Procedure for Gifts Accepted at SEL

draft 03/01/16

Receiving a Gift at SEL

Sometimes science related gift material is brought directly to SEL by a donor.

When this happens, SEL staff have a donor checklist that the donor fills out indicating:

If the book should be returned if it is a duplicate to the collection, of if the library subject specialist determines it does not fit within our collection development policy (Yes or no)

If they would like a gift plate (Yes or no) How they would like their name and UMass affiliation to be listed

If they want an acknowledgement letter to be sent to their home address (Yes or no) Provide address

When a Gift is Accepted at SEL

The appropriate library subject specialist will evaluate the general condition of the material and whether it fits within our collection policy and general program needs on campus.

The material will then be passed on to the staff member at SEL in charge of gift processing (John Caranci), who will see that the gift is searched in ALEPH. Uniqueness to the Five Colleges is a prime criteria for keeping donated material. Some duplicate copies to the UMass or Five College Libraries will kept if the item is high use, as evidenced by circulation.

The staff member (John Caranci) will either discard the donation, if it is duplicate that is not needed,


prepare any gift plates or acknowledgement letters requested. Letters will be mailed directly from SEL, and reported forward to Library Development. Gift plates will be affixed to all materials.

Materials to be added to the collection should them be send to:

Susan Pease IRM

noting if she should expedite the cataloging of any item.

Cataloging Donated Materials

Gift materials will be received and cataloged by by Susan Pease in IRM.

Items to be expedited will be cataloged and processed when received, and then sent back to SEL.

Other gifts will be added to the backlog of gift items to be cataloged, and follow the normal process of cataloging and processing, and then sent back to SEL.

If you know who donated the book, add a 541 field with the name of the person who donated it. Follow this example :

541_ _ $c Gift $a [donor name.] $5 MU


Receiving gifts at SEL: ask John Caranci

Cataloging gifts in IRM: Susan Pease

Primary contact: Susan Pease

sel_gifts_procedure.txt · Last modified: 2020/04/23 11:15 by spease Creative Commons License Valid CSS Driven by DokuWiki do yourself a favour and use a real browser - get firefox!! Recent changes RSS feed Valid XHTML 1.0