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Assigning ETDs in Coral - Specialist

There is more general cataloging guidelines on cataloging Theses, Dissertations, and Design special projects at NCSU Theses and Dissertations Cataloging Procedures. This is meant as a step-by-step workflow detailing how the Electronic Theses and Dissertations are processed within the department. Prior to receiving them within the department, electronic theses and dissertations are submitted on-line by the author (or perhaps by the graduate school). The information provided is transformed into a MARC record which is e-mailed to the cataloger.

For further instructions on handling corrections sent by the ETD team, go to Additional ETDs instructions (corrections)


The MARC records will need to be imported into Connexion. (ETD Workflow Manager)

Save the MARC record attachment in the e-mail to a location of your choosing.

Import the records into Connexion:

"Import Records..." can be found in the File menu.

Navigate to the location of your MARC record file and save records to the online file.

 Click "Options "and create an "Identifier" name under which all ETDs will be saved (currently we use ETD - Ruth) since she is distributing all ETD files for cataloging. 

Decide whether or not to delete the original file.

    • Assign to staff by changing the Status and saving the records to the online save file.

Questions or problems with URL link not in record or URL link connecting to a wrong ETD should be directed to Zorica

Cataloging questions should be directed to Rob or Lynn


Records in Connexion need to be prepared for upload to WorldCat.

  • ETDs are assigned through Connexion ‘Online Save File’ with a status of ETD-[first name] by the Specialist
  • Begin by moving those assigned to your “local save file”
  • In OCLC Connexion, click on “Cataloging”, Search and then “Online save file”
  • Search for ETD - (first name) , in My Status then click OK.

  • Use shift + click to highlight the assigned ETDs and then click on “Action” and “Save Record to Local File” (You will be prompted to a question “Record will be added to the local file. Should the online record be deleted or resaved?) You can click “Delete”. If you want to be on the safe side you can click Resave but that would mean that the same records will appear in both the online file and your local file, which is fine, just don’t forget to delete the online save file after records have been cataloged. 
  • Check your local file to make sure your ETDs have been saved by clicking again on Cataloging, Search, and Local save file. You should have the number of ETDs assigned to you. 
  • All cataloging should be done from the local save file. If the holding are updated in the online save file, OCLC will strip off the 690 and 949 fields preventing proper batchloading of the records. 
  • Records as they are sent to us are not complete. 
  • Update - records come thru with many changes updated, but records should still be checked for the following. 
    • Some changes will consistently need to be made to every record.
    • Some aspects of the record are set by default, but the defaults will not apply to every record.
    • Some details are not present in the original record, and will need to be determined using the original text or other sources.

Here's an unedited record and the highlighted fields which will need consistent editing where necessary:

Open up the original document.

  1. Use the pdf title page to verify the title and the format of author's name. 
    • The 245 should reflect the information present on the title page: you may need correct the subfield coding . (If he title has a subtitle, it will need to be split out into a $b.) 
    • If the title on the pdf is different than the 245, you may need to correct the 245.
    •  If you correct the 245, record the change on this spreadsheet:  
    • You may want to add a 246 to reflect the 'old' title,  - use your CATALOGING JUDGEMENT for this.
    • There may be diacritics or mathematical symbols or foreign alphabet characters in the title - look up the characters/symbols on Google.
    • You should add a 246 to reflect title with the symbol/character spelled out in plain English.  
      • example:
  1. Verify the dates. All dates provided in the Fixed Field, 260, and 502 are default values. Verify within the document and make changes if necessary.
  2. Record any pagination details in the 300 $a.
  3. Note the presence of any images. If no images are present, remove the 300 $b and remove the "a" from from the Fixed Field Ills values.
  4. If there are maps, add ", maps" to the 300 $b, and add a "b" to the Fixed Field Ills values.
  5. Look for the presence of multiple colors, either color images, maps, or multicolor text. If the entire document is black & white, change the 007 $d from "m" to "b"
  6. Determine if the document contains bibliographical data. If not, delete the 504 and remove the "b" from the Fixed Field Cont values.
  7. Determine if you're dealing with a work of fiction (almost never the case) and edit the Fixed Field LitF value if it is a work of fiction.
  8. Look for an "about the author" section with details about the author's past life and education. This will fall between the title page and the main body of the work.
    1. If no biographical section is present, delete the 500 note, "Includes vita."
    2. If biographical information is present, make note of any information that might be relevant in modifying the 100 field.
  9. Unless there is an authoritative version of the name (See NCSU Theses and Dissertations Cataloging Procedures), construct a 100 field.
    1. $a should be the form of the name that appears on the title page.
    2. If a more complete version of the name is known (from the abstract or biographical material, for instance), it can be included in $q
    3. If the biographical material includes a year of birth, include it in a $d.
    4. $e author for RDA records (should be present by default)
  10. Use NCSU Departments & Programs in Theses Call Numbers and Subject Headings to make any necessary changes to the 690 $x.
    1. The Department Name Usage column is the one you want.
    2. If it's not already present in the record, the department info is also found in the preliminary pages of the original document.
    3. If the author had a double major, the 690 can be repeated.
    4. Sometimes the only department submitted and/or present on the title page is not listed as a value in the table because it is part of a larger department. The appropriate, umbrella department can usually be found by searching

     11. If the ETD is missing the url in the 856 field, please log into the acq-mono email and open the ETD folder. Search by title or author, and grab the link corresponding to your title. Paste it to your 856 field.

Once the record is complete, and before you add your initials to the record, it can be uploaded to WorldCat.

Once the ETD is exported

Questions about cataloging: choice of title, transcribing data, etc. contact ZC first

Questions/problems with batchloading should be directed to ZC or REL


  1. Add cataloger initials to the records.
  2. Export records. (Overwrite the export file on your first record. If you do not get the prompt to overwrite the export file, close Connexion and re-open it.)
  3. Load records into Sirsi using MARC Import utility. (C:\Users\[your Unity ID]\Sirsi\Workflows\Z3950\Save\OCLCXPO.mrc)
  4. Run a Load Bibliographic Records report to add the records to the catalog.
    • The report is on the MARC Import tab, but it's a good idea to create a template for future imports.
    • The records come to us with 949-encoded holdings data, so if the settings are correct, item records will be created automatically as part of the record load.
  • If the 949 data is correct, and the report processes the data correctly, the item records should be created automatically. If they are not, here are the values that should be used for the Call Number and Item records:
    • Call number should be an auto-generated call number.
    • Class scheme should be ETD
    • Call library should be ONLINE
    • Type should be DISSERTN for Ph.D and Ed.D. items and should be THESIS for M.A or M.S. items
    • Home location should be NET
    • ItemCat2 should be OPENACCESS

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