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| gifts:procedures_for_unsolicited_unplanned_gifts [2016/11/01 11:07] – kdion | gifts:procedures_for_unsolicited_unplanned_gifts [2017/08/02 14:58] (current) – skrash |
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| **__Receiving gifts__** | **__Receiving gifts__** |
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| | We generally do not accept damaged materials as gifts. |
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| 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: |
| 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. |
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| * 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. Add the appropriate 9xx field(s) and update 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 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. |
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| * 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, 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 shelf. | * 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. |
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| * 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 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. |
| **__DVDs__** | **__DVDs__** |
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| Notify Linda Merritt of these. | Catalog as usual or notify Linda Merritt of these. |
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| **__Music__** | **__Music__** |
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| Sometimes we get tapes or similar musical works. Consult with Peter Shea. | Sometimes we get tapes or similar musical works. Inform Peter Shea. |
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| **__Questionable additions__** | **__Questionable additions__** |
| **__Gifts in poor condition__** | **__Gifts in poor condition__** |
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| Some volumes come to us in delicate or poor condition. If it has been chosen to be kept by a Selector, consult with Lorraine James on the proper way to preserve it for the stacks before cataloging. If the book has not been specifically marked for our collection and is in a poor condition, set aside for further condition on the Questionable Additions shelf as above. | 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. |
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