PROCEDURES FOR PROCESSING UIC THESES

Theses written for academic degrees are sent by the Graduate College's Thesis Coordinator (Jim Kollenbroich (996-3958, E-mail: jkolle1@uic.edu)) at the end of each semester. Two copies of each master degree thesis and one copy of a doctorate thesis are sent. Each shipment is accompanied by a master list and a cover letter. Each thesis comes in a yellow manila envelope with the author's name written on it.

The Graduate College also sends one copy of each Ph.D. thesis to ProQuest Information & Learning in Ann Arbor, Mich. For microfilming. At a later date, ProQuest sends a copy of the microfilm and the original thesis to the Catalog Dept.

Theses written for the professional degree of Doctor of Public Health (Dr.PH) are sent directly by the School of Public Health, Director Student Academic Services (Judith A. Koruba (996-3832)). Each thesis comes in a yellow manila envelope with the name of the author written on it.

Procedure for cataloging theses:

1. Open the boxes. Compare the master list to the theses received. If any thesis is missing, call the Graduate College Graduate Evaluation Coordinator and let them know. Make a note on the master list and monitor the problem.
2. Open each thesis. Make sure it has a title page a completely filled out red-lines acceptance sheet with signatures of the members of the thesis/dissertation defence committee. The acceptance sheet is placed directly behind the title page. (Professional degrees (Doctor of Public Health (Dr.PH) may lack the acceptance sheet.) Make sure the thesis is complete.
3. Decide which is the original and which is the copy, if not already identified as such. Make sure the original/copy information written on the flap of the manila envelop. The original is cataloged as c.1 and shelved in Special Collections. The copy is cataloged as c.2 and is shelved in the theses section of the stacks.
4. Catalog both copies on OCLC. Dissertations and theses are cataloged as manuscripts according to AACR2 Chapter 4 and OCLC bibliographic formats and standards, chapter 3.1. (link to www.oclc.org/bibformats/en/specialcataloging/#CHDIHHJH).
   • Create constant data records in OCLC for MS and Ph.D. theses separately. (Link to constant data file) This can be done offline too. From the 'edit' menu choose 'workform' and choose 'books'. A blank workform appears on the screen. From the 'edit' menu again choose 'Constant Data Manager'. A dialog box appears and then select the file you require and set it as default and click on 'Apply'. All fixed and variable fields that are common to all records appear and the other fields need to be entered.

   • The name of the author of the thesis is the main entry. Since theses are considered unpublished works, we create an authority record for the author's name only if references are necessary. No NACO authority records are created. Search OCLC and the OCLC authority file to make sure that the author's name is not already established. If so, use the established form.

   • Transcribe the title page completely. For genus and species name in the title, do not use upper case letters and do not underline, even if the words are underlined on the title page. Capitalize only the first letter of the first word of the name (the genus), as in "... Panax quinquefolius and Panax ginsgeng".

   • The publisher field should include only the date of the thesis, taken from the title page.

   • If the thesis is printed on one side of each page only, the pagination is given in leaves. The usual size of UIC thesis is 28 cm.

   • The dissertation note field (502) in compliance with current cataloging rules, should state the degree, its topic in parenthesis, the name of the university, and date taken from the title page.

     Example:

     Thesis (M.S. in Oral Sciences)--University of Illinois at Chicago, 2003.
     Thesis (Ph.D. in Pharmacology)--University of Illinois at Chicago, 2000.
     Thesis (Doctor of Public Health)-- University of Illinois at Chicago.

   • The call number consists of three elements: the word Thesis, a cutter for the author's last name (use Cutter-Sanborn tables, rev. 1969) and the year of the thesis from the title page. If the person wrote two dissertations, use the same cutter on both and differentiate them by date only.
     The call no. is entered on the 099 field (local call number) with each element of the call number in a separate subfield a.

     Example: 099 #a Thesis #a Sch468 #a 2000

   • The 049 is edited as: IAXC #m no.

   • Save the edited record to online file in OCLC by clicking Action then Save Record to Online File (It is a practice to have another cataloger proof-read the OCLC cataloging copy before updating).

   • Update record in OCLC

   • After updating the record in OCLC, if an error is spotted, find the record in OCLC with the OCLC number and correct the error in the record, then choose "Replace Record" in Action button. To ensure the correction was made, search OCLC by OCLC number and check the record again.

5. Export record into Voyager. Create copy holding record, indicate only those copies you have in hand. The 1st indicator in the 852 (MFHD) is coded 8 and the 2nd indicator as 0.
   The location code for copy 2 is: CHS THE

   Example for copy 1: 852:80:CHSS #h Thesis #i T891 2003
   Example for copy 2: 852:80: CHS THE #h Thesis #i J171 2001 #t 2

6. Mark the main entry (author) on the title page and write the call number on the upper left hand quadrant. Place a piggyback barcode on the upper left corner, on the last page of the thesis. The copy for special collections will not be marked but the call number will be written on the special handling slip and a piggyback barcode is attached under the call number. Also, check off 'bind' on the special handling. (click here to see example)

7. Count and report the number of theses (titles and items). Report them as regular Monographs and as Special Collection titles and items (if cataloging Special Collections copies). In addition, keep a separate running total of thesis titles and items and report it once a year in July in the annual report.

8. Send the theses to LHS Serials Unit for binding. Catalogers job is finished. The Exceptions are problems. A follow up is required if the Graduate College sent a problem thesis which was returned.

9. Check the microfilm version of the theses against Voyager. If the thesis title has been cataloged, send the microfilm version to Special Collections. Do not indicate in Voyager its existence (for the time being). If the paper copy has not yet been cataloged, hold on to the microfilm until it is. If the paper copy does not appear within 6 months, initiate a claim through the Graduate College.

Professional theses, including those written in the School of Public Health:

1. It is the library's policy to catalog all theses, including professional ones, which the library receives directly from the professional School/College, rather than through the Graduate College.
2. The library will ask the professional School/College to send an original and a copy, just as what we receive from the Graduate College. In those cases where it's not possible, the library will photocopy the received copy and treat the received one as an original.
3. The library will ask the professional School/College to send an acceptance sheet with the reviewing committee's signature. In those cases where it's not possible, the library will catalog without the acceptance sheet.

Rev. 12/29/03

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