This procedure contains information about the cataloging of gift books already selected for addition to the collections of University Libraries. For information about receiving and managing gift materials, see Gifts and Donations under Acquisitions Procedures.
Selection of a Gift Book for University Libraries
The Head, Bibliographic Services or a designate is responsible for selecting books for the libraries from among the gifts. Books for one of the special collections (de Grummond Children's Literature Collection, Special Collection, Mississippiana, Curriculum Materials Center, CurrLab, or Gulf Coast Research Laboratory) will be flagged and routed to librarians or staff members responsible for the cataloging of those materials. The remainder of the gift books will be for Cook Library or Gulf Coast Library.
All gift books added to the collections will be cataloged according to Edit Cataloging (Books) and other procedural documents for specific formats. See Cataloging Procedures.
Gift Books for Cook Library or Gulf Coast Library
Search the library catalog for a bibliographic record that matches the book in hand (author, title, imprint, edition, etc.). If a matching bib record is found, inspect the holdings.
- If we own a copy of the book at McCain Library, process the book for Cook Library. Add an item record, scan the barcode, and enter date and initials. Change the Bib Location coding on the bib record to reflect the added copy.
- If we own a copy of the book at either Cook Library or Gulf Coast Library, process the book for the other library. Add an item record, scan the barcode, and enter date and initials. Change the Bib Location coding on the bib record to reflect the added copy.
If a matching bibliographic record is not found, process and catalog the book for Cook Library.
Search the OCLC database for a matching bibliographic record. Perform cataloging work using Edit Cataloging (Books) and export the record to the library catalog with item record data attached. Verify the record's insertion into the catalog and that all information is correct.
If no matching bibliographic record is found, refer the book to a librarian for creation of an original bibliographic record.
If a search of the library catalog reveals that a copy of the book in hand is held at both Cook Library and Gulf Coast Library, route the book to library sale storage or to Kathy Wells to be discarded.
Linda K. Ginn