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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.


UF Theses:

Projects in Lieu of Thesis:


SAMPLE RECORD (note Florida subject headings; these are the only kind we will be adding, if applicable)





Graduation Date.

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.

Project Formats.


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

                            Accompanying material

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:





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:



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.


Cataloging Guidelines: 


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.

| c c2003 -- often on t.p. verso


           EXAMPLE from BIB Formats: 

008/06       s

008/07-10  1981

008/11-14  ####

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)


5XX fields. General order of 500 fields you may expect to input:


500/1                   Printout.

504/2                   Bibliographical references or bibliography.

502/3                   Thesis/Project field.

500/4                   Includes abstract.

500/5                   Vita.

590/6                   Advisor or Advisors: more below

599/7                   tgb 


                            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 


If you lack enough information to complete a record with required information, set aside and we will consult with AFA.


                            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.


Call Numbers


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

              $b UFSPE

              $c ARDIS (for former ucol, arch)

              $h LD1780.1 + year

              $I  Sanborn cutter


852 0     $a FU

              $b UFSAF

              $c GEN

              $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

                                   $b UFSPE

                                   $c ARDIS

                                   $h LD1780.1 2000

                                   $I .E963


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)








End Processing


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:


║║║║║║║║║ BARCODE







(In pencil or with a stamp)                                                 


For the AFA Copy (Use Stamp under call number)


║║║║║║║║║║ BARCODE





Arch. &

Fine Arts


(Use stamp) 


Record Editing—put copy of record in Record Editing basket.





Prepared by Tatiana Barr

Final Version

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









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