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The purpose of the “Gifts Policy and Procedure” is to disseminate information to potential donors regarding material donations to the University of South Alabama’s (USA’s) University Library.
The USA’s University Library gratefully accepts gifts for the development of its Collection. Once accepted, materials given to the Library become the property of the University.
Normally, gifts are accepted by the University Library without special terms regarding their retention, processing, and disposition. In rare cases, restrictions requested by donors will be considered, especially for unique materials. It is important that donors understand that gifts of books and other materials to the Library have costs to the Library in terms of cataloging, processing, shelving, and shelf maintenance.
The Library, normally, adds to its Collection only gift materials that support the recreational, research, and teaching mission of the Library and the University. Remaining gift materials may be disposed of as the Library sees fit. At the donor’s request, in advance, items not retained for the permanent Collection can be returned to the donor.
Non-serial gifts (books, music, videos, dvd’s, maps, etc.) accepted for potential inclusion in the Library’s Collection are reviewed by Mr. Paul Haschak, the Coordinator of Collection Management, who may seek the advice and expertise of subject specialists and bibliographers when he deems it necessary. Please, contact Mr. Paul G. Haschak at (251) 460-7033.
Serial gifts (magazines, journals, and newspapers) are reviewed by the Head of Documents/Serials, Ms. Vicki Tate. Please, contact Ms. Tate at (251) 460-7024.
Financial, equipment, and property donations are also accepted as gifts. Please, contact the Dean of University Libraries, Dr. Richard Wood at (251) 460-7021.
Procedure for the Donation of Material Gifts
- Donors of smaller sized gifts (one or more items, but less than a boxful) can bring their gifts to the University Library, in person. Non-serial gifts should be routed to Mr. Haschak. Serial gifts should be routed to Ms. Tate.
- Prospective donors of larger sized gifts (one or more boxfuls) are asked to make a preliminary inquiry with Mr. Haschak (for non-serial items) or Ms. Tate (for serial items).
- The appropriate librarian(s) will evaluate the item(s) in accordance with the established criteria for inclusion in and/or exclusion from the Collection. Additionally, the value of the gift shall be weighed against space limitations and the cost of processing.
- Any donor who leaves his or her name and address along with their donation will receive an acknowledgment of their gift from the Dean of University Libraries.
- If the donor wishes, a bookplate for the purpose of either memorial or honorary recognition will be added to the item.
- All material gifts to USA’s University Library are considered non-cash charitable donations. Prospective book donors often wish to know about the tax status of their gift and are frequently interested in having their gift appraised for tax deduction purposes. Because of legal restrictions, the Library is unable to provide appraisals or evaluations of donated gift items for income tax or IRS purposes. Donors requiring an appraisal should arrange for an outside, certified professional appraisal prior to making their donation. Once your gift enters our processing area, we can not accommodate an appraiser on University property.
- Since we have a limited size staff, the Library does not provide written inventories or lists of donated items to the donor.
Criteria for Selecting Material Gifts
Suitable as Material Gifts
- Supports the present or anticipated curriculum, research needs, or interests of the University.
- Has potential for receiving high use.
- Very current--within the last five years, especially within the sciences and technology fields.
- Of historical value, especially local or state historical material not owned by area libraries.
- Financial value of the printed edition.
- Possesses prestigious, rare, unique characteristics, such as autographed copies, handcrafted copies, etc.
- In good physical condition.
- Matches the criteria for inclusion into the Collection within the existing Collection Development Policy.
- Suitable duplicates: If the duplicate copy is in better condition; replaces an item; or if the item is in high demand.
Not Suitable as Material Gifts
- Materials are more appropriate for a different type of library (e.g., public, school, or special) or age level.
- Materials are in poor physical condition (e.g., stained, marked, mold, or mildew damaged, mutilated, disfigured, bumped, scored, bridled, and underlined pages).
- Miscellaneous issues (journals, magazines, or newspapers), or short runs of serials.
- Part of a series, with the exception that it would complete that series within the Collection.
- Textbooks, especially outdated or complimentary copies (if they are stamped as such by the publisher).
- Outdated materials, especially in the disciplines where the most current, recent, and accurate information is crucial.
- Foreign language materials not relevant to foreign language courses offered at this University.
- Pamphlets, especially if brief (less than 50 pages) without any extraordinary value or added enhancement to the Collection.
- Highly specialized or esoteric treatment of a subject.
- Editions of classic works already in the Collection, unless rare or valuable.
- Trade (mass market) paperbacks and hardbacks.
- Vanity press books.
- Materials are in an outdated format (e.g., 33 1/3 and 78 sound recordings).
- Materials that duplicate those in the Library’s book, journal, audio-visual, or electronic (database) collections.
The mission of the University of South Alabama Libraries is "to support the present and anticipated teaching, research and service goals of the University of South Alabama." The collection development department and its policies seek to identify long and short range needs of the University and to establish priorities and goals in collection acquisition. The collection development department also provides guidelines for planning the orderly, logical and financially responsible development of the Library's collections. In times of severe budgetary limitations, it should assist the Libraries in providing maximum possible support in other areas. The policy developed for collection development should also serve as a guide for planning support for programs to be introduced or expanded.
Selection: Subject bibliographers make selection recommendations in accordance with the University Library's collection development policy. Subject bibliographers, working closely with the academic faculty, select materials to meet the needs of students, staff, faculty and others in accordance with the Library's mission. While all reference librarians are normally assigned subject bibliography responsibilities, subject areas may be assigned to others as appropriate. Because of this important relationship to the library's users, the Coordinator of Public Services facilitates the selection of library materials in all formats by the subject bibliographers. The Coordinator of Public Services works closely with the Coordinator of Collection Management, the Collection Development Committee, and the university faculty as necessary to meet overall collection development goals.
Collection Development Committee: Collection assessment has become an important responsibility of the Libraries regarding curriculum proposals, accreditation reports, grant applications, and the like. The primary overall responsibility for coordinating such collection assessment activities required by academic departments, library administration, ACHE, or others has been assigned to the Coordinator of Collection Management, A Collection Assessment Librarian, with the approval of the Dean of the University Libraries, may be named by the Coordinator of Collection Management to facilitate the assessment activities required in obtaining statistical reports from Voyager, completing required reports, and working with subject bibliographers and academic department chairs or faculty as appropriate to the particular assessment.
Administration and Management: The Coordinator of Collection Management has the primary responsibility for administration and management of operations once selection recommendations have been forwarded by the subject bibliographers. The Coordinator of Collection Management shall ordinarily make final decisions relative to the acquisition, cataloging and processing of monographs, audio-visuals, and serials and work with subject bibliographers as necessary. The Coordinator of Collection Management, therefore, often works closely with the University Libraries administration, individual bibliographers, the chair of the Collection Development Committee, the Coordinator of Public Services, Libraries systems staff, and academic faculty.
The University Library's Cataloging Department is responsible for creating and maintaining catalog records on Voyager. Cataloging is located on the First Floor South in the library and may be contacted at 251-460-7026.
The Cataloging Department catalogs and classifies monographs, non-book materials, periodicals and electronic journals for the University Library and its branches. It is responsible for maintaining Voyager bibliographic records, authority records, and for processing of materials for the shelf.The cataloging of materials standards consist of:
- All cataloging records will be done using AACR2 and LCRI
- Authority records are based on the Library of Congress authority records
- The OCLC databases will be the source of cataloging copies
Library Binding is located in Collection Management/Serials on the First Floor South. Library Binding consists of Thesis/Dissertation binding, periodical binding, and special book binding. For more information, call 6-2835.
Thesis/Dissertation distribution, format and style, including binding, follows the USA Graduate requirements. The Collection Management/Serials Thesis/Dissertation binding procedure includes:
- Binding is paid for in the USA Graduate Office
- Cost is $10.00 per copy
- Library gets 2 copies
- Major professor gets 1 copy
- Books for binding are picked up on a monthly basis, approximately every 28 days
- Notification of Thesis/Dissertation is made by e-mail or telephone to the person listed on the receipt to pick up copies