TPOT: Acquisitions manual/Miscellaneous procedures/Dissertations
and theses
Title: BML INDEPENDENT STUDY PROJECTS
BML INDEPENDENT STUDY PROJECTS (UCSD SOM ISP's)
3/28/94
I. BACKGROUND
Independent Study Projects are thesis-like papers written by
UCSD Medical School students. Before 1987, papers were bound
together and stored, uncataloged, in Circulation Reserves; access
was provided to individual papers via a manual KWOC index. ISP's
from 1987 through 1989 were cataloged individually according to
prescribed UCSD dissertation cataloging standards (papers were
bound together as before, but individual titles were analyzed
separately).
To facilitate the timely processing of ISPs while providing
author/title access to individual papers, bound volumes of ISP's
now receive original monographic treatment (the whole volume
receives one catalog record, with contents notes and name/title
added entries to individual papers) as pseudo-theses.
ISP's for each year are sent over in July by the School of
Medicine Office of Student Affairs. Occasionally the papers are
sent over later if one or more papers have not yet been received by
that office. If nothing is received by the beginning of September,
the Serials Order Assistant contacts this Office to check on the
status. A list of the papers sent (listed alphabetical by author)
is included with the shipment. Follow the procedures below for the
processing of these theses.
See Appendix A for a sample Roger record.
II. RECEIPT (SERIAL CHECKIN)
A. Verify that all papers (for the same year) have been received
1. check the names/titles on the list with actual projects
sent
2. if any papers are missing, notify the SOM Office of
Student Affairs for a replacement copy. Wait no more than
two months for replacement copies before processing the
rest. If a paper is not present after two months, omit it
and make a note of this before passing to cataloging. If
the missing paper(s) arrive after the rest have been
cataloged, process them separately.
3. if a name or title varies slightly between the list and
the title page of the paper, ignore. If the variation is
significant (e.g., it appears to be a different topic),
contact the School of Medicine Office of Student Affairs
verify that they are one and the same.
B. Checkin the ISP's for the same year as a single receipt (e.g.,
do not check in individual issues).
C. Send to cataloging with the note: ISP SAE.
II. CATALOGING
A. Divide papers up into "volumes"
1. first, arrange projects in alphabetical order (by
authors' last names A-Z)
a. set aside all non-print projects (e.g., projects
that are on videotape, computer disk, or in an
otherwise unbindable format), even if there is
accompanying text
2. assign each printed paper a unique number (starting with
"no. 1" for the first paper, "no. 2" for the second, and
so on); assign all non-print projects their own numbers
beginning after all the print-version projects
a. in pencil, write the number (as "no. 1" etc.)
lightly in the upper right hand corner of the front
of title page (or cover page) of the paper it is
assigned to
3. divide papers into consecutively numbered groups of
approximately eight (with no group thicker than 6 cm.).
For example, the first group may consist of papers 1-8,
the second group numbers 9-16, the third group numbers
17-21 (the 5 papers equal 6 cm.), and so on.
4. band together each group, and attach a note indicating
which year and paper numbers are in each group
B. Printed papers
Catalog each group of papers as individual monographs. ISP records
are almost all the same; only the author names and paper titles in
contents notes and added entries, and dates and ISP numbers in the
call number and description fields, vary. See the Appendix B for a
description of field names and tags that MUST be included, a sample
constant data record, and a sample of a completed MARC record.
Follow the steps below to catalog.
1. On OCLC, retrieve the constant record data called "BISP"
a. move the cursor to the home position and type
wfm;acd bisp both
2. When the workform is displayed, begin editing the record as
follows:
a. fixed field: put the year the ISP's were written in the
DATE spaces:
DATE: 1992,
b. 096 field (with call number): add the year and inclusive
ISP numbers to the call number:
096 W1 U307 1992 nos.1-8
c. 245 field: add the date and inclusive ISP numbers to the
subtitle:
245 00 UCSD School of Medicine independent study
project : |b 1992, nos. 1-16.
d. 260 field: add the date
260 |c 1992.
e. 502 field: add date to end of thesis note:
502 Thesis (M.D.)--University of California,
San Diego, 1992.
f. 505 fields:
1) transcribe the paper numbers, names, and
titles of the group being cataloged in a 505
field; if all the information does not fit in
a single 505 field, put the remaining
information in a second 505 field (the second
field must begin with the word "Continued" in
parenthesis). If there are more than three
authors listed for a paper, include only the
first named author and "et al." EXCEPT if the
student's name is not the first author; in
this case, include the names of all the
authors:
505 0 No. 1. Healthcare cost analysis / John Q.
Student -- no. 2. A study of genetic
defects / Jane Doe -- no. 3. Why babies cry
/ Mike P. Citizen, Mark Mathews, Esther
Peters --... no. 7. Why adults cry / Mary
Stone.
505 0 (Continued) No. 8. Prenatal care in San
Diego / Ed Young.
[note that the appreviation "No." is
capitalized for the first paper only in each
505 field; all others are in lower case. Omit
all subtitles].
g. 700 10 fields: add the name of each author to these
fields, in the form they appear on the paper:*
700 10 Student, John Q.
700 12 Doe, Jane.
Provide name added entries for all authors' whose names
appear in the contents note. It is generally not
necessary to do authority work for names, unless the
author's name varies on the paper OR it is not unique OR
the author is not a student. In these situations, perform
authority work for the name
3. Create item record for the volume, with the following
parameters:
ITYPE: 7
STATUS: o
LOC: bk
4. Update record (attach UCSD holdings) and export record to
Innopac (do not overlay any existing bib record).
5. Pencil in the call number (as it appears in the 096 field of
the catalog record) in the upper right hand corner of the
first page of the first paper; erase all markings made
previously (e.g., paper no.) on all other papers.
6. Insert a note at on the front of each bound group noting "TO
BIND." Also indicate whether or not there are inserts (e.g.,
photographs) that need to be "tipped" in and where in the
volume, and note that a barcode needs to be added when the
volume returns from bindery.
7. Send to bindery assistant.
C. Non-Print Projects
Catalog each individual non-print project as a separate monograph.
Follow the steps below to catalog.
1. On OCLC, retrieve a blank workform for the format the project is
in (e.g., wfm for monograph, wfmg for audiovisual media, etc.).
Catalog beforehand according to AACR2R for the format. Mandatory
fields/data include:
a. Main entry (100): name of author*
b. Title/statement of responsibility (245): title of project
and all author's names.
c. Call number (096): use the standard ISP call number, and
add the specific year and ISP number to it:
096 W1 U307 1992 no. 112
d. Traced series field (440 b0 or 490 1b/830 b0 fields) for
the ISP uniform title with date and ISP number, in the
following format:
440 0 UCSD School of Medicine independent study
project ; |v 1992, no. 112
e. Thesis note (502 field): add date to end of thesis note:
502 Thesis (M.D.)--University of California,
San Diego, 1992.
f. Notes (500):
1) Include a general note indicating its relationship
to ISP, that reads:
500 Issued as 1992 UCSD School of Medicine
independent study project no. 112.
2) Include any other notes relevant to the format or
content.
g. Subjects (6XX):
1) Add a standard MeSH dissertation note:
650 b2 Dissertations, Academic.
2) Add a local dissertation note:
690 Dissertations, Academic |x UCSD |x School of
Medicine
h. Added entries (7XX): add name added entries for all non-
main entry authors which appear in the statement of
responsbility*
i. OCLC record fixed field: put the year the ISP's were
written in the DATE spaces:
DATE: 1992,
*it is generally not necessary to do authority work for each
name; however, if the author's name varies on the paper OR it
is not unique OR the author is not a student, perform
authority work for the name
2. Create item record for the volume, with the following
parameters:
ITYPE: 7
STATUS: o
LOC: bk
3. Update OCLC record (attached UCSD holdings) and export record
to Innopac (do not overlay any existing bib record).
4. Pencil in the call number (as it appears in the 096 field of
the catalog record) on a piece of paper and attach it to the
item
5. Attach a note to the item indicating that the item needs to be
placed in an acid-free container (box), which in turn needs to
be labeled, and barcoded, and send to bindery/checkin.
III. BINDERY
A. Print projects
1. when unbound volume arrives
a. Note on the bind slip any special treatment (per
cataloger's notes), such as inserts, etc.
b. send to bindery per monograph binding procedures;
binding should be as follows:
1) Full bind
2) Bind as is
3) Note to bindery: Pls put heavy colored paper
dividers bet. individual reports
2. when the volume returns from bindery, barcode and add
barcode number to item record.
B. Non-print projects (e.g., videos, computer disks, etc. and
accompanying text or other materials)
1. follow the cataloger's instructions to place in an acid-
free container (usually a box):
a. barcode container, and add barcode number to the
item record for the item
b. attach two labels to container: 1 spine label (with
call number and location), and 1 cover label (to
attach to the front of the container (with author's
last name and title of piece).
c. strip
2. send to serial stacks.
APPENDIX A
SAMPLE ISP ROGER RECORD
LIBRARY BML
TITLE UCSD School of Medicine independent study project :
1991, nos.1-8.
PUBLISHED 1991.
DESCRIPTION 1 v. (various pagings) : ill. ; 28 cm.
NOTE Thesis (M.D.)--University of California, San Diego,
1991.
Includes bibliographical references.
CONTENTS No. 1. Effects of locally infused pharmacological
agents on spontaneous and sensory-evoked activity
of locus coeruleus neurons / Lynne M. Adams and
Stephen L. Foote -- no. 2. Effect of the timing of
reperfusion on muscle injury associated with
pneumatic tourniquet use / Daniel S. H. Ahn -- no.
3. Vision loss and neurological symptoms of unknown
etiology in young latinos / Harry R. Albers -- no.
4. Trends in traditional medicine use and its
complications in San Diego Latin Americans / James
P. Andrus -- no. 5. Percutaneous drainage of
subphrenic fluid collections / Richard Anguiano --
no. 6. Investigation of venous compliance in the
human leg / Greg Ardigo -- no. 7. Asses[s]ment and
reevaluation of fetal hydronephrosis / Martin
Arellano -- no. 8. The effects of physical activity
on natural killer cell cytotoxicity / Stephen
Beeson.
SUBJECT Dissertations, Academic.
Dissertations, Academic --UCSD --School of Medicine.
AUTHOR Adams, Lynne M.
Foote, Stephen L.
Ahn, Daniel S.H.
Albers, Harry R.
Andrus, James P.
Anguiano, Richard.
Ardigo, Greg.
Arellano, Martin.
Beeson, Stephen.
1 > BML Floor 2 W1 U307 1991 nos.1-8 LIB USE ONLY
APPENDIX B
MARC FIELD NAMES AND TAGS TO INCLUDE IN ORIGINAL ISP RECORDS
I. PAPER ISP'S
FIXED FIELDS: (those not mentioned leave blank or default)
Type: a
Bib lvl: m
Enc lvl: I
Indx: 0
Desc.: a
Source: d
Lang: eng
Ctry: cau
Cont: b
Illus: a
Dates: [fill in]
VARIABLE FIELDS:
096 (call number)
245 (title)
260 (publication date)
300 (description)
502 (thesis note)
504 (bibliography note)
505 (contents note)
650 (biomedical subject)
690 (UCSD local subject)
700 (name added entries for each author)
949 (overlay code)
949 (item record line)
II. NON-PRINT ISP'S
Include all the above fields plus:
100 (author name)
440 or 490/830 (series title)
500 (issuance note)
DO NOT INCLUDE ANY 700 FIELDS UNLESS THERE IS MORE THAN ONE AUTHOR
procedur\isp.pro 930924 rev.
Prepared by: Tamara Weintraub 3/28/94
Approved by: Biomedical Library local procedure
Insert in /