ETDs

Summary: This procedure applies to electronic theses and dissertation (ETD) cataloging of MSU theses which we receive in electronic form – no longer in print or microfiche. These theses will normally have a Proquest record for the e-thesis already loaded in the catalog. If there is not a record, you can create one or contact a manager.

Special Situations

Because of irregularities in the processes that create the initial drafts of MSU ETD records, there may be discrepancies between what catalogers see in OCLC versions of records and Folio versions of records.

• If an OCLC ETD record is already fully cataloged (has subjects, has date in 588, etc.) but the Folio record is not, simply overlay the full record onto the Folio stub. You may update workstats for this ETD per step 10 below.

• Two key pieces of data may be missing from OCLC records that are still stubs: 1) the local 028 identifier and 2) the local repository URL (with domain d.lib.msu.edu). If these are available in the Folio record, be sure to include them in the OCLC master record per steps 7a and 7f-g below.

Authority work

Authority work may be necessary if conflicts exist with other names or if cross references are necessary (for compound names, for example).

• If necessary to break a conflict, you may utilize the relationship to MSU as an addition to the author access point. The author's name authority record would require a 373 for MSU and the author's MSU degree should be transcribed in the 670 citation from the ETD title page.

  • 100 1_ $a Pants, Smarty $c (Graduate of Michigan State University)

  • 373 __ $a Michigan State University $2 naf

  • 670 __ $a Greatest dissertation ever on plants or something, 2026: $b PDF title page (by Smarty Pants, master of science, plant biology, Michigan State University)

Cataloging Procedure

1. Open the Google Doc of uncataloged ETDs

   1. September 2024 batch

   2. April 2024 batch

   3. September 2023 batch

   4. April 2023 batch

   5. October 2022 batch

2. Review ETD brief records in Inventory by clicking links in the INVENTORY SEARCH column

   1. You can open ETD full text from links in Inventory Instance record

3. Claim an ETD for cataloging by putting your initials in INITIALS column

4. Search for ETD OCLC Master Record by copy-and-pasting the CONTROL# from column into a Connexion search

5. Verify accuracy of ETD record, especially:

   1. 100 – author

   2. 245 – title

   3. Language

   4. 502 – degree type and date

      1. Hybridized records will have subfields in the 502. Straight AACR2 records will not. Either way, it is not necessary to edit any of the subfield coding or add subfields if lacking.

6. Edit existing fields:

   1. 300 and fixed fields:

      1. Add any preliminary pagination; verify regular pagination.

      2. Add or remove “illustrations”, “maps”, etc. as applicable and adjust fixed fields accordingly.

   2. 502:

      1. If ETD record lacks program / dept. name, add it based on form on title page.

      2. Hybridized records: add to beginning of field: ǂg Thesis

         1. Completed example: 502 __ ǂg Thesis ǂb Ph. D. ǂc Michigan State University. Genetics ǂd 2015

   3. 504 & fixed field: Add pagination for bibliographical references if applicable; if no bibliography, remove 504 and clear CONT fixed field code.

   4. 588: add viewing date, for example:

      1. Title from PDF title page (viewed on Feb. 23, 2017)

      2. Description based on online resource; title from PDF title page (ProQuest, viewed on Feb. 23, 2017)

      3. Description based on online resource; title from PDF title page (MSU Libraries website, viewed on Feb. 23, 2017)

7. Add fields:

   1. 028: Add local repository identifier from Folio, if missing in OCLC

      1. Use OCLC number to look up record in Folio (via Identifier index, and precede OCLC number with asterisk ( * ).

      2. Locate the 028 local repository identifier, if present. They take the form: 028 50 Nguyen_grad.msu_0128D_10370 |b local (you may have to View Source to see the 028).

      3. Copy this field into the OCLC master record

      4. Replace the subfield delimiter copied from Folio with the [double dagger] for Connexion

   2. 246 fields, if needed. Watch for differences in title between PDF title page and ProQuest landing page (such as abbreviations being spelled out)

   3. Subjects

   4. 041 and 546 language fields, if applicable

   5. 043 geographic code, if applicable

   6. Add 856 from Folio for the doi URL if missing; if this URL is a search-restricted URL (showing as https://d.lib.msu.edu/etd/search-restricted), retain this and don't point to the URL for the ETD itself; modify $ subfield characters to be double-daggers

   7. Change second indicator for restricted-search URLs (https://d.lib.msu.edu/etd/search-restricted) to 2.

8. Apply MSUetd constant data; steps A and B are only necessary once when beginning ETDs in Folio

   1. Delete Sierra-based constant data first:

      1. In Connexion, navigate to Cataloging > Search > Local Constant Data; click OK

      2. If MSUetd is present, highlight it and Action > Delete Record; click Yes

   2. Install Folio-based MSUetd constant data on your instance of Connexion Client.

      1. In Connexion, navigate to Cataloging > Search > Online Constant Data

      2. In Title, search for: MSUetd

      3. When the constant data appears, navigate to Action > Save Record to Local File

      4. When prompted, click Resave to resave the file to the Online Save File; don't delete

   3. Once installed in your Connexion Client, invoke in individual ETD records by: Edit -> Constant Data -> Local -> Apply by name -OR- Control+B

   4. Enter: MSUetd, if not already present

   5. Apply variable fields only

   6. In 947$c, insert Instance HRID of record to be overlaid in Folio

   7. No 948 or 949 are necessary

9. In Connexion:

   1. Validate the record and fix any validation issues

   2. Replace the master record

   3. Export for loading into Folio

10. In Folio:

    1. Load into Data Import using job profile CAT5.

    2. Holdings and item will already be present.

    3. Open item record and edit workstat code: cmselecthesXXX (your initials). If no workstat code is present, add one.

    4. On the Instance record, open the QuickMarc view (Actions / Edit MARC bibliographic record)

       1. Ensure that 856s present begin with:

          1. ezproxy.msu.edu

          2. doi.org

          3. If these two URLs aren't present, contact Joshua and Lucas

       2. Finally, if present, delete the 856 that begins with d.lib.msu.edu unless it is a restricted link.