- GRADUATE SCHOOL (Liz Leis):When an ETD has been approved, Liz sends an email to NBK and Jeff Taylor letting them know that the ETD is ready for cataloging. NBK checks to make sure that the PDF file is ok and then sends the name of the student and the link to the metadata page to the lib-thesis@vanderbilt.edu mail address. NBK keeps a spreadsheet of all ETD's submitted (if she knows about them), withheld and cataloged and tracks which departments have ETD's submitted for each calendar year.
- TS CATALOGING:Cataloging receives notification of new e-theses from LITS (currently Nancy B-K).
- TS Copy Cataloger does descriptive cataloging for theses in all subjects, including Medical & Divinity theses.
- The descriptive cataloging is done on OCLC, generally following usual standards for thesis cataloging. The PDF file is used as the source, not the metadata page:
- For specifics, follow the pattern record in acorn, a1803511 :
- 1)Be sure “form” fixed field contains “s”, and include 006 for computer file.
- 2)Standards for 300 field may change; revisit when AACR revisions are published.
- 3)Include the two 538 notes and the 500 title source note.
- 4)If the thesis is restricted access, include a 506 note.
- 5)Include 590 note indicating existence of CD-ROM.
- 6)Include a 655 0 Electronic dissertations
- 7)Use the URL sent with the notification, which should go to the metadata page (not directly to the pdf files).
- 8)Holding code is INT-ETD
- When descriptive cataloging is done, notify:
- 1)the contact from LITS. They will burn a CD-ROM copy of the thesis, add the item record for it to the acorn record, and send it directly to the annex.
- 2)Whichever cataloger will do the subject analysis.
- The liaison for the subject receives an e-mail from Jeff Taylor that a title is available for subject analysis. Keywords assigned by the author are considered as a normal part of subject analysis. The cataloger assigns appropriate LCSH terms, editing the Acorn record and enhancing the OCLC record. We do not overlay the Acorn record.
- If the authority record for the writer has not been created, that is/can also be done at this point. Names that conflict on OCLC have usually been created by Jeff Taylor. Some authors have already had their name authority records created.
- BIOMEDICAL LIBRARY CATALOGING:
- Cataloging staff at the Biomedical library assign MESH terms to the Acorn record of titles that are written in fields for which they have historically had the circulating copy. These terms are not added to the OCLC record. These titles are also routed to Mary Charles Lasater (the TS cataloging liaison) for LCSH subjects.
- DIVINITY LIBRARY CATALOGING:
- 1)assigns subject headings and an LC call number and adds these to the Acorn record and also to the record in OCLC.
- 2)adds a call/copy for Divinity to the Acorn record.
- LITS:Once an ETD is cataloged, NBK creates the archive CDROM along with a label for the jewel case, attaches the barcode, adds the call/copy to Acorn record and mails the CDROM to the Annex for storage:
- 1) Burn CDROM and create label and barcode:
- Go to ETD webpage and bring up dissertation in Adobe reader.
- Save to file.
- Open CD project and choose create data CDROM.
- Move saved pdf file to project and record.
- Create label from info on ETD using saved template, assigning next VColl call number not already in use.
- Print label and insert in jewel case and attach barcode to the back of jewel case.
- Delete file from directory.
- 2) Create Acorn call/copy:
- Library: SPEC-COLL
- Call no.: CDROM VColl [next no.]
- Class Scheme: ALPHANUM
- Item ID: barcode
- Type: THESIS-VU
- Location (home and current): ANNEX
- Item Cat.1: subject code of discipline (check other call/copy if unsure)
- No circ flag
- 3) Update ETD excel spreadsheet
- 4) Mail CDROM to Peg at ANNEX.
- ANNEX:Once the Annex receives the CDROM from NBK, they verify the next available shelf for the size of the material. Once that precise individual shelf is known, they will search for the Acorn record associated with the ETD. It is the Acorn Item Field's Annex shelf note area which will contain the Annex Floor, Range, vertical tier, and individual shelf on which the item will be located.
