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RDS@UF: Cataloging Print Theses

Resource Description Services department procedures and policies

Updated March 2019 by Gerald Langford and Greg Allen

Cataloging Print Theses

Cataloging Staff Guidelines for Creating Thesis Records
Graduate Degrees
Location Codes

Current UF theses and dissertations are produced in digital format.  If you have an older print thesis/dissertation that needs to be cataloged, duplicate an Alma record for a print thesis/dissertation and revise it.  Create holdings and item records.  Upload bib record to OCLC after removing the 588 CC0 field.

Cataloging Staff Guidelines for Creating Thesis Records

LDR coding (in OCLC):
Type (position 06)=t
ELvl (position 17)=7

008 coding:
Cont (positions 24-27)=bm (if no bibliographical references, only "m")
Ctry (positions 15-17)=xx[blank]

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.

264 field:
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.

300 field:
Count unbound leaves. Describe any accompanying material in |e.

500 fields:
Vita (if applicable).

502 field:
502 |b M.E. |c University of Florida |d 2017
502 |b Ph. D. |c University of Florida |d 2015

500 Major Department note (new in 2019)
500 |a Major department: Civil and Coastal Engineering.

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

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, do not add the 500 "|a Advisor: [name of advisor/chair]" field.

650/651 fields :
Theses for Florida architecture, buildings, places, rivers, are also assigned LC subject headings. [Do we do this as we were doing for projects?]

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) :
690  |a Coastal and Oceanographic Engineering thesis, M.E. |9 LOCAL
690  |a History thesis, Ph. D. |9 LOCAL

690 field (ends with student's major department):
690  |a Dissertations, Academic |z UF |x Civil and Coastal Engineering. |9 LOCAL

Call numbers:
Use LD1780 [year] |b .[cutter based on Sanborn Cutter Table]
The Sanborn Cutter Table is in the cataloging reference area.

UF Theses in alternate formats:

If we acquire a copy in a different format (photocopy, microfilm, microfiche), we create a new, separate record in Alma and OCLC.

Graduate Degrees (thesis/final project required or optional)
(Note: The Department of Urban and Regional Planning changed the name of their master’s degree from Master of Arts in Urban and Regional Planning to Master of Urban and Regional Planning in fall 2014.  Their master’s projects don’t get reviewed by the Grad School Editorial Office so there will be discrepancies.  In this case, use whatever date is on the project as to whether to use M.U.R.P. or M.A.U.R.P. in the record.)

Engineer (Engr.)
Master of Accounting (M. Acc.)

Master of Advertising (M. Adv.)
Master of Architecture (M. Arch.)
Master of Arts (M.A.)
Master of Arts in Education (M.A.E.)
Master of Arts in Mass Communication (M.A.M.C.)
Master of Arts in Urban and Regional Planning (M.A.U.R.P.)
Master of Civil Engineering (M.C.E.)
Master of Engineering (M.E.)
Master of Fine Arts (M.F.A.)
Master of Health Science (M.H.S.)

Master of Historic Preservation (M.H.P.)
Master of Interior Design (M.I.D.)
Master of Landscape Architecture (M.L.A.)

Master of Music (M.M.)
Master of Science (M.S.)
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 Science in Exercise and Sport Sciences (M.S.E.S.S.)
Master of Science in Health Science Education (M.S.H.S.E.)

Master of Science in Nursing (M.S. Nsg.)

Master of Science in Pharmacy (M.S.P.)
Master of Science in Recreational Studies (M.S.R.S.)
Master of Science in Statistics (M.S. Stat.)

Master of Urban and Regional Planning (M.U.R.P.)
Doctor of Education (Ed. D.)
Doctor of Philosophy (Ph. D.)

Location Codes

UFSAF GEN : Architecture and Fine Arts Library

  • Architecture
  • Art and Art History
  • Building Construction
  • Design, Construction and Planning
  • Historic Preservation
  • Interior Design
  • Music
  • Performance Option (Art and Art History)
  • Performance Option (Music)
  • Theatre and Dance
  • Urban and Regional Planning

UFSED GEN : Education Library

  • Counselor Education
  • Curriculum and Instruction
  • Educational Administration and Policy
  • Educational Leadership, Policy, and Foundations
  • Educational Psychology
  • Special Education
  • Teaching and Learning

UFSPE FLAH : Florida History Collection

  • Florida History

UFSLA LAC : Latin American Collection

  • Latin American Studies
  • Theses with Latin American focus, but only those that would otherwise go to main (not afa, educ, flah, mus or sci)

UFSWE GEN: Library West

(see also UFSLA LAC for theses with a Latin American focus)

  • Accounting
  • Advertising
  • Anthropology
  • Applied Physiology and Kinesiology
  • Business Administration
  • Classics
  • Communication Sciences and Disorders
  • Counseling Psychology
  • Criminology and Law
  • Criminology, Law, and Society
  • Decision and Information Sciences
  • Economics
  • English
  • Exercise and Sport Sciences
  • Finance, Insurance, and Real Estate
  • Geography (theses with a social or economic focus)
  • Germanic and Slavic Studies
  • Health and Human Performance
  • Health Education and Behavior
  • Health Science Education
  • History
  • Information Systems and Operations Management
  • Journalism and Communications
  • Linguistics
  • Management
  • Marketing
  • Mass Communication
  • Mass Communication Research
  • Philosophy
  • Political Science
  • Psychology
  • Public Relations
  • Recreation, Parks, and Tourism
  • Religion
  • Romance Languages and Literatures
  • Sociology
  • Tourism, Recreation, and Sport Management
  • Women's Studies

UFSCI DISS : Science Library

  • Aerospace Engineering, Mechanics and Engineering Science
  • Agricultural and Biological Engineering
  • Agricultural Education and Communication
  • Agronomy
  • Animal Science
  • Animal Sciences  (note: revised dept. name)
  • Astronomy
  • Biomedical Engineering
  • Botany
  • Chemical Engineering
  • Chemistry
  • Civil and Coastal Engineering
  • Computer and Information Science and Engineering
  • Dairy and Poultry Sciences
  • Electrical and Computer Engineering
  • Entomology and Nematology
  • Environmental Engineering Sciences
  • Environmental Horticulture
  • Family, Youth, and Community Sciences
  • Fisheries and Aquatic Sciences
  • Food and Resource Economics
  • Food Science and Human Nutrition
  • Forest Resources and Conservation
  • Geography (theses with a science or technical focus)
  • Geological Sciences
  • Horticultural Science
  • Industrial and Systems Engineering
  • Interdisciplinary Ecology
  • Materials Science and Engineering
  • Mathematics
  • Mechanical and Aerospace Engineering
  • Mechanical Engineering
  • Microbiology and Cell Science
  • Natural Resources and Environment
  • Nuclear and Radiological Engineering
  • Nutritional Sciences
  • Physics
  • Plant Molecular and Cellular Biology
  • Plant Pathology
  • Soil and Water Science
  • Statistics
  • Wildlife Ecology and Conservation
  • Zoology
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