Section III, Chapter K
Gifts and Memorials Fund Purchases
1. INTRODUCTION
All materials selected for the Fondren Library collection, including gift materials, are
represented in the online catalog.
2. GIFTS PURCHASED ON THE GIFTS & MEMORIALS FUND
2.1 Cataloging
Gifts that are purchased on the Gifts & Memorials Fund, known in Sirsi as FRIENDS, and on subfunds of FRIENDS (numbered 5xx funds, e.g., 504), are acknowledged through a note in the cataloging record. A book requiring this acknowledgment arrives in Cataloging with a bookplate and identified by a gray flag, inserted by the Acquisitions staff upon receipt.
These materials are cataloged as usual, with a local note (MARC tag 590) added to the record, in the format: Gift: [text of bookplate].
Examples include:
Gift: Presented by John Smith in memory of Mary Smith.
Gift: Presented by John Smith in honor of Mary Smith on her 80th birthday.
Gift: Presented by John Smith in honor of the graduation of Mary Smith '98.
Gift: Presented by John Smith for WRC.
Gift: Presented to WRC by John Smith, with his autograph inscription. [When J.S. is the author as well as the donor.]
If at some later time a second copy is added to the collection, the original note should be amended to reflect that the library's copy 1 is a gift. If the gift book is a second copy in the collection, the note should include that information.
3. GIFTS IN KIND
3.1 Pre-cataloging
The gift materials are first checked by the Technical Services Office Assistant for automatic discards and duplications. Materials are then distributed to the appropriate selectors for review. After review, selectors place selected materials on the "To Be Cataloged" shelves.
Gift materials are processed once a month on Gift Day (second Tuesday of the month). Selected materials are first pre-cataloged by a designated Copy Cataloger.
- Check in Sirsi for duplications
- Search in OCLC for available record
- If LC or GMC record found:
- Write LC or GMC plus OCLC# on the white flag
- Export OCLC record to a diskette or desktop
- Update holdings in OCLC
- Import records by running the "prismload" report
- Update copy information in Sirsi:
Item Cat1: GIFT
Current location: INPROCESS
Change library for non-Fondren items if necessary
- If pre-ISBD (Fixed field Desc. Coded blank) or MC found:
- Write Pre-ISBD or MC plus OCLC# on the white flag
- Export OCLC record to a diskette or desktop
- Do not update OCLC holdings for these
- If no OCLC record found create a provisional record and write "NO COPY" and Sirsi Control #, date on the white flag, and place it on the original cataloger shelve.
- Import records by running the "prismload" report
- Update copy information in Sirsi:
Item Cat1: GIFT
Current location: INPROCESS
Change library for non-Fondren items if necessary
- Tattle-tape the books (done by the Cataloging student assistant)
3.2 Cataloging
Gift materials are usually cataloged and sent to the Marking Table the same day. Materials that require more complex or original cataloging may take longer, but shall be completed before the next Gift Day.
Prepared by: Jiun Kuo
Last updated: September 20, 2011
Index Terms: Gifts, memorials, FRIENDS, note, pre-cataloging, Gift Day,