Yale Dissertations: Preliminary Records for Microfilm Copy
(DRAFT)

1. WHAT YOU NEED

a. A copy of the Yale Graduate School list of dissertations accepted for the fall (Dec./Jan.) or spring semesters (May/June) must be in hand.

b. The Voyager default template must be set to open as Dissertation Microfilm. To verify:

1. Click on Record-->New-->Bibliographic. The preliminary dissertation microfilm template should open. Click here to view.
2. Check the dates in DT/1, 260, 502, 533, 690 4 (YALE DISSERTATION BEING FILMED) to make sure that they are either generic or match the date on your list. (533 dates will be for the subsequent year for Dec. lists).
3. Close the window (do not save to database) unless you are ready to begin updating.

IF THE DISSERTATION MICROFILM TEMPLATE IS NOT THE DEFAULT TEMPLATE, CHECK WITH YOUR SUPERVISOR Update procedure if the default template is not ... preliminary diss mic.tem, Click on the ellipses bar on the right side of the BIB slot. The Select Bibliographic Template window will open* Select the PRELIMINARY DISS MIC.TEM file (one mouse click to highlight). The name of the file will appear in the slot File name: Click on the OPEN button to the right of File name. The Select Bibliographic Template window will close and the Folders/Files window will re-open. The ... preliminary diss mic.tem file will now be in the BIB slot. *If clicking the ellipses bar opens in a window other than Select Bibliographic Template, use the Up icon to navigate to that folder. The path is: c:voyager 2001.2\Catalog\Template\Preliminary Record Templates\Preliminary Diss Mic.tem Some new workstations may not have the template loaded. The supervisor or expert user will need to copy the template from one of the older workstations and load a copy of the file into the Preliminary Record Templates folder.

2. CUSTOMIZING THE TEMPLATE

If one student will be entering the entire list from the same workstation, it will be more efficient to temporarily customize the template to match the submission dates and expected microfilm publication date.

Customizing the template generally should be done by the supervisor. Follow these steps: Click on the OPEN icon (folder) on the Voyager toolbar. SELECT WORK FILE window will open Use the scrollbar to change the Files of type (bottom of the window) to ALL FILES When the .tem file icons display, double-click on PRELIMINARY DISS MIC.TEM. The SELECT WORK RECORD window will open. Click on the OK button at the bottom of the window. The template window for the preliminary microfilm dissertation record will open. Update DT/1, 260, 502, 690 (YALE DISSERTATION BEING FILMED AT UMI) and 533, to match the date of submission applying to the list in hand. Remember that the 533 date will be the subsequent year if the list is for December. Note that the 533 date must be entered in both $d and $7. Click on the SAVE (floppy disk icon) NOT the SAVE TO DB (sailboat icon) to save the new settings. Change the DT/1, 260, 502, and 533 dates back to the generic form (200u or 200x; it really doesn't make much difference as long as it's clearly not a real date). This way, the next person to update is less likely to enter the wrong date

3. SEARCHING

Search Orbis by title to verify that a preliminary record for the microfilm has not already been created and also whether a minimal or fully cataloged record for the hard copy has not already been entered. Records for science libraries are often created in Orbis before we receive the list. OCLC and RLIN are not searched.

If a a preliminary record for the microfilm has been created, verify that the location is for smlmic. If the location is not smlmic, consult with supervisor. If the location is smlmic, annotate the item on the list with the Orbis # and go on to the next item on the list. Do not confuse with minimal level records for the hard copy that are sometimes created by the science libraries.

If a minimal or fully cataloged record is found, keep it open. The variable fields will be copied into the preliminary record.

4. CREATING A PRELIMINARY RECORD FROM THE TEMPLATE: NO CATALOGED RECORD FOUND

If a preliminary record for the microfilm is not found, and also no record for the hard copy is found, create a new record using the Voyager microfilm template.

Click on Record menu-->New-->Bibliographic

Template should open as: Click here to view.

The template will provide all appropriate fixed fields for the preliminary record, with one exception. Click on the 008 button to open the primary fixed fields window. With the mouse, click in the DT/1 field (value in template will be 200u) to select that field. Replace the date in DT/1 with the year the thesis was submitted. Then click the OK button at the bottom of the 008 button. A list headed January 2003 would use D/T 1 2002 because the submission was made in the fall 2002 semester.

Click here to view before/after.

Alternatively, temporarily customize the template to the appropriate year and skip this step.

Now update the variable fields.

100 FIELD

Template for this field will appear as:

100

1

_

‚a

Enter the name as it appears on the list. Do not abbreviate forename or middle name if the forename/middle name is not abbreviated. If the list has not inverted the name, invert it (last name, first name middle name/initial). End the field with a period.

For preliminary records, diacritics may be omitted, but include apostrophes.

Name appears on the list as: O'Brien, Katherine.

Entered in 100 field as:

100

1

_

‚a O'Brien, Katherine.

Name appears on the list as: Hacker-Cordón, Casiano

Entered in 100 field as:

100

1

_

‚a Hacker-Cordon, Casiano.

If "Jr." appears in the name, omit it.

Name appears on the list as: Marotti, Jr., Louis

100

1

_

‚a Marotti, Louis.

Prepositions are part of the surname (last name):

100

1

_

‚a Van Buren, Walter.

245 FIELD

Template for this field will appear as:

245

1

x

‚a ‚h [microform] :‚b .

Transcribe the title as it appears on the list, including initial articles with appropriate filing indicator if necessary after $a but before $h [microform].

If there is no subtitle, delete :$b but retain the period. If there is a subtitle, enter it after $b.

For preliminary records, diacritics may be omitted. End the field with a period.

Filing indicator. The filing indicator tells the computer how many characters to skip at the beginning of the title. Count each character of the initial article and the space following it, e.g. 245 14 $a The_ history of ...

In title transcription, capitalize:

• the first word of the title
• personal names (John Q. Public)
• corporate body names as they appear on the list (Yale University; die Alte Pinakothek; Bureau de la statistique de Quebec)
• geographic names as they appear on the list (New Haven; Port-au-Prince)
• well-known cultural/historical periods (the Civil War)
• an abbreviation, acronym, or letters used in formulas if it appears that way on the list (if the list does not capitalize, don't)
• all nouns in German titles

Title appears on the list as:

The Drawings of Peter Vischer the Younger and the Vischer Workshop of Renaissance Nuremberg.

245

1

4

‚a The drawings of Peter Vischer the Younger and the Vischer Workshop of Renaissance Nuremberg ‚h [microform].

Title appears on the list as:

Protein Distribution of a Box C/D SnoRNA as Revealed by Site-specific Crosslinking

245

1

0

‚a Protein distribution of a box C/D SnoRNA as revealed by site-specific crosslinking ‚h [microform].

Title appears on the list as:

The Rotational Orientation of the T-cell Receptor With Respect to its Peptide, MHC Ligand.

245

1

0

‚a The rotational orientation of the T-cell receptor with respect to its peptide, MHC ligand ‚h [microform].

Sometimes the title of a dissertation indicates that it is about a particular work. In that case, capitalize the first word of the work's title.

245

1

2

‚a Hagiwara Hiromichi's Genji monogatari hyoshaku ‚h [microform].

Unless covered above, do not capitalize. When in doubt, check with your supervisor.

If there is a subtitle, transcribe it after ‡b. Do not capitalize the first word of the subtitle.

Title appears on the list as:

Subversive Strategies : Conventions and Manipulation of Gesture and Syntax in Mozart

245

1

0

‚a Subversive strategies : conventions and manipulation of gesture and syntax in Mozart.

Title appears on the list as:

Returning Shares to the People? The Politics of the Stock Market in China

245

1

0

‚a Returning shares to the people? : ‚b the politics of the stock market in China.

260 FIELD

Template for this field will appear as follows:

260

_

_

‚c 200x.

Enter the date (year the thesis was submitted) only. Should be the same as DT/1. DO NOT ENTER PLACE OR PUBLISHER.

Alternatively, temporarily customize the 260 date to match the date on the list and skip this step.

502 FIELD

Template for this field will appear as follows:

502

_

_

‚a Thesis (Ph. D.)--Yale University, 20XX.

Change the date to match the date in 260 and DT/1.

Alternatively, temporarily customize the 502 date to match the date on the list and skip this step.

533 FIELD

Template for this field will appear as follows:

533

_

_

‚a Microfilm. ‚b Ann Arbor, Mich.: ‚c ProQuest, ‚d 20xx. ‚e 1 microfilm reel ; 35 mm. ‚7 sXXXX miu a.

Change the dates in $d and $7 to match the date in the 260, DT/1, and 502 fields.

Alternatively, temporarily customize the 533 date to match the date on the list (or enter the subsequent year for Dec. lists) and skip this step.

690 _4 FIELD (Thesis : Yale University, Graduate School,)

Template for this field will appear as follows:

690

_

4

‚a Thesis : Yale University, Graduate School,

Enter the name of the graduate school in the form used on the list. End the field with a period.

690

_

4

‚a Thesis : Yale University, Graduate School, Forestry & Environmental Studies.

690

_

4

‚a Thesis : Yale University, Graduate School, English Language & Literature.

690

_

4

‚a Thesis : Yale University, Graduate School, Molecular Biophysics & Biochemistry.

690 _4 FIELD (UMI number)

Template for this field will appear as follows:

690

_

4

‚a UMI no <NOT YET AVAILABLE>

The UMI number will not be available at the time the preliminary record is created. Leave the UMI field as is.

690 _4 FIELD (YALE DISSERTATION BEING FILMED AT UMI 200XXX)

Template for this field will appear as follows:

690

_

4

‚a YALE DISSERTATION BEING FILMED AT UMI 200xxx

The date in this field should be in the form yearmonth. If the month is single digit, enter a 0 between the year and the month. Example is for a June list.

690

_

4

‚a YALE DISSERTATION BEING FILMED AT UMI 200306

Alternatively, temporarily customize the date to match the date on the list andskip this step.

SAVING THE UPDATED RECORD AND AUTHORITY CHECKING

When all the updates have been performed to the bibliographic record, click on the Sailboat icon on the toolbar (DO NOT CLICK ON THE SAVE icon of the floppy disk).

Eyeball the 100 field when the Authority Validation window opens. If the Validation column says REFERENCE, check with your supervisor. Otherwise, click on the CONTINUE button to save the updated version to the database.

When the record has been saved, Voyager assigns an Orbis record number to the bibliographic record. Write the Orbis number by the appropriate item on the list.

MFHD

Use Macroexpress to enter the following in field 852. Supervisor should make sure Macroexpress is loaded on the workstation.

852

8

0

‚b smlmic ‚h On Order

5. CREATING A PRELIMINARY RECORD FROM THE TEMPLATE: CATALOGED RECORD FOUND

If a fully cataloged record is found, use the Voyager use copy/paste function to match the data in fields 100, 245, and 300 of the preliminary record to the fully cataloged record. Copy all the data in those fields, not just subfields a and b. Make sure the filing indicator has been set correctly on the preliminary record. If the copy/paste process has overlaid the $h [microform] subfield, be sure to re-enter it between subfields a and b in field 245.

From the menu bar, click Window-->Tile to display both the cataloged record and the preliminary record.

To copy data from a field, drag the mouse cursor from the beginning of the field to the end (of the field you want to copy from the fully cataloged record), then right click and select COPY from the menu. Next, place the cursor in the appropriate field of the preliminary record, right click, and select PASTE from the menu. Edit as necessary.

There may be additional note fields (5xx), added entry fields (7xx) and subject fields (6xx). Copy these to the preliminary record as well. They should be inserted in the same order as they appear in the record. BUT: the 690 _4 fields should always be LAST.

In this situation you want to copy the entire field rather than data from a field. To copy multiple fields, hold down the control button and click on the gray bar to the left of each field in the fully cataloged record. Each selected field will change color. Take your finger off the control button, and with the mouse, click on the Edit menu at the top of the Voyager window. Select COPY. Click the mouse in the window of the preliminary record on the gray bar to the right of the field below where you will insert the field(s). Right click. Select PASTE BEFORE THIS FIELD. You can rearrange fields by right clicking on the gray bar and selecting CUT THIS FIELD, then right clicking on the gray bar below the area you want to insert, right clicking, then selecting PASTE BEFORE THIS FIELD.

RELATED DOCUMENTS

YALE DISSERTATIONS:: PROCESSING WORKFLOW

YALE DISSERTATIONS: GUIDELINES FOR CATALOGING ARCHIVAL COPY ON ORBIS

YALE DISSERTATIONS: CATALOGING MICROFILM COPY AT MINIMAL-LEVELl

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