Metadata Services and Digital Projects

Theses and Dissertations Workflow

Dissertations:

Graduate School collects and checks dissertations (either two paper copies or one paper copy and one electronic copy*). When all from a term are ready, the Graduate School mails one paper copy to UMI for microfilming, with instructions to ship to Thesis Coordinator when done, and holds the other copy for safekeeping.
Graduate School sends to Thesis Coordinator a copy of the list of all dissertations for the term and a copy of the letter to UMI, along with the following:
- For works which have color illustrations, black and white illustrations are substituted in the copy that is sent for microfilming. The Graduate School sends one set of color illustrations for the Thesis Coordinator to put back into the microfilmed copy before it is bound. They send another set of color illustrations to Archives for permanent retention as a supplement to the microform.
- For works which have pocket materials, the Graduate School sends one set to the Thesis Coordinator to be added before binding and one set to Archives for permanent retention as a supplement to the microform.
- For electronic copies,* see routing information below.
When dissertations return from UMI, Thesis Coordinator adds pocket materials, replaces color illustrations, and marks envelope with labeling instructions for bindery.
- For works which have reversed figure caption pages, Graduate School sends dissertation to UMI with these pages facing up for microfilming and notes "facing caption pages" on envelope. These need to be turned face down before binding.
Materials Processing and Conservation sends dissertations to bindery.
When dissertations return from bindery, Collection Development and Acquisitions Dept. creates order and brief bibliographic records in Janus.
Thesis Coordinator releases Graduate School copy, which goes to the student's department or is destroyed (if the department doesn't collect them).
After UMI's online copies become available, the Thesis Coordinator distributes dissertations to catalogers for cataloging. Dissertations receive full-level cataloging, including subject headings and call numbers which reflect their subject content (as opposed to some other institutions which class dissertations in LD, where they are arranged by granting institution instead of by subject). Since Summer 1999 term, bib records also include a link to UMI's online copy.
Archives receives microform copy from UMI and makes notations on fiche for color plates or pocket material.
CMET runs a monthly quality review routine to modify the URLs in the bib records so that they will work with the rewrite proxy server (as of January 2003).
Graduate School checks electronic dissertation. After approval, they get 1 paper copy from student, which they retain.

*Electronic Dissertations: (pilot project starting Summer 2000 - on hold as of January 2002)

Graduate School checks electronic dissertation. After approval, they get 1 paper copy from student, which they retain.
Graduate School forwards file to JQ Johnson (or other designee), who places it in its permanent location on library server and emails URL to Thesis Coordinator.
Graduate School forwards paperwork UMI paperwork (title page, abstract, signature pages, etc.) and Library paperwork (licensing agreement, title page, signature page and abstract) to Collection Development and Acquisitions Dept. with paper dissertations from that term.
Collection Development and Acquisitions Dept. forwards UMI paperwork to UMI; Library paperwork to Thesis Coordinator.
Thesis coordinator sends licensing agreement to Collection Development and Acquisitions and rest of Library paperwork to Archives.
Thesis Coordinator distributes URLs to catalogers for cataloging. Electronic dissertations receive full-level cataloging similar to other electronic resources (which does not include LC classification number at this time).
Thesis Coordinator releases paper copy which Graduate School is holding.

Theses:

Graduate School collects and checks theses (two copies for students in some departments; one copy for other departments). They forward one copy to Thesis Coordinator when all from a term are ready and hold the other copy (if any) for safekeeping.
- For works which have color illustrations, black and white illustrations are substituted in the copy that is sent for microfilming. The Graduate School sends one set of color illustrations to the Thesis Coordinator to put back into the microfilmed copy before it is bound. They send another set of color illustrations to Archives for permanent retention as a supplement to the microform.
- For works which have large, folded maps, the Graduate School sends copies to Archives for permanent retention as a supplement to the microform.
Thesis Coordinator packs theses in boxes with copy of Graduate School list and notifies Lesli Larson in Image Services that a batch is ready for microfilming.
Image Services sends completed microform to Archives and returns paper theses to Thesis Coordinator.
Thesis Coordinator adds pocket materials, replaces color illustrations, and marks envelope with labeling instructions for bindery.
- For works which have reversed figure caption pages, Graduate School sends thesis with these pages facing up for microfilming and notes "facing caption pages" on envelope. These need to be turned face down before binding.
Materials Processing and Conservation sends theses to bindery.
When theses return from bindery, Collection Development and Acquisitions Dept. creates order and brief bibliographic records in Janus.
Thesis Coordinator releases Graduate School copy (if any), which goes to the student's department.
Thesis Coordinator distributes theses to catalogers for cataloging. Theses receive full-level cataloging, including subject headings and call numbers which reflect their subject content.

Some theses are sent to UMI for microfilming and indexing. Theses which are sent to UMI follow the dissertation workflow. They are marked with an asterisk in the Graduate School list.

Rush routine:

Reference and Circulation accept rush requests for theses and dissertations whether there is a record in Janus (which means that the piece is back from the bindery) or not (which means the piece is at an earlier part of the workflow).
If the piece is back from the bindery, it is handled via the normal rush routine.
If the piece is at the bindery when the rush request is received, it is rushed when it returns from the bindery.
If the piece is still at UMI or waiting for local microfilming, the Thesis Coordinator gets the second copy from the Graduate School, catalogs the piece, and sends it out for rush binding. When the microform copy returns, it is sent to the Graduate School to replace the rushed copy.

Costs:

Doctoral students pay a $68 fee for University Microfilms handling of their dissertation. If they want to copyright it, there is an extra $45 charge for that.
Masters students do not pay a fee for local microfilming of their thesis. Some theses are sent to UMI. Because this is optional at the masters level, the student will pay full cost ($58 + 45).
The library currently pays $7.40 per dissertation or thesis for binding.

Manual page: B14: 8/17/00 tms; rev. 3/7/02 lpr; rev. 03/03 lpr

Maintained by: MSDP Webmaster, msdpweb@uoregon.edu
Last Modified: 04/08/2008