Skip to main content
Glendon Campus Alumni Research Giving to York Media Careers International York U Lions Accessibility
Future Students Current Students Faculty and Staff
Faculties Libraries York U Organization Directory Site Index Campus Maps
Bibliographic Services > Procedures for York Theses

Procedures for York Theses

Created: 97/01/23 Updated: 2013/08/20 Questions and comments to: hfraser@yorku.ca
Jump to: Description
Electronic Version of York Theses ProceduresFixed Fields

Variable Fields

Adding the Subjects and Completing the Work on the Thesis

Bottom of document

Procedures for York Theses

Description

Electronic Version of York Theses

Procedures

Fixed Fields

Variable Fields

A template record for York theses has been created and added to the database. It contains the basic fixed and variable fields required for York theses records and must be duplicated and the bibliographic information for each thesis transcribed into the appropriate fields in the duplicated template to match the thesis in hand. The blank template has been set to IN-PROCESS as an item type and SCOTT-DESK as a location. The location SCOTT-DESK automatically places the template in the SHADOW CATALOGUE and as such it cannot be found in the OPAC unless the user happens to do a keyword search using the title terms. The template record does not contain a place holder for subjects. Subjects are added when the thesis is processed by a cataloguing librarian. The template contains tag 090 with the .090. |aTHESIS|fYRKTD this will enable our theses to be pulled out using a keyword search.

Electronic Version of York Theses

From 1997- York theses are available in electronic format from Proquest Dissertations and Theses (PQDT) We will be adding the link to the electronic version of the thesis at the point the thesis template record is created. if the link is NOT available at that time it will be added at the point the thesis is fully catalogued.

The procedures for adding the electronic link are incorporated into the procedures for processing the theses. Here are the procedures for searching for the thesis.in PQDT. Go to the Proquest’s Dissertations and Theses site: http://www.library.yorku.ca/eresolver/?id=63121

Choose an advanced search.One of the advanced search options available is searching by the publication number which UMI has assigned to the thesis. This number can be found on the upper righthand corner of the fiche directly under the ISBN. The UMI number begins with two letters and then a sequence of numbers. To use the UMI number in a keyword search, follow this example using an UMI number: NR62452 and click on Search.

ythesispqdtnewadv

ythesispqdtnewadvsearch

To create the URL to paste this link into the thesis template once it has been duplicated, use the following base URL as it does not contain our client ID: http://gateway.proquest.com/openurl?url_ver=Z39.88-2004&res_dat=xri:pqm&rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&rft_dat=xri:pqdiss:

The Proquest URL immediately follows the = sign in the proxy prefix. The proxy prefix facilitates off campus access to the electronic version of our theses in the PQDT database and it must be used.

Example:

http://ezproxy.library.yorku.ca/login?url= http://gateway.proquest.com/openurl?url_ver=Z39.88-2004&res_dat=xri:pqm&rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&rft_dat=xri:pqdiss:

Add the publication number of the thesis following the colon:

http://ezproxy.library.yorku.ca/login?url= http://gateway.proquest.com/openurl?url_ver=Z39.88-2004&res_dat=xri:pqm&rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&rft_dat=xri:pqdiss:MR51586

The URL is then pasted into the 530 (Other Forms) and the 856 (Electronic Access) tags in a thesis template which you would have duplicated following the regular procedures for processing York theses. Here is what the thesis template looks like with the addition of the tags required for the electronic version.

*** DOCUMENT BOUNDARY ***
FORM=MARC
.000. |aam a0c
.008. |a100730s2009    onc     bbm   000 0 eng d
.020.   |a9780494515860 (microfiche)
.035.   |a(Sirsi) a2399017
.040.   |aOTY|beng
.090.   |aTHESIS|fYRKTD
.100. 1 |aRichard, Mark.
.245. 10|aFinding the key to dance in elementary schools :|ba study of the
current status of dance education in one Ontario school board /|cMark Richard.
.260.   |c2009.
.300.   |aix, 116 leaves.
.500.   |aTypescript.
.502.   |aThesis (M.A.)--York University, 2009.
.502.   |aGraduate Programme in Dance.
.504.   |aIncludes bibliographical references (leaves 104-110).
.533.   |aMicrofiche.|bOttawa, Ont. :|cNational Library of Canada,|d[2009?].|e2
microfiches ; 11 x 15 cm.|f(Canadian theses = Tháeses canadiennes)
.538.   |aSystem requirements for Internet version: Adobe Acrobat reader.
.530.   |aAlso available on the Internet. MODE OF ACCESS via web browser by
entering the following URL: http://ezproxy.library.yorku.ca/login?url=http://gateway.proquest.com/openurl?url_ver=Z39.88-2004&res_dat=xri:pqm&rft_val_fmt
=info:ofi/fmt:kev:mtx:dissertation&rft_dat=xri:pqdiss:MR51586
.506.   |aAccess to Internet version restricted to York University faculty,
staff and students.
.592.   |aInitials
.856. 4 |uhttp://ezproxy.library.yorku.ca/login?url=http://gateway.proquest.com/openurl?url_ver=Z39.88-2004&res_dat=xri
:pqm&rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&rft_dat=xri:pqdiss:MR51586
.596.   |a1
.999.   |aTHESIS 100227|wTEXT|c1|i39007051436186|lSCOTT|mYORK|rY|sY|tIN-PROCESS
|u30/7/2010
.999.   |aTHESIS 100227 MFICHE|wTEXT|c1|i39007051436194|j2|lSCOTT-MICR|mYORK|rN
|sY|tIN-PROCESS|u30/7/2010
.999.   |aELECTRONIC|wTEXT|c1|i2399017-3001|lINTERNET|mYORK|rN|sY|tE-BOOK
|u30/7/2010

If the electronic version of the thesis is NOT in the UMI database at the point which the thesis template is created, use the phrase LINK NOT YET AVAILABLE in place of the URL in both the 530 and 856 tags. Do not delete the text of the 530 note itself or th |u in the 856 tag. If the call number for the electronic version has been created it will have to be removed. The URL will be entered at the point when the thesis is fully catalogued.


Procedures

Using the Duplicate Title function in the Title Maintenance Wizard, perform a search using the terms York thesis template. Choose one of the template records and click on DUPLICATE.

duplicate_title

Fill in the template to match the thesis in hand according to the instructions below and save your work.

York theses along with the microfiche copy and any accompanying material receive an accession style call number assigned in Bibliographic Services.

Using the Call Number and Item Maintenance Wizard, start to add the Call Numbers for the Thesis, the call number for the print version should be added first.

callnumberanditemmaintenancewizard

The call number for the print version will be THESIS [NUMBER], e,g, THESIS 080018print copy will be now be located in HNES. The LOCATION will be “HNES”, the ITEM TYPE “SCOTT-BOOK”, and it will circulate.

The microfiche copy will be given the same accession style number as the print copy with the addition of “Mfiche” e.g. Thesis 080018 MFICHE. The classification scheme is TEXT. The LOCATION will be “SCOTT-MICR”, the ITEM TYPE “MICROFICHE”, and it will not circulate.

If the thesis is accompanied by a CD or a CD-ROM , do not add the designation “BOOK” to the call number for the thesis . Add a call number for the CD-ROM or CD using the same accession number with the designation CD-ROM or COMPACT-DISC, e.g. THESIS 080018 CD-ROM. Add a 593 note to reflect the location of the CD-ROM or CD.The classification scheme is TEXT. The LOCATION will be “SMIL-DESK”, the ITEM TYPE “CD-ROM” (or whatever is appropriate), and it will circulate.

yorkthesescallnumbers

Fixed Fields

DATE1

Tab to Date1 in the Descriptive Information and complete the date for the thesis; use the date that appears on the title page

ILLUS

If the thesis contains illustrations, tab to the ILLUS field and add an “a”. If the illustrations include maps, also add a “b”. If the illustrations are only maps, add only a “b”. There is no space between the “a” and the “b”.

E.g. ab

Variable Fields

020 ISBN (International Standard Book Number)

Tab to the 020 and input the ISBN that appears on the upper righthand corner of the microfiche. Use insert mode to retain “(microfiche)” at the end of the field. Do not put in any dashes BUT leave a space between the end of the ISBN and the left bracket that encloses the word (microfiche):

Example:

0619146278 (microfiche)

100 (Personal Author)

Tab to the 100 and enter the author’s name from the title page of the paper copy. It may differ from the heading on the top of the fiche. The last name is always entered first. The indicators are correct as they appear in the template. This field ends with a period. It is VERY important to be accurate in transcribing the author information.

Example:

Hanesiak, John Michael.

245 (Title)

Tab to the 245 and enter the title as it appears on the title page. If the title begins with an article, (a, an, the, etc.) change the second indicator to reflect the appropriate number of non-filing characters for each letter of the article plus a space. The coding /|c precedes the author’s name. If the title includes a subtitle, there should be a space before the colon, followed by a delimiter “b”. This field ends with a period. The spacing is correct as it appears in the examples.

Example:

245:14:The mesoscale and microscale of a casp II severe ice pellet storm /|cJohn Michael Hansiak.

245:10:Facial expressions and ambivalence :|blooking for conflict in all the right faces /|cMarnin Jori Heisel.

It is VERY important to be accurate in transcribing the title information

260 (Publication)

Tab to the 260 and type over the “uu”. Use the same date used in Date1. This field ends with a period.

300

Tab to the 300 field. Before you can record the data in this field you will have to note the pages. Usually, theses begin with a sequence paged in Roman numerals followed by a sequence in Arabic numerals. Sometimes, there is an unpaged sequence at the end. The latter is only important if the bibliography happens to fall within that sequence. If there are illustrations, follow the coding examples below. This field ends with a period.

Examples:

xxi, 195 leaves :|bill.

xi, 184 leaves :|bcol. ill., maps.

502 (Dissertation Note)

Tab to the first 502 note. This is where the abbreviation for the degree and the date of the degree are recorded. Use the date from Date1 and the 260. The standard abbreviations for York academic degrees are: Masters (M.A.), Doctorate (Ph.D.), Master of Science (M.Sc.), Master of Fine Art (M.F.A.), Master of Environmental Studies (M.E.S.) This field ends with a period. Use insert mode to insert the abbreviation for the degree between the parenthesis.

Tab to the second 502 note and complete the statement: “Graduate Programme in …” Each thesis should have this statement on the title page. Record the information exactly as it appears on the title page. If it does not appear, delete the field. If the degree is from the Schulich School of Business there will be no “Graduate Programme in….” note. Add a 500 note: Schulich School of Business. This field ends with a period.

Examples:

Graduate Programme in Psychology.

Graduate Programme in Earth and Space Science.

504 (Bibliography Note)

Tab to the 504 note and record the leaves on which the Bibliography appears. Follow the examples below for the proper format.This field ends with a period unless another mark of punctuation is present.

Examples:

Includes bibliographical references (leaves 190-195)

Includes bibliographical references (leaves [162]-185) In this example [162] is in square brackets because the page number does not appear on the page.

Includes bibliographical references (leaves [40-52] of unnumbered sequence at the end)

533 (Reproduction Note)

Tab to the 533 field. In this field you will record the date of the microfiche and the number of fiche. To obtain these details: 1) Look at the last frame on the last fiche to obtain the date. 2) Look at the first fiche to ascertain the number of fiche

530 (Other Forms Note)

Tab to the 530 field and copy the URL for the thesis at the end of the note as below:

Also available on the Internet. MODE OF ACCESS via web browser by entering the following URL: / http://wwwlib.umi.com/cr/yorku/fullcit?pNQ27324

538 (System Details)

Make certain that there is a 538 note in the template. It should read:

System requirements for Internet version: Adobe Acrobat reader.

856 (Electronic Access)

Tab to the 856 tag and copy the URL into the tag as instructed above:

Checking the Link

Make sure that your web browser is running. Check that the link connects to the correct thesis by clicking on it

Search for the item in the library catalogue

Move the mouse pointer over the text in the Electronic Access tag.

Double click on the text and the web browser will automatically connect to the site

Since the print copy now comes back from the bindery with the accession number stamped on the spine it does not need to go for labelling. Once the subjects have been added place the completed thesis on the truck with the rest of the completed cataloguing. It will get pulled off in Binding and sent directly to the stacks.

When you are adding the subjects and see in the 530 and 856 a note indicating LINK NOT YET AVAILABLE please go the the ProQuest/UMI site and search for the thesis to see if it has been added: http://www.library.yorku.ca/eresolver/?id=63121 . If you find it, please add the link.

To create the URL to paste this link into the thesis template once it has been duplicated, use the following base URL as it does not contain our client ID.

http://gateway.proquest.com/openurl?url_ver=Z39.88-2004&res_dat=xri:pqm&rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&rft_dat=xri:pqm:

and add the publication number following the colon:

http://ezproxy.library.yorku.ca/login?url=
http://gateway.proquest.com/openurl?url_ver=Z39.88-2004&res_dat=xri:pqm&rft_val_fmt=info:ofi/fmt:kev:mtx:dissertation&rft_dat=xri:pqm:MR51586

The URL is then pasted into the 530 (Other Forms) and the 856 (Electronic Access) tags in a thesis template which you would have duplicated following the regular procedures for processing York theses. Here is what the thesis template looks like with the addition of the tags required for the electronic version.

Jump to:

Description

Procedures

Fixed Fields

Variable Fields

Adding the Subjects and Completing the Work on the Thesis

Top of document