Master Research Projects for Architecture (M. Arch) – Cataloging Guidelines
This document provides guidelines for Architecture Master Research Projects only. It combines information from the UF Theses procedure and the general guidelines for UF Master’s Projects/Options in Lieu of Thesis and Other Terminal Projects: Receipt, Distribution, and Cataloging. You don’t have to access these to work with this guideline, but they are there for your information.
Projects in Lieu of Thesis:
SAMPLE RECORD (note Florida subject headings; these are the only kind we will be adding, if applicable)
Verification of graduation date is no longer required as it was in the past—take date on t.p. as date of graduation or if found elsewhere. Sometimes the year on binding slip can be used.
If any questions, ask supervisor.
These projects still come in paper versions. They are not yet issued electronically because they tend not to lend themselves to it.
Projects can vary in format, pagination, and accompanying material. The text may or may not include the following:
Vita (biographical sketch or note)
Bibliography or bibliographical references
Information may be missing, e.g. no name (rarely): whenever you cannot find some information, consult Tatiana.
Advisors. Each project will mention the name of the advisor or committee chair, either on the t.p., the preliminaries, the colophon, or some acknowledgement statement. Treat chair same as advisor.
Be on the look out for all these elements when cataloging the item.
Differences in Copies.
Be sure to examine all copies. They may differ in some way. You may find a copy with colored ill. and another copy with b/w ill. Keep an eye out for these discrepancies. It will determine which copy goes to which location. If there are difference in copies, please bring them to the attention of Tatiana for a decision. Generally, if there is more than one copy, the best, most complete copy based on the author’s intentions, go to the Archives.
***If a page is missing in one, make a note on record print out or slip of paper for Binding. They will make a surrogate copy. If no t.p., get your descriptive information from sources you have, even if it is only the spine. If that is impossible, confer with head of AFA Library.
Statistics: These will be counted as original records/new to OCLC and if two copies, 1 will be treated as an ADD.
Copy information: One Copy or Two Copies or More:
- If 1 copy, it goes to UFSPE/ARDIS University Archives). Do not charge the Archival copy to “in-process” – leave IPS blank
- If 2 copies, c. 1 goes to UFSPE/ARDIS; c. 2 goes to UFSAF/GEN
- If more than 2 copies, the other copies will be recycled—or if you don’t like to dump them in the bin yourself, ask John Seay at AFA what he’d like to do with it.
All unbound projects should have a binding payment slip now (taped to envelope or box). This slip must be kept with the copies when they are sent to Binding. The copies will be barcoded with a piggyback barcode and item record created, marked, and sent to the Binding Shelf. Binding has asked us to mark each envelope with either “UCOL copy”or “AFA copy”: to make it easier on their staff. Please also put one print out of the BIB screen into the package in a visible way or two printouts in two envelopes, etc.
General Guidelines: You will catalog these in Connexion and then download the record to ALEPH. Suggestions:
- Use a record you have created in OCLC to derive from (Edit menu) to create “New” record. If you are deriving, be sure to remove the $ b from the 040.
- Create a template in OCLC Connexion with some of the frequent fields, like 502, 504, etc.
You follow AACR2/ISBD in all particulars.
Encoding Level = K
No subject headings 6XX – except for projects for Florida architecture, buildings, places, rivers, etc.
No local authority records, no NACO work.
- Fixed Field Coding:
FMT = B
RT = t where t” = manuscript (something unpublished)
BL = M
E/L = K
DCF = a
SRC = d
PLACE = xx
LANG = eng (unless it is another language)
D/CODE = s
CONT = bm (b=bibliographical references, etc. if applicable) and m=theses, or just “m” if there are no bibliographical references, etc.
- 100 field. Check for name authority
- If no authority record exists, make sure the 100 heading matches the form of the name on the t.p. Drop honorifics and elements, such as Jr., per AACR2.
- If Abstract available, add 500 note.
- If the project contains a “Vita” (Biographical Sketch) with the author’s date, include them, i.e. | d 1966-
- Add appropriate diacritics to name and title (check t.p./vita/abstract)
- 245 Transcribe title and subtitle information. Add statement of responsibility as it appears.
- 260 | c Date. Use date that appears on item, either in imprint place on t.p., or statement of submission, or a copyright date. Use your judgement.
| c c2003 -- often on t.p. verso
EXAMPLE from BIB Formats:
260 ## $c 1981.
As last resort, use date on Binding Slip—we usually catalog them right after graduation, so this is a good date.
If there is no date available, use date you received it in brackets -- we catalog these the same year of graduation, so this
is close enough (agreed upon after consultation with AFA)
- 300 Describe extent of item per AACR2. Measure unbound leaves. If accompanying material, use | e at end. Consult with Tatiana if you have any questions.
5XX fields. General order of 500 fields you may expect to input:
504/2 Bibliographical references or bibliography.
502/3 Thesis/Project field.
500/4 Includes abstract.
590/6 Advisor or Advisors: more below
- 500 Printout. Required field. Most of the recent projects are “printouts” as opposed to more traditional “typescripts.”
- 502 Add or edit degree field (502) in the following exact format:
502 Master’s Research Project (M. Arch.)—University of Florida, 2002.
The date comes from the date on the piece, either on t.p. or as part of official statement.
Code fixed fields D/CODE s DT/1 2002
- 504 Bibliographical references note—if substantial, use (p. 45-56) format.
- 500 Includes abstract or 500 Vita. (If applicable—look for it in copy)
- 590 Advisor or Advisors: in direct order, use form of name as it appears, e.g. K. Munch. Elaine Stone, etc. Name appears either as “adviser” or “committee or departmental chair.” We will now be adding all names.
- 590 Advisor/Chair note.
- There may be 1 or more advisors, or a chair. Usually they are easily identifiable. If not, consult with supervisor.
- Sometimes only the chair(s) of the committee is available, and usually they are also the advisor.
- Put in as many names of advisors as you find. (This is a change from our earlier project) and, important, spell out the full name (if full name given)—these are retrieved by faculty for their own CV information.
- If the student has not made it clear who the advisor is, consult with the supervisor. “I acknowledge the help of Thomas Beering”—Beering may be an advisor.
- If there are no advisors, use 590 __ $a Advisor(s): not listed.
- The information will be either on t.p., an abstract of some kind, or acknowledgement page. Consult with supervisor if you have a question. No 7XX access field added for names
If you lack enough information to complete a record with required information, set aside and we will consult with AFA.
- 599 Cataloger’s initials.
- 690*****Important field. Make sure the field is correct in the format below. If deriving, make sure this field is present in the following exact format:
690: : Architecture research project, M. Arch.
Note: OCLC does not take 2nd indicator 0 for 690. If you want to restore it in the ALEPH record, do so. I don't think it makes
difference to the search result.
The call number for research projects is: LD1780.1 + [year] + Cutter based on Sanborn CutterTable.
How to format the call number:
Call Number Type: Shelving Scheme = 0 = LC
852 0 $a FU
$c ARDIS (for former ucol, arch)
$h LD1780.1 + year
$I Sanborn cutter
852 0 $a FU
$h LD1780.1 + year
$I Sanborn cutter
LD1780.1 + year | c Cutter
The cutter is based on author’s name. Do not use the Library of Congress Cuttering Table, but the Sanborn Cutter Table—copy will be on the desk by the LC Classification Schedules.
EXAMPLE: 852 0 $a FU
$h LD1780.1 2000
Illustration of Item Record for AFA copy:
Shelflist as you would any other call number to assure that this is a unique call number in ALEPH
HOL Record (as a rule create 2, 1 for each location)
- If only 1 copy, copy goes to Archives: LOC =
- If 2 copies, copy 1 goes to Archives. Copy 2 goes to AFA:
- In rare instances, where you find more than 2 copies, keep the best, and recycle the others after cataloging 2 copies.
- Create ITEM record for UCOL first and then for AFA—this will show in the OPAC as AFA first and UCOL second, which is that AFA wants us to do—See OPAC for result.
- SUGGESTION: Use “Duplicate” when creating ITEM record for second location but be sure to open HOL Link and choose the right HOL location & change IS and IP.
- Use 1 week loan (07) for AFA; 90 (Non-Circulating) for UCOL
Barcode each item on t.p. verso with piggyback barcode
For the Archival Copy, under the barcode write the call number with location using a pencil or stamp in this manner:
For the Archival Copy:
(In pencil or with a stamp)
For the AFA Copy (Use Stamp under call number)
- Do not charge the Archival Copy to BS “Put on Binding Shelf” (UCOL does not want to be responsible for changing IPS) – but UCOL copy does go to Binding Shelf, too.
- Charge the AFA copy to “Put on Binding Shelf” – IPS code = BS
- Put all copies back into envelope(s), boxes, etc. If loose, provide envelopes.
- Add copy of ALEPH printout to each envelope.
- For convenience, perhaps use a rubber band to gently keep the two copies together or red ribbon, if you have to. Also, in some way either by marking envelope or using a yellow stickum or a piece of paper to say which copy is AFA and which is UCOL (Binding asked us to do this to help them speed up the process)
- Place on BINDING shelf.
Record Editing—put copy of record in Record Editing basket.
- Mark statistics as 1 original if only 1 copy. If two, 1 original, and 1 add.
- This is not for Rare Books, although it is going to Special Collections – No to question.
- Remember in new macro you must do the routine twice, once for Original and once for Add, each off the appropriate HOL. Make AFA the original, and UCOL the add (although it really doesn’t matter)
- The Original will be added to New Title List, the Add will automatically not be added again to the New List.
Prepared by Tatiana Barr
Sept. 26, 2003
Revised March 2, 2006
Indexed by: Masters' Research Projects for Architecture (M. Arch) Cataloging Guidelines
Architecture Masters' Research Projects (M. Arch) Cataloging Guidelines