Overview

Gift books are reviewed and selected for the Yale University Library (YUL) collections by Arts and Humanities and Area Studies (AAHAS or former name AS&H), the Haas Arts Library or the Marx Library.

Once selected, items are sent to Monographic Processing Services (MPS) for cataloging and physical processing. 

Important notes: 

• Gifts selected by Arts and Humanities and Area Studies will have bibliographic, holdings, and item records created in Alma before arrival. 

• Gifts initiated by the Haas Arts Library and the Marx Library typically will not have records created before arrival. 

• All gift items are considered non-cataloged when received at MPS.

• If the item includes instructions for adding provenance or donor information is required, consult this Gift Note workflow guidance for adding provenance to the item record.

Processing Workflow 

Step 1: Unpack Materials

Gift books arrive in blue bins addressed to the Latin Script Receipt and Cataloging Unit, labeled with sender information (e.g., Haas Arts Library, AAHAS (or AS&H), or Marx Library).

When unpacking, check whether each item has a barcode: 

Unpack materials:

• If the item has a barcode, bibliographic, holdings, and item records already exist in Alma.

• If the item has a barcode, a bibliographic record already exists in Alma.

• If the item does not have a barcode, records must be searched for or created in Alma during processing.

Step 2: Receiving Checking-in and Pre-Cataloging 

A. Items WITH a Barcode

A.1 Set the Status and Process Type

1. Items would have Technical Services work order, clear it and advance the item by: switching your Alma location to TS344 Technical Services.

2. Fulfillment > Scan in Items and set Set Status To = A. Route to Central Tech Services → scanning the item twice (Done = No, then Done = Yes) to confirm Destination = shelf location and Process Type = Transit for Reshelving

3. Switching your Alma location back to TS344 Winchester Acquisitions Department and scanning in (Done = No) to set status to “Acquisitions technical services (In Process)” with destination “Manage locally (Acquisitions)

A.2 Confirm that the Alma record matches the Gift item in hand

1. Scan or search the barcode in Alma.

2. Verify that the bibliographic record matches the item in hand.

3. Any level of cataloging is acceptable — no additional cataloging is needed if the record matches.

A.3 Update the holdings record (based on the bib record’s cataloging status)

1. Bib record is fully cataloged (A complete holdings record exists for another copy/item—not the gift item in hand.)

1. 1. Work in the holdings record for the gift item in hand

      1. If no note accompanies the item indicating the intended library:

         1. Confirm the holdings includes: $b sml $c smlstacks $h IN PROCESS $x GIFT

         2. Change the location code to: $b sml $c smllts

         3. Complete the holdings record with call number.

         4. Ensure $x Gift is present.

2. Bib record is not yet fully cataloged (Only one holdings record exists, and it is for the gift item in hand.)

   1. Work in the holdings record for the gift item in hand:

      1. If no note accompanies the item indicating the intended library:

      2. Confirm the holdings includes: $b sml $c smlstacks $h IN PROCESS $x GIFT

   2. Replace $h IN PROCESS with the UNCAT number from the UNCAT flag

      1. Scan the UNCAT number into $852 $h

      2. Ensure $x Gift is present.

3. Flag the book

   1. Tip in the UNCAT flag.

   2. Also tip in the LSF flag if the holdings location code is smlstacks.

A.4 Review the Item record

1. Confirm all required item values are present and correct per local requirements.

2. No need to include Receiving Date.

B. Items WITHOUT a Barcode

B.1 Search Alma first

1. Search Alma using any available identifiers (e.g., ISBN, OCLC number, title/author, etc.).

2. If no matching bibliographic record is found, proceed to B.3.

B.2 If a matching Alma bibliographic record is found, determine whether the bibliographic record is already fully cataloged.

1. Bib record is fully cataloged (i.e., an existing holding record is attached and completely cataloged) (A complete holdings record exists for another copy/item—not the gift item in hand.)

1. 1. 1. Add a new holdings record for the copy in hand:

         1. If no note accompanies the item/shipment indicating the intended library, follow local default practice.

         2. Complete the holdings record with the call number.

         3. Ensure $x Gift is present.

      2. Add a new item record for the copy in hand:

         1. Add a barcode.

         2. ensure all required values are correct per local requirements.

2. The Bib record is not yet fully cataloged (The attached holdings record is incomplete.)

   1. 1. Add a new holdings record for the copy in hand:

         1. If no note accompanies the shipment or item indicating the intended library, default to: $b sml $c smlstacks

         2. Scan the UNCAT number from the UNCAT flag into: 852 $h.

         3. Ensure $x Gift is present.

      2. Add a new item record for the copy in hand:

         1. Add a barcode.

         2. ensure all required values are correct per local requirements.

   2. Flag the book

      • • Tip in the UNCAT flag.

        • Also tip in the appropriate location flag (Arts or Marx) based on the holdings location code.

B.3 If a matching Alma bibliographic record is not found

1. Search OCLC for a matching record.

2. Import/add the record to Alma as-is (do not make cataloging edits in OCLC at this step).

3. In Alma, locate the newly imported record, then complete the following:

   1. Add a new holdings record:

      1. For items from the Hass Arts Library, if no note accompanies tip into the item indicating the intended location, default to: $b arts $c artmain

      2. Scan in the UNCAT number from the UNCAT flag into 852 $h

      3. Add 852 $x Gift after $h UNCAT#

   2. Add a new item record:

      1. Add/assign a barcode and ensure all required values are present per local requirements.

   3. Flag the book

      1. Tip in the UNCAT flag

      2. For Haas Arts Library items, also tip in the Arts location flag.

      3. For Marx Library items, also tip in the LSF flag.

Step 3: Book Plating and Security Tagging

Before moving the books for book plating and security tagging:

1. In Fulfillment, select Scan in Item.

   1. Set status to "In Process"

   2. Set Done to "No"

2. Scan in the barcode of each book.

3. Confirm the process type is Acquisition Technical Services.

4. Place the books on the designated truck for book plating and security tagging.

Step 4: TS Frontlog/Backlog Ingestion

After completing Steps 2 and 3, all gift items – along with other non-gift items acquired by the library – are ingested into the TS Frontlog. This process will be done by FastCat Unit.

After complete Step 2 and 3, all uncataloged gift items will be ingested into the TS Frantlog/Backlog. This process will be done by FastCat Unit

1. Items will be assigned a temporary location: Technical Services Cataloging Backlog.

Step 5: Cataloging

When cataloging a gift book pulled from the Frontlog:

1. Follow the standard cataloging workflow and guidelines used for general collection books.

2. In the holding record, apply the following:

3. Remove the temporary location in the item record.

4. After cataloging, follow the appropriate work order workflow to the next designated department (i.e., SMLLTS, Shelf Prep, or Preventive Conservation).