The Library uses vendors who provide competitive and cost effective pricing and service.
The Technical Services Division is responsible for ordering materials selected for inclusion in the Library's collections. Materials are ordered, funds encumbered, financial reports printed, materials received, and any problems associated with the above processes resolved.
The Technical Services Division maintains a collection of publishers' catalogs and information regarding specialty vendors to facilitate selection.
Every effort is made to coordinate orders to promote the greatest efficiency in the use of library resources.
Selectors evaluate gifts for inclusion in the Library's collections and recommend titles for memorials as requested. The materials are then ordered, received, cataloged, and processed by Technical Services Division staff.
TS1.1 Gifts and Donations of Materials / Gift Policy Statement (see “Resource Selection Policy,” Gifts, Section IX)
Gifts of material or funds to purchase materials are welcome. Gifts must meet the same selection criteria as purchased resources. Upon receipt, all such material or funds become the property of the Library. Gift resources may be added to the collection, sold, exchanged, given to other organizations, or discarded. Gift resources are integrated into the Library’s collection in normal shelving sequence. Separate shelving and/or special collections of gift items are not provided because such accommodations compromise the access and use of library materials.
Memorial gifts are accepted using the same criteria for selection as for purchased material. Gifts of money are accepted to purchase memorial resources which meet selection criteria. Such gifts are acknowledged, and a memorial plate is added to the resource.
The Library receives many gifts and donations of materials from individuals, authors, vendors, publishers, and organizations. All unsolicited materials are considered gifts or donations and become the property of the Library.
Library selectors evaluate these materials according to the principles expressed in the Library’s “Resource Selection Policy” and decide whether to add them to the Library’s collections. Materials that are not added to the collections are given to the Friends of the Salt Lake City Public Library for inclusion in their semiannual booksales. The Library and community therefore receive a benefit from the gift or donation even if the material is not added to the collection.
TS1.1.1 Gift materials are received in several ways. The most common are:
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Materials are dropped off at any library location by individuals wishing to donate to the Library.
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Materials are received in the mail.
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When staff is available, materials are picked up from addresses within Salt Lake City boundaries upon request of the donor.
The goal of the procedure outlined below is to manage Technical Services personnel, space, and equipment resources in such a way that new material will not be significantly delayed in cataloging and processing due to the influx of gift materials which are generally in less demand.
TS1.1.2 Evaluation Criteria
Branch and main library selectors evaluate materials donated in gift bins or at service desks to determine if they should be added to the collection. Gift materials are evaluated according to the principles outlined in the Library’s “Resource Selection Policy.” It is important to recognize that gift materials are not “free” — the costs associated with cataloging and processing the materials are the same as that associated with new materials. Staff should examine gift materials carefully to insure that items being added contribute value to the collections and are in good condition. Some factors to consider when evaluating gift materials include:
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Is this material needed in the collection?
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If this item is needed in the collection, should we order a new copy rather than accept the gift copy?
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Is the material complete? Are any of the pages, illustrations, maps, etc., missing?
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Are the pages yellowed or brittle?
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Is the gift copy attractive and in good repair?
TS1.1.3 Gift Materials Received at Library Locations
Gift materials move through the Library according to the following:
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General materials are taken to a designated area for “Gifts and Donations” on the basement level of the Main Library next to the Switchboard. System selectors review this material regularly for inclusion in the collection.
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Materials which the receiving agency does not wish to add to their collection are sent to the Friends booksale area for inclusion in the booksale. System selectors and collection development specialists from throughout the Library System review the materials in the booksale area before each booksale to identify and retrieve materials which should be added to the collections.
The following procedures should be adhered to:
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Branch staff should clearly identify gift materials so they may be taken to the correct area by the delivery staff.
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A “Gift and Donations” slip is completed and inserted in each item to be added to the collections.
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Acquisitions staff will retrieve gifts and donations from the “Gifts and Donations” area in Technical Services daily. These materials will then enter the normal work flow for cataloging and processing.
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Gift material that should receive RUSH or priority treatment should be placed on the “Gift and Donations” shelf in Technical Services.
TS1.1.4 Gift Materials Received in the Mail
Acquisitions receives and unpacks gift materials received in the mail.
Advance reading copies received from publishers and vendors are not added to the Library’s collections but are distributed to library staff for readers’ advisory purposes.
Gift copies of books donated by publishers and vendors are placed on shelves in the Acquisitions area. Selectors may look through these materials and choose to add them to their collections.
Materials received from authors, organizations or other individuals are sent, along with any accompanying letters, to the appropriate Main Library agency for evaluation.
Material to be added is returned to Acquisitions with a “Gift and Donations” slip inserted in the item. These materials receive RUSH treatment so the donor may quickly see that their gift has been added to the collections.
The letter or other documentation accompanying the gift is sent to the Project Manager so an acknowledgment of the gift and thank you letter may be sent to the donor.
TS1.1.5 Memorial Gifts and Donations
Individuals and organizations may remember relatives, friends, and members through a donation of a memorial gift to the Library. Requests to add memorial items to the collections should be channeled through the Project Manager, who will issue a thank you letter to the donor and send an acknowledgment letter to the family.
The following staff should be notified upon receipt of a memorial donation:
The following procedures outline the flow in handling these materials:
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Donations will be deposited by the Business Office Manager, then allocated to the appropriate fund account by Acquisitions.
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A selector will be notified of the bequest and, based on information provided by the donor, select material to add to the collection.
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Memorial orders will be treated as RUSH orders.
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Acquisitions staff will place a note in the order record indicating the particulars of the donation.
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Upon receipt, the material is processed and a memorial gift plate is inserted in the book. The material is sent to the Project Manager, who will notify the donor that the material has arrived. It is then passed on to the circulation desk of the donor’s choice where it will be held for two weeks so the donor may review or check out the material.
TS1.1.6 The Project Manager will notify the Business Office of cash or monetary gifts. The Business Office will notify Acquisitions so the funds may be added to the proper fund accounts or, if necessary, special funds established for the gift (see “Board of Directors ByLaws/Handbook,” Section 3(b), Cash and Memorial Gifts for Materials).
TS1.1.7 Acknowledgments
In addition to forwarding the letters and documentation accompanying gifts and donations, library staff may provide additional information so thank you letters and acknowledgments may be personalized as appropriate. The Project Manager will maintain a record of gifts and donations to the Library from individuals and organizations.
The Library does not place a valuation on gifts and donations of materials. Donors who wish to have a receipt for tax purposes may fill out a “Gift Policy Statement” form and submit it with their donation. This form will be completed by the receiving staff member and sent to the Project Manager, who will return the form to the donor along with a letter of thanks from the Library.
TS1.1.8 Identification in Database
In order to document the number and value of gifts added to the collection, the item record for gift materials will receive a designation of “g” in the ICode2 field.
Approved by Library Board of Directors, June 2000