Technical Services Department Procedures Manual


Section 3A.11 :

How and what gifts are accepted by the library is determined by the Collection Development Librarian and/or the Archivist. Gifts are generally of three types: undefined for the collection in general, stipulated for a particular collection, or marked for the Special Collections area. Special Collections gifts can be either undefined or stipulated. The Collection Development Librarian and/or Archivist will provide special instructions such as, book label to be added, the collection be a named collection, uncirculating, to be placed in a standing collection, etc.
A simple gift going to the circulating stacks:

Add a 500 note to the record:

500 A gift to the Ensor Learning Resource Center by xxxxx, xxxxxx.

Add any qualifying statements:

500 A gift to the Ensor Learning Resource Center by xxxxx, xxxxx in loving memory of xxxxx, xxxxxx a Georgetown College alumnus(a), 19xx.

500 A gift to the Ensor Learning Resource Center presented by the students of Dr. xxxxx, xxxxx in honor of his retirement.

Add a bookplate to the piece if requested.

An undefined gift that is going in the stacks could be a single book or several hundred books. An example would be the collection given to us by Eugene I. Enlow a Georgetown College alumnus. The books in this collection where generally added to the circulating stacks collection. However, there were several pieces that went to Special Collections because of topic, rarity, or the Archivist requested they be put there.

On books 500 A gift to the library from Eugene Enlow, Georgetown College alumnus, 1944.

Add a bookplate to each item.

For Enlow materials that were added to Special Collections see the instructions for what information to add for Special Collection materials under Sec. 3A1.6 Special Collecitons/Archives Materials. Both sets of information are added in this case.

A stipulated gift that is to be made a collection within the library collections will be handled on an individual basis. Established collections should have procedures in Section 3A1 Collections and Special Materials. These are collections that will continually be added to, they may be stored in a separate area or be part of the general collections. Examples of this kind of collection are: Special Collections, Rankin Civil War Collection, Scholars Developing Scholars, etc.

A gift collection example that is a one-time cataloging special project and that requires additional access because of the terms of the collection would be the John Tuska art collection. This collection has been received and cataloged; it is unlikely that we will receive additional pieces for this collection. Access to the collection was worked out as follows:

A note was added: 500 This book is from the collection of renowned artist and UK professor John Tuska (1931-1998), given in memory by his sons Seth and Stephen Tuska.

And because this was a substantial collection an added entry for the person donating and a name for the collection was added.

800 1_ Tuska, John, $d 1931-1998. $t Tuska collection.

A bookplate was added to each piece.

These are general guidelines and each gift, collection, etc. will be worked out according to the needs for that particular collection.

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