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Gift Book Processing |
Purpose: To acknowledge, organize, review and
process gifts received by the library.
1. Statistics
·
Log gifts data on spreadsheet located at S:\Collection_dev/Statistics
- Gifts & Dept:
o
Name and address of donor
Number of items received
Format (e.g. books, journals, CDs)
Number searched in URSUS
Gift plate required yes/no
Acknowledgment required yes/no
·
Keep monthly tally of number of gift items added to Fogler.
Counts will come after librarians have accepted items or items go direct to
Cataloging shelves.
·
Reporting:
o
Send monthly gift statistics sheet to Development (Sharon Melanson,
Buchanan Alumni Center) and to Susan Clement
o Incorporate number of gifts received, searched, and added to collection on monthly Acquisitions Statistics spreadsheet
2. For very large gift collections to be added, order
printed gift plates if non-virtual plates were requested by donor. Provide
Marie Willette with a sample plate typed up and the number of plates desired.
3. Acknowledgments
·
Head of Collection Services will write a personalized letter of
acknowledgement to donors of very important materials, very large collections,
etc.
·
Send a letter of acknowledgment to University or
state-affiliated donors, donors with history of substantial gifts, or other
special cases where this would be advisable
·
Do not send letters for unsolicited donations from publishers,
authors, universities, government agencies, etc.
4. Searching and preparation
·
Head of Collection Services may reject some titles straight out
of the box, after they are counted but before they are searched.
·
Remove ephemera when found; if it looks important, keep for
further review
·
Search by title, also by author or keyword if unclear. Always
use data on title page of book.
·
DUPLICATES of items held at Fogler Library
o
Discard if textbooks, journals, magazines, very poor condition
o
Set aside for review if Special Collections or high-use title, or if of
possible interest to another library (e.g. Osher Map Library)
o
Place saleable books on Duplicates shelf. Black out identifying names,
addresses, etc. Box up periodically and contact AAUW (Sue Owen) at 866-4892
for pickup when 30+ are ready.
·
NON-DUPLICATES of Fogler holdings
o
Complete “No Order Card” slip and place in each book. DISCUSS SLIP
NEEDS AND CHANGES WITH SHARON ET AL.
§
Circle yes/no for URSUS record
§
Circle yes/no for Owned by Fogler
§
Make any notes deemed necessary on slip, e.g. “add as copy 2,
“catalog as Rare,” or gift statement (e.g. “Gift of Jane Doe”) if
plate not attached
o
Add ORANGE gift plate flag if there will be a printed or virtual gift
plate, or both. Clip a typed or pre-printed gift plate to the flag if
available, or if item is going direct to Cataloging without review
o Add appropriate location flag if final destination is somewhere other than the stacks; see http://www.library.umaine.edu/techserv/flags.htm
5. Review and disposition
·
Place books on librarians’ review shelves according to names
and subject areas at http://www.library.umaine.edu/colldev/contacts.htm.
Librarians will place on ACCEPT or REJECT shelves.
·
ACCEPTS
o
Record number being added to the collection on monthly Acquisitions
Statistics sheet
o
Type gift plates if needed
o
Take materials to Cataloging shelves
·
REJECTS
o Remove flags, etc. Add to Duplicates shelves and follow procedures under DUPLICATES above.
Contact Us | Revised: 03/20/2008
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