The Acquisitions and Licensing Department and the Cataloging and Metadata Department work collaboratively with the Development Office, Collection Managers, and the Special and Area Studies Collections Department to coordinate procedures related to donor, honoree, endowment, and other special purchases. The Departments support efforts to publicly acknowledge individual and corporate donations by providing access to donor, honoree, endowment, and collection names through the catalog. 
 

The Development Office, Collection Managers, or Special and Area Studies Collections Department librarians contact the Acquisitions and Licensing Department (Paul Lightcap for purchased material and David Allerton for gift material) with the following information when an item is designated a donor or honoree gift:

 

• Name of donor, honoree, endowment fund, or collection
• Type of note to be added to the catalog:

  Gift of

  Gift in memory of

  Gift in honor of

  [Name] Collection purchase

 

Examples:

 

Gift of Marcia Andrews.

Gift in memory of Robert Smith.

Gift in honor of Lynne Anderson.

 

ACQ/CAT WORKFLOW

Gift material: the Gifts and Exchange Unit adds a tickler to the holding for internal tracking (do not remove) and an 852 |z (public note); flags the item with the name of the donor, honoree, or collection; and sends it to the Copy Cataloging Unit.  The Copy Cataloging Unit distributes for cataloging according to the guidelines below.

Purchased material: the Monographs Unit flags the item with the name of the endowment fund and sends it to the Copy Cataloging Unit.  The Copy Cataloging Unit distributes for cataloging according to the guidelines below.

CATALOGING GUIDELINES

Add the name of the donor, honoree, endowment, or collection in 500/7xx fields on the bibliographic record.

Add the name of the donor, honoree, endowment, or collection in 852 |z on the holding record.  Shorten the phrase to conform to Endeca's 32 character display limit for the initial results screen as needed.

For owning location names, see the OPAC Sublibrary Display (don't use all caps).

Examples

Bibliographic record:

500      [name of owning location] copy gift of Charles W. Bryan, Jr. |5 FU

700 1   Bryan, Charles W. |e donor. |5 FU

Holding record:

852 |z   Gift of Charles W. Bryan, Jr.

Bibliographic record:

500      [name of owning location] copy gift in memory of Sadie M. Cohen. |5 FU
700 1  Cohen, Sadie M. |e honoree. |5 FU

Holding record:

852 |z  Gift in memory of Sadie M. Cohen.

Bibliographic record:

500       [name of owning location] copy gift in honor of Chris Jones, Class of 2007. |5 FU           

700 1   Jones, Chris. |e honoree. |5 FU

Holding record:

852 |z   Gift in honor of Chris Jones.

Bibliographic record:

500      [name of owning location] copy Whitney R. Harris Collection purchase. |5 FU

710 2  Whitney R. Harris Collection. |5 FU

Holding record:

852 |z  Whitney R. Harris Collection purchase.