The Ohio State University

The attached several pages constitute an interim statement of procedures to be followed by all library personnel (and staff of Friends of the Libraries) in the general handling of gift items and items that are to be withdrawn from the collections. It was developed by an ad hoc working group led by Marsha Hamilton. (Appended is a brief detail of procedures related to withdrawals -- intended for ready consultation.)

This statement does not address questions of collections policy, that is, on what basis any item in the collection might be selected for withdrawal.

Comments on this interim procedure are especially welcome, as it will be reviewed closely over the next eighteen months.

1. ACCEPTANCE

To follow tax and other governmental regulations, all gift materials donated to the OSU Libraries, regardless of campus or location, will be accepted on behalf of the Friends of the Libraries. All general inquiries concerning donations should be directed to the Friends of the Libraries Office. Donations to regional campuses, special collections or subject specific donations may be accepted directly at the appropriate regional campus, collection or department library.

a. Donations arranged through the Friends Office

1. Any calls regarding gift donation or pick up will be directed to the Friends Office.

2. Friends will arrange for their student employee to schedule a pick-up from the donor.

3. The Friends student will count all titles. The student will affix a pressure-sensitive donation label to each box, indicating date, person accepting shipment, donor, general subject area of titles in box, # of titles in box and total number of boxes in that donation (i.e., Box I of 7). If the collection is already boxed, the student will either quickly review and fill out the labels at the pick-up site or if that is not appropriate, affix labels to boxes before placing them in Room 006 Main Library or other designated storage area.

4. After delivery of gift donation to the Libraries, the Friends student will fill out a "Report of Gifts to the O.S.U. Libraries" rev. 1/86 form, using information already written on the box labels. This form will be filled out within one week of donation and sent to the Friends Office, Room 112 Main Library.

5. The Friends Office will send out a "Gift Acknowledgment" form. Friends will keep the donor's name for further use, depending on size and quality of the donation.

b. Donations arranged through Department Libraries, Regional Campuses or Individual Collections

1. These libraries may either accept subject specific donations or refer inquiries to the Friends Office.

2. If handled in the location, pick-up or drop off of gifts should be scheduled by location or regional campus staff.

3. Location or individual collection staff will count all titles received and fill out a "Report of Gifts to the O.S.U. Libraries" Form (already in use). This form must be sent to the Friends Office within one week of donation.

4. Location or regional campus librarians will review donated titles. All titles to be added to a regional campus library collection or the Health Sciences Libraries should be processed according to existing policies. All titles to be added to a Columbus campus location (excluding the Law Library) will be processed according to the Technical Services Memorandum "Processing Locally-Received Gift Items (Monographs)" October 1986.

5. Titles not selected or used for special arrangement gift and exchange programs should be boxed by location or individual collection staff. Each box should have affixed to it a pressure-sensitive donation label (see attached). Boxes should be sent to Room 006, Main Library, not to the Friends Office. If only a few titles are donated (less than a box or mailing tub) they may be sent to the Friends, Room 006, Main Library, without the donation box label. Regional campuses will process non-selected titles according to existing procedures.

6. All Columbus campus (Law Library excluded) donations should be accounted for on the "Report of Gifts" form. The Friends Office, Room 112, Main Library, should receive notification within one week of the donation. The Friends Office will acknowledge the gift, using information from the "Report of Gifts" form. Location librarians may also wish to acknowledge gifts, depending on the size and quality of the donation, and the Director of the Libraries may be asked to acknowledge exceptional gifts.

2. ORGANIZATION AND DISPLAY

a. The Friends student employee will unpack all boxes of gift books, whether they came from Friends pick-up, individual collections or departmental libraries, and will arrange titles along with withdrawn items processed in the Cataloging Department in the Review Area Alcove in Room 006, Main Library. Books will be displayed in the following broad categories:

• Reference (General Reference Works)

• Fiction/Literature
  including all works of literature and fiction in English.

• Humanities
  including Art, Music, Theater, Dance, etc.

• Social Sciences
  including Anthropology, Sociology, Psychology, Education, Sports, etc.

• Sciences
  including Biology, Chemistry, Physics, Math, Geology, Medicine, Botany, Pharmacy, etc.

• Foreign Languages
  including any non-English works, regardless of subject area

b. Books will be on display in the Review Alcove of Room 006 Main Library during the 2nd and 3rd weeks of the month (the week of faculty meeting and the following week for regional campus selector convenience). Selectors will be notified by signs at the Approval Shelves in Room 036 and by notices in NewsNotes of the weeks of gift review, each cycle being distinctly named (e.g., "May 1988".). Selectors will need to obtain a key to Room 006 from the Friends office or Acquisition Department staff in Room 036.

c. Any donations received during the two-week review period will be stored in the back of Room 006 or other storage area. Donation labels will be added to boxes at this time by the Friends student employee if labels were not added earlier.

3. REVIEW

a. All selectors will be notified of the review cycle and will be strongly encouraged to review all books in the appropriate six ranges of shelves designated for that cycle.

b. Selectors will pick out titles of interest and place the "Gift Review" streamer in each volume selected. Selectors may indicate if the title is to be processed for their location according to choices (e.g., add unless duplicate.) listed on the Gift Review streamer. (See streamer). Selectors may also indicate if they wish the title to be referred back to them after LCS searching. If so, these titles will be referred to the review shelves in Room 036, Main Library, with the LCS search results.

c. Regional campus selectors should indicate to which campus the title should be shipped. No LCS searching or processing will be done on these titles.

d. After streamering desired titles, selectors will place volumes on the Gift Review processing truck in Room 006. Selectors are to sign a review sheet indicating they have finished reviewing titles in that cycle. Selectors will lock the room when finished and return the key.

e. At the end of the two-week review cycle, one or more librarians working with the Collection Development Officer will review the remaining titles. This review may result in notification being given to selectors who have not reviewed the material in their subject area, if appropriate. "Review librarians" may also streamer titles for searching/processing. Gift/Exchange staff will then pull and count any titles selected for use in that program. Titles may also be sent to other universities, etc., depending on pre-existing gift/exchange agreements.

f. Large subject collections may be sorted and sold or consigned to dealers, if a buyer can be identified and if the Libraries (through Friends) would benefit from such a sale. Statistics will be maintained with Friends regarding the total number of titles sold, consigned, or offered through gift/exchange agreements.

4. SEARCHIHG AND PROCESSING

a. The Friends student employee will remove all unselected titles at the end of each two-week review cycle. A scarlet or gray (depending on time of year) book sale streamer will be placed in each title. Titles will then be either shelved on appropriate book sale subject shelves in Room 006 or boxed and stored for the next book sale.

b. The Friends student will then take any newly received titles awaiting review and sort/display them by general categories for display on the review shelves for the next cycle.

c. All titles on the Gift Review processing truck(s) will be forwarded to the Monograph Acquisition Division. Titles for the Health Sciences Libraries or regional campuses will be shipped to that location via the Mail Room, Main Library. All other titles will be searched on LCS and processed according to streamer instructions. If a title is to be referred back to a selector, this will be done at the Review Shelves in Room 036, Main Library. All titles rejected on referral will be flagged with the scarlet or gray book sale streamer and returned to Room 006 for the next book sale.

5. DISPOSAL

All titles not sold after two book sales will be counted by Friends and discarded.

6. WITHDRAWN OSUL TITLES (MONOGRAPHS ONLY)

a. Missing Monographic items can be withdrawn by sending 1) snag card or 2) LCS search printout to the Duplicates, Transfers and Withdrawal Unit of the Cataloging Department. All items in hand must be sent to the unit (Room 031 Main Library), with a signed LCS printout. Serial withdrawals are governed by a separate procedure.

b. No titles in hand that are to be withdrawn may be sent directly to the Friends by locations. The Friends student employee will pick up all withdrawn monographic titles processed by the Cataloging Department at least once a month. Cataloging Dept. staff will count withdrawn volumes sent to Friends and will forward this information to the Friends Office once per fiscal year.

c. Withdrawn titles will be stored with incoming gift items until the next review cycle. At that time, the student will sort withdrawn titles by general subject categories and display them with gift titles on the review shelves in Room 006.

d. The review process will be the same as that for gifts. See 3. a-f.

e. Any withdrawn titles selected by another location will be sent to the Cataloging Dept., Room 031, Main Library by Monograph Acquisition Division staff. Cataloging staff will maintain statistics on how many withdrawals are being reinstated and transferred to a new location as a result of the review procedure.

f. Rejected withdrawn titles, at the end of the review cycle, will be streamered with scarlet or gray streamers and shelved or boxed for the next sale, as appropriate.

g. Regional campuses will continue to withdraw titles according to existing procedures.

INITIAL TRANSITION PERIOD

a. Due to the volume of backlogged gifts in Room 006 and other areas, it may be difficult to review all material by the May, 1988 book sale. It is recommended that some materials either be withheld from that sale in order to be reviewed, or accept the decision that all titles in the May book sale may not have been fully reviewed. The review process should be fully operational for titles in the October 1988 sale.

b. Selectors will be encouraged to review titles on a regular basis. The process is arranged so that selectors will review an item only once and a maximum of six shelving sections will be displayed for review at one time. An information campaign will need to be developed.

c. Large, subject-specialized collections might be more quickly reviewed on book trucks if only one or two selectors are interested in the contents. All Regional Campus selectors, Review Librarians, and Gift/Exchange staff should also review these titles before the Friends student streamers them for the book sale.

d. This procedure should be reviewed in 18 months. Statistics gathered should be examined to see if 1) withdrawn titles need to be reviewed by other locations on a regular basis 2) what percentage of gift titles are actually being selected for the OSU Libraries 3) should more restricted acceptance policies be applied to gift donations by Friends 4) should more donations be actively solicited, etc.

e. It is recommended that an updated Withdrawals procedure be written and distributed. A policy for serial withdrawals/management and a suggested collection development policy related to gifts is also recommended.

From Technical Services

DETAILS OF WITHDRAWAL PROCEDURES
(Interim Version: A workgroup to develop a fuller text is being assembled.)

Monographs/Mono-sets

Send to:
Cathy Smith
Catalog Maintenance Section
Room 031
Main Library

Please send all pieces, with paperwork (including the librarian's initials), clearly marked, to the above address. If a piece cannot be found, please send paperwork with "no piece" noted by the librarian's initials. Do not send any monographs to be withdrawn directly to Friends of the Libraries.

Partial Serial Withdrawal

Send to:
Joseph Findley
Catalog Maintenance Section
Room 031
Main Library

Please send only paperwork (including the librarian's initials) to the above address. Do not send any pieces to the Catalog Maintenance Section or to Friends of the Libraries. Please retain/store all pieces for review by Collection Development. (Contact G. Dannelly on any question about the latter.)

Total Copy Serial Withdrawal

Send to:
Joseph Findley
Catalog Maintenance Section
Room 031
Main Library

Until a Collection Advisory Council's policy recommendation is approved, no "total copy" serial withdrawals are to be processed. Please hold all paperwork and pieces until further notice. (Contact G. Dannelly on any question about interim possibilities.)

It is very important that all withdrawn library materials destined for the Friends of the Libraries book sale be reviewed carefully and LCS records updated by Catalog Maintenance. All "withdrawn" items intended for the book sale but not sent via the Catalog Maintenance Section will be returned to the library location from which they came. If you have any questions concerning withdrawal procedures, please telephone Kathleen Seitz (for monographs) and Ruey Rodman (for serials) at 292-3815.

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