Skip to main content

Aleph@UF: Bookplates / Donations

Cataloging procedures and policies

Bookplates

CAUTION: SOME OF THE FOLLOWING INSTRUCTIONS ARE OUTDATED AS OF SEPTEMBER 9, 2016.

 

Updated January 2015

 

The Acquisitions and Collections Services Department and the Cataloging and Discovery Services 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. 

 

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

 

Grants and endowments: the Acquisitions and Collections Services Department and the Cataloging and Discovery Services Department use a semi-annual automated method to add donor information to the catalog for items purchased through grant and endowment funds. 

 

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 Collections Services Department 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.

 

  • 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.

Examples:
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

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

ACQ/CAT WORKFLOW

 

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.

 

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

 

CATALOGING GUIDELINE (individual donor bookplates)

 

Bibliographic record

Add the name of the donor and/or honoree in a 796 field.  Use a locally defined 2nd indicator 3.  Add |5 KEEPUF |5 FU.

Add the name of the collection or endowment in a 797 field.  Use a locally defined 2nd indicator 3.  Add |5 KEEPUF |5 FU.

 

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

 

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

 

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.  Using |x gift will assure the bookplate is associated with the correct holding in the display.

 

When there is a letter with a diacritic in the url, replace the letter/diacritic combination with its corresponding unicode value (unicode table).  Example: http://www.uflib.ufl.edu/tools/bookplate/donor.htm?donor=Gift in honor of: Luis Fernández-Cifuentes given by Efraín Barradas.  The browser may automatically enter additional characters into the link (e.g., %20), but in Aleph it's not necessary for the link to contain those extra characters.

 

The "Donations" macro in the Cataloging Macro Suite (Alt + F3) 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.

 

Examples

Bibliographic record:
796 13   Bryan, Charles W., |c Jr., |e donor. |5 KEEPUF |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

Bibliographic record:
796 13 Jones, Chris, |e honoree. |5 KEEPUF |5 FU
796 13 Smith, Angela, |e donor. |5 KEEPUF |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

Bibliographic record:
796 13  Cohen, Sadie M. |e honoree. |5 KEEPUF |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

Bibliographic record:
796 13  Jamison, Elizabeth, |e honoree. |5 KEEPUF |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

Bibliographic record:
797 23  Whitney R. Harris Collection. |5 KEEPUF |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

Bibliographic record:
797 23  Walter Marg Collection. |5 KEEPUF |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

 

Copy Numbers in Aleph Records

**The following only applies to materials that have copy-specific information that needs to be noted in the bib record**  Please note copy numbers in Aleph holdings and item records for materials that have copy-specific information in the bib record - only applies when there is more than one copy in the same sublibrary / collection - this includes materials going to the branches as well as SASC 

Example for second copy signed by author in West Gen collection:

BIB: 590 _ _ |a Library West copy 2 signed by the author. |5 KEEPUF |5 FU

HOL: 852 |t 2

ITM: Copy Number: 2

        Description: c.2

 

University of Florida Home Page

This page uses Google Analytics - (Google Privacy Policy)

Creative Commons License
This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License.