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gifts:procedures_for_unsolicited_unplanned_gifts [2016/10/28 09:46]
kdion
gifts:procedures_for_unsolicited_unplanned_gifts [2017/08/02 10:58]
skrash
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-**====== Procedures for Unsolicited and Unplanned Gifts ======** +======Procedures for Unsolicited and Unplanned Gifts======
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- +
- +
  
  
 **__Receiving gifts__** **__Receiving gifts__**
  
 +**We generally do not accept damaged materials as gifts.**
  
-When a monographic gift item is first unpacked, keep any inserts/​letters about the gift with the item and insert a Gift Routing Slip (see Susan Pease to obtain). Either give the item to Susan, or follow this procedure+When a monographic gift item is first unpacked, keep any inserts/​letters about the gift with the item and insert a Gift Routing Slip (see Susan Pease to obtain). Either give the item to Susan, or follow this procedure:
  
   * Write the date on the routing slip, next to "Date rec'​d."​   * Write the date on the routing slip, next to "Date rec'​d."​
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 Selectors should first check either "Add to Collection"​ or "Do Not Add to Collection."​ Selector should place wanted volumes on either the "Gifts to be Kept" shelf or the "​Priority Gifts" shelf. Unwanted volumes can be placed on the Better World Books shelf or discarded as the Selector deems appropriate. Selectors should first check either "Add to Collection"​ or "Do Not Add to Collection."​ Selector should place wanted volumes on either the "Gifts to be Kept" shelf or the "​Priority Gifts" shelf. Unwanted volumes can be placed on the Better World Books shelf or discarded as the Selector deems appropriate.
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 If we do not hold a particular title in Aleph, search in OCLC.  If we do not hold a particular title in Aleph, search in OCLC. 
  
- * If DLC/DLC or full cataloging ​copy is found, ​update our holdings in OCLC (F8 or Action -> Update Holdings) then Export the record to Aleph. Catalog to Main Stacks or SEL as appropriate and add item record/​holdings record as usual. Item Process Status should be PC and Statistics should be 02. +  ​* If DLC/DLC or good contributed ​copy is found, Export the record to Aleph. Add the appropriate 9xx field(s) (initials/​date,​ OCLC, AUTHORITY) and update the bib record. Catalog to Main Stacks or SEL as appropriate and add item record/​holdings record as usual. Item Process Status should be PC and Statistics should be 02.  If the book had a notation about the donor, leave slip in book. If it is destined for SEL, place slip in book.  
 + 
 +  * If less-than-full cataloging copy is found (usually ELvl K, M, 3), update our holdings in OCLC then Export the record to Aleph. Create an item record with a barcode in General Information 1. In General Information 2, set Statistics 02 and add the Internal Note: on Pending Gifts shelf in IRM.  Make a printout of the bib record in Aleph, place inside book, and place the book on the Pending Gifts shelf behind Susan Pease. 
 +  
 +  * If no cataloging copy is found in OCLC, return the books to the "​Accepted Gifts" shelf. Make sure there is an "OCLC 0[slash]"​ and the date searched on a post-it on the front.  
  
- * If less-than-full cataloging copy is found (ELvl K, M, 3), update our holdings in OCLC then Export the record to Aleph. Create an item record with a barcode in General Information 1. In General Information 2, add the Internal Note: on Pending Gift Cats shelf in IRM.  Place the volume on said shelf, which is behind Susan Pease. ​ 
  
 If we do hold a particular title in Aleph: ​ If we do hold a particular title in Aleph: ​
  
- * If the record is for a withdrawn copy, remove the SUPPRESSED field from the bib record and the Holdings record. Add a 910 field with your initials and date plus REINSTATED. ​ Add the book in hand as an added copy. Process as usual.  ​+  ​* If the record is for a withdrawn copy, remove the SUPPRESSED field from the bib record and the Holdings record. Add a 910 field with your initials and date plus REINSTATED. ​ Add the book in hand as an added copy. Process as usual.  ​
    
- * If the record is for an item which gets a lot of use, add the book in hand. If the item does not get a lot of use, place the book on the Better World shelf. ​+  ​* If the record is for an item which gets a lot of use, add the book in hand. If the item does not get a lot of use, place the book on the Better World shelf. ​
  
- * If we have an electronic version of the book in hand, add the print copy to our collection with its own bib record. ​+  ​* If we have an electronic version of the book in hand, add the print copy to our collection with its own bib record. ​
  
  
-Ser Anals, Contin Anals, Cat Seps, Contin Cat Seps:+__Ser Anals, Contin Anals, Cat Seps, Contin Cat Seps:__
  
 If we do not hold a series title, search on OCLC. If a record is found for the series title and/or individual title for the book in hand, make a printout(s) to insert into the book and set it aside on the specified shelf in the Gifts Backlog for further work.  If we do not hold a series title, search on OCLC. If a record is found for the series title and/or individual title for the book in hand, make a printout(s) to insert into the book and set it aside on the specified shelf in the Gifts Backlog for further work. 
  
 +**__DVDs__**
  
-**Questionable additions** +Catalog as usual or notify Linda Merritt of these. 
 + 
 +**__Music__** 
 + 
 +Sometimes we get tapes or similar musical works. Inform Peter Shea. 
 + 
 +**__Questionable additions__** 
  
 Not all gifts have been Selected and not all are worth the time to do original cataloging or are not good additions to our collection. Examples are a Finnish language version of a popular 21st century English language novel or a publisher'​s proof edition of a fully published work. Put these on the specified shelf in the Gifts Backlog for further consideration. ​ Not all gifts have been Selected and not all are worth the time to do original cataloging or are not good additions to our collection. Examples are a Finnish language version of a popular 21st century English language novel or a publisher'​s proof edition of a fully published work. Put these on the specified shelf in the Gifts Backlog for further consideration. ​
    
 +**__Gifts in poor condition__**
 +
 +Some volumes come to us in delicate or poor condition. We do not accept damaged materials as gifts as we cannot afford to remediate or bind damaged gifts.
 +
  
  
---- //​[[sep@library.umass.edu|Primary contact: Susan Pease]]//+--- //​[[sep@library.umass.edu|Primary contact: Susan Pease]], [[kdion@library.umass.edu|Kay Dion]]//
  
  
gifts/procedures_for_unsolicited_unplanned_gifts.txt · Last modified: 2019/01/07 12:20 (external edit)
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