Gift Processing

Receivers should always be aware of the condition of the material they are handling. With gift materials, as with all materials, watch for broken or brittle covers, torn pages, mold, pests, and other problems. If mold or pests are discovered, the material should be isolated immediately, and enclosed in plastic (we have bags for this purpose). If in doubt as to the condition of the material, check with Preservation before processing further. If mold is confirmed, gift materials should be returned to the library bagged and unprocessed. Materials may be sent to Preservation for minor repairs. (Charge to Pseudopatron # 373782)

Libraries send gift materials directly to Order Services to be added to Acorn. Each gift book is generally accompanied by a workslip that has been used by Collections staff to indicate the source of the gift and any preliminary decisions that have been made. This workslip should remain with the piece as well as the search slip that comes with it.

Upon receipt, verifier will:

1) Search for duplication in Acorn.

2) If the title is found (see notes below "regarding duplication"), follow instructions on the white verification slip regarding duplication:

If duplicate is NOT to be added, return to the library noting on slip "dup of (Acorn number)", your initials and the date. (All Central Gifts should be returned to Brian Kurowski/Collections Development; all others should be returned directly to the appropriate bibliographer.)

If duplicate IS to be added, add as a copy (if the first copy is still on order or in process), or treat as an ident (if the first copy is cataloged):

Adding a copy (when first is not cataloged):

• If the piece in hand is for the same library, use the ADD COPY command and select the item for which the piece is an ident. Click on ADD COPY.
  or
  If copy in hand is for a different Library, use ADD VOLUMES AND CALL NUMBERS command. Click on ADD CALL NUMBER, then select appropriate library to add call.
• Be sure that XX in front of call number, and that the class scheme is LC.
• Enter the barcode for piece in hand. Update cat 1 for subject and cat 2 (gift), and change CURRENT LOCATION to BAKER-HOLD.
• Go to Bib tab, and edit bib record:
• Add 541: (Donor's name): enter only the last name, ex. Waldinger (for all gifts where the donor's name is noted on the slip)
• If the gift is from the Simon Collier Collection, a 500 note should also be added. See Simon Collier procedure.
• Add 951: (Title level note): add cataloging type, and series verification notes
• Add 952: (Copy level note): add Location, c.2 (if for same library as first copy), bibliographer's name, Verifiers initials, date, and any special binding or other instructions. (Ex:CEN,c.2:ROMANS;mew02172003; INTENTIONAL DUPLICATE).
• Check that the record is not shadowed at the title level (particularly if the copy is a replacement), and unshadow if necessary.
• Flag book as appropriate, add workslip and any other paperwork and route.

Gift Replacements:

Occassionally, Central will send gifts for processing that are replacements for existing copies. These are generally marked PRIORITY, and should be flagged and processed accordingly. They may bear the stamp "NOTIFY COL DEV TO WITHDRAW ORIGINAL". The verifier should add the Acorn number to the slip before routing. Most are idents, and should be added to the existing record, but some may be different editions from the originals. For these materials, please be sure that the paperwork remains in the piece through all TS processing points.

IF the replacement duplicates a book housed at the Annex, the verification slip should bear the stamp "NOTIFY COL DEV TO WITHDRAW ORIGINAL". Collections Development will have already recalled the Annex copy and determined that the replacement is in the better condition of the two. The Annex does not accept duplicates; intentional duplicates of titles housed at the Annex will only be sent for processing if the gift copy is in better physical condition and the other copy will be withdrawn. If the slip does NOT bear this stamp, check with Collections Development before processing the book.

 

Speed Cataloging Identical copies (first copy is cataloged):

• If the piece in hand is for the same library, use the ADD COPY command and select the item for which the piece in hand is an ident. Click on ADD COPY.
  or
  If copy in hand is for a different Library, use ADD VOLUMES AND CALL NUMBERS command. Click on ADD CALL NUMBER, then select appropriate library to add call.
• Check call number to make sure that there is no XX in front of it, and that the class scheme is LC.
• Enter the barcode for piece in hand. Update cat 1 and cat 2, and change CURRENT LOCATION to BAKER-HOLD.
• Go to the bib tab and edit bib record:
  • Add 541: (Donor's name): enter only the last name, ex. Waldinger (for all gifts where the donor's name is noted on the slip)
  • If the gift is from the Simon Collier Collection, a 500 note should also be added. See Simon Collier procedure.
  • In the 951 field, add a note citing id;(your initials);(date cataloged);Library;copy number; e.g. id;nbk;072497;MNGT;c.2. Note that information must be in this order, separated by semicolons, and no spaces. (Even if this is the only copy for that particular library, other copies may be added later, so putting the library will cause less confusion.)
  • 952: (Copy level note): add bibliographer's name, and any special binding or other instructions. (Ex:CEN,c.2:ROMANS;mew02172003; INTENTIONAL DUPLICATE).
• Check the Label to be sure that the call number is formatted properly.
• Check that the record is not shadowed at the title level (particularly if the copy is a replacement), and unshadow if necessary.
• Flag book as appropriate (ident, c.2, etc.), add workslip and other paperwork and place on MARKING / BINDING truck.
  

3) If the title is NOT found in Acorn, bring in a record from OCLC or, if title is not in OCLC, create a provisional record (see procedure "What to include in a Provisional Record").

In the bib record add:

951: (Title level note): add cataloging type, and series verification notes
952: (Copy level note): add bibliographer's name, and any special binding or other instructions.
Add 541: (Donor's name): enter only the last name, ex. Waldinger (for all gifts where the donor's name is noted on the slip).
If the gift is from the Simon Collier Collection, a 500 note should also be added. See Simon Collier procedure.

If the SmartPort record carries a 948 field ("NO HOLDINGS IN TJC"), this field should be removed.

4) Workslip: add Acorn Title Control number to slip. (It is not necessary to add any other information to the slip that can also be found in the record.)

5) Attach barcodes to piece according to location and material type.

6) Insert Acorn printout in the book if MC, flag as NC, or Speed Catalog the title, as appropriate.

7) Flag material as appropriate (for library, type of cataloging, special binding instructions, etc.)

8) If there is a bookplate, stamp the workslip "Book Plate Attached", clip with other paperwork (e.g. search slip), insert in piece and route appropriately.

Regarding duplication:

The item is not automatically considered a duplicate (see criteria to determine duplication) if the title is already held by Law, BioMedical, Documents, or is a NetLibrary copy. However, if the bibliographer has not indicated whether duplication is ok, check with the bibliographer before adding. If the title is to be added, do not add the piece in hand to these records, but rather bring in a new record for the piece. Add a 952 to the new record "dup of (Law, etc.)".

If the item in hand is a duplicate of a piece that is in a Dewey call number, DO NOT add as a copy to the Dewey Call Number. Create a new Call (with an AUTO Call Number if necessary); the new piece will be added in LC. The piece should then be routed to the Original Cataloger for call number assignment.

If the item in hand is a different printing of the title in Acorn, add information to the 952 to describe the piece in hand ("1976 pbk", etc.). If the bibliographer has not indicated whether duplication is ok, check with the bibliographer before adding.

If the item in hand is a different edition from the title in Acorn, add a new record that more closely matches the new piece.

Creating multi-volume sets:

Here's a step by step "how-to" for creating multi-volume sets for gifts.

updated 8/16/2004; mew ; updated, tac03062007