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electronic_theses_workflow [2009/05/20 12:15]
kdion Corrected the URL link for the dissertations project
electronic_theses_workflow [2020/10/14 18:49] (current)
mbanach
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 +====== PAGE OUTDATED ARCHIVED ======
 +
 ==== Electronic Theses Workflow ===== ==== Electronic Theses Workflow =====
  
-Three times a year (February, May, September), the Graduate Records ​Office receives theses submitted electronically for a Master’s degree. Once these works are reviewed and approved, the Grad Office publishes each to the web in ScholarWorks via the BePress Digital Commons System. The Office then emails to the library'​s Thesis Cataloger an Excel spreadsheet containing information for each author whose work has been received. It is the Thesis Cataloger’s responsibility to implement and keep track of each step required to publicize these works, including and not limited to creating catalog records and uploading these records into OCLC’s database and the library’s own OPAC. Paper copies are NOT ordered for Master’s theses.  ​+Three times a year (for February, May, September), the Office ​of Degree Requirements of the Graduate School of UMass receives theses submitted electronically for a Master’s degree. Once these works are reviewed and approved, the Graduate ​Office publishes each to the web in ScholarWorks via the BePress Digital Commons System. The Office then emails to the library'​s Thesis Cataloger an Excel spreadsheet containing information for each author whose work has been received. It is the Thesis Cataloger’s responsibility to implement and keep track of each step required to publicize these works, including and not limited to creating catalog records and uploading these records into OCLC’s database and the library’s own OPAC. Paper copies are NOT ordered for Master’s theses.  ​
  
 === Procedures === === Procedures ===
  
-1) The Thesis Cataloger creates and prints out an Excel worksheet containing the graduate program, degree, ​and date of birth for each author as provided by the GRO. 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 Cat & Proc professional catalogers for assignment of subject headingsThe catalogers directly add these headings to the Connexion cataloging files; this is the only work they do associated with the theses.  ​The Thesis Cataloger takes care everything else. +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"​ 
 +  
  
-**NOTE**: The program name in the cataloging record must be that which is provided by the Grad 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) Once the subject headings ​are assigned ​the Thesis Cataloger proofs, validates ​and uploads ​each record to OCLC. The records are then exported to ALEPHwhere they are given holding records for their electronic resource on Scholarworks.+4) Once the Connexion records are done, with or without ​subject headingsthe 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) To create an electronic resource item record for each thesis'​s bibliographic record in ALEPH:+5) In a status report sent out via email by the Thesis Cataloger at the beginning of every month, the library'​s professional catalogers are notified which Connexion files contain bib records waiting for the assignment of subject headings. The 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.  
 +  
 +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 a 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" or, if 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 a fully cataloged bibliographic record. Once a full OCLC bib record is available, these temp ALEPH records are to be overlaid (see Special Situation, below). 
 + 
 +7) To create an electronic resource item record for each thesis'​s bibliographic record in ALEPH:
  
   * Click on __New__. Set the following categories:   * Click on __New__. Set the following categories:
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   * Update   * Update
  
-Create a new Holdings Record and add the following field:+Create a new Holdings Record and add the following field for Open Access works:
  
-856 40 |u http://​www.scholarworks.umass.edu/​dissertations/<​document number> |z Open Access: ​Connect to this title+<​nowiki>​ 
 +  ​856 40 |u http://​www.scholarworks.umass.edu/​theses/<​document number> |z Connect to this title (Open access)
  
 +</​nowiki>​
  
-12) The dissertations ​are assigned to their appropriate ​dc_series ​(academic program) ​group in [[http://​scholarworks.umass.edu/​|Scholarworks]] by the Thesis Cataloger. See related instructions at [[http://​wws.library.umass.edu/​wikis/​acp/​doku.php?​id=scholarworks_dissertation_collections_project|ScholarWorks ​Dissertation Project Workflow]].+    * For theses which are campus-only access, add the following field: 
 + 
 +<​nowiki>​ 
 + 
 +  856 40 |u http://​silk.library.umass.edu/​login?​url=http://​www.scholarworks.umass.edu/​theses/<​document number> |z UMass: Connect to this title 
 + 
 +</​nowiki>​ 
 + 
 +   * For theses which have an embargo, add the following field to the Holdings record: 
 + 
 +<​nowiki>​ 
 + 
 +  956__ z Embargoed until <Date given in Scholarworks>​ 
 + 
 +</​nowiki>​ 
 + 
 + 
 +8) The theses ​are assigned to their appropriate ​ir_series ​(academic program) ​collection ​in [[http://​scholarworks.umass.edu/​|Scholarworks]] by the Thesis Cataloger. See related instructions at [[Adding Dissertations and Theses to ScholarWorks ​Collections]].
  
 Make sure the Excel spreadsheet have had their categories checked off where appropriate for each author. ​ Make sure the Excel spreadsheet have had their categories checked off where appropriate for each author. ​
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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. ​Masters theses may also be Open Access or limited ​to campus-only access depending on which option ​the student selected at the time of submission.+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.  
 + 
 +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**
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 If there are typos in an author'​s name or in a title which are severe enough to impede a search for the work, these typos can and should be corrected. Since all Masters thesis metadata and their PDFs live in the ScholarWorks system, the UMass library'​s Metadata librarian can make the corrections where needed. ​ If there are typos in an author'​s name or in a title which are severe enough to impede a search for the work, these typos can and should be corrected. Since all Masters thesis metadata and their PDFs live in the ScholarWorks system, the UMass library'​s Metadata librarian can make the corrections where needed. ​
    
 +  * **Further Access Information**
  
 +Masters theses are generally online-only accessible via Open Access, but some may be limited to campus-only access depending on which option the student selected at the time of submission. For more information,​ see [[Dissertations and Theses Overview]] in this wiki.
  
 --//​[[kdion@library.umass.edu|Primary contact: Kay Dion]]// --//​[[kdion@library.umass.edu|Primary contact: Kay Dion]]//
  
electronic_theses_workflow.1242821714.txt.gz · Last modified: 2019/01/07 17:20 (external edit)
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