Endowment & other notes

Summary: List of notes associated with endowments, gifts, and special recognition funds which often include electronic bookplate links, and which are added to bib and/or item records via monthly CatMan routines. For a list of gift notes applied by catalogers instead of those handled by CatMan routines, see Gift collections & notes.

Applying the note

• Once a month, CatMan runs a check on all materials ordered using certain fund codes or belonging to certain collections (see lists below)
• Identified materials receive the corresponding endowment note
  • The endowment or gift note goes in the 590 field in the instance record
  • A link to the eBookplate from an 856 42  856 field is only applied to the item record
  • See URL instructions for inserting endowment notes in FOLIO eHoldings records:
    • Endowment - FOLIO eHoldings - Add Custom Label Information
• Always copy and paste the phrase to prevent typing errors and to promote consistency.
  
  • Or if using AutoControl, use saved notes to automatically enter the endowment note language.

FOLIO

• In FOLIO go into the Order app.
• From the left margin type the fund code to pull up records. You can only select one fund code at a time.
• Scroll down to Date Created, which is below the search box for Fund Codes.
  • Select the from and to create dates
• Expand the FOLIO screen to see all of the columns. The column showing the fund code is to the far right.
• Export records
  • drop-down in the Actions menu. Click on Export results CVS.
  • Export Settings leave as it is unless you are narrowing down the info needed.
  • Check computer downloads for the excel spreadsheet to finish the export.
  • Save on desktop and name appropriately.
• From the excel sheet, update records individually with the 590 and 856 fields.

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Fund Codes and the 590 Instance Notes and Electronic Links

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Collection notes

• Though these collections are not assigned a fund code, CatMan is still responsible for applying the corresponding notes and/or bookplate links to the item record.
• The associated gift and series notes, which are usually applied by catalogers, can be used to search for and identify new materials, instead of a fund code.
• It's also a good idea to check the quality/accuracy of the gift and series notes in the bib and supply any missing fields.

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