You will find information about:
Information for donors about serials donations:
Thank you for your interest in donating materials to the University Libraries. The mission of the University Libraries is to provide access to information that will support and foster creativity, study, teaching, and research for the University of Arkansas campus community.
The Libraries do not accept walk-in donations or unapproved drop-offs at any of our facilities due to limited space and the high cost of sorting, reviewing, and processing donated materials. We consider only gifts-in-kind that relate to our mission and curriculum.
To see if your potential contribution fits into our collections plan, simply print and fill out this form and send it to us to start the process. You will be prompted to provide a list of titles, authors, year of publication, and edition to aid in our selection, as well as an estimate of the value of the potential materials.
If we determine we can accept your donated materials, once donated, the materials become the property of the University Libraries. Donated materials may be used or displayed in public or staff areas, put in storage, transferred to another unit within the university, sold, discarded, or donated to another institution, organization, or individual in accordance with Arkansas and university rules, guidelines, and laws.
Items the Libraries are interested in adding to our collection include but are not limited to:
Although exceptions may be made for special circumstances, we usually do not accept:
Appraisals: Because the Internal Revenue Service regards the Libraries as an interested party, the Libraries are unable to provide appraisals for tax purposes. The appraisal or establishment of an item’s value for tax purposes is the responsibility of the donor, as are appraisal costs. The Libraries will assist in identifying an appraiser for the donor when possible.
Donors should seek further information on valuation of donated property from the Internal Revenue Service and their own tax advisor or attorney. Two useful IRS publications links can be found below:
Acceptance of a gift that has been appraised by a third, disinterested party does not imply endorsement of such appraisal by the Library.
Some of the above text adapted from the University of Louisville Libraries General Collection Development Policy. The link to this policy can be found below.
Gifts Processing Policy for Subject Selectors and Content Services Personnel:
Gifts processing needs your cooperation so the donated monographs and serials can be handled in a more expedient manner. Subject Specialists will have thirty "working" days to decide if the materials should be added to the collection. Per the Associate Dean, if the Subject Specialist is unable to review an item within 30 "working" days of notification, Content Services personnel will make the decision. Please see Mary Gilbertson for serials if you have any questions.
The Serials Processing Specialist is responsible for the following:
1. If the donor is unknown, try to get as much information from the person dropping it off. However, if these donations were dropped off at your desk, do not worry and continue to process the donations by following the instructions below.
2.Per the Development Office (Dec. 2018): If the donor is unknown, do not fill out and turn in a "Gift in Kind Form to the Development Office and do not add the donations to the serials gifts spreadsheet kept on the Library drive. If you received many donations from an unknown donor you might want to create a spreadsheet to send to the selector to make it easier for them.
4. After the inventory list is done, then you are ready to proceed with the processing phase.
Issues received in Serials that are incomplete volumes may be held on the SERIALS 1X ADD SHELF.
Create an item record for each incomplete volume using the Item Record Template:
The I-Type will be the type of periodical. Location should be ser SERIALS. Status a AT SERIALS, ICODE2 n SUPPRESS. Be sure to move the newly created item record to the correct placement in the item list.
Once the suppressed item record has been created, you will need to add the following information:
CALL # 099 SERIALS 1X ADD THIS FIELD IS PART OF THE TEMPLATE
VOLUME Field will contain all issues for one (and only one) volume or multiple complete volumes.
Some exceptions may apply; discuss with serials supervisor(s).
NOTE Field will contain type & supplier (Date/Initials) volume:issue
NOTE Field will contain needed information or instruction
Lacking issues will be monitored and searched for on the Backserv list.
Example of 1xAdd Shelf Item Record Notes:
Once a complete volume has been acquired, use 1X ADD PROCEDURES.
Note: Slim ARKCO titles that could be damaged while sitting on the 1xADD SHELF should be placed in a folder before being sent to the 1xADD SHELF to aid in their preservation.
See StaffGuide: LINX (Storage) for more the processing procedures for the main collection and LINX storage annex.
Reworked 1xadd to correspond with new form
Issues received may be new gift donation or may complete a volume on the Serials 1x add shelf.
Add issues in whole volumes only, unless instructed differently.
Note: 1xadds for items currently held in Storage require the approval of the subject selector as well as Judy Ganson.
When returned from Cataloging:
A Bind Review is a short consultation with binding to determine the binding needs for a particular title. Binding will examine margin spacing, paper quality, potential use, and other relevant factors to determine how (or whether) a title should be bound.
In some cases, while filling out the 1xadd sheet, you may need to consult with binding for a binding review.
Gather several issues of the title in question and take them into binding for review. If you notice a format change in the run of the addition (e.g. the publication changes from a magazine style printing to a newspaper, be sure to bring copies of each to show binding).
Binding will give you their decision, and you can use that decision to complete your 1xadd paperwork.
Creation of Brief Bibs
Brief bibs are bibliographic records that are produced by serials which contain only on the essential information about a title. These bibs are basically placeholders until cataloging can create a more thorough bibliographic record.
One time additions that require original cataloging will also require the creation of a brief bib before sending the addition to cataloging. (Note: before creating a brief bib, complete a thorough review of Sierra and OCLC. A brief bib will only be needed when a suitable record cannot be located [needs original cataloging]).
To create a brief bib:
Note: If this option is not available, you will need to cancel the record creation, and add the template using: Admin>>Settings>>Record Template. Then add the Mullins brief bib records template to your possible selections.
Example brief bib:
Exporting a Bib from OCLC
You have found a Bib Record in OCLC that you want to export to Sierra.
Clean up the Bib record by doing the following:
Note: When adding a TITLE that contains a delimiter, only include the first section of the title (up to the delimiter) for the ALT TITLE. This is because in the ALT TITLE tag delimiters are not processed in the same manner.
The Bib has now been exported and readied for the procedure.
Here are the default locations for new materials added to the main collection:
Subject selectors will make this determination when they order new materials or accept gifts. Materials should be flagged if they are not going to the default location.
Need write up on counting statistics when initially filling out the 1xadd and then for when it is being reviewed 7/9 cwh
Several times throughout the year, gift titles from the civil engineering department will be dropped off and given to the Receiving Specialist. The gifts will have to go through the 1x add process.
Process for most TRB publications:
Follow the general procedures: