Cataloging
Major Works

Getting the information from ProQuest

• Go to https://www.etdadmin.com and sign in using the credentials in LastPass.

• Click on the account icon in the upper right corner, then choose Administrator role and choose Trinity International University.

• Click the Run Reports tab and select the following parameters:

  • Step 1: Cataloging Report

  • Step 2: Download

  • Step 3: Status: Published by ProQuest

  • Step 4: [Keep as-is]

• Click the Run report button.

• When the download is ready, click Open File

  • If the button appears at the top of the screen, click Enable Editing. 

  • Copy all the information in the spreadsheet by pressing Ctrl+A then Ctrl+C.

  • Minimize the window.

Creating a Fresh List in the Spreadsheet

• Open the TIU Major Works spreadsheet.

• Right click on the current tab and select Duplicate.

• Double click on the new tab and change the name of the worksheet to today's date using YYYYMMDD format. 

• Type the exact name of the previous spreadsheet into cell F1 of the new sheet.

• Right click on the old tab and select Hide sheet.

• To get the data into the new sheet:

  • Delete all the data in cells F3 through the end of column AI.

  • Select cell G2 and press Ctrl+Shift+V to paste the data you downloaded from ProQuest. (Do not press Ctrl+V, or you'll mess up the conditional formatting built into the sheet.)

• The spreadsheet will automatically cross off any major works that have already been cataloged. To hide these from view, click on the filter icon at the bottom right of cell G2, then select Filter by color > Text color > black.

Finding ProQuest Document IDs

• The URL column of the spreadsheet can automatically create the ProQuest website address of the major work; unfortunately, though, a key piece of information to construct that URL (the ProQuest document ID) is impossible to obtain from the ETD report.

• You'll only need to find Document IDs for major works that don't already have a URL in the spreadsheet. Find a row with a white empty cell in column F, then copy its title.

• Go to https://www.proquest.com/?accountid=14410 to get to the ProQuest Dissertations & Theses site. Paste the title into the search bar on this page and press Enter.

• The major work you're looking for should appear at the top of the search results. Click on the appropriate list item to access the work.

• In the item page's URL, select and copy the number directly after "/docview/".

• Paste (Ctrl+Shift+V) this number into the cell in Column F of the spreadsheet that corresponds to the title you just searched.

• Repeat this process to construct URLs for all the new titles in the spreadsheet.

Creating a New Record in OCLC

• Log into OCLC Connexion, then go to Cataloging > Create > Single Record > Books.

• To save you the time and effort of adding boilerplate text to the bib records, a Major Work template ("Constant Data") has been created in Connexion. Follow these steps to use it in your record:

  • Select all the fields in this record and hit the Delete key.

  • Press Ctrl+U to Apply Constant Data. In the popup box, type MajorWork into the Name box, select the Both radio button, and click OK.

  • You'll have one blank field at the top of your record. Delete it by right clicking anywhere in the field and selecting Delete.

• Using the major work and its associated ProQuest page to create the bib record. Add pertinent information to the following fields, deleting any underscore placeholders:

  • Fixed Fields:

    • Biog: If the work contains any sort of biographical information, add the appropriate letter code here. Otherwise, leave it blank. 

    • Ills: If the work contains any graphic representations, note them here using the appropriate letter codes.

    • DtSt: If the defense date (on the title page) and the publication date (on the final ProQuest-added page) are the same, use s. If they're different, use t.

    • Dates: If the defense date and the publication date are the same, put it in the first box. If they're different, put the publication date in the first box, and the defense date in the second box.

  • 020: The work's ISBN

  • 028: The Publication / order number from the ProQuest site

  • 041: If the work contains any languages other than English, enter their codes into the appropriate subfield(s).

  • 050: Create an appropriate Library of Congress Call Number for this work. (Quick tip: Make this your final step. That way, you'll know what the work is about.)

  • 100: Student's full name in [Last], [First & Middle] format; if the student has an ORCID, enter the URL of their ORCID page in the ǂ1 subfield.

  • 245: The work's title, subtitle, & author's name, transcribed exactly as it's found on the title page

  • 264 _1: Add the ProQuest publication date in the ǂc subfield.

  • 264 _4: Add the defense date after the copyright symbol.

  • 300: 

    • ǂa subfield: Add the pagination ([front matter pages in lowercase Roman numerals], [text pages in Arabic numerals]) 

    • ǂb subfield: Add any graphic representations after the text file (PDF) designation

  • 500: The name of the first reader (top line of the signature page, named "advisor" on the ProQuest page) in [First Name] [Last Name] format, followed by a period 

  • 502:

    • ǂb subfield: Abbreviation of the degree earned

    • ǂd subfield: Year of defense

  • 504: Add the starting and ending pages of the Reference list

  • 505: First-level Table of Contents

  • 520: The work's abstract in single paragraph form

  • 6xx: At least two appropriate subject headings; you'll need to add these fields

  • 700: The advisor's name in [Last], [First & Middle] format; many of our faculty members have controlled name headings

• When you've completed the record, upload it to OCLC by clicking the UpdateHoldings icon or Action > Holdings > Update Holdings. Connexion will alert you to any errors in your record; if you have any, fix them and try again.

• Keep an eye on the clock at the bottom of the Connexion window -- if your session times out before you've uploaded the record to OCLC, you'll lose your work. 

Adding the Record to Our Catalog

• To send the record to the Network Zone (NZ) in Alma, click the Export icon or Action > Export.

• A progress window will pop up; when it's finished, it will display the NZ MMS ID. Select the number and press Ctrl+C to copy it. (Note: You may not want to close that popup window until you've located the record in Alma.)

• Perform an All Titles search in the Network Zone using the MMS ID.

• When you've found the bib record, click the Edit Record button.

• In the Metadata Editor, click Add Inventory > Add Portfolio.

• In the Portfolio window, fill in the following fields then click the Save and Done button:

  • Library: Rolfing Memorial Library

  • Interface Name: TIU [Work Type] full-text

  • URL: URL from Column E of the TIU Major Works spreadsheet

  • Availability status: Active

  • Electronic material type: Dissertation (regardless of the type of work)

  • Public note: Available only to TIU users

• In the MDE, click Save > Save and Release Record.

Embargoed Works

• Students may choose to delay or withhold publishing their major works for any number of reasons (often because they're describing sensitive populations or because they're hoping to turn it into a book). We still need to catalog them, however.

• You can still access the abstract and publication details from the ProQuest page.

• To access a PDF of the work:

  • Go to https://www.etdadmin.com and sign in using the credentials in LastPass.

  • Click on the account icon in the upper right corner, then choose Administrator role and choose Trinity International University.

  • In the Custom Search box, type the student's last name in the bottom box and click the Search button.

  • In the resulting list, click on the Title of the work.

  • In the PDF and Supplementary Files section, click View or Download. (Either will give you access to the work.)

  • Catalog the work as you normally would.

  • When you add the portfolio in Alma:

    • Choose TIU [Work Type] abstract in the Interface name field.

    • If you know the release date of the full dissertation, you can add it to the Public note field.

Korean-Language DMin Projects

Korean DMin students write their final projects in Hangul. However, they provide English translations of their titles and abstracts. You'll catalog these generally the same as you'd catalog English-language major works, with a few adjustments: 

• In the Lang fixed field, enter kor for Korean. (Language abbreviations reflect their English names.)

• In the 041 field, enter ǂa kor ǂb eng ǂb kor. (The language of the text goes in ǂa and language of abstracts in ǂb.)

• Any fields that have information supplied in both Hangul and English will need to be linked:

  • Put the two fields to be linked right beside each other; to align with OCLC standards, put the non-English field first.

  • When you've entered the information into both fields, right click the top field and select Link Fields.

• Process the rest of the bib record as normal.