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Aleph@UF: Projects in Lieu of Thesis (PILOT) and Other Terminal Projects

Cataloging procedures and policies

Projects in Lieu of Thesis (PILOTs) and Other Terminal Projects

Last update February 2019 by Gerald Langford and Greg Allen

The Smathers Libraries receives projects and options “in lieu of thesis” and other terminal projects for the following master’s degree programs: Architecture, Art, Art Education, Building Construction, Landscape Architecture, Museology (Museum Studies), Music, Theatre, Urban and Regional Planning.

Graduate Degree Programs:

Master of Architecture (M. Arch.)

Master of Arts (M.A.) (Art Education)
Master of Arts (M.A.) (Museology) (formerly, Museum Studies)
Master of Arts in Urban and Regional Planning (M.A.U.R.P.)

Master of Science in Building Construction (M.S.B.C.)

Master of Science in Construction Management (M.C.M.)

Master of Fine Arts (M.F.A.) (Art)
Master of Fine Arts (M.F.A.) (Theatre)
Master of Landscape Architecture (M.L.A.)
Master of Music (M.M.)

 

Receipt and Distribution:

These resources are sent to the Smathers Libraries in various ways:

1. Projects in electronic format are sent to UF Digital Collections (UFDC) who load them on the UFDC server.  UFDC staff notify Library Associate II in Cataloging & Discovery Services and metadata specialist in Acquisitions & Collections Services.  Library Associate II inputs metadata for projects in spreadsheet. Metadata specialist in Acquisitions uses MarcEdit to create MARC records from the metadata. The records are loaded in Aleph and sent to UFDC. UFDC sends links to the projects to metadata specialist, who adds them to the Aleph records, then uploads the Aleph records to OCLC.

2. Projects in print format may be sent to the Conservation & Preservation Unit of Discovery, Digital Services & Shared Collections, to the Gifts & Exchange section of Acquisitions & Collections Services, or directly to Cataloging & Discovery Services..

Cataloging:
Items will receive original cataloging.
**Note that some projects coming from Gifts may already have provisional records in Aleph.**

Differences in copies:
Be sure to examine all copies.  They may differ in some way.  One copy may have colored illustrations and another only black/white.  Generally, if there is more than one copy, the best, most complete copy based on the author's intentions goes to the Archives.  If in doubt, check with your supervisor.

 

LDR coding (in OCLC):

Type (position 06)=t (print format) a (electronic format)

ELvl (position 17)=K

 

008 coding:

Cont (positions 24-27)=bm (if no bibliographical references, only "m")

Ctry (positions 15-17)=xx[blank] (print format)  [appropriate country code] (electronic format)

 

100 field:

Check Aleph to see if we have any other publications by the author.  If so, use form of name from 100 field in the other record(s).  If none, use the form of the name on the title page. Transcribe any diacritics; check copyright page, vita, abstract.

245 field:
Transcribe title and subtitle information.  Add statement of responsibility as it appears.

Theatre projects/option only:
Do not include “Creative project in lieu of thesis” if found at beginning of title.

264 field (print items):

Use 1st indicator blank, 2nd indicator 0 (zero) (for production information)

Don't use |a or |b.
In |c put year that appears on item, either in imprint place on title page, in statement of submission, or in copyright statement unless you have evidence that the student graduated in a different year.

264 field (electronic items):
Use 1st indicator blank, 2nd indicator 1 (one) (for publication information)
|a [Gainesville, Fla.] : |­bUniversity of Florida,
In |c put year that appears on item, either in imprint place on title page, in statement of submission, or in copyright statement unless you have evidence that the student graduated in a different year.

300 field (print items):
Count unbound leaves. Describe any accompanying material in |e.

300 field (electronic items):
|a 1 online resource ([no.of pages] pages) For example: 1 online resource (vi, 190 pages)  Add “: |b illustrations” if applicable.  Describe any accompanying material in |e.

500 fields:

Printout. (for print projects)
Vita (if applicable).

502 field:     

Architecture:
502   |g Master’s Research Project |b M. Arch. |c University of Florida |d [year of graduation]

Art:
502   |g Performance option in lieu of thesis |b M.F.A. |c University of Florida |d [year of graduation]                          
502   |g Project option in lieu of thesis |b M.F.A. |c University of Florida |d [year of graduation]

Art Education:                          
502   |g Project option in lieu of thesis |b M.A. |c University of Florida |d [year of graduation]

Landscape Architecture:
502   |g Terminal project |b M.L.A. |c University of Florida |d [year of graduation]

Museology (formerly, Museum Studies)
502   |g Project in lieu of thesis |b M.A. |c University of Florida |d [year of graduation]

Music

502   |g Project option in lieu of thesis |b M.M. |c University of Florida |d [year of graduation]
502   |g Recital in lieu of thesis |b M.M. |c University of Florida |d [year of graduation]

Theatre and Dance:
502   |g Performance option in lieu of thesis |b M.F.A. |c University of Florida |d [year of graduation]

Urban and Regional Planning:
502   |g Terminal project |b M.A.U.R.P. |c University of Florida |d [year of graduation]

Urban and Regional Planning (since approximately 2016):
502   |g Terminal project |b M.U.R.P. |c University of Florida |d [year of graduation]

500 Major Department note (new in 2019)
500 |a Major department: Art and Art History.

500 Major note (new in 2019) (Available only for theses/dissertations/projects from fall 2006 graduation forward)
500 |a Major: Art Education.

500 Advisor/Chair note:
There may be one or more advisors, or a chair.  Usually, they are easily identifiable--this information is often on t.p., in the abstract or the acknowledgements.  Sometimes only the chair(s) are identified, and usually they are also the advisor(s).
500 |a Advisor: [name of advisor/chair]
500 |a Co-advisor: [name of co-advisor/co-chair]
Put in as many names of advisors as you find. If already in record, check for typos. Otherwise do not modify.  Spell out the full name if available. No 700 access point is added.
If there are only first and middle initials in the name, make sure there is a blank space between them.
If there are no advisors, use 500 |a Advisor: not listed.

650/651 fields :
Projects for Florida architecture, buildings, places, rivers, are also assigned LC subject headings. [Are we continuing to do this?]

 

Major department/Major - Occasionally the abstract page will have an indication of a school, center or college.  Do not include it in the

690 fields. Examples--  Abstract page: Center for Latin American Studies  690 fields should only include: Latin American Studies  Abstract page: School of Music  690 fields should only include: Music  Abstract page: College of Journalism and Communications  690 fields should only include: Journalism and Communications

690 field (begins with student's major; before sometime in 2006, began with student’s major department)(note addition of |5):

Architecture:
690   Architecture research project, M. Arch. |5 KEEPUF |5 FU

Art:
690   Art thesis, M.F.A. |5 KEEPUF |5 FU

Art Education:
690   Art Education thesis, M.A. |5 KEEPUF |5 FU

Landscape Architecture:
690   Landscape Architecture terminal project, M.L.A. |5 KEEPUF |5 FU

Museology (formerly, Museum Studies):
690   Museology thesis, M.A. |5 KEEPUF |5 FU

Music:
 690   Music thesis, M.M. |5 KEEPUF |5 FU

Theatre:
690   Theatre thesis, M.F.A. |5 KEEPUF |5 FU

Urban and Regional Planning:
690   Urban and Regional Planning terminal project, M.A.U.R.P. (or, M.U.R.P.) |5 KEEPUF |5 FU

Second 690 field (input only for projects/options "in lieu of thesis") (ends with student's major department) (note addition of |5):
Art:
690   Dissertations, Academic |z UF |x Art and Art History. |5 KEEPUF |5 FU

Art Education:
690   Dissertations, Academic |z UF |x Art and Art History. |5 KEEPUF |5 FU

Museology (formerly, Museum Studies):
690   Dissertations, Academic |z UF |x Art and Art History. |5 KEEPUF |5 FU

Music:
  690   Dissertations, Academic |z UF |x Music. |5 KEEPUF |5 FU

Theatre:
  690   Dissertations, Academic |z UF |x Theatre and Dance. |5 KEEPUF |5 FU

Call numbers [cutters in |b used for physical items only]:

M.A., M.F.A., M. Arch, M.L.A., M.A.U.R.P. projects:
Use LD1780.1 [year] |b .[cutter based on Sanborn Cutter Table]

M.M. projects/options "in lieu of thesis":
Use LD1780 [year] |b .[cutter based on Sanborn Cutter Table]

[Just FYI—  We’ve been inconsistent and have used both LD1780 and LD1780.1 for M.A. and M.F.A. projects/options “in lieu of thesis.” This is probably much less important since it seems that all current projects are in digital format.]

The Sanborn Cutter Table is in the cataloging reference area.

Other cataloging work:
Suppress public display of any duplicate records in Aleph; mark records for deletion or ask database maintenance staff to do so.
Processing:
Barcode each item on t.p. verso with piggyback barcode.

For the Archive copy, under the barcode write the call number with location using a pencil.

For the AFA or Music copy, under the barcode write the call number in pencil, and use stamp or write location.

Charge as indicated below in Number of Copies.

Put all copies back into envelopes, boxes.  If loose, provide envelopes.

Indicate on the envelope, box, or with sticky note, which copy is Archive and which is AFA or Music.

Put on binding shelf.

Number of Copies and Their End Locations:

M. Arch. in Architecture (terminal project): Two copies normally received. First copy is sent to the University Archives (UFSPE, ARDIS) loan period 90; if there is a 2nd copy, it is sent to AFA (USAF, GEN) loan period 07.

M.A. in Art Education (project/option "in lieu of thesis"): First copy is sent to the University Archives (UFSPE, ARDIS) loan period 90; if there is a 2nd copy, it is sent to AFA (USAF, GEN) loan period 07.

M.A. in Museology (formerly, Museum Studies) (project/option "in lieu of thesis"): First copy is sent to the University Archives (UFSPE, ARDIS) loan period 90; if there is a 2nd copy, it is sent to AFA (USAF, GEN) loan period 07.

M.A.U.R.P. (or M.U.R.P.) in Urban and Regional Planning (terminal project): One copy normally received and sent to AFA (USAF, GEN) loan period 07.

M.B.C. (or M.S.B.C.) in Building Construction (terminal project): One copy normally received by AFA.  AFA staff create provisional records, using their own classification system.  Items are then shelved in AFA.

M.F.A. in Art (project/option"in lieu of thesis"): First copy is sent to the University Archives (UFSPE, ARDIS) loan period 90; if there is a 2nd copy, it is sent to AFA (USAF, GEN) loan period 07.

M.F.A. in Theatre (project/option "in lieu of thesis"): First copy is sent to the University Archives (UFSPE, ARDIS) loan period 90; if there is a 2nd copy, it is sent to AFA (USAF, GEN) loan period 07.

M.I.B.C. in Building Construction (terminal project): One copy normally received by AFA.  AFA staff create provisional records, using their own classification system.  Items are then shelved in AFA.

M.L.A. in Landscape Architecture (terminal project): One copy normally received and sent to AFA (USAF, GEN) loan period 07.

M.M. in Music (project/option "in lieu of thesis"): Two copies normally received. First copy is sent to the University Archives (UFSPE, ARDIS) loan period 90; if there is a 2nd copy, it is sent to the Music Library AFA.

Statistics:
Run the macro once for the AFA or Music holding, as an original.  Run it again for the Archive holding as an Add.  The Archive copy is not considered a Rare Books copy.

Record editing:
Put a copy of the record in the Record Editing basket.

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