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electronic_theses_workflow [2012/10/18 13:53]
127.0.0.1 external edit
electronic_theses_workflow [2019/01/07 12:20] (current)
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 === Procedures === === Procedures ===
  
-1) The Thesis Cataloger creates and prints out an Excel worksheet containing the graduate program, degree, date of birth and access category for each author as provided by the Graduate Office. This worksheet is used to track the progress of each thesis as it is cataloged, uploaded to OCLC, exported to ALEPH, and linked ​to appropriate ScholarWorks communities online ​as well as track any embargos.+1) The Thesis Cataloger creates and prints out an Excel worksheet containing the graduate program, degree, date of birth and access category for each author as provided by the Graduate Office. This worksheet is used to track the progress of each thesis as it is cataloged, uploaded to OCLC, exported to ALEPH, track any embargos, and used to spot check appropriate ScholarWorks communities online.
  
    
 2) OCLC’s authority file, author files and the UMass library'​s OPAC are searched for any variant forms of name. If there is a previously established form of name in OCLC or in the OPAC, it may take precedence over any form of name submitted by the Graduate Office. If necessary, authority records are created or updated in OCLC, particularly in the case of married vs. unmarried surnames. 2) OCLC’s authority file, author files and the UMass library'​s OPAC are searched for any variant forms of name. If there is a previously established form of name in OCLC or in the OPAC, it may take precedence over any form of name submitted by the Graduate Office. If necessary, authority records are created or updated in OCLC, particularly in the case of married vs. unmarried surnames.
  
-3) Once the electronic theses are loaded into Scholarworks and their entire contents can be accessed online, cataloging records are created in Connexion for each thesis using a previously created Constant Data template for electronic resource bibliographical records. ​Printouts are made of each individual title pagewhich are then separated into manila folders and distributed to the library'​s professional catalogers for assignment of subject headingsThe catalogers directly add these headings to the Connexion cataloging files; this is the only work they need to do associated with the theses.  ​+3) Once the electronic theses are loaded into Scholarworks and their entire contents can be accessed online, cataloging records are created in Connexion for each thesis using a previously created Constant Data template for electronic resource bibliographical records. ​If a thesis is Open Access, the bib record receives a 506 field (indicators 0 blank) saying "Open access"​If the thesis ​is Campus Access, ​the bib record receives a 506 field (indicators 1 blank) saying "​Access restricted ​to the UMass community"​ Both Open and Campus Access records contain a 856 URL field with their appropriate Scholarworks link and a subfield |z saying "​Connect to this title online"​ 
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 **NOTE**: The program name in the cataloging record must be that which is provided by the Graduate Office on the spreadsheet. Do not use any variant form or department listed on the title page. A copy of the Degree Programs and their codes can be found in [[Graduate Degree Program Codes]]. **NOTE**: The program name in the cataloging record must be that which is provided by the Graduate Office on the spreadsheet. Do not use any variant form or department listed on the title page. A copy of the Degree Programs and their codes can be found in [[Graduate Degree Program Codes]].
  
-4) Temporary bibliographic ​records ​for each electronic thesis accessible via Scholarworks ​are created in ALEPHusing an established template. Each bib record contains the fields for author, title, statement of responsibility,​ pagination, mode of accessthe 502 and 690 fields, and a 910 field stating "​TEMP"​ and the Thesis Cataloger's initials plus the date. The bib records then have item and holding records created for their corresponding Scholarworks URL. These temp records ​allow the library ​to have an established access point in the OPAC while awaiting a fully cataloged bibliographic ​record. ​If the record ​has an embargo on it, a note is added to the Holdings record (see below). Bib records without any subject headings (save for some arttheater and MFA English worksare considered incomplete and are not to be uploaded to OCLC.+4) Once the Connexion ​records are donewith or without subject headings, the Thesis Cataloger ​proofs ​and validates each record before uploading them individually to OCLC. These records ​are then exported ​to ALEPH where the 856 field is then removed from the bib record ​and an item/​holdings record is created(Step 7, below.) In the Connexion file, each record ​with an OCLC Control number will have a note in the My Status column stating whether ​subject headings ​are still needed ​(typically"Needs SH - [degree program]"​).  
  
-5) Once the subject headings are assigned ​the Thesis Cataloger ​proofs and validates each recorddouble-checking ​for the appropriate open/​restricted access category ​of each pieceIf a thesis ​is Open Access, ​the bib record ​receives ​500 field stating "Open access" and the 856 field includes a subfield |z saying ​"Connect to this title online"​. If a thesis is Campus Accessthe bib record receives a 506 (indicators 1 blankfield saying "​Access restricted to the UMass community"​ and the 856 field is retained but does not include ​subfield |zNote that the 856 fields require ​change once the bib records are exported to ALEPH; see below.  +5) In a status report sent out via email by the Thesis Cataloger ​at the beginning of every monththe library'​s professional catalogers are notified which Connexion files contain bib records waiting ​for the assignment ​of subject headingsThe catalogers directly add these headings to the OCLC cataloging record and the ALEPH bib record. This is the only work they need to do associated with the dissertations aside from any potential authority record work.  
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-6) Each record is then imported to OCLCand once an OCLC number is assigned the   records are then exported ​to ALEPHoverlaying any temporary bib record. The 856 field is then removed from the bib record in ALEPH+6) Electronic theses which are accessible via Scholarworks but are under embargo are given temporary bibliographic records in ALEPH using an established template. Each bib record ​contains the fields for author, title, statement of responsibility,​ 506 field, mode of access, the 502 and 690 fields, and 910 field stating "TEMP" ​plus the Thesis Cataloger'​s initials ​and the date. A 590 field is added with the following note: "At the request of the author, ​this thesis is currently under embargo and will not be available until an unspecified date" orif available, "until [date]"​. ​  ​The ​bib records then have item and holdings records created for their corresponding Scholarworks URL (Step 7 below). These temp records allow the library to have an established access point in the OPAC while awaiting ​fully cataloged bibliographic recordOnce full OCLC bib record is availablethese temp ALEPH records are to be overlaid (see Special Situationbelow).
  
 7) To create an electronic resource item record for each thesis'​s bibliographic record in ALEPH: 7) To create an electronic resource item record for each thesis'​s bibliographic record in ALEPH:
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   * **Embargos**   * **Embargos**
    
-Each thesis author has the option of embargoing, or limiting public access to, their works. The Bepress ​Digital Commons system, which powers the ScholarWorks Digital Repository, will automatically handle any embargoes and access ​ restrictions which an author might decide to place on their work. If thesis has an embargo placed on it, a note will appear on the title'​s ​citation ​page on ScholarWorks indicating when it will be available for full text download. ​ ​Once ​the embargo ​period has expired, the full text will automatically become available for downloading. ​Any temp record in Aleph which has a 952 embargo note in the holdings ​record should ​have that field removed ​once the embargo is lifted+Each thesis author has the option of embargoing, or limiting public access to, their works. The BePress ​Digital Commons system, which powers the ScholarWorks Digital Repository, will automatically handle any embargoes and access restrictions which an author might decide to place on their work. If an open access ​thesis has an embargo placed on it, a note will appear on the title'​s ​metadata ​page on ScholarWorks indicating when it will be available for full text download. ​However, if it is campus access, ​the embargo ​is handled by ProQuest. The download link on the Scholarworks metadata page will bring up a ProQuest abstract page stating that the work is not available as per the author. There will be no specific release date.  
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 +For either open access or campus access worksonce an embargo has lifted ​the full text will automatically become available for downloading. ​The corresponding bib record in Connexion should then be edited, proofed, and uploaded to OCLC. The 590 embargo note in the ALEPH bib record should ​be removed ​before overlaying with the OCLC record, and the 910 field edited to remove TEMP 
  
   * **Errors in ScholarWorks**   * **Errors in ScholarWorks**
electronic_theses_workflow.1350582814.txt.gz · Last modified: 2019/01/07 12:20 (external edit)
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