New Collection Form

Please provide as much information as possible in each category. After completing the necessary information, click the Submit button at the bottom of the form. The form content will be electronically submitted to the Metadata Department, Operations Manager for Materials Control who will confirm receipt, prepare and publish a profile linked to the appropriate Technical Services collection queue . Please note the Curator responsibilities noted in the form.

* indicates required fields.

Full name of collection: *

Curator's email (full address): *

Is the collection currently at SUL? *
Select one Yes No

When was the collection received, or when do you expect receipt? *

Description

Brief description of collection: *

Original size of collection (estimated titles/volumes and/or number of boxes ): *

Estimated number of titles/volumes of cataloged collection (or estimated duplication rate): *

Library/location/Item Type

Please check the following web site to determine the appropriate Library, Location and Item Type for valid shelving and paging options for the specific library you designate for the collection. http://www-sul.stanford.edu/depts/ts/tsdepts/cat/resources/library/index.html

Library* *

Location *

Item Type *

Is space currently available in this library for the collection? *
Select one Yes No

Is the collection a: *
Gift Purchase

Is special funding available for processing this collection? *
Select one No Yes - PTA Yes - Grant Funding Other: Explain in comments section.

Collection general

Primary subject area(s): *

Primary language(s): *

Estimated percentage by format: Books, Serials, Media, Other *

Processing specifications

Specific collection name access point (690: 4: ) [NOTE: preferred for all collections]:* *

Other special/local access point(s) or note(s), if any:

Bookplates desired? NOTE: If special design plates are desired, the curator is responsible for providing the bookplates before the collection will be queued for processing. *
Select one Yes - SUL generic Yes - Curator special design No

If generic bookplate, specify donor/collection name for bookplate: *

De-duping process: *
Select one Handled by Metadata Department. Handled by curator.

Recommendations for added volumes to an existing terminal set: Note: Metadata procedure for terminal set items is to add to the library of the existing set if not a duplicate. *
Select one Process for home library of the existing terminal set holdings. Process for home library of the collection. Other: Explain in Comments below.

Recommendations for serial titles new to SUL: *
Select one Keep Do not keep

Duplicates found & not processed: *
Select one Return to curator Gifts & Exchange disposal Other: Explain in comments below.

End Processing

The majority of new collections should be given standard end processing (barcode, call number label, and edge stamping). The occasional collection or rare item within a collection may be given special processing (barcode & call number label placed on protective strap or jacket and no edge stamping). If items within a standard collection are to be given special end processing, they must be flagged individually by the curator. The flag should be longer than the item’s height, and clearly labeled with the following data: TO: Binding & Finishing Limited end processing requested [Collection Name] Home Library

Please select the appropriate End Processing for this collection from the following options: *
Select one Standard Processing (entire collection) Special Processing (entire collection) Mixed Processing (items requiring special processing must be flagged by the curator)

Physical condition of the collection: Note: It is the responsibility of the curator to check the contents and condition of a new collection and contact Preservation if damage, deterioration or insect infestation is discovered.. *
Select one Good Fair Poor

Other information known about the condition of the material:

Note:

If items within a standard collection are to be given special end processing, they must be flagged individually by the curator. The flag should be longer than the item’s height, and clearly labeled. If selected items within a collection require shelving in a different location than the major portion of the collection, (non-circulating paging status), these items need to specify Library/Location/Itemtype and be flagged individually or boxed separately for delivery to the processing unit.

COMMENTS or questions:

Please skip. Do not fill this out.

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