StaffGuide: Receiving & Processing

Donation Information for the Donor

You will find information about:

  • Information for donors about serials donations

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.

Tips and Information

Items the Libraries are interested in adding to our collection include but are not limited to:

  • Titles written by University of Arkansas faculty and alumni
  • Titles about Arkansas and written by Arkansas authors
  • Titles to be used to support a specific class
  • Musical scores
  • Fiction or non-fiction published within the last five years

Although exceptions may be made for special circumstances, we usually do not accept:

  • Textbooks
  • Popular fiction paperbacks
  • Popular magazines
  • Incomplete runs and single issues of periodicals/journals/magazines
  • Multi-volume general topic encyclopedia sets (i.e. Britannica, World Books, etc.)
  • Titles we already own (duplicates)
  • Titles in poor condition; materials that show signs of mold, infestation, or significant degradation, or contain excessive highlighting or stains
  • VHS tapes, audio cassettes, computer software, or other obsolete media

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:

  • Publication 561: Determining the Value of Donated Property
  • Publication 526: Charitable Contributions

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.

Guidelines for the Gift In Kind Form

If the donor is present and filling out the form, keep these two things in mind: 

  1. Be sure that the donor fills out the entire form.
  2. The donor must answer this question:  "What is the estimated value of donation? $ ________________ (required)".
    • Do not give an estimated value. Library staff are not allowed to give an estimated value.

Gifts Processing Policy for Subject Selectors & Content Services Personnel

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.

Receiving Serials Donations (From Special Collections)

Receiving Serials Donations (From Special Collections) Guidelines:

Receiving Serials Donations (Known Donor)

Receiving Serials Donations (Known Donor) Guidelines:

The Serials Processing Specialist is responsible for the following:

  • If the donor is known and will be dropping off donations at the library, the Serials Processing Specialist is responsible for setting up a time to meet, receive the donations, and make sure the donor completes the Gift in Kind Form.
    • **If monographs were also received, these will need to be taken to the Monographs Acquisitions Cataloging Assistant. Give the assistant a copy of the filled-out Gift in Kind Form along with the monograph donations. Also, do NOT just drop off the donations at their workstation when they are not there. It is best to give the form and monographs to them in person and answer all their questions pertaining to the donation. This saves a lot of time and hopefully lessens confusion.**
  • After the donation is received and the form is completed by the donor, the next step is to inventory the donation by creating an inventory list and adding the data into the Development Office's serials gifts spreadsheet found in the Library drive.
    • The inventory list is your spreadsheet that includes information to aid in processing the donation.
    • The inventory list will come in handy when it is time for the subject selector to make their decision on what to add and not add to the collection. Also, the information from the list can be copied over to the Development Office's serials gifts spreadsheet. The Libraries keeps a calendar year-based spreadsheet for all of the monographs and serials donated.The monographs list is kept on its own spreadsheet. Finally, this list will help with prepping the materials before it goes to Serials Cataloging.
  • After the inventory list is done, then you are ready to proceed with the processing phase.

Receiving Serials Donations (Unknown Donor)

Receiving Serials Donations (Unknown Donor) Guidelines:

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.

1x Additions

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.

Item Record Template

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. 

  • EX:  v.43 no.4 2010  ;  v.43 no.1,2,3,5 2010  ;  v.43 no.1,5,6 2010  ; 
  • EX:  v.43-48 2000-2005  ;

Some exceptions may apply; discuss with serials supervisor(s).

NOTE                     Field will contain type & supplier (Date/Initials) volume:issue

  • EX: NOTE                     Gift of Juana Young (8/18/10 dab) 43:4  
  • EX: NOTE                     Subs overlap (D/I) v:I;
  • EX: NOTE                     Gift of pub (D/I) v:I;
  • EX: NOTE                     BVOL RECD BSERV (D/I) v:I;
  • EX: NOTE                     REPL RECD ABSOLUTE (D/I) v:i

NOTE                     Field will contain needed information or instruction

  • EX: NOTE                     Hold until no.5, 6 recd (08/24/10rg)
  • EX: NOTE                     Lacking 43:5, 6; added to Backserv/missing issues list (D/I)
  • EX: NOTE                     1X ADD SENT TO CAT (D/I)

Lacking issues will be monitored and searched for on the Backserv list.

Example of 1xAdd Shelf Item Record Notes:

1X Add Item Record Note

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.

Serials may occasionally receive a monograph to be added to the collection. The gifted monograph will go to the Monographs Acquisitions Cataloging Assistant. If the monograph is in a non-print format, you will pass it off to Performing Arts Librarian. If the monograph is from the Government Publishing Office or we have a GPO record of the title, pass the gift to Document Processing Supervisor (Government Documents).

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.

  1. Locate bibliographic record - Make print out including summary
  2. Verify holdings at location if needed
  3. If bibliographic record not found, look for OCLC Record - Make print out
  4. Complete paper work: 
    1. Start set-up/1x add form
      1. Determine if the 1x add needs original bib. [Original bibs are needed if there is no suitable OCLC record to export and an original bib must be made. Note: Brief bibs still need an original, as they do not qualify as a full bib.]
    2. Check off what type of add it is:
      1. “1x add”               [Give to Records Maintenance Supervisor for bib record export. Note: if you export a record from OCLC, be sure to add the newly created record number on the 1xADD form.] Note: When you mark 1xadd, it is counted as a new title in statistics (new titles include original cataloging or bib xpo).
      2. “1x added vol(s)”             [Use existing bib record]
      3. “1x added copy” for new format / adding location [Use existing bib record]
    3. Check off the type:
      1. Continuation
      2. Arkansas Continuation
      3. Periodical
      4. Arkansas Periodical
    4. Fill out the form by copying and pasting the corresponding sections from the bib/OCLC record
      1. Title (245)
      2. Author (if available)
      3. Search Record (.b#, Other, OCLC number)
      4. Write name of donor (can be the also be publisher, or “unknown”)
      5. VENDOR CODE or PMT TYPE: (this will almost always be Gift, but if you have questions ask R3)
      6. FUND: (since most 1xadds will be gifts, the fund for gifts is none)
      7. Other Information: List what volumes/issues are being added as well as any other pertinent information (number of pieces, URL, need for a bookplate, etc.). During this phase, you should look for errata/corrections in the journals in recent journals.Use your best judgment about whether an error or correction should be noted. If important errata are found, copy the errata page, following the errata copying guidelines. Keep the errata with 1xADD paperwork. Make a note detailing which issue contains the errata/corrections. You should also review each issue for loose material within the addition. Some loose material can be discarded, but if you discover something and have a question about it, consult your supervisor.If you exported a record from OCLC, write BIB XPO (D/I) and include a copy of the OCLC record with the paperwork. During this step, you may encounter duplicate copies of 1xadd material. Set these off to the side. When we deliver the 1xadd to binding, include the duplicate copies with the note: 1xadd Duplicates (D/I). Binding can then select the best copy to use for binding.
      8. Location: Where the title will be going. (If there are multiple locations for a given title, state where this particular vol/iss should be stored).
      9. Call number
      10. HOLDINGS. Copy and paste from LIB HAS note (Remove the delimiters). Update the holdings to include the newly added material. For example: if the LIB Has note reads: MAIN: v.61- |2007- and you are adding vol. 60 2006, update the holdings to read MAIN: v.60- |2006- . For clarity, highlight any changes you make to the LIB HAS note. Editing the LIB HAS can be tricky. If you need help in determining how to craft a correct LIB HAS note, speak with a coworker, or visit the Serials Summary Holdings section of the Cataloging and Acquisitions Research Guide.
      11. Binding: In this section you will select what type of binding (if any) a particular addition will receive. It may be necessary to consult with binding to determine which type of binding should be used.
  5. Review “Series Authority” records as required and enter appropriate information
    1. F= analyzed in full; P=analyzed in part; N=not analyzed
    2. S= separately; C=collectively
  6. If book plates are needed/wanted:
  1. Special Collections’ bookplates will be ‘virtual’ only;
    1. For Spec Coll bookplates, add in the “Other Information” section the line Add local bookplate 690 subject: (Book plate name).
  2. Acquisitions will make the bookplate and flag;
  3. Follow cataloging directions, see link above.
  1. Remove all packaging, sticky notes, etc. from issues before sending to Cataloging
    1. CREATE or MODIFY “Ser 1x add item record
    2. CHANGE STATUS from “a (at serials)” to “b (in process)”
    3. ADD “x” note: 
      1. Subs overlap (D/I) v:I;
      2. Gift of pub (D/I) v:I;
      3. BVOL RECD BSERV (D/I) v:I;
      4. REPL RECD ABSOLUTE (D/I) v:i
    4. ADD “x” note:  Sent to cat (D/I)
  2. Take volume/issue to Cataloging with paperwork

Note: 1xadds for items currently held in Storage require the approval of the subject selector as well as Judy Ganson.

When returned from Cataloging:

  1. R3 - Verify holdings in bibliographic record
  2. R3 - Staple both corners of paperwork
  3. R3 - Photocopy 1X Add sheet and send with issues going to binding
  4. R3 - Enter information into 1X Add excel spreadsheet for statistics
  5. R3 - Hole punch and file alphabetically in notebooks

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: 

  • In the main Sierra window, select File >>New Record >>Bibliographic Record [ctrl+n].

Brief bib Selection

  • You will be prompted to select a template. Choose serial: Mullins brief bib records

Brief Bib Template Selection ​

  • 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.

​Adding template

  • The template will be bare. Fill out the fields as much as you reasonably can. Keep in mind that cataloging will create a full bibliographic record when the 1xaddition reaches them
    • You must have:
      • a title (245 field)
      • a ALT TITLE (222) that is the same as the title..
      • Local Note v947: BRIEF BIB KEYED IN; needs original (D/I).
      • Blank CAT DATE
  • After completing the fields, click Save. The record should now be searchable in Sierra. Use this record to complete your 1xaddition paperwork.  Remember to print a copy of the brief bib that you have created when completing the 1xaddition.

Example brief bib: 

Brief Bib example

 Exporting  a Bib from OCLC

You have found a Bib Record in OCLC that you want to export to Sierra.

  • In OCLC select the ActionExport button. This will export the record into Sierra.

          OCLC Bib Export

  • Once the Bib has been exported, run an OCLC number search in Sierra for the record you have just imported to verify that it has exported properly into Sierra.

Clean up the Bib record by doing the following:

  •  Blank out the catalog date.

           OCLC Cat Date

  •  Add a local 947 note (v) that reads: BIB XPO (D/I)
  •  Examine the record for 246 (ALT TITLE) fields. Make sure for that for every 246 field, there is an identical 222 [ALT TITLE] field.  Additionally, for every TITLE field there needs to be a 222(ALT TITLE) field. You may have to add them.

            Alt Titles

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.

BIB XPO with Delimiter

  • Remove any URLs (856 fields) that are linked in the bib as they may not function correctly. An exception to this would be open access journals. Should the journal be open access, and the link function properly, you could leave it in.
  • Remove any Dewey Decimal Classification numbers (082 Fields). Genre fields (655) can be left for cataloging to clean up.
  • Finally, return the local 947 BIB XPO note that you created. Update the note to include any changes that you have made to the Bib record. For example, if you deleted an 856 field or 082 field, indicate BIB XPO (D/I); 856 deleted, 082 deleted (D/I); or if you added a 222 indicate: BIB XPO (D/I) 222 added (D/I)

The Bib has now been exported and readied for the procedure.

Here are the default locations for new materials added to the main collection:

  • Purchased materials go to main unless designated for storage.
  • Gifts go to storage unless designated for main (per Joel).

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

1x adds--Engineering Department Gifts

1x adds--Engineering Department Gifts:

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:

  • Before adding the print copy, it will need to be examined for damage.
    • ​If the issue is damaged, do not add to the collection.
  • Do not add duplicates to the collection.
  • If a supplement is found, add it to the collection.
  • Once you have received the gifts, put them in chronological order under each title received. (Example: ACRP Report no.10-no.1) (You want to put them in this order because it will be easier when it comes time to move your item records in the item record summary.)
  • Check for CD-ROMs / DVD-ROMs in the back of each issue.
    • If a CD-ROM is found in the issue, it must be 1x added.
    • Do not forget to stamp the inside of the print copy associated with the CD-ROM or DVD-ROM with, “Supplemental materials available in Performing Arts and Media Dept.”
    • Add an x note in the item record that says for example: “On CD-ROM: "Multimedia Material Supporting the Guidebook on Best Practices for Airport Cybersecurity". ACRP Project 05-02. CRP-CD-171. Copyright: 2015.”
  • Follow cataloging and processing procedures.
    • If series is analyzed, either proceed to analyze the item or send item to the analyzed shelf to be processed.