Purpose

The purpose of this document is to describe procedures for handling gift periodicals and offer retention guidelines.

Receiving and Searching Gift Periodicals

Established procedures for receiving and acknowledging monographs apply to periodicals.
Established gift procedures for initial acceptance based on condition and academic quality also apply to periodicals.
a. Additional criteria: if the gift periodical run consists of scattered issues and incomplete volumes, do not accept it.
b. Exception: if the periodical is old enough or significant enough to be considered
a primary source, consult with a subject liaison. Examples might include:
periodicals more than 100 years old, pictorial magazines from war years or the Depression, any Lutheran oriented periodical.
Rejected periodical issues will be offered on duplicate exchange.
Once you have determined that the periodical run is worth accepting, put it on a book truck, label the truck with the name of the subject liaison, and park the truck in front of the liaison's shelves.

Guidelines and Procedures for Adding or Rejecting Gift Periodicals (Subject Liaisons)

The primary criteria for adding or rejecting are the same as for other gifts. The content needs to be appropriate for our collection and our level of users, and some use is anticipated.
Consider keeping the gift if:
1. We have the title in our physical collection and the gift run fills an important gap or significantly extends our holdings.
2. If we do not have any access to the gift title and the run covers at least ten years.
3. If the gift allows us to replace microform holdings in a contiguous, seamless sequence.
Consider rejecting the gift if:
1. The gift duplicates holdings we have in print or have access to online.
2. The gift run covers less than ten years.
If you decide to reject the gift, put the issues on the rejection shelf, or label the truck as such and park near the gift shelves.
If you decide to add the gift, label each periodical run on the truck as one of the following:
1. NEW (for titles new to our collection)
2. FILL IN (for titles we have in our collection where we are filling in missing issues)
3. REPLACE (for titles which you are replacing microform holdings with print holdings)
Label the truck KEEP, and add your name or initials to the label. Park the truck in the Technical Services receiving area.

Procedures for Cataloging and Processing Gift Periodicals (Catalogers and Periodicals Specialist)

1.Cataloging.

a.Follow established cataloging procedures. Periodicals get full MARC records with
LC call numbers and subject headings. Holdings are added to OCLC.
b.Additional step. Send the title and ISSN to the Electronic Resources Librarian to
add to JournaLocator.
c.Forward the run to the Periodicals Specialist.

2. Check-in, binding and processing.

a.Withdraw any microform holdings that are duplicated by the gift.
b.Check in or otherwise add gift issues that fill in for missing issues.
i.If you need to rebind a volume, do so if possible.
ii.If you cannot rebind a volume, you may have to create an item record for a
single issue and pam bind it.
c.Update our holdings records as needed. If you notice that adding run creates a
holdings record that is extremely confusing, consult with the appropriate subject
liaison.
d.Follow established procedures for binding, creating item records and shelving.

3. Duplicate exchange

a.Monitor the reject shelves regularly and list on duplicate exchange any periodical that appear there.
b.After listing, label the periodicals with the date that they should be recycled. The issues will be removed from the reject shelves by Acquisitions staff after that date.

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