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Procedures for Ordering, Bookplating, and Acknowledging Monetary Gifts

For use by: LAO, Collection Managers, and Collections and Acquisitions Written January 28, 2008 by DC, LZ, CMWG, JY, AW and LAO

From time to time the Libraries receive cash gifts from donors for purchase of library materials. Most often these gifts are made “in memory of” or “in honor of” a specific individual, e.g., an alumnus, a favorite WSU professor, or a family member. Below is the procedure we have agreed to use for monetary gifts or “Honor with a Book” cash gifts (minimum of $50).

The Development Officer will inform the appropriate Collection Manager and AW that a monetary gift has been received. The notification will specify the dollar amount of the gift and the particular subject area for the library material. The Development Officer will create a bookplate and mail it to the Collection Manager. (Since there is no Development Officer, send the request for bookplates to Jeff Kuure via email with an estimated number of bookplates needed and details of information to be printed on the bookplate. Jeff will give the bookplates to DM who will give them to the Collection Manager).

Step 1

After notification of the gift and receipt of the bookplates, the Collection Manager or selector will:

1. Complete Gift Processing Request form. The librarian who received notification of the gift will complete the Gift Processing Request Form. This form will inform bibliographic control staff of your wishes for the location and acknowledgment for library materials received with the gift funds. The form can be downloaded [1] or found in print (Green color) in the reference areas in Pullman libraries. If public acknowledgment in the OPAC is requested, the librarian completing the form will be responsible for gaining permission from the donor or donor’s relatives and the wording of the acknowledgment text. The completed gift form will be given to AW in Collections and Acquisitions.
2. Select new library materials. Using the gift fund code, select library material(s) in the amount and discipline for which the gift was intended. You can use GOBI, etc. The fund code will alert AW that the material is a gift.

Step 2

Upon receipt of the notification of gift funds from the Development Officer and the Gift Processing Request form from the library staff member, the Acquisition staff (AW) will do the following:

• Notify Accounting staff (JY) of the amount of funds and the need to set up a unique fund code for the monetary gift. JY will give the fund code to AW and the Collection Manager. The Collection Manager should notify the selector. The following fund codes have already been established.

      arcdf   Architecture	LV	
      brain   Education	SF
      62900   MASC	        LMV
      47900   Hum/Soc	        LV
      owens   Science	        JS
      fisch   Ag Sci	        JC
      hsldf   Health Sci	LS

• Add the fund code to the Gift Processing Request Form.
• Give a copy to the Head of Bibliographic Control who will maintain information in a spreadsheet.
• If bookplates were attached to the Gift Processing Request Form, give these to JM in Acquisitions.

	Order via regular channels using the special gift fund codes. 

• If a gift fund is used (regardless if it needs an acknowledgment), set RACTION to ATTENTION. Add a NOTE to the order record with the name of the donor.
• When Acquisitions receiving staff see the ATTENTION and the NOTE that this is a gift, they will put a blank green gift form in the book to draw attention to others that this is a gift.
• If the item is to get a bookplate, check “Bookplate” in the RACTION field. This will make the record number red when the record is next opened. When item is received in Acquisitions, Jeff will paperclip the appropriate bookplate to a blank gift form and insert them into the item before sending them to Marking/Cataloging.
• Notify the Head of Collections and Acquisitions and other ColAcq staff so they are aware of materials that may be coming on this fund.