Gift-book processing: evaluating condition of books

Owned by Import Utility
Last updated: May 24, 2024 by Jessica Segally
2 min read

Department

Library Administration

Purpose:

This procedure provides provides student assistant with information on evaluating whether or not to add material to the collection.

Overview:

The library consistently receives gift books in all types of conditions.  This procedure serves as a guide in order to assist the student with whether or not materials should be kept or rejected before they are placed on library liaison’s shelves.

Required Knowledge/Skills:


Knowledge of Gift Acceptance Policy

Equipment/Supplies:

Gift Acceptance Policy, computer, and internet access

Procedure:

  1. Review the gift acceptance policy first to see if the donated item matches the approved criteria (exception: Lutheran materials, hymnals, and subject liaison and faculty donations).

  2. VHS – automatically not included in our collection. See Technical Services Librarian Pat Hogan-Vidal for process she wishes to take to donate to other organizations.

  3. Serials
    • Check serial sources – search journal locator on library’s home page; ISSN typically is on the spine of a serial
    • If every serial is in the locator, give the serial to Technical Services Associate to place in book exchange box (also known as duplex periodical exchange box) to see if other libraries need them to enhance or complete their collection.
  4. Paperbacks
    • If the book cracks in two, we probably will not accept it unless it is a scholarly edition from such publishers as Fortress Press and Augsburg Press. These may still be processed since we are able to provide some in-house book binding. 
    • Popular paperbacks from the following publishers are rejected:
      • Pocket Press
      • Double Day
      • McMillian Press
      • Harper Torch
      • Random House
      • Anchor

  5. Hard back books
    • Most books in the following condition are rejected:
      • Title on spine cannot be read
      • Tattered and ripped books
      • Muddy photos
      • Hard to open
      • Marked and highlighted
      • Duplicate copies.
      • Brittle test – Take one corner of a book’s page and make four double folds. If the paper breaks, reject the book.
    • Note: Loose hinges inside a book could be fixed.  Check with Technical Services Associate Liz Wilson-Cotey as a guide on this issue.
  6. Other conditions for rejecting books
    • Dirty
    • Moldy
    • Water damaged
    • Damaged binding or pages
    • Missing covers or pages
  7. Check Better World Books website for rejected books they will accept: https://www.betterworldbooks.com/go/library-donation-guidelines
    • Follow procedure for boxing and sending rejected books to Better World Books
    • Circulation Manager Sam Simpson can also assist with training

If the student assistant still has questions or is unsure on how to proceed, she or he may meet with Assistant Professor/Technical Services Librarian Pat Hogan-Vidal in CCLIR Office 173 for further instructions.

If the above-mentioned conditions are satisfactorily met, a student assistant may place the following on a liaison’s shelves:

  • Textbooks under five years old
  • Poetry
  • Art
  • VU, Notre Dame or University of Chicago related/affiliated items
  • German or Lutheran (even if old and damaged)
  • New, hard cover mass market items for Steger collection
  • Featured films – These go to the Library Fellow for approval or rejection (See “Procedure for Processing Recreation Gift DVD/s”)