Gift-book processing: evaluating condition of books
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:
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).
VHS – automatically not included in our collection. See Technical Services Librarian for process he/she wishes to take to donate to other organizations.
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.
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
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 as a guide on this issue.
Other conditions for rejecting books
Dirty
Moldy
Water damaged
Damaged binding or pages
Missing covers or pages
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 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”)