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Aleph@UF: Affiliated Libraries Agreement

Cataloging procedures and policies

Pending Review by Valrie Minson

Affiliated Libraries Agreement

Cooperative Agreement between <Affiliated Library> and the
George A. Smathers Libraries, University of Florida


This document establishes a cooperative program between the George A. Smathers Libraries and the above named Affiliated Library.  Affiliated Libraries are academically administered libraries that are independent of the UF library system (the George A. Smathers Libraries) and that have significant, specialized collections.  This agreement recognizes the significance of the <Affiliated Library> collection and provides for the integration of its holdings into the UF Libraries Catalog.  The goal of this effort is to expand access and awareness of the resources held by the <Affiliated Library> as a supplement to the holdings of the George A. Smathers Libraries.  In return for this recognition, the Affiliated Library agrees to provide service and collection management as described below.

<Affiliated Library> Program and Collection Description

<A brief description of the academic program that supports this collection and a brief description of the collection itself – types of materials in the collection, subject areas covered by the collection, and how this collection supplements the UF Libraries collections.  Additional collection manage-ment information can be included here as appropriate.>

<Affiliated Library> Commitments

Because this agreement improves access and awareness of the resources held by the Affiliated Library, there will be services expected by patrons finding these resources in the UF Libraries Catalog.  It is expected that the Affiliated Library will provide the following services.

Name, contact information and responsibilities.  When this person leaves, another person needs to continue management of the collection.  The Libraries CM Liaison is to be notified about this change in personnel.>

Use of materials in-house during regular posted times or by appointment.If materials are available for check out this function must be administered by the Affiliated Library.

Collection management is expected (maintenance of the collection, especially catalog information on current, new and removed items in the collection.)

Photocopying, scanning, etc. are considered optional services.

George A. Smathers Libraries (UF Libraries) Commitments

Catalog management

  • Affiliated Library will receive a Sub-library code with display name, and a Collection code(s) with display location.
  • UF Libraries catalog records will be created for items in the Affiliated Library collection by staff of the Affiliated Libraries with training and consultation from UF Libraries staff.
  • Material will be listed as non-circulating in the UF Libraries catalog.
  • Information on the Affiliated Library and its location will be in the UF Libraries catalog.
  • Interlibrary Loan will not be available and the material will not be listed in OCLC.

Assistance, training and consultation with collection and catalog management.


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