Last update May 2023 by Gerald Langford and Greg Allen
Cataloging Projects in Lieu of Thesis (PILOTs)
and Other Terminal Projects
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, Interior Design, Landscape Architecture, Museology (Museum Studies), Music, Theatre, Urban and Regional Planning.
Graduate Degree Programs:
Doctor of Business Administration (D.B.A.)
Doctor of Musical Arts (D.M.A.)
Doctor of Occupational Therapy (O.T.D.)
Master of Architecture (M. Arch.)
Master of Arts (M.A.) (Art Education)
Master of Arts (M.A.) (Digital Arts and Sciences)
Master of Arts (M.A.) (Museology) (formerly, Museum Studies)
Master of Arts in Urban and Regional Planning (M.A.U.R.P.)
Master of Fine Arts (M.F.A.) (Art)
Master of Fine Arts (M.F.A.) (Theatre)
Master of Interior Design (M.I.D.)
Master of Landscape Architecture (M.L.A.)
Master of Music (M.M.)
Master of Music in Music Education (M.M. in M. Ed.)
Master of Science in Architectural Studies (M.S.A.S.)
Master of Science in Building Construction (M.S.B.C.)
Master of Science in Construction Management (M.S.C.M.)
Master of Sustainable Development Practice (M.D.P.)
Master of Urban and Regional Planning (M.U.R.P.)
Receipt and Distribution:
These resources are sent to the Smathers Libraries in various ways:
Projects in electronic format workflow
Library Associate II creates the records in the OCLC online save file and contributes them to OCLC.
Library Associate II will leave copies of the records in the online save file.
Library Associate II puts the records in a .dat file and sends them to the Theses and Dissertations Project Manager.
The Theses and Dissertations Project Manager loads the bib records in UFDC and sends the Metadata Unit the UFDC links.
The Metadata Unit adds the links in subfield “u”, and, “University of Florida Digital Collections, Full view” in subfield “z” in 856 fields to the bib records in the OCLC online save file.
The Metadata Unit adds the 588 CC0 field to the bib records in the OCLC online save file. (https://catds.uflib.ufl.edu/resources/creative-commons-cc0-catalog-records/)
The Metadata Unit exports the OCLC records in an .mrc file.
The Metadata Unit uses an import profile to load the file of OCLC records in the Alma Institution Zone. The profile automatically creates electronic portfolios as part of the import process.**
**The reason the OCLC records are imported to the Institution Zone rather than the Network Zone--
This way the 690 field will be added as a local extension in the IZ. If the records are imported directly to the NZ the 690 field will be lost.
The Metadata Unit shares the Institution Zone records with the Network Zone in batch.
Projects in print format may be sent to:
Conservation & Preservation Unit of Access & Technical Services
Accounting and Serials Unit of Acquisitions & Collections Services
Directly to Resource Description Services.
Cataloging:
Items will receive original cataloging.
**Note that some projects coming from Gifts may already have provisional records in Alma.**
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)=7
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 Alma 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: (Students will sometimes put “project in lieu of thesis” on t.p., when it is really a research, terminal, capstone, etc., project)
Architecture:
502 |g Master’s Research Project |b M. Arch. |c University of Florida |d [year of graduation]
502 |g Master’s Research Project |b M.S.A.S. |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]
502 |g Project 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]
502 |g Project in lieu of thesis |b M.A. |c University of Florida |d [year of graduation]
502 |g Capstone project |b M.A. |c University of Florida |d [year of graduation]
Building Construction:
502 |b M.S.B.C. |c University of Florida |d [year of graduation]
Business Administration:
502 |b D.B.A. |c University of Florida |d [year of graduation]
Construction Management:
502 |b M.S.C.M. |c University of Florida |d [year of graduation]
Digital Arts and Sciences:
502 |g Project in lieu of thesis |b M.A. |c University of Florida |d [year of graduation]
Interior Design:
502 |g Project in lieu of thesis |b M.I.D. |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 and Music Education:
502 |g Project option in lieu of thesis |b M.M. |c University of Florida |d [year of graduation]
502 |g Project in lieu of thesis |b M.M. |c University of Florida |d [year of graduation]
502 |g Performance in lieu of thesis |b M.M. |c University of Florida |d [year of graduation]
502 |g Capstone project |b M.M. in M. Ed. |c University of Florida |d [year of graduation]
502 |g Doctoral project |b D.M.A. |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]
Occupational Therapy:
502 |g Capstone project |b O.T.D. |c University of Florida |d [year of graduation]
Sustainable Development Practice:
502 |g Field practicum final report |b M.D.P. |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]
502 |g Performance in lieu of thesis |b M.F.A. |c University of Florida |d [year of graduation]
502 |g Project 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]
502 |g Project in lieu of thesis |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]
502 |g Research 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. 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.
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) (students will sometimes put “project in lieu of thesis” on title page, when it is really a research, terminal, capstone, etc., project)
**Must be added as “local extension” in Alma**
Architecture:
690 Architecture research project, M. Arch.
690 Architecture research project, M.S.A.S.
Art:
690 Art thesis, M.F.A.
Art Education:
690 Art Education thesis, M.A.
690 Art Education capstone project, M.A.
Building Construction:
690 Building Construction thesis, M.S.B.C.
Business Administration:
690 Business Administration thesis, D.B.A.
Construction Management:
690 Construction Management thesis, M.S.C.M.
Digital Arts and Sciences:
690 Digital Arts and Sciences thesis, M.A.
Interior Design:
690 Interior Design project in lieu of thesis, M.I.D.
Landscape Architecture:
690 Landscape Architecture terminal project, M.L.A.
Museology (formerly, Museum Studies):
690 Museology thesis, M.A.
Music and Music Education:
690 Music thesis, M.M.
690 Music Education thesis, M.M.
690 Music Education capstone project, M.M. in M. Ed.
690 Music doctoral project, D.M.A.
Occupational Therapy:
690 Occupational Therapy capstone project, O.T.D.
Sustainable Development Practice:
690 Sustainable Development Practice field practicum final report, M.D.P.
Theatre:
690 Theatre thesis, M.F.A.
Urban and Regional Planning:
690 Urban and Regional Planning terminal project, M.A.U.R.P. (or, M.U.R.P.)
690 Urban and Regional Planning research project, M.A.U.R.P. (or, M.U.R.P.)
690 Urban and Regional Planning thesis, M.A.U.R.P. (or, M.U.R.P.)
Second 690 field (input only for genuine projects/options "in lieu of thesis") (ends with student's major department) (students will sometimes put “project in lieu of thesis” on title page, when it is really a research, terminal, capstone, etc., project)
**Must be added as “local extension” in Alma**
Art:
690 Dissertations, Academic |z UF |x Art and Art History.
Art Education:
690 Dissertations, Academic |z UF |x Art and Art History.
Building Construction:
690 Dissertations, Academic |z UF |x Building Construction.
Business Administration:
690 Dissertations, Academic |z UF |x Business.
Construction Management:
690 Dissertations, Academic |z UF |x Construction Management.
Digital Worlds Institute:
690 Dissertations, Academic |z UF |x Digital Worlds Institute.
Interior Design
690 Dissertations, Academic |z UF |x Interior Design.
Museology (formerly, Museum Studies):
690 Dissertations, Academic |z UF |x Art and Art History.
Music and Music Education:
690 Dissertations, Academic |z UF |x Music.
Theatre:
690 Dissertations, Academic |z UF |x Theatre and Dance.
Call numbers [cutters in |b used for physical items only]:
D.M.A., M.A. (Art Education capstone project), M.A.U.R.P. (terminal/research project), M. Arch., M.D.P., M.L.A., M.M. in M. Ed., M.S.A.S., M.U.R.P. (terminal/research project). O.T.D. projects:
Use LD1780.1 [year] |b .[cutter based on Sanborn Cutter Table]
D.B.A., M.A. (Art Education project in lieu of thesis), M.A. (Digital Arts and Sciences), M.A. (Museology), M.A.U.R.P. (project in lieu of thesis), M.F.A., M.I.D., M.M. projects/options "in lieu of thesis"; M.S.B.C., M.S.C.M., M.U.R.P. (project 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 Alma; 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, 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.
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 AFA.
Statistics:
Run the macro once for the AFA holding, as an original. Run it again for the Archive holding as an Add. The Archive copy is not considered a Rare Books copy.
|
