The Acquisitions and Licensing Department and the Cataloging and Metadata Department work collaboratively with the Development Office, Collection Managers, and the Special and Area Studies Collections Department to coordinate procedures related to donor, honoree, endowment, and other special purchases. The Departments support efforts to publicly acknowledge individual and corporate donations by providing access to donor, honoree, endowment, and collection names through the catalog. 

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Virtual bookplating is the preferred method for recognizing donations.  Physical bookplates are only used in exceptional circumstances.

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Grants and endowments: the Acquisitions and Licensing Department uses a semi-annual automated method to add donor information to the catalog for items purchased through grant and endowment funds. 

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Example: Euroclash (Aleph sys # 4323131) purchased through the Center for European Studies Fund

 

Gift collections and individual purchases: The Development Office, Collection Managers, or Special and Area Studies Collections Department librarians contact the Acquisitions and Licensing Department (Paul Lightcap for purchased material and David Allerton for gift material) with the following information when an item is designated a donor or honoree gift.  The Libraries Public Information Officer should be contacted in advance to arrange to have a customized bookplate created.

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• Name of donor, honoree, or collection
• Type of note to be added to the catalog:

  Gift of

  Gift in memory of

  Gift in honor of

  Gift in celebration of

  [Name of collection]


It is permissable to use additional gift notes to accommodate special requests.  Gift notes can be combined as needed also, e.g., Gift of Sue Jones in memory of Robert Jones.

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Examples:

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Gift of Marcia Andrews

Gift in memory of Robert Smith

Gift in honor of Lynne Anderson

Gift in celebration of Gregory T. Smith, Jr.

The Caribbean Collection 

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In cases where the donation is already received and cataloged, a bookplate request form is used to notify the Cataloging and Metadata Department to update the catalog.

ACQ/CAT WORKFLOW

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Gift items and collections: the Gifts Unit adds a tickler to the holding for internal tracking (do not remove); flags the item with the name of the donor, honoree, or collection; and sends it to the Copy Cataloging Unit.  The Copy Cataloging Unit distributes the item for cataloging according to the guidelines below.

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Individual purchases (non-grant, non-endowment): the Print Unit in the Acquisitions and Licensing Department flags items with the donor designation and sends them to the Copy Cataloging Unit.

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CATALOGING GUIDELINE (individual donor bookplates)

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Bibliographic record

Add the name of the donor and/or honoree in a 796 field.  Use a locally defined 2nd indicator 3. 

Add the name of the collection or endowment in a 797 field.  Use a locally defined 2nd indicator 3. 

The 796 and 797 fields are keyword accessible through Endeca and Aleph.  Those with 2nd indicator 3 are included in a donor facet in Endeca.

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Holding record

Add an 856 field with the following subfields:

|y [gift note with name] 

|u http://www.uflib.ufl.edu/tools/bookplate/donor.htm?donor=[gift note: name]

|x gift

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The url links to a bookplate image.  The specific name added at the end of the url automatically appears as part of the bookplate image.  Remember to add a colon and space after the gift note in the url to generate a line break in the image.  It is possible to generate up to two additional line breaks using a colon and space (e.g., Gift of: Susan Spenser: Class of 2008: Master's in Business Administration).  The colon does not display in the image.

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The "Donations" macro in the Cataloging Macro Suite (F10) can be used to input the donor information.  The macro requires a split screen with the bibliographic record on the left and the holding record on the right.  The bibliographic record should be the active window when the macro is started.

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Examples

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Bibliographic record:

796 13   Bryan, Charles W., |c Jr., |e donor. |5 FU

Holding record:

856 42  |y Gift of Charles W. Bryan, Jr. |u http://www.uflib.ufl.edu/tools/bookplate/donor.htm?donor=Gift of: Charles W. Bryan, Jr. |x gift

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Bibliographic record:

796 13 Jones, Chris, |e honoree. |5 FU

796 13 Smith, Angela, |e donor. |5 FU

Holding record:

856 42  |y Gift in honor of Chris Jones |u http://www.uflib.ufl.edu/tools/bookplate/donor.htm?donor=Gift in honor of: Chris Jones: given by Angela Smith |x gift

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Bibliographic record:

796 13  Cohen, Sadie M. |e honoree. |5 FU

Holding record:

856 42  |y Gift in memory of Sadie M. Cohen |u http://www.uflib.ufl.edu/tools/bookplate/donor.htm?donor=Gift in memory of: Sadie M. Cohen |x gift

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Bibliographic record:

796 13  Jamison, Elizabeth, |e honoree. |5 FU

Holding record:

856 42  |y Gift in celebration of Elizabeth Jamison, Class of 2008 |u http://www.uflib.ufl.edu/tools/bookplate/donor.htm?donor=Gift in celebration of: Elizabeth Jamison: Class of 2008 |x gift

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Bibliographic record:

797 23  Whitney R. Harris Collection. |5 FU

Holding record:

856 42  |y Whitney R. Harris Collection |u http://www.uflib.ufl.edu/tools/bookplate/donor.htm?donor=Whitney R. Harris Collection |x gift

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Bibliographic record:
797 23  Walter Marg Collection. |5 FU
Holding record:
856 42  |y Walter Marg Collection |u http://www.uflib.ufl.edu/tools/bookplate/donor.htm?donor=Walter Marg Collection |x gift