Receive packing list of names etc from Grad School and create an Excel spreadsheet for this list. The cataloger’s list must have columns for each author’s name, degree program, degree, year of birth, whether the work is campus only and for how long, whether there are supplemental files, whether it has been entered into Connexion and/or Aleph, whether it has been exported to OCLC, whether it needs subject headings and the date of embargo, if any.
Use above information as well as Scholarworks metadata page plus PDF of work to create a RDA cataloging record including but not limited to the author/title, abstract, keywords, any other necessary 5xx field, degree and degree program, degree supervisor and
URL into the template.
If the work is in a language other than English, use the appropriate code in the Lang fixed field. Dissertation abstracts are generally in English as well as the original language; if this is the case, add a 546 field with the appropriate note (i.e., “Text in German; abstract in German and English”). Include the appropriate 041 field codes (i.e., 041 0_ ger |b eng |b ger).
Check each PDF for any illustrations, maps, etc and note in the record whether they are in color. If there is no color, make sure the record reflects this in the 007 |d subfield as well as the 300 |b subfield. If there are no illustrations etc, make sure the Ills Fixed field is blank.
If there are any supplemental files, add a 300 |e subfield accordingly as well as a note: 500 __ Accompanied by [number, type] files which are accessible through the same online resource.
If there are supplemental files of any type other than .pdf, change the 007 |h subfield accordingly.
If author/title information does not show on its appropriate Scholarworks list, search the SW series. If not found, notify the Scholarworks group. If found, notify group that name is not visible on list (or has been placed in the wrong list).
If name of author on SW metadata and/or title page differs from name given by Grad School, research. Make a judgment call if necessary. Make note if NAF needs to be created.
Check for name of degree supervisor in NAF. If not there, search OCLC for thesis or other publications. Compare against supervisor’s UMass website to determine whether it is the same person. Maintain spreadsheet of supervisors. Non-NAF names will need to have the proper form of name determined before the work is uploaded to OCLC.
If a work is embargoed, pull up the PDF via Scholarworks admin login and catalog with that. Make a note of the embargo date in the Connexion record My Status column.
Correct any errors present on Scholarworks metadata in the back end (i.e., badly broken abstracts, incorrect author or title entry).
If there is no metadata record for a title in Scholarworks, add a placeholder cataloging record in Connexion only. Do not add any records to Aleph without an
URL link available for said record.
Make notation in My Status column of Connexion record what the degree program is or if it is for ISEL.
Create temporary record in Aleph for each Connexion bib record using the short form Aleph template. Add any needed 590 fields if a work is under embargo, giving the date of release, and/or if it is restricted access, again give the date of release. Add item record as well as holdings record with appropriate
URL link (O/A vs C/A).
If a record does not need subject headings (typically M.F.A. English and Art works, certain Theater), upload record to OCLC and export et cetera.
Notify professional catalogers (Peter, Cindy, Sharon) when records are available for checking and/or adding subject headings.
Once a bib record in Connexion is ready, validate. If the record cannot validate because of unknown characters in a given field(s), search and replace said characters as appropriate. Use Notepad++ if necessary as well as verifying non-Marc 8 characters with Connexion.
Upload validated to OCLC. Copy OCLC record number and call up temp Aleph record. Insert OCLC number in temp record and overlay.
Update Excel spreadsheet to show if record is in Connexion and/or Aleph, whether it is under embargo or if it is not in Scholarworks (with NSW status). Also record whether there is a campus access restriction and for how long. If there are any attached supplemental files, make note on how many and what type (.pdf, .jpg, .mvi).
Check spreadsheets every month for any embargos which may have been lifted.
Once a title is no longer under embargo, remove the 590 field embargo note in the Aleph temp record and add a 300 field.