A contribution, or notification of contribution, is received.

A letter of acknowledgment is written by The Librarian or his/her designate. A copy is filed with the Acquisitions Services Librarian, who initiates the bookplate process.

A bookplate is designed by Acquisitions personnel, in consultation with the donor. Bookplates for Special Collection funds are designed by Special Collection staff.

A letter of transmittal is sent by the ASL to the Gift Recording office. The letter includes the following information:

• Source of funds
• Name of the endowed fund
• Purpose
• Restrictions
• Account

An office file (within the Library) is established for the fund; and the gift report is filed in the office file.

A letter and sample of the bookplate are sent to the donor, if requested, by the Acquisitions Services Librarian.

The bookplate proof is reviewed and approved by donor, if appropriate.

Bookplates, acid-free, are ordered by the Library's Main Office, in the amount of 1000 bookplates for a $5000 endowment fund (increasing the number by 1000 for each additional $5000 in the endowment.) The initial order should not exceed 5000 bookplates.

The establishment of the fund is verified against the endowment report sheets that are received monthly from the Controller's Office. If the fund is not entered in the database, a follow-up memorandum is written by the Administrative Services Librarian to the Gift Recording.

Fund income is assigned to a bibliographer by the Director of Collection Services.

The new fund account is established in the Millennium system.

Bookplates are received. Two samples are sent to the Acquisitions Services Librarian for inclusion in the bookplate binder. The remainder of the plates are sent to Preservation Services.