Binding & Preservation

Note 1/12/2017 TLO: Susan Elkins has spoken with the Honors department about having the department submit Honors theses to Vireo (the way we are handling regular graduate theses) but that conversation is still on-going. Also, no policy has been formalized as to whether the library will continue binding Honors theses as a service or not. For now we will continue to bind them according to the procedures listed below.

1. The Honors College will periodically send student manuscripts to be sent out for binding. (The Honors College pays for the binding, not the students who write the theses.)
2. An Interdepartmental Transfer (IDT or sometimes referred to as IDO) form must always accompany the manuscripts (see below).  If it is not with the documents, contact the Honors College.
3. The Interdepartmental Transfer form will be filled out by the Honors College.  Inspect it and ensure that quantity, description, and cost fields are accurately populated.  Place form in a folder for use after manuscripts have returned from the bindery.
   1. The cost for theses as of 2/8/2022 is $14.30 per copy. A fuel surcharge of 3-5% based on the price of fuel at the time HF Group creates the invoice is also added. The Honors College will not know the fuel surcharge cost when the original IDT is created,
4. Honors theses are not checked for errors in the way that theses and dissertations are reviewed.  However, check the documents to make sure that all pages are properly aligned and in numerical order. 
5. If there are none, insert a blank page in the front and in back of the manuscripts.
6. Process the honors theses using the ABLE system.  Select the honors tab from the drop down menu.  This will populate relevant fields.  Honors theses are bound in black with gold lettering. I spoke with Connie Rodriguez at the Honors College about the practice of the Nebraska facility of trimming the pages less than a quarter inch around the edges of the pages. It is ok with her for the theses to be trimmed so they won't incur the additional cost of $2 per volume for the "hand-trim/no trim" service.--TLO 3/9/2022.
7. Print out a binding slip and place the manuscripts on a shelf to be sent with the next available bindery shipment.
8. When the theses are returned from HF Group, inspect spine labels for error and ensure that pages are in the correct order.
9. Check the returned theses against the invoice emailed by HF Group to be sure the number of honor theses and pricing is correct.
10. Retrieve copy of the Interdepartmental Transfer form from bindery files.  Enter library FOAP information in the appropriate fields in the "Please CREDIT" portion of the document.  FUND: 183100 (changed from 182600), ORG: 470000, PROGRAM: 90, ACCOUNT: 570000 (changed from 560000) - per Jackie Conrad, Aug 2021.
11. Check the HF Group invoice against the Interdepartmental Transfer form to be sure the numbers and pricing match. If needed, add the fuel surcharge and total to the IDT. Any other pricing changes should be communicated to and approved by the Honors College. They may need to provide a revised IDT in some cases.
12. Create a pdf copy of the Interdepartmental Transfer form by scanning it and saving it in the Technical Services drive in the "Binding & Preservation>Bindery Invoices>Interdepartmental Transfer (IDT) form" folder using the file name format: IDT_YYYY-MO-DD_HonorsThesis. The date is the date from the top of the IDT form. Email a copy to the Controller's Office at interdepartmental@shsu.edu, and CC the Library Business Manager, and Honors College on that email.
    1. The current contact person for the Controller's office is Katie Gense, Accountant II, ext. 4-2528, keg038@shsu.edu.  [2/3/2022]
    2. The current Library Business Manager is Trina Walker, ext. 4-1630, lib_tkw@shsu.edu [2/3/2022]
    3. The current contact for the Honors College is Concepcion (Connie) Rodriguez, ext, 4-1477, cxr016@shsu.edu [2/3/2022]
13. Email the HF Group invoice to the Library Business Manager to pay HF Group. (The Library will be reimbursed by the Honors Department via the Interdepartmental Transfer form which directs funds to be transferred from the Honors Department to the Library)
14. Keep the paper copy of the Interdepartmental Transfer form in the bindery files after writing on it the date it was emailed to the Controller's Office and your initials. 
15. Give the honors theses to Susan Elkins, Digital Resources Librarian, for digitizing.
16. After digitizing, the Digital Resources Librarian gives the theses back to the Serials & Bindery Library Assist who will contact the Honors College to pick up the theses. Or the Digital Resources Librarian may return the theses to the Acquisitions & Serials Assistant to contact the Honors College to pick up the theses.