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Collection Services Policy and Procedure Manual: GIFTS

GIFTS OF FEDERAL RULES titles

In 2013 it was decided by the Associate Director that old editions of these titles can be discarded:

-Federal rules of civil procedure

-Federal rules of appellate

-Federal rules of criminal procedure

-Federal rules of evidence 

 

Titles may vary and the different rules may be combined in some years.  If we get gifts in the future of the current year these can go to general collection (GC). 

PROCESSING GIFTS

PROCEDURE FOR PROCESSING GIFT BOOKS: 

1.       If the donor wants a list of what they donated, type one up in Word (author, title, publisher, and date).  Send the list to Lorraine who will send a standard thank you letter to the donor and keep a copy for her files.  I also keep a copy of the gift list in my email files.

 

2.      Immediately you can separate the gift into periodical issues, supplements/teachers manuals and books.  We will toss all supplements and teachers manuals.  Send periodical issues to Nancy.

 

3.       We only keep casebooks and textbooks that are on the most current 2 years of textbooks lists.  The textbook lists are kept on the Collection Services share drive so go there to search them.  The lists have to be requested from the bookstore each semester.

 

4.       See the list that describes how many hornbook, nutshells, textbooks, etc. to keep and where they go.

 

5.      If we know who the donor is, we put a gift plate in the front inside cover of the book.  Kathy has a template for this and prints them out on her printer.

 

6.   When cataloging a gift book - Put the full version of a person's name in the 590 field for gifts when we know it and if it is the Dean or a Professor add that too.  Also add just the year. Also add a 910 field. [sample below]

 

590       Gift of Prof. Dennis Arrow, 1997.

910     (subfield a) Gift (subfield a) Arrow, Dennis (subfield a) 1997.

 

We received a monetary grant from the Kerr Foundation in the early 1980's.  We used the funds to buy library material.  Most of the material received a gift plate in the volumes.  Many years after the fact we began to put notes in bib records about this gift.  We only made a 910 note like this:

    910   [subfield a] GIFT [subfield a] Kerr 

Accepting Gifts

Anyone calling the library offering us a gift is referred to the Associate Director of the Law Library.  She will handle accepting or rejecting gifts with the advice of the Director of the Law Library.

Gifts of Casebooks, Textbooks, etc.

MISCELLANEOUS SERIES TO KEEP IN THE GENERAL COLLECTION IF IT IS THE CURRENT EDITION

[KEEP UP TO 2 COPIES, DISCARD OLD EDITIONS]

1.  Black letter outlines (West)

2.  Questions and answers (Lexis)

3.  Concepts and insights (Foundation Press)

4.  Acing series (West)

5.  Student Guides series (Lexis)

6.  Glannon’s Guides (Aspen)

 

KEEP FOR THE STUDY AIDS COLLECTION CURRENT EDITIONS

 [keep up to 2 copies; can keep 1 extra copy in general collection, discard old editions except for Hornbooks as we keep them all]

1.  Examples & explanations (Aspen) --- keep 1 old year in general collection

2.  Nutshells (West) 

3.  Understanding series (Lexis)

4.  Law Stories (Foundation) 

5.  Hornbooks and concise hornbooks (West)

 

KEEP FOR PERM RESERVE -CURRENT EDITIONS

1.Current textbooks or casebooks if on the current textbook list for the last 2 years - keep up to 2 copies.

 

DO NOT KEEP ANY OF THESE SERIES --

1.  Roadmap law course outlines (Aspen)

2.  Sum & Substance quick review (West)

3.  Foundations of the law series (Foundation Press)

4.  Crunchtime series

5.  Turning Point series (Foundation Press)

6.  Gilbert’s law summaries

7.  Bridge to Practice

8.  Inside…

9. Mastering…

10. Emanuel’s

PICTURE

Searching gift books

Print this form for use in searching gift books: 

1.  If we have this book (exact title, author, edition and year)

    WRITE DOWN CALL NUMBER 

 

    WRITE DOWN HOW MANY COPIES WE HAVE AND WHERE THEY ARE

 

2.  If we have other editions or years of this title but not this one

    WRITE DOWN THE MOST RECENT ONE WE HAVE   --   EDITION AND YEAR 

 

3.  If we don’t have this exact book or any other editions/years of it

    WRITE “NO” ON THE INSIDE FRONT COVER, TOP RIGHT CORNER 

Gift list format

We will create a list of titles received as gifts if the donor wants one.  We will create it in MLA format. See below for an example of the format:

     Adams, Kurt.  ABCs of Law. 2nd ed.  NY, Kluwer, 2009.

800 N. Harvey Oklahoma City, OK 73102 405.208.5271