
OCLC Connexion.
If a name authority record is located in one of the above sources, use the prescribed form.
If no name authority record is found, set up the name using the following guidelines:
- Set up the author's name as it appears on the title page of the thesis
or dissertation. Include any qualifiers (|q) or birthdates (|d) that are found
in the abstract or biographical information.
- Information in the thesis or dissertation:
- Title page: by John E. Rose
- Abstract: John Edward Rose
- Biography: ...born 1959
- MARC record:
- 100 1 Rose, John E.|q(John Edward),|d1959-
- Information in thesis or dissertation:
- Title page: by John R. Arnold, Jr. (or III, IV, etc)
- Abstract: Arnold, John Ray.
- Biography: ....born 1957
- MARC record:
- 100 1 Arnold, John R.|q(John Ray),|d1957-
- If the birthdate is not given, set up the name as it appears on the
title page with the numbering in a |c subfield.
- MARC record:
- 100 1 Arnold, John R.|q(John Ray),|cJr.
- A hyphenated name is treated like a single name, with the exception
of a different indicator in the MARC record.
- Information in thesis or dissertation:
- Title page: by Maria Febbo-Hunt
- Abstract: Febbo-Hunt, Maria
- MARC record:
- 100 2 Febbo-Hunt, Maria.
Creating an Original Thesis or Dissertation Record
Creation of original cataloging records for all materials at the NCSU Libraries is done through our bibliographic utility, OCLC.
All ETD, theses, dissertations, and Design special projects should be entered through Connexion and then loaded back into Unicorn,
with the OCLC number as title control key. Templates for this work may be found using the utility's "Search Online Bibliographic Constant
Data", which is accessed through the "Cataloging", then "Search", menus. There are currently two templates in this space, one for ETDs
and another for "masters project" (Design special projects). The Design template is shown immediately below.
To start a record, open the following:
"Cataloging"  "Create"
"Single Record" "Books". Next, go to "Edit" "Constant Data"
"Online" "Apply from Name". Type "Masters Project"
and make sure both fixed and variable MARC fields are being applied to the record. Complete the needed information in the record. Once the needed
information is added, "Validate" the record and correct any errors. Next, the cataloger should do an "Update holdings" and then "Export" under "Action" on OCLC to export the finished record to their
local c:\program files\sirsi\z3950\save folder. From there the record can be imported through either SmartPort or a batch load.
An Example of a completed NCSU Thesis:
An Example of a completed NCSU Dissertation:
Holdings for NCSU Theses and Dissertations
Print holdings
Print theses and dissertations holdings are generated in the same manner. Every print thesis or dissertation should
have at least two copies: one for Special Collections (SPECCOLL/STACKS) and one for D.H. Hill (DHHILL/STACKS). All Design Special
Projects will have a third copy for the Design Library (DESIGN/STACKS). Check the document
Departmental Designations in Call Numbers and Subject Headings.
to determine how many copies and to which branch location any third copy should belong. In addition, there should also be
microfiche copies for print dissertations and for all ETDs.
Holdings are created through WorkFlows' "Add Volumes and Call Numbers" wizard, or as a default call number record when batch loaded.
Default call number/item information should be supplied as follows:
- Class scheme: LC (except ETDs and Microfiche)
- Library: DHHILL, SPECCOLL, DESIGN, LRL, NRL, SATELLITE, TEXTILES, VETMED
- Type: DISSERTN, THESIS
- Home Location: STACKS, MICROFORMS
- Item Cat1: NCSUTHESIS
- Permanent: Y
- Circulate: Y
Microfiche Holdings
Up until the advent of ETDs, only Ph.D. dissertations were microfilmed. These were provided to us
by University Microfilms (UMI) as part of their dissertation service. With ETDs, an archival print copy was also desired, and so a
decision was made to have Master's theses microfilmed as well. All microfiche copies are now considered as archival copies and
are stored off-site and shelved alphabetically. These should receive automatic (XX) call numbers with Class Scheme of MFTHESIS.
This class scheme enables the display of a generic note in place of the call number in our public catalog ("Microform NCSU
Thesis/Dissertation"). Please DO NOT add |z with a count of microfiches (e.g. "1-3 microfiches").
Assigning Call Numbers
Parts of a call number:
- LD3921 Classification number
- Tex Department abbreviation
- B73 Cutter Number
All theses and dissertations are assigned the same classification number "LD3921."
The departmental abbreviation should be taken from the title page. Please be sure to use
the standard forms of departmental abbreviations from the document Departmental
designations in call numbers and subject headings.
The entire departmental abbreviation goes into the Unicorn call number. Note that migrated thesis call numbers contain an additional decimal point in front of the departmental abbreviation. An abbreviation taken from the table should take the form:
- LD3921 .Tex. Eng., Chem. & Sci. .C455
Cutter numbers are used to arrange bibliographical material by main entry (author's last
name for theses and dissertations). Cutters are composed of the initial letter of the main
entry heading, followed by Arabic numerals representing the succeeding letters. To determine
the appropriate Arabic numerals use the Cutter table taken
from the Library of Congress Subject Cataloging Manual's section on shelflisting.
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