Picking up a Theses After Reference Desk Hours
Students normally pick up their theses through the staff at the Reference desk.
Occasionally, the Reference desk will not be staffed when a student comes to pick up a thesis. In such instances, the student will ask at the Circulation desk.
A student assistant at the desk would need to refer the student to the Supervisor, who will provide the service to the student. The following instructions are for supervisors:
Students writing theses and Major Research Projects (MRP) are required to submit institutional copies for distribution to departments, the Archives, and the Library's circulating collection. They may also order personal copies. The following procedures deal only with personal copies.
After student copies of the thesis or MRP have been delivered to the Reference Office, students will be notified by the Archives staff. If the original authors cannot pick up the copies in person, they may appoint a designate to pick it up for them. This will be noted on the forms.
Attention: Never give a thesis to anyone other than the student or his or her designate. Some theses and MRPs may contain restricted or confidential material.
When the student shows up at the Circulation desk after Reference desk hours to request their personal copies:
Occasionally, the Reference desk will not be staffed when a student comes to pick up a thesis. In such instances, the student will ask at the Circulation desk.
A student assistant at the desk would need to refer the student to the Supervisor, who will provide the service to the student. The following instructions are for supervisors:
Students writing theses and Major Research Projects (MRP) are required to submit institutional copies for distribution to departments, the Archives, and the Library's circulating collection. They may also order personal copies. The following procedures deal only with personal copies.
After student copies of the thesis or MRP have been delivered to the Reference Office, students will be notified by the Archives staff. If the original authors cannot pick up the copies in person, they may appoint a designate to pick it up for them. This will be noted on the forms.
Attention: Never give a thesis to anyone other than the student or his or her designate. Some theses and MRPs may contain restricted or confidential material.
When the student shows up at the Circulation desk after Reference desk hours to request their personal copies:
- Firstask whether they have been notified by Archives staff that the thesis is available.
- If yes, ask for ID to verify that it is in fact the author.
- Search the burgundy binder alphabetically for the last name to locate the 'Thesis Processing and Binding' form. (See example at bottom of page)
Once you find the Thesis Processing and Binding form:
- Locate the box toward the bottom of the page titles 'Student Copy'.
- If someone other than the author is to pick up a thesis, it will be noted here.
Note: You need to see the ID of the designate.
Next, verify how many copies are waiting to be picked up. Collect the copies
from the storage shelf at the Reference desk. They may be bound in different
colours.
- Have the student check to ensure that it is in fact his or her thesis, as there could be two students with the same name.
- Have the student date and sign the Thesis Processing and Binding form.
- If you cannot make out their handwriting, have them legibly print their name as well.
Please leave the form in the binder, and Archives will collect these later.
Finally, the thesis needs to be desensitized.
- Ask that the student/designate drop by the Circulation desk and have the item desensitized.
- Explain that the security strip will set off alarms elsewhere (video stores, Chapters) so the thesis is desensitized to spare them embarrasment.