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1. Gift Donor Contacts
A. When a donor brings a gift of library materials to a public
service desk or to an individual staff member, the library staff
member should:
1) Accept the donation
2) Assist the donor in filling out a Donation
of Library Materials Form (located on the library
and staff Web sites or at the Reference, Checkout, and Information
desks.)
3) Give the gift materials and the completed form to the Head of
Collection Development
B. When a prospective donor calls or emails a library staff member
with questions about donations, the contact should be referred to
the Head of Collection Development.
2. Head of Collection Development
A. Works with prospective donors to ensure the best means of delivery
of the materials to the library. This includes asking the donor
to bring the material to a public service desk, arranging assistance
with a delivery to the loading dock, or, in rare instances, arranging
for retrieval of items from a donor's home or office.
B. Accepts donations of library materials and donor forms and
a. Arranges for bibliographers to examine donated materials
b. Sends a copy of the Donor Form to the Library Development Officer
C. Disposes of materials not accepted into the collection in the most
appropriate manner.
3. Selection of material
A. Subject bibliographers apply Collection Development policy criteria
and make decisions about adding gift material to the collection.
B. Gifts are arranged by subject for selection decisions in the
Bibliographer Review Room. Bibliographers check routinely for gift
items and make decisions in a timely manner.
4. Technical Services
A. Materials that are selected for inclusion in the collection
are sent to Acquisitions to be processed in the normal manner, including
being catalogued by TechPro.
B. Gift plates are attached, if applicable.
5. Development Contact
The Library Development Officer ensures that the donor's information
is integrated into the University Development process, which includes
filling out a CMU Gifts-In-Kind Transmittal Form and giving the
donor contact information to the Dean's Office staff.
6. Dean's Office
The Dean's Office generates a letter of acknowledgement and gratitude
to the donor.
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