Many months ago I posted a question about how libraries manage
dissertations and here is the summary of the replies I received.  Thanks
again to all who replied, it was very useful and raised a lot of
discussion points.

Many thanks

Tracey

Tracey White

Learning Resources Adviser / Colchester Institute Library

[log in to unmask]  / 01206 712642

 

Do you have a dissertation policy which you would be willing to share?

 

One university library shared their dissertation policy which stated the
aims of holding student dissertations as an archive of past student
achievement, to assist in future, similar research and as examples of
acceptable style and standard of work. 

Another holds 2 years' worth of paper copies only due to space
constraints 

 

Do you hold all student dissertations or are you selective? If
selective, who decides which ones are held?

 

All PhD and MPhil Theses and other postgraduate Dissertations as chosen
by the Academic Staff. Undergraduate dissertations 2:1 or above as
chosen by the Faculty as examples of acceptable style and standard. 

 

Masters dissertations achieving distinction held in electronic format,
put on sharepoint as PDFs protected against copying and printing Older
paper copies given by department or students. 

 

Hold PhDs and M.Phils (undergraduate ones held in departments) 1 bound
copy for the library (+ 1 unbound copy to be scanned by the BL).

 

Agreed by academic board, keep 5 years of undergraduate dissertations
achieving at least 2:1 and 10 years of Masters at pass or above. Weeded
annually. 

 

Intention that academic staff select appropriate, good quality examples
for the library. Collection is mainly of older examples and infrequently
updated. Sometimes dissertations for whole course given, without any
selection but usually nothing.

 

Programme Administrators send all dissertations left to the library
(students can take their copies away) so no quality indications or if
represents all students on course. Academic committees assume library
only has quality dissertations but academic staff do not make any
selection. Ideally would like to make it normal procedure for one copy
to be sent electronically to the library on submission of work.

 

Do the authors of the dissertations grant permission for their work to
be held in the library?

Permission is granted as part of the University Policy.

No but can opt out for reasons of confidentiality or sensitivity.

By default, and now agreed that any work can be saved electronically and
made accessible.

No, but if could be made normal procedure for a copy to be sent to the
library on submission, could be part of student agreement at beginning
of the course, that a copy of dissertation may be deposited with the
library.

 

Do you hold paper copies and are these on open shelves? 

Closed access and for reference only within Library building.

Older dissertations in paper copies are accessible to any visitor.

Catalogued and held in closed-access store.

Yes, in semi secure area next to the issue desk, for reference only.

Paper copies in restricted loan area.

Only paper copies, they are open access and recently area moved closer
to the issue desk.

 

Or are they held electronically and how is this managed?

PDFs from departmental administrators uploaded to sharepoint and
protected from copying and printing for staff and students only, new
system after pilot project. 

Intend to develop an electronic archive to be accessed by staff and
students via Intranet.

No internal mechanism for electronic access - pending decision on
institutional repository.

New policy for electronic copies in process - would like to see
repository developed.

Keen to move to electronic access via repository.

Would like to move to electronic copies on VLE, would be able to hold
more.

 

Do library users have to sign anything to access them? 

Issued on LMS and must be returned on same day at least 15 minutes
before closing time. 

Individuals apply for access to items from closed store, item is issued
to them.

No but have to hand over ID if wanting to take them into the library.

No but they are issued to them.

No.

 

How do you make sure they are not copied?

 

Notice on all dissertations and Theses.

Explain for reference only and no photocopying when issued.

Can copy one chapter or 5% Advice given at desk, copyright notices near
copiers - not policed.

Notice on front stating no copying and advise them when they take them
out.

Staff vigilance only - copier near issue desk - will be putting a label
on each one stating no copying allowed.

 

 

Are there any other issues you have encountered?

Some have gone missing and had some plagiarism cases. 

Evidence of vandalism/theft and increased plagiarism from open access.

Existing collection is old and not quality controlled - prefer to give
access to very good ones with notes advising why special - excellent
presentation, good reference list.

Restricted access discriminates against users not able to access library
during staffed hours.

Copies are catalogued but note that most students interested in them for
format not a particular topic - so should the library just hold a few
quality samples and not a comprehensive collection?