The Processing of Master’s Theses and PhD Dissertations

Processing of Master's Theses

Master's Theses: Two print copies submitted; both are commercially bound for the Library. Theses are not submitted electronically and they are not sent out for microfilming.

Acquisitions Services

The Graduate Studies office delivers two copies of Master's theses to Acquisitions Services. Acquisitions staff record the receipt of the theses by creating brief records; see example attached. The theses are placed in individual manila folders labeled with the author's name and bound with pink string, and delivered to the Catalog Backlog.

Cataloging and Metadata Services

Cataloging and Metadata Services staff catalog the theses, one copy for D.C. Hist Theses and the second copy to the appropriate subject library. Theses are placed on New Book Truck for end processing.

Preservation Services

Preservation Services staff identify theses from the New Book Truck and send copies to commercial binder. When bound copies return book plates are attached and volumes are sent to the appropriate location.

Processing of PhD Dissertations with PDFs

PhD Dissertations with PDFs: One paper copy and a PDF file are submitted by the student to the Graduate Studies Office. The Graduate Studies Office sends the paper copy to the library and the PDF to ProQuest. A second paper copy is obtained via preservation photocopying from the library's commercial binder if the subject location is Biomedical, Cook, or Kresge. PhD dissertations with PDFs are not sent out for microfilming. Beginning with any DC dissertation dated Jan. 2010 or later, Preservation will no longer photocopy a second paper copy for the Biomedical libraries.

Acquisitions Services

The Graduate Studies Office delivers one paper copy of the PhD dissertation to Acquisitions Services. Acquisitions staff record the receipt of the dissertation by creating a brief record; see example attached. The theses are placed in individual manila folders labeled with the author's name and bound with pink string, and delivered to the Catalog Backlog.

Cataloging and Metadata Services

Cataloging and Metadata staff catalog the dissertation for D.C. Hist Theses. If subject location is Biomed, Kresge, or Cook, Cataloging & Metadata Services staff create an item record for the prospective second copy, and create a second book slip with the call number transcribed and the bar code attached. Dissertations and slips are placed on New Book Truck for end processing. At a future date, cataloging staff will look the dissertation up in Digital Dissertations and put the URL in the catalog record. Beginning with any DC dissertation dated Jan. 2010 or later for the Biomedical libraries there will no longer be a second PhD dissertation copy to catalog.

Preservation Services

Preservation Services staff identify dissertations from the New Book Truck and send copies to commercial binder. If a second book slip exists Preservation will instruct the commercial binder to make a preservation photocopy of the original, and bind and label it with the information from the second slip. When bound copies return book plates are attached and volumes are sent to the appropriate location.

Billing for the second copy will be made to the appropriate fund upon receipt of the invoice.

Processing of PhD Dissertations without PDFs.

PhD Dissertations without PDFs: One paper copy is submitted by the student to the Graduate Studies Office. The Graduate Studies Office sends the paper copy to the library. Dissertations without PDF files are sent for microfilming. A second paper copy is obtained via preservation photocopying from the library's commercial binder if the subject location is Biomedical, Cook, or Kresge. Beginning with any DC dissertation dated Jan. 2010 or later, Preservation will no longer photocopy a second paper copy for the Biomedical libraries.

Acquisitions Services

The Graduate Studies Office delivers one paper copy of the PhD dissertation to Acquisitions Services with a microfilm order form. Acquisitions staff record the receipt of the dissertation by creating a brief record; see example attached. The theses are placed in individual manila folders labeled with the author's name and bound with pink string, and delivered to Preservation Services for microfilming with the microfilm order form. The brief record should say “no PDF” submitted in a 965 field.

Preservation Services

Preservation Services staff prepare the dissertation for microfilming by ProQuest. Upon the return of the paper dissertation, it is sent to the Catalog Backlog for cataloging.

Cataloging and Metadata Services

Cataloging and Metadata staff catalog the dissertation, one copy for D.C. Hist Theses. If subject location is Biomed, Kresge, or Cook, Cataloging and Metadata Services staff create an item record for the prospective second copy, and create a second book slip with the call number transcribed and the bar code attached. Dissertations and slips are placed on New Book Truck for end processing. Beginning with any DC dissertation dated Jan. 2010 or later for the Biomedical libraries there will no longer be a second PhD dissertation copy to catalog.

Preservation Services

Preservation Services staff identify dissertations from the New Book Truck and send copies to commercial binder. If a second book slip exists Preservation will instruct the commercial binder to make a preservation photocopy of the original, and bind and label it with the information from the second slip. When bound copies return book plates are attached and volumes are sent to the appropriate location.

Billing for the second copy will be made to the appropriate fund upon receipt of the invoice.

Dartmouth PDF copy

ProQuest makes available a PDF of the dissertation for Dartmouth use. These files are parked on an FTP server by ProQuest for library staff to retrieve and an email notice is sent to trigger that retrieval. This notice is sent to Cataloging and Metadata Services and is saved. When a digital repository is created containing dissertations these files will be moved at that time.

Preservation Services receives from ProQuest/UMI, via the U.S. Mail, a notice of receipt of dissertations. These letters will be kept on file in Preservation Services for three years until further notice.

Brief Record Examples

Master's Theses

b31840279 Last Updated: 08-11-2004 Created: 06-24-2004 Revisions: 5
LANG engEnglish   CAT DATE     --             BIB STATUS c
SKIP 0            MAT TYPE     mMONOGRAPH     COUNTRY
LOCATION none     SOURCE       -NONE
a McGlynn, Robert S.
t Quantifying erosion in the Nepal high Himalaya
n Thesis (Master's.)--Dartmouth College, 2004

PhD Dissertaions with PDFs

b30110932 Last Updated: 06-17-2004 Created: 07-14-2003 Revisions: 12
LANG engEnglish   CAT DATE     --             BIB STATUS c
SKIP 0            MAT TYPE     mMONOGRAPH     COUNTRY
LOCATION none     SOURCE       -NONE
a Bilar, Daniel.
t Quantitative risk analysis of computer networks
n Thesis (Ph.D.)--Dartmouth College, 2004

PhD Dissertaions without PDFs

b31833287 Last Updated: 08-11-2004 Created: 06-17-2004 Revisions: 13
LANG engEnglish   CAT DATE     --             BIB STATUS c
SKIP 0            MAT TYPE     mMONOGRAPH     COUNTRY
LOCATION none     SOURCE       -NONE
a Chen, Xudong.
t Functionalization of fluorocarbons
n Thesis (Ph.D.)--Dartmouth College, 2004
w 965 |nNo PDF submitted