Gifts in Monograph Receiving

Mail openers:

If it is explicitly stated in the contents of the shipment that the item(s) are gifts to Stanford University Libraries, keep contents intact in the original package and place on "Gifts Arriving in Acquisitions Mail" shelf.

If it is stated in the contents of the shipment that the item(s) are being supplied free of charge to fulfill an order that we have placed, then treat exactly like other firm orders.

If some item(s) in an approval shipment are indicated as "free" or "no charge" then treat exactly like other approval items in the shipment.

If the source of a shipment is unknown, save return address on package and complete a pink ACQ FIRM/STANDING ORDER flag and place flagged item(s) on firm order shelves.

Receivers:

Most incoming gifts are received in the Gifts unit and routed to the Materials Control Unit for processing. Gifts that are RUSH or non-book formats are routed to Monograph Receiving via the Rush shelf for processing.

Materials that enter our environment via the Serials Department or Acquisitions mail with source unknown should be thoroughly searched in Symphony to determine if they are fulfilling a firm order, standing order or membership. Searching by series and corporate bodies listed on the piece as well as title should help you determine whether or not we have an order for the item. If you determine that the item is not being supplied on any SUL order, then consider it a gift. Keep all flags and mailing labels with the piece. If it is not clear from the flags, etc. that the item came to us via the Serials Dept, write sb=ser on a flag. Write your initials and date on the flag or slip that you are including with the item(s) and place on "Gifts Arriving in Acquisitions Mail" shelf.

Selector Shelves:

Gifts arriving in the Gifts unit that need a selector decision are flagged with a Gift flag and placed on the Selector Gift shelves in the Eval area. The Gifts unit uses the same flag color cycle that we use for our eval shelves. These shelves are completely maintained by the Gifts unit. Items should not be added to these shelves or removed from these shelves by Monograph Receiving staff.

2Gifts shelf:

Non-returnable approvals, firm orders and standing orders that are duplicates or C/R (considered and rejected) should be received in Symphony with a note in Extended Note field (e.g., DUP2GIFTS <date>, C/R by <selector initials> <date>) and placed on the 2GIFTS shelf.

Last modified: April 12, 2007