The following checklist is provided to assist each Collection Manager who accepts gifts on behalf of Library Development (our formally designated point of gift acceptance). These questions must be answered and processing requirements established before any items in the collections are processed.

1. If the donation has been received locally (in the department location) the collection manager ensures that Library Development has been notified; and ensures that the donation has been formally recognized in a letter from a Collection Manager, the Library Development Office, or Director of Libraries. (In specific situations the University's Development Office might also be requested to send a letter of acknowledgement.) The Library Development office provides a standard form to be used to report acceptance of items or collections.

2. The Collection Manager ascertains if the donor wishes to have a bookplate in the material added to the collection. If so, he/she consults with the Preservation Officer regarding the text and preparation of "named" bookplate.

3. The Collection Manager ascertains if the donor wishes to have his/her name in a donor field in the catalog record. (The 793 field in a catalog record enables a patron to retrieve donor information by searching by author or keyword. For examples, see the text being used in several collections already cataloged by OSUL, including the Alvin H. Reiss Arts Management Collection and the John A. Flory Collection of Cinema Literature.)

4. With the large number of en-bloc gifts received in recent years, setting priorities for their processing is necessary. Such priorities are set by the Assistant Director for Collections, in consultation with the appropriate Collection Manager, Development Officer, Preservation Officer, and Technical Services Personnel, based upon the condition of materials, and the needed and existing resources.

NEF 9/15/98