The University of Southern Mississippi Libraries

Theses and Dissertations

Dissertations

Cook Library holds print copies of USM dissertations dated 1962-August 2010 in the circulating collection and non-circulating microfilm for these dissertations. University Archives in McCain Library holds print copies. Beginning with December 2010 graduation, Cook Library no longer receives either a print copy or microfilm. The Graduate School now requires dissertation authors to provide a PDF copy of the dissertation on a CD, and discs are sent to the Library to be cataloged and housed. Researcher access to most dissertations dated December 2010 or later will be via (1) ProQuest's Dissertations & Theses database, or (2) PDF file on CD in 2nd Floor Media. University Archives will continue to receive a print copy.

When to Catalog Dissertations: Catalog dissertations when all formats and supporting materials are in hand or available: (1) the print copy for the Archives, (2) the PDF on CD, (3) PDF files accessible in the ProQuest database, and (4) the list of authors and titles from the Graduate School. The first available materials from May 2011 graduation were the PDFs on CD plus the author/title list from the Graduate School. Bibliographic records can be created by viewing the PDF files, but the PDF file is not the main work being cataloged -- it is an additional format. If created by viewing the PDF, the bibliographic record MUST NOT be updated to OCLC or exported to the library catalog until the Archives print copy is in hand. Each title must also be searched in ProQuest to learn if that dissertation is available. That information is necessary to correctly attach item records.

Author/Title List: The Excel list sent from the Graduate School has a column for Department. Verify the information in this column against USM Academic Departments and correct as necessary. Add columns for College (key in CoAL, CoB, CoEP, CoH, or CoS) and Degree. Sort the data in the spreadsheet by (1) College and (2) Department. This organizational work will speed the cataloging.

PDF on CD: The Graduate School requires the dissertation author to provide a PDF copy of the dissertation on a CD, and the discs are sent to Bibliographic Services. A copy of the PDF file will be placed on a dedicated thumb drive by the librarian responsible for the cataloging of theses and dissertations. The CDs will be packaged in security cases and housed in the Media section of 2nd Floor South. The CDs will circulate.

Embargoed Dissertations: Some authors embargo their dissertations, prohibiting the display or use of their intellectual property for a certain period of time. Embargo notification is on the author/title list that comes from the Graduate School. Bibliographic records can be created and saved in Connexion but MUST NOT be updated to OCLC or exported to the library catalog during the embargo period. The librarian responsible for cataloging theses and dissertations will take charge of the Archives copies and PDF files and monitor the embargo periods. When the embargo has expired, cataloging and processing can be completed.

To all embargo periods, one month is added to the term specified by the Graduate School, in the interest of access and in the hope that the ProQuest PDF link will be available when cataloging is completed so it can be added to the catalog record. For the purposes of management, the embargo period will begin on the FIRST day of the month shown on the title page and expire on the LAST day of the month at the end of the period. To all embargo periods, one month is added to the term specified by the Graduate School, in the interest of access and in the hope that the ProQuest PDF link will be available when cataloging is completed so it can be added to the catalog record. For example, an embargo period of one year for a dissertation with May 2011 on the title page will be 13 months, beginning on May 1, 2011, and ending on June 30, 2012.

Create a brief bib record in ALL CAPS in Millennium. Include these fields to provide basic information to librarians, staff, faculty, and students.

100 1_ LAST NAME, FIRST NAME
245 xx [TITLE]
260 __ MAY 2011
500 __ DISSERTATION
500 __ EMBARGOED BY THE AUTHOR UNTIL [DATE]
830 _0 Dissertation (University of Southern Mississippi) ;|v2011.

Create the full bib record in Connexion and save it to a local save file dedicated to hold Embargoed Dissertation records. Print a copy and place it with the embargoed dissertation in the storage location. At the end of the embargo period, verify whether the PDF is displayed in Proquest. Verify all elements (author cutter, acid free slip, etc.), update the record to OCLC, add items, and export to overlay the brief record.

Cataloging: Use the Dissertation Workform as a guide. Create records (new or derived) in Connexion, and export them to the local catalog with item records attached.

What is Being Cataloged: Printed bound copy for University Archives.
Additional Format: PDF on CD and online
Material Characteristics Codes for PDF on CD: 006 for Fixed-Length Data Elements and 007 for Physical Description Fixed Field.

006 __ Type Code: m, Audience: f; File Type: d
007 __ |a c |b o |d b |e g |g --- |h a |i u |j u |k u |l u

Classification: Individual LC call number based on topical content. Construct an author Cutter and verify it against the electronic shelflist. Newly assigned Cutters must fit in with existing Cutters.
Name Authority Work: See below. Refer author name conflicts to a librarian for resolution.
502 Thesis Note: Include the degree abbreviation as given in USM Academic Degrees, followed by the four-digit year.
530: Additional formats will be included in the record if available.
710: Include the university name and academic department as given in USM Academic Departments. Example:
710 2_ University of Southern Mississippi. |b Dept. of English.
830: Include the local series entry followed by the four-digit year.
830 _0 Dissertation (University of Southern Mississippi) ;|v 2011.
Item Records: Use Connexion macros for item record data.

990: Bib Location: McCain Archives plus Cook, Online (if both PDFs apply)
949: Archives copy: Item Type 35 USM Dissertation; Location: mast; Status x Restricted.
949: PDF file on CD: Item Type 14 CD-ROM; Volume: CD-ROM; Location: c2md; Status - Available.
949: PDF file at ProQuest: Item Type 21 Online Book; Location: om; Status - Available.

After Export: Add the 856 link to the ProQuest file AFTER exporting the record to the local catalog. Do not include this information in the record that is updated to OCLC. Look up the dissertation in ProQuest and display the Document View page. Copy the URL and paste it after the prefix shown below. Verify access before going to the next dissertation.
856 40 |zFull text PDF from ProQuest|uhttp://lynx.lib.usm.edu/login?url=

Master's Theses

Cook Library holds print copies of USM master's theses dated 1948-August 2010 in the circulating collection. University Archives in McCain Library also holds a print copy. Begnning with December 2010 graduation, Cook Library no longer receives a print copy of master's theses, but University Archives continues to receive a print copy.

Researcher access to master's theses submitted for December 2010 and May 2011 graduation is not be available in any format. Master's thesis files are not being added to the ProQuest Dissertations & Theses database (as of June 2011).

Beginning with August 2011 graduation, the Graduate School requires the thesis author to provide a PDF copy of the thesis on a CD, and discs are sent to Bibliographic Services to be cataloged and housed. A copy of the PDFs will be placed on a dedicated thumb drive by the librarian responsible for the cataloging of theses and dissertations. The CDs will be packaged in security cases and housed in the Media section of 2nd Floor South. The CDs will circulate.

When to Catalog Master's Theses: Catalog theses when all formats and supporting materials are available: (1) the University Archives print copy, (2) the PDF on CD, and (3) the list of authors and titles from the Graduate School. The first available materials from August 2011 graduation were the PDFs on CD plus the author/title list from the Graduate School. Bibliographic records can be created by viewing the PDF files, but the PDF file is not the main work being cataloged -- it is an additional format. If created by viewing the PDF, the bibliographic record MUST NOT be updated to OCLC or exported to the library catalog until the Archives print copy is in hand.

Cataloging: Use the Master's Thesis Workform as a guide. Create records (new or derived) in Connexion and export to the local catalog with item record(s) attached.

What is Being Cataloged: Printed bound copy for University Archives.
Additional Format: PDF on CD and online
Material Characteristics Codes for PDF on CD: 006 for Fixed-Length Data Elements and 007 for Physical Description Fixed Field.

006 __ Type Code: m, Audience: f; File Type: d
007 __ |a c |b o |d b |e g |g --- |h a |i u |j u |k u |l u

Classification: All master's theses will be classified LD3425.1. Construct an author Cutter and verify it against the electronic shelflist. Newly assigned Cutters must fit in with existing Cutters. Example:
LD3425.1 |b .B8765 2010
Name Authority Work: See below. Refer author name conflicts to a librarian for resolution.
502 Thesis Note: Include the degree abbreviation as given in USM Academic Degrees, followed by the four-digit year.
530: Additional formats will be included in the record if available.
710: Include the university name and academic department as given in USM Academic Departments. Example:
710 2_ University of Southern Mississippi. |b Dept. of English.
830: Include the local series entry followed by the four-digit year.
830 _0 Master's thesis (University of Southern Mississippi) ;|v 2011.
Item Records: Use Connexion macros for item record data.

990: Bib Location: McCain Archives plus Cook (if PDF file is provided)
949: Archives copy: Item Type 36 USM Thesis; Location: mast; Status x Restricted
949: PDF file on CD: Item Type 14 CD-ROM; Volume: CD-ROM; Location: c2md; Status - Available.

Honors and Bachelor's Theses

Cook Library holds print copies of USM undergraduate theses dated from 1968 to the present day in the circulating collection. University Archives in McCain Library also holds print copies. [Honors theses from August 2011 graduation: 4. From December 2011 graduation: 0].

Most undergraduate theses in recent years have been written by students enrolled in the Honors College and are known as Honors Theses. The Honors College provides a bound printed copy to Cook Library and University Archives. Others are written by students who fulfill requirements to graduate with a Latin designation but who are not enrolled in the Honors College. These are sometimes called Bachelor's Theses. In bibliographic records, Honors College theses are differentiated by an added entry for the Honors College. See details below. All undergraduate theses are classified the same and shelved together as Honors theses.

Cataloging: Use the Honors Thesis Workform as a guide. Create records (new or derived) in Connexion and export to the local catalog with item record(s) attached.

What is Being Cataloged: Printed work for Cook Library.
Classification: All bachelor's theses will be classified LD3425.2. Construct an author Cutter and verify it against the electronic shelflist. Newly assigned Cutters must fit in with existing Cutters. Add the workmark h (lower case H) to the four-digit year. Example:
LD3425.2 |b .A5432 2010h
Name Authority Work: See below. Refer author name conflicts to a librarian for resolution.
502 Thesis Note: Include the degree abbreviation as given in USM Academic Degrees, followed by the four-digit year. See Cataloging Tools/Local Tools.
710: Include the university name and academic department as given in USM Academic Departments. See Cataloging Tools/Local Tools. Example:
710 2_ University of Southern Mississippi. |b Dept. of English.
710: If cataloging a thesis from the Honors College, include an added entry for the Honors College. See the example. If cataloging a thesis not from the Honors College, delete this entry from the bibliographic record.
710 2_ University of Southern Mississippi. |b Honors College.
830: Include the local series entry followed by the four-digit year.
Item Records: Use Connexion macros for item record data.

990: Bib Location: Cook Library plus McCain Archives
949: Cook copy: Item Type 36 USM Thesis; Location: c4st; Status - Available.
949: Archives copy: Item Type 36 USM Thesis; Location: mast; Status x Restricted.

Name Authority Work for Theses and Dissertations

Goal: To reduce the possibility that an author’s name will conflict with a name already in the OCLC authority file or in our local database. To insure there is no conflict at the time of cataloging, take the following steps:

In the Local Catalog: Look up each author name. Does the name match a name in our database? If No, proceed to the next author name. If Yes, is it a different person (is the topic of the thesis in a different subject area) or the same person (same/similar topical content)?

If it is a different person, the name form in the new bib record will have to be differentiated from what is already in use in our database. Set it aside to be addressed after all names have been checked. Refer all name conflicts to a librarian for resolution. Provide specific information.
If it is the same person (a thesis for a subsequent degree), the name should be recorded the same in both bib records.

Be careful with names of women authors. A woman's married name often includes the birth family name as the middle name. Example: Jennifer Aaaa may be the name on a master's thesis. The same person's name on a dissertation may be a married name: Jennifer Aaaa Cccc. The similarity of topical content is an indicator that the person may be the same.

In Connexion: While creating records in Connexion, look up each author's name in the authority file. Is there a matching name? If No, continue cataloging and complete the work. Export the record to the local catalog.

If Yes, the name form on the new bib record will have to be differentiated from what is in the authority file. Print a copy of the authority record for review by a librarian. Continue cataloging, but do not update the bib record to OCLC until the name is resolved. Provide the authority record and the thesis to the librarian.

If Yes, is this the same person? See the instructions above.

Linda Ginn, March 2012