Gifts and Donations
Page update in progress (lkg 08-12-2011)
of books, manuscripts and similar materials are valued additions
to the Libraries. If
some of the gifts are duplicates of works already in the collection,
they may be offered to another library or put in the Library
book sale or discarded.Those
wishing to make arrangement to donate materials should contact
the Gifts and Exchange Specialist. Items
can be brought to the department, circulations or to the loading
dock during regular business hours.
Procedures for the University
and Exchange Specialist
donor sign and fill out the donor statement.
the acknowledgement letter and the yellow copy of the donor statement
to the donor through the mail. Add number of items received to the
each donated item in the library catalog to determine whether or not the library
system already has a copy of any of the items donated in one of
the collections. If the item or a previous edition of the item is
already in one of the collections, make a note of it and put it into
front of the book.
items already held anywhere in the library system is reviewed
by the collection development coordinator or librarian.
items not already held in the library system proceed to step 2.
item not held in the library system are to be reviewed the collection
development librarian to see is the item is to be added.
all processing is done, count how many items there are and keep a
count for your monthly report.
are ready to be cataloged if items are to be added to collection.
A. If the library
does not already pay for a subscription to the title being donated,
then do a donor statement and acknowledgement letter.
B. If the library
does already pay for a subscription to the title being donated,
then do a donor statement and an acknowledgement letter.
C. Before adding
a gift subscription, make sure that the donor intends to continue
that subscription indefinitely. This does not have to mean forever,
but for more than just a year of two.
D. Whenever a gift
subscription is added or terminate, make record of that for the
A. Proposing-If serials
receives a journal from another institution that is not one of the
library's active subscriptions and it looks like it would make for
a good exchange, send the proposal letter to the other institution
to see if an exchange agreement can be made. If a response is received
and an exchange is agreeable, then set it up.
up an Exchange-To set up an exchange, add title to gift and exchange
list. Notify the Southern Quarterly editorial assistance to add
the exchange to their list. Give the serial title to the serials
C. If another institution
proposes an exchange and it is accepted, then send the other institution
a letter accepting the exchange and set it up.
D. As with gift subscriptions,
whenever an exchange is set up or terminated, make record of it for
the monthly report.
discarded items into boxes and take them to the dumpsters.