Beginning July 2007, McMaster no longer retains a print copy of Ph.D. theses for circulation. The School of Graduate Studies sends Ph.D. theses to Proquest for digitization and, once the thesis is digitized, patrons can access the full text through our Digital Commons site. A microfiche copy of each thesis is available for interlibrary loan, and a paper copy continues to be housed in closed storage for preservation purposes.

ProQuest provides MARC bibliographic records for McMaster Ph.D. theses only, not Masters. These records are not consistent from batch load to load, which means that the contents (the MARC fields) vary across loads. Also, these records reflect the print format, and therefore require editing to reflect the electronic version.

When cataloguing, follow AACR cataloguing rules in conjunction with MARC coding and local standards established in the Monograph Cataloguing Manual. Ensure all MARC fields and codes are entered correctly and do not appear as invalid (i.e. in red). Invalid entries are problematic when uploading original records into OCLC. See the checklist below for local cataloguing practices for Ph.D. theses.

LEADER - character positions

05 Record status: Code "c" (corrected or revised). All records should carry this value when the cataloguing process is complete.

06 Type of record: Code "t" (manuscript language material) for theses.

07 Bibliographic level: Must be "m" for monographs.

08 Type of control: System generated.

17 Encoding level: Code "blank" (full level) when cataloguing is complete.

18 Descriptive cataloguing form: Code "a" for AACR.

19 Linked record requirement: Code "blank" for related record not required.

006 Fixed-length data elements - additional material characteristics: Code "m" for computer file/electronic resource (character position 00). Code "d" for document in character position 9 (type of computer file). Other character positions remain blank.

007 Physical description fixed field: Code "c" for electronic resource (character position 00). Fill other character positions as required. Code value designated for "unknown" when necessary to avoid invalid entries in the field.

008 Fixed-length data elements: Code to reflect the contents of the bibliographic record. Ensure the following sections are coded as follows: place of publication (character positions 15-17) is coded "xx"; form of item (character position 23) is coded "s" for electronic; and nature of contents (character positions 24-27) should be coded "bm" for bibliographies and theses respectively.

020 International standard book number: Accept. Previously these were deleted from ProQuest UMI load records.

035 System control number: Delete field 035 with bibliographic record number (035 : : $a 1387205). Leave 035s with UMI numbers (035 : : $a (UnM)AAINR07909 ; 035 : : $a AAINR07909).

040 Cataloging source: Accept.

050 Library of Congress call number: Code complete call number. First and second indicator values should be " 4". For example: 050 : 4: $a PA3015.H43$bN38 2005

245 Title statement: Edit as needed. Expand to include the medium designator, $h[electronic resource], and the statement of responsibility ($c).

246 Varying form of title: Supply if necessary and include the medium designator, $h[electronic resource].

260 Publication, distribution, etc. (Imprint): Lacking in UMI records. Code $c only.

300 Physical description: Edit to reflect the electronic version. For example: 300 : : $a1 PDF file (v, 370 leaves : ill. ; 28 cm.)

500 General note: Delete source note.

Create note for thesis advisor and trace as a 700 added entry. Beginning in October 2004, advisor notes were included in Ph.D. theses records only, with wording varying between UL and HSL (UL using "advisor" and HSL using "supervisor"). By Sept. 2006, the Cataloguing Standards Committee decided to include these access points in records for Masters theses as well. The wording of the note was made uniform across libraries, using "supervisor", since that appears consistently on these resources.

502 Dissertation note: Edit, following AACR.

504 Bibliography, etc. note: Lacking in UMI records. Code.

520 Summary, etc.: Accept. Do not edit.

538 System details note: Code (538 : : $aMode of access: World Wide Web.).

6XX Subject access fields: Supply, following AACR, MARC and McMaster's Monograph Cataloguing Manual.

653 Index term - uncontrolled: Accept. Indicator values should be blank.

700 Added entry-personal name: Code for thesis advisor, and ensure this is traced from a 500 note.

710 Added entry-corporate name: Code for the McMaster department. Some departments have undergone name changes, so ensure the field carries the departmental name in use at the time of convocation.

773 Host item entry: Delete.

856 Electronic Location and Access: Code as required by McMaster with valid indicators values, and "$z*McMaster only" note. If field 856 is lacking and you suspect electronic access is available, search Dissertations & Theses @ McMaster University. If available electronically, supply the URL from the full citation and abstract screen.

* Bib. record status: When cataloguing is complete, ensure the bibliographic record status is coded "so" for original cataloguing complete. Original records are exported in batches to OCLC.

Copy records: Not required.

Item records: Ensure item records are created for the electronic resource as well as the microfiche copy for Interlibrary Loan.

Item record	Electronic resource	Microfiche
item type	thesis	norm
item barcode	leave "mq" number	barcode number
location	ea	ml
collection	de/b	uil/h
call no.	blank	blank
volume statement	blank	blank
explicit copy no.	blank	copy 3
item status	web	"i" after check-in
call type	blank	*accept "lc" or blank

*For the microfiche copy, it's acceptable to have "lc" in the call type box when the call number box is empty.
**Other boxes in the item record don't typically require coding.