Acquisitions Department

GIFTS THAT MAY BE RETAINED PROCEDURES

For items that may be Added:

1. Searchers:
1. Final decisions on whether or not to keep gift books are not made until after your preliminary searching is done. To avoid any unnecessary re-working of the books after the decision is made, your preliminary searching plan (outlined below) is based on the following two assumptions:
1. we will keep any titles not owned;
2. we will not keep any titles owned.
2. Complete the following bibliographic searching procedure:
1. Check in the on-line catalog:
1. If the author's name has been previously established:
   1. Record the precise form of the name;
   2. Check to see if the particular title is already owned; if so, record the call number, noting whether exact edition or different edition and indicating what differs.
2. If the author's name has not been established, check also under the title. NOTE: If both catalogs have been checked and the author located but the particular title is not owned, write "a & t" beside the searching notation.
2. For all duplicate* copies, check the shelf list and show the number of copies owned and location of holdings if other than the circulation collection. Turn in all duplicated to the Acquisitions Library Assistant without searching for cataloging copy.

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*Our definition of "duplicates" as it relates to gift books includes those titles for which we own:
• an exact edition;
• same edition except American as opposed to British imprint or vice versa;
• same edition except hardback as opposed to paperback or vice versa; and
• a later edition. 
  Note: under this definition all "different editions" will NOT NECESSARILY be classified as "duplicates."

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• For all non-duplicate copies, proceed to search for an print out any OCLC cataloging copy. Search the National Union Catalog for cataloging copy when it is not found in the OCLC database. Also, print-out Name Authority records for all items for which the main entry has not been previously established in the card catalog. Turn in these non-duplicates to the Gifts and Out-of-Print Assistant.
3. Record the search activities on the request slip; and
4. Advise the Gifts and Out-of-Print Assistant when the searching process is complete on a gift collection.
2. Gifts and Out-of-Print Assistant:
1. Prepares a memo to the Clerical Assistant noting:
1. name and address of the donor;
2. date received;
3. log number if appropriate;
4. Supplier name & code;
1. ZZ-Anonymous
2. ZZ-Author
3. ZZ-Periodical
4. ZZ-Publisher
5. any information relating to gift plates;
6. other special data, e.g. how and why to be disposed of;
2. Passes the gift collection and memo to the Clerical Assistant.
3. Clerical Assistant:
1. Exports record;
2. Creatres DRA record;
4. Gifts and Out-of-Print Assistant:
1. Completes the departmental statistics: "gifts received" and "log of significant gifts."
2. Completes the "Receipt of Private Gift" form for the U of M Foundation:
1. Date gift material received;
2. Identification and estimated value of items received
1. Identification consists of number of items and type of material, e.g. 100 books;
2. Value of monographs will be set at $0.25 per volume except for items of unusual quality for which a "fair market value" will be determined by the Department Head (N.B. Under no condition will these valuations be conveyed to the donor);
3. Names and address of donor;
4. Statement of the physical condition of items: poor, fair, good, or excellent;
5. Estimate of the annual maintenance costs if accepted:
type in "N/A" (not applicable);
6. Estimate of costs of delivery or installation will be calculated as follows:
1. Number of volumes times the standard processing fee of $4.56 (e.g. 10 x $4.95 = $45.60), plus
2. For collections which must be picked up locally by the library staff, the number of miles of the round trip times $0.20 for sedans or $0.27 for station wagons or trucks:
3. For collections which must be picked up from distant locations out of the city, the Department Head will specify the costs incurred;
7. Estimate of all other costs which might be incurred by acceptance of the items will be provided by the Department Head.
3. A gift acknowledgment card will be mailed to the donor from the Library Dean's office after receiving notification of material being added to the U of M Libraries. The Dean and her/his secretary review these and write a personal letter where appropriate.
5. Department Head:
1. Signs the form to be sent to the U of M Foundation or U of M Office of Development as the designatee of the Library Dean;
2. Sends the original form to the appropriate office (U of M Foundation or U of M Office of Development)
3. Sends a copy to the Library Dean's secretary who will send a gift acknowledgment card or a letter of appreciation to the donor if needed.
6. Gifts and Out-of-Print Assistant will for each item to be retained
1. Checks the following details:
1. The main entry has been corrected to read like previous entries in the card catalog;
2. Any changes in the title have been made on all forms;
3. Added copies or added volumes are clearly marked [use red stamp on all forms].
4. Print-out of cataloging copy is attached when available;
5. Forms indicate clearly for which collection the item should be cataloged.
2. Sends material to the Catalog Department grouped according to the type of cataloging copy located:
1. OCLC LC exact edition copy;
2. OCLC member-input exact edition copy;
3. LC exact edition copy photocopied from NUC;
4. Added copies or added volumes;
5. Audio-visuals with or without copy;
6. Juveniles with LC or member-input exact edition copy from OCLC

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