Procedures for Books Honoring Newly Tenured Faculty

Book Plate programs (book honors, memorials, and "donated by") have been discontinued.

Procedures for Books Honoring Newly Tenured Faculty

Departments:
Marketing, Collection Development,
Acquisitions, Technical Services
All Library Faculty Liaisons

Adopted 5/21/2009

Purpose: To insure the timely ordering and processing of books and book plates for newly tenured faculty and that all steps in the process are followed as outlined.

Overview: Newly tenured faculty will be honored by Library Services each fall with a book plate in a book of their choice. Sometimes a book already in the collection will be chosen, but often a book must be ordered. This procedure involves staff in several departments.

Required knowledge/Skills beyond routine job skills:
Marketing: Knowledge of Microsoft Excel.
Acquisitions: Ability to capture notes left in Gobi and make sure they are downloaded to Galileo, knowledge of Microsoft Excel and Publisher.

Equipment/Supplies: Parchment style printer paper.

Procedure

1. Librarian in charge of marketing will e-mail the assistant to the provost in March for the list of faculty who will be receiving tenure at the Opening Convocation.

2. When list is received, marketing librarian will add them to the spreadsheet for Newly Tenured Faculty in G:Moe/Marketing & Publicity/Programs, Annual/Newly Tenured Faculty folder and alert library liaisons and administrative assistant. Marketing librarian will make sure the names and ranks are correct. Upon receipt of the email, acquisitions staff will print the bookplates using the template in the G:Moe/Admin/Acquisitions/Bookplates folder and put them in Technical Services in folder called “Custom Bookplates”.

3. Library liaisons will e-mail the faculty in their departments who are on the list asking them to submit titles of books, either already owned by the library or to be purchased, which will be plated in their honor. Sample wording of this e-mail:

during the week of Opening Convocation, August, 20xx. Is there a library purchase
that you have made this year in which you would like your name plate to appear?
If you haven't requested any library purchases yet, please do so with this in mind.

Or:

purchase a book of your choice for the collection. Within the book we will affix a
bookplate indicating that the book has been purchased in your honor on the occasion of
your tenure. Just let me know what book you would like us to purchase.

4. Library liaisons will then purchase the book requested through Gobi3 and insert “newly tenured faculty book plate for <name of faculty>” in the note field. The liaison will also add the book information to the Newly Tenured Faculty spreadsheet.

5. Acquisitions staff will order the books as requested and make sure the above note appears in the order record. Books will be charged to the department fund of the newly tenured faculty.

6. For books already in the collection: Library liaisons will add the information to the Newly Tenured Faculty spreadsheet and will alert Marketing Librarian, who will retrieve them from the stacks and bring them to Technical Services. Technical Services staff will apply the bookplates and return the books to Circulation for reshelving.

7. For newly acquired books: The book will be forward for cataloging and processing as per regular cataloging procedures. Technical Services staff will apply the bookplates and return the books to Circulation for reshelving.

8. Marketing librarian will write a press release and send it to the Director of Media Relations for publication in the first fall issue of the Campus Chronicle.