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Cataloging OSU ETDs (Electronic Theses and Dissertations)

Prepared by James L. Murphy and Magda El-Sherbini.


Ohio State University theses and dissertations may now be submitted and archived electronically instead of by (or in addition to) standard print and microformats.  The primary contact for information is the Ohio State University Graduate School, and the archiving is provided by OhioLINK.

OSUL Cataloging Practices, Issues, and Concerns

Single vs. multiple record:

To date, a paper version has been supplied and we continue to receive microfiche.  While receipt of paper copies may not continue for much longer, we may still receive microfiche copies, and will use a one record approach. 


While we continue to receive paper copies, a one-record approach to cataloging will be used. See example. This requires, depending on which is received first, editing the bib record in Oscar/Felix and OCLC.


Call number:

Currently a local call number is devised for theses and dissertations so that all items from a single department may be collected.   There are alternative and more logical search strategies but the call number will continue to be useful as long as paper, microfilm, or microfiche formats of an electronic title are cataloged.

Multimedia:

The inclusion of internal or external links to audio and/or video files in a ETD (.e.g, .gif, .jpeg, .midi, .mpeg) presents no problem for cataloging, so long as the nature of the file formats is made clear.  This information is presented in a 538 system requirements note. OhioLINK provides general recommendations on acceptable file formats  and UMI presents a more detailed list of file formats currently accepted and supported by UMI.

Description:

A 300 field is not required for computer files.  It will be continued as long as paper copy is cataloged.

Subject headings:

At the present time we are not providing LC subject headings or key words. Currently, OhioLINK allows the student to input key words and select “subject headings” from a thesaurus that greatly differs from LCSH.

If LC subject headings are not assigned, we will add the keywords in the 653 field. We will not use the “OhioLINK subject headings” because they would require a tremendous amount of revision beyond the capabilities of a graduate student and because they conflict so greatly with the thesaurus used by Oscar (LCSH). We will not add these as 653s, which are indexed in the OSCAR keyword file but not the subject heading index, because they are generally included in the abstract and therefore already accessible by keyword search.


Abstract:

As much of the abstract in the bib record in 520 field will be included as can be accommodated by the OCLC record.

URL:
We will edit the 856 to include a subfield |z Connect to this title online.

Location Code:
OSUL will use wwt.

Availability Note (530):
OSUL will use: Available online via OhioLINK’s ETD Center.  Availability through other sources (e.g., UMI) will require an additional note.

ETD Cataloging Guidelines for Graduate Submission Form:

In completing the submission form for your dissertation, the following conventions are required to provide for prompt and efficient cataloging of your dissertation in OCLC (WorldCat) and OSU’s library catalog, OSCAR.

Information About You

·        Name.  Input your name in standard upper and lower case and as it appears on the title page of the dissertation. Specifically, include and spell-out your middle name if it is used on the dissertation title page.

EXAMPLE:   Last Name: Smith First Name: John Middle Name or Initial: James

Information About Your Dissertation

·        Title. DO NOT cut and paste title from your document title page if it is in all upper case.  Please enter the title here with only the initial letter of the first word and of any proper names capitalized.  The names of elements and compounds, for example, are not capitalized although chemical symbols/formulae are.  Titles within a title have only the initial of the first word capitalized.

EXAMPLE:  Nedocromil sodium and diphenhydramine HCl ameliorate.

EXAMPLE:  Alexander Pope's The rape of the lock

If uncertain, try a WORD search in OSCAR.

·        Pages. Enter the number of preliminary pages (roman numerals) and number of the pages in the body (Arabic numerals), not the number of frames in the electronic version.  Add ill. if the dissertation contains illustrations; add ill. (some col.) if some of these are colored.

EXAMPLE: xiv, 133 p. : ill.     NOT 147 p.

·        Abstract.  Enter only the body of the abstract.  DO NOT include your name or title of the dissertation here.  DO NOT use hard returns at the ends of lines.  DO NOT format paragraphs.

EXAMPLE:  In the last decade, desiccant dehumidification has emerged as an alternative or as a supplement to conventional vapor compression systems.

NOT:  Smith, John James.  A STUDY OF DESSICANT DEHUMIFICATION.  Abstract:  In the last decade…

·        Adviser.  Enter as the advisor’s name appears on the title page, with only the first letter of last, first, and middle name capitalized.  Do not include titles.

EXAMPLE: Last Name: Jones First Name: John Middle Name or Initial: Robert

Questions may be addressed to Rocki Strader, Cataloging Dept., 5769 Ackerman Library, strader.2@osu.edu.
 
OSUL Marc Record Example:

Useful Links


Ohio State University Graduate School.  The Graduate School is responsible for thesis and dissertation standards, including the list of degree-granting departments and programs and the student submission form.  Dr. William A.T. Clark, Associate Dean of the Graduate School is the primary contact for ETD Questions



Last revision October 14, 2002




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