The Ohio State University

Gift Materials: Control and Processing

A Gift Procedure Committee investigated all aspects of the control and processing of gift materials. The Committee presented to location librarians, (including Main and Undergraduate libraries) the following statements and procedures.

The plan was implemented 1 November 1982.

1. For control each location library (including those in main and undergraduate libraries) will keep its own gift books.

   
   

2. When location libraries have online capability, each location library will put its control number and the appropriate author/title or title information into LCS.

   
   

3. In the meantime, location libraries should:
   1. Compile an inventory of 1) unique, uncataloged gift monographs and 2) duplicate/ added volumes separately in each location to provide information so that the man hours and terminal time needed to process the material can be more accurately determined.

   2. Present those figures and make a recommendation to Dr. Studer for the staff, terminals, and space needed for this input.

   3. Use the fall back position outlined in the August 11, 1982 document, which essentially gave each location responsibility for maintaining bibliographic control of gift titles.

      
      

4. Processing of rush gifts.

   APD and Catalog Division will continue to process rush titles. Rush titles are those which are:

   1. For Reserve

   2. Requested by a patron

   3. Reference titles

   For those titles in LCS with an X no. (as well as those which are duplicates, different editions, or added volumes), an LCS printout should be placed in the piece.
   All rush titles, including those not on LCS, should be sent directly to APD with a yellow rush streamer inserted.

   
   

5. Processing of regular location library gift books.
   a. APD will process 100 titles per month for department libraries and 5 titles per month for undergraduate libraries.

   b. Department libraries will establish a quota schedule and procedures for sending 100 titles to APD. Each undergraduate library will alternate sending 5 titles to APD per month. Those procedures should include the filling-out of a gift form and insertion of said form in the book, a priority streamer, and, if the title has an LCS record, a printout.

   c. Catalog Division will catalog those titles among the 105 which do not have copy.

   
   

6. Main library gift books
   a. Main gift books will be stored in the pre-cat area with c/s numbers.

   b. APD will catalog as many as it can in addition to the 105 per month.

   c. The agreed-on priority streamer for Main gift books will be inserted by Main bibliographers and some Main department librarians.

   
   

7. This procedure will be reviewed in the future when we have the capability of expanding the processing of gift books. At that time we will continue to process rush gifts as outlined above (no.4) and will increase the quota for location libraries and Main Library in such a way that we maintain a balance of gift cataloging for all disciplines.

   
   

To accommodate LCS, part of the LC Call Numbers for scores cannot be used. A variation for accepting LC call numbers has been revised and is currently being implemented and displayed on LCS.

1. Sharp and flat are indicated as "S" and "F" respectively.

2. Major and minor are abbreviated as "maj" and "min" following LC's practice.

3. Since all the alphabets in the call number are displayed in the upper case, the hyphen is used following the key. Examples are:

B-MAJ	B-MIN	B-FMAJ	B-FMIN
E-MAJ	E-MIN	E-FMAJ	E-FMIN
		B-SMAJ	B-SMIN
		E-SMAJ	E-SMIN

The Cataloging Policy Board has developed a policy to establish priorities for cataloging monographs. It has been approved by location librarians (including Main and Undergraduate libraries).

1. Uncataloged monographs now stored in the Catalog Division:

   A time will be set up when concerned librarians may review titles to indicate priority items. Those books will then be cataloged ahead of newly received books without priority indication.

2. Uncataloged monographs in the Catalog Division which are not selected for priority cataloging in (1) above.

   Location librarians are encouraged to consider having the monographs not selected, discharged and taken to the location. Since those monographs have X numbers they may be circulated or consulted once they are placed in the designated location.

3. Books received in the future:

   Location librarians are encouraged to indicate the priority for cataloging by inserting green priority streamers when the books are received on approval, in ACQ. In the future, when the order form is revised, there will be a space to mark the choice of cataloging priority. Until then, location librarians should add the word "Priority" under the box marked "Rush" on the order slip. APD will process books as usual regardless of priority marking (approximately 75% of the books), and the priority streamers will apply to the books sent for original cataloging. International Programs will follow the above procedures uniformly.

4. Monographs for Main Library which are in Pre-cat storage:

   Location librarians in Main may go to Pre-cat areas, examine the collection, and indicate the priority cataloging by inserting green priority streamers. Those books will be given the priority cataloging only when specially requested to Ichiko Morita, Head, APD.

5. Rush requests:

   APD and Catalog Division will continue to process rush books as requested. They are: 1) items for reserve; 2) items requested by patrons; and 3) reference materials.

6. Serial titles and Gift materials procedures are being established separately.

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