Acquisitions Department

GIFTS INITIAL PROCESSING PROCEDURES

Gifts are free donations to the U of M Libraries that are processed and sometimes added to our collection. Materials that are free upon request are also treated as gifts. To implement the U of M Libraries Gift Policies, the following definitions and procedures are established.

Request for free material:

1. Log in: No (if logged in, fill out Log Book Change Form to subtract $)
2. Request card and memo form; do not enter on database
1. Order no.: none
2. Date ordered: Current date
3. Near bottom of form following bibliographic data: PLEASE SEND ONE COPY OF THIS FREE PUBLICATION TO: (lib. name/add.)
3. Dispersal of form and request card:
1. Request Card: write across top: To Be Received Free
2. Memo form: place in envelope (with orders if this request accompanies other orders)

Initial Processing of Donations

1. Gifts and Out-of-Print Assistant:
1. Ascertains that a copy of the Gift Policy which has been signed by the donor is present;
2. Assigns a single log number to the group of gifts from one donor, e.g. G00/01-001, with the first four digits being the calendar year, the remaining digits in sequential order of receipt;
3. Examines and initially evaluates the items one by one,
1. Makes an effort to get volumes or parts of sets together;
2. Sends any periodical issues to the Periodicals Department;
4. Evaluates each item, reviews the searching results, and decides which will be retained (asking the advice of Department Head about any questionable items);
1. On all material on subjects covered by a branch library or main library holding location, e.g. MVC, check with the librarian in charge of the branch or department.
2. General guidelines to follow in deciding which material to add to the main library circulating collection and which to dispose of:
1. Supplementary text material:
1. Add to the collection if we own the text:
1. Student's guide to . . .
2. A programmed manual for . . .
3. Readings to accompany . . .
4. Cases and problems for . . .
2. Do not add to the collection (whether or not we own the text):
1. Instructor's manual to . . .
2. Solutions manual to accompany . . .
3. Transparancy masters to accompany . . .
4. Model examinations for . . .
5. Problems and solutions for . . .
6. Suggested guidelines for class discussions for . . .
7. Test bank for . . .
2. Textbooks
1. Add to the collection:
1. "Classic" works in all fields;
2. Newer editions of texts already in the collection;
3. Relatively new titles infields where library holdings are weak;
2. Do not add to the collection:
1. Older editions of texts already in the collection, except in the limited case of seminal works in the field;
2. Old copyright dates in any field in which library holding are strong;
3. Books in poor physical condition or with excessive underlining and handwritten comments;
4. Elementary and secondary textbooks;
3. Curriculum guides or lesson Plans - do not add to the collection;
4. Tests or test preperation guides - add to collection ONLY the latest edition.

Items not retained

Items about which an immediate decision can be made not to add them to the library collections, e.g. obviously outdated textbooks, seriously deteriorated physical condition, subject not pertinent.

1. Complete the departmental statistics: "gifts received" and if appropriate the "log of significant gifts;"
2. Decides (in consultation with the Department Head) on the most appropriate disposition of the unwanted material (See Gift Guidelines);
3. Boxes material and has it moved to designated storage area.

Send questions/comments/suggestions to Foster Bunday Acquisitions Department | The University of Memphis | University Libraries 126 Ned R. McWherter Library | Memphis, TN 38152-3250 Phone: (901) 678-2203 | Fax: (901) 678-8218