Gift processing

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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 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 would like 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.