Middlebury

Difference between revisions of "Gift processing"

 
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[[Acquisitions Procedures|<< Back to Acquisitions Procedures]]
 
[[Acquisitions Procedures|<< Back to Acquisitions Procedures]]
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<br>
  
<br>Rcv gifts from alumni, alumni authors, foundations, faculty members, etc etc.<br>Procedure for small gifts:<br>When unpacked:<br>
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==== Circulation desk guidelines ====
  
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*Circ desk only accepts small donations (1-3) items; large bags or boxes are not accepted
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*Circ staff refer gift-givers to go/lisgifts or Head of Collections<br><br>
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==== Procedures for small gifts from alumni, alumni authors, foundations, faculty members, presses, etc. ====
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*Unpack or retrieve from Circ desk
 
*Hardcover: we will not keep books published prior to 1995
 
*Hardcover: we will not keep books published prior to 1995
 
*Paperback: we will not keep books published prior to 2005
 
*Paperback: we will not keep books published prior to 2005
 
*Joseph/Ginny examine for quality: we do not keep if they would need extra P&amp;P work
 
*Joseph/Ginny examine for quality: we do not keep if they would need extra P&amp;P work
*For small donations student searches NEXPRESS. We do not keep earlier editions.
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*Search Midcat, NExpress
*Terry reviews if we do not already own: moves to booksale truck or leaves on shelf to be cataloged.
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*Do not keep earlier editions if later editions exist
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*Head of Collections reviews if we do not already own: moves to booksale truck or leaves on shelf to be cataloged
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<br>
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==== Large donations ====
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*Liaisons, Head of Collections Management participate in the review
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*Search Midcat, NExpress
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*Preferred: add what is not duplicated in NEXPRESS
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*Books to Cataloging
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*Booksale duplicates
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*Add titles we do not own<br><br>
  
For larger donations: liaisons participate in the review<br>
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==== MARC 541 field ====
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*All added gifts are given a 541 field (setup as a macro) which states donor name and fiscal year. This is for statistical record keeping
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*Special Collections materials should note gift information on flag
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*Add the 541 field for anonymous donations, i.e. 541  |a Anonymous
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*541  |a Name |c Endowed Fund 200753 |d Date of gift
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<br>
  
*they usually ask us to only add what is not duplicated in NEXPRESS
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====Class year for Middlebury graduates====
*Currently our student searches but we can just give these books to Cataloging; they can booksale the dupes and add the ones we do not own; no need for duplicate searching
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*Use all four numerical digits for Middlebury class years AND "Class of" so as not to confuse a graduate of '12 (i.e. 1812 vs. 1912 vs. 2012)
*All added gifts are given a 541 field (setup as a macro) which states donor name and fiscal year. This is for statistical record keeping.
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*Example: Francis Leroy Graham Agnew Class of 1929 Fund
  
*Will also start to add the 541 field for anonymous donations that are kept .
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<br>
  
*Michele will start to bring in records for the gifts being added which we do not own, rather than putting a NO RECORD IN CATALOG slip.
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==== DVDS ====
  
DVDS<br>
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*Head of Collections reviews if we do not already own: moves to booksale truck or leaves on shelf to be cataloged
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*If DVD is a copy of current collection, either add as 2nd copy, or keep duplicate in room 133 in the Replacement DVD cabinet: for when owned videos get lost or damaged
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*Add the 541 field for dvd donations<br><br>
  
*Will start to add the 541 field for dvd donations.
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==== Acknowledgment Letters ====
*If we own the dvd at Media Circ we add donation to Browsing.
 
*If we own the dvd at both Media Circ and Browsing we keep the donated duplicate in room 133 in the Replacement DVD cabinet: for when owned videos get lost or damaged.
 
  
Electronic bookplating is on the wish list. Cost? Webteam? Writing code? Advancment? How many others would be involved with that project?Terry will consider adding it to the project directory.<br><br>
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*Advancement needs copies of all acknowledgment letters, to be sent to Deb Wales (dwales@middlebury.edu) and Brenda Currier (currier@middlebury.edu). Scanned/emailed copies are fine.
  
 
[[Category:Acquisitions]]
 
[[Category:Acquisitions]]
 
[[Category:Gifts]]
 
[[Category:Gifts]]

Latest revision as of 16:37, 5 January 2016

<< Back to Acquisitions Procedures

Circulation desk guidelines

  • Circ desk only accepts small donations (1-3) items; large bags or boxes are not accepted
  • Circ staff refer gift-givers to go/lisgifts or Head of Collections

Procedures for small gifts from alumni, alumni authors, foundations, faculty members, presses, etc.

  • Unpack or retrieve from Circ desk
  • Hardcover: we will not keep books published prior to 1995
  • Paperback: we will not keep books published prior to 2005
  • Joseph/Ginny examine for quality: we do not keep if they would need extra P&P work
  • Search Midcat, NExpress
  • Do not keep earlier editions if later editions exist
  • Head of Collections reviews if we do not already own: moves to booksale truck or leaves on shelf to be cataloged


Large donations

  • Liaisons, Head of Collections Management participate in the review
  • Search Midcat, NExpress
  • Preferred: add what is not duplicated in NEXPRESS
  • Books to Cataloging
  • Booksale duplicates
  • Add titles we do not own

MARC 541 field

  • All added gifts are given a 541 field (setup as a macro) which states donor name and fiscal year. This is for statistical record keeping
  • Special Collections materials should note gift information on flag
  • Add the 541 field for anonymous donations, i.e. 541 |a Anonymous
  • 541 |a Name |c Endowed Fund 200753 |d Date of gift


Class year for Middlebury graduates

  • Use all four numerical digits for Middlebury class years AND "Class of" so as not to confuse a graduate of '12 (i.e. 1812 vs. 1912 vs. 2012)
  • Example: Francis Leroy Graham Agnew Class of 1929 Fund


DVDS

  • Head of Collections reviews if we do not already own: moves to booksale truck or leaves on shelf to be cataloged
  • If DVD is a copy of current collection, either add as 2nd copy, or keep duplicate in room 133 in the Replacement DVD cabinet: for when owned videos get lost or damaged
  • Add the 541 field for dvd donations

Acknowledgment Letters

  • Advancement needs copies of all acknowledgment letters, to be sent to Deb Wales (dwales@middlebury.edu) and Brenda Currier (currier@middlebury.edu). Scanned/emailed copies are fine.
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