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Materials purchased
as well as some donated gift items, will have 541 notes added to their bibliographic records by whomever is cataloging the items, i.e., by whomever is taking the cataloging statistics, or, in the case of subscriptions or standing order titles, by whomever creates the order record. A separate 541 may be entered for each new location whose item is a gift purchase or has been purchased with endowment funds, in honor of, or in memory of someone.
Acquisitions will indicate on the receipt flier when an item requires a 541. A bookplate may not always be present in the book.
A donor note should be entered into a 541 field, which is repeatable. No indicators are used.
The item being referred to should be indicated by prefacing the note with the Library location owning the item in the |3. If a particular volume of a set is being referred to, include the volume number in the |3 as well. If the copy being referred to is a Penn State University Libraries electronic resource, preface the note with Online Resource in place of a location name.
Subfields
Use the following subfields in the 541 field, in the order listed:
| Code | Description |
|---|---|
| |3 | Material specified (copy Library location/volume number(s)) |
| |c | Method of acquisition (e.g., "Purchased with funds from," "Purchased in memory of," "Purchased in honor of") |
| |a | Source of acquisition (e.g., fund or individual's name) |
| |d | Date of acquisition (use Fiscal year format: YYYYY, e.g., 20023) If the receipt date stamped on an item's flier falls prior to July 1st, the previous calendar year will begin the fiscal year entered, followed by the last digit of the next. (e.g., Flier is stamped March 25, 2002, which fell within the 2001-2002 fiscal year. It would be entered as 20012 not 20023.) |
| Exception: Do not input a |d for subscriptions or standing orders. | |
| |5 | Institution to which field applies (use NUC symbol: PSt) |
Edit 541 notes and any other local notes as necessary upon withdrawal of items from the catalog
The receipt flier will indicate the fund id in the case of an endowment purchase. Look up the full name of the endowment fund at the following URL (a new browser window will open):
In the case of books purchased in memory of or in honor of someone, the bookplate with the name to be used in the note will accompany the book.
If multiple copies of an item, purchased with different endowment funds, are cataloged for one location, enter a separate 541 note for each endowment purchase. If multiple copies are purchased for the same location with the same fund, separate 541s are not necessary. All of the following 541 notes could appear in the same bib record:
| Tag | Contents |
|---|---|
| 541 | |3UP-PAT copy:|cPurchased with funds from the|aPaterno Libraries Endowment;|d20012.|5PSt. |
| 541 | |3UP-PAT copy:|cPurchased with funds from the|aRoy Laurens Bovard Renaissance Fund;|d20023.|5PSt. |
| 541 | |3UP-PAT copy:|cPurchased with funds from the|aShulamith Simon Abrams Memorial Libraries Endowment;|d20012.|5PSt. |
| 541 | |3Architecture copy:|cPurchased with funds from the|aPaterno Libraries Endowment;|d20012.|5PSt. |
| 541 | |3Arts & Humanities copies:|cPurchased with funds from the|aMary Sullivan Barber and S. Walter Sweet Arts and Humanities Collections Endowment;|d20023.|5PSt. |
| 541 | |3Beaver copy:|cPurchased with funds from the|aBeaver Memorial Fund;|d20023.|5PSt. |
If multiple copies of an item are owned by one location and only one is an endowment purchase, or two or more were purchased with different endowment funds, it is not necessary to specify which copy matches up with which fund.
If different volumes of a set are purchased with different endowment funds, indicate the volume in the |3 after the location:
| Tag | Contents |
|---|---|
| 541 | |3UP-PAT copy, vol. 1:|cPurchased with funds from the|aPaterno Libraries Endowment;|d20012.|5PSt. |
| 541 | |3UP-PAT copy, vols. 2-3:|cPurchased with funds from the|aRoy Laurens Bovard Renaissance Fund;|d20023.|5PSt. |
A 541 note will be used to indicate purchases "in honor" of someone, and also to indicate that an item has been purchased to honor a faculty member's promotion and/or tenure. A bookplate with the name to be used in the note will accompany the book.
If multiple copies of an item, purchased in honor of/to honor different individuals, are cataloged for one location, enter a separate 541 note for each purchase. It is not necessary to specify which copy for the same location matches up with which individual.
If different volumes of a set are purchased in honor of/to honor different individuals, indicate the volume in the |3 after the location.
| Tag | Contents |
|---|---|
| 541 | |3UP-PAT copy:|cPurchased in honor of|aJohn Smith;|d20012.|5PSt. |
| 541 | |3UP-PAT copy:|cSelected to honor|a[Name], on the occasion of receiving tenure-promotion;|d20034.|5PSt. |
| 541 | |3Altoona copy, vol. 1:|cSelected to honor|a[Name], on the occasion of receiving tenure-promotion;|d20034.|5PSt. |
Some gifts/gift purchases, as noted on the receipt flier, may initially appear to be endowment purchases. They will not be listed in the Endowment Descriptions list. When in doubt, contact the appropriate Acquisitions team for confirmation. Email notification will be sent when a 541 is created for a new gift/gift purchase. A bookplate with the name to be used in the note will accompany the book. To request that a donor note be created for gift material, contact Technical Services representatives.
If multiple copies of an item for the same location are from different gift purchases or purchased in memory of different individuals, enter a separate 541 note for each purchase. It is not necessary to specify which copy for the same location matches up with which purchase.
If different volumes of a set are from different gift purchases or purchased in memory different individuals, indicate the volume in the |3 after the location.
| Tag | Contents |
|---|---|
| 541 | |3UP-PAT copy:|cPurchased in memory of|aJohn Smith;|d20012.|5PSt. |
| 541 | |3UP-PAT copy:|cGift in memory of|aDr. André Prévos by his family;|d20034.|5PSt. |
| 541 | |3Worthington Scranton copy:|cGift in memory of|aDr. André Prévos by his family;|d20034.|5PSt. |
| 541 | |3UP-PAT copy:|cPurchased with funds from the|aAllen and Judith Weltmann Gift;|d20012.|5PSt. Weltmann in the 541 note should end in "nn", but the receipt flier will have only one n. |
| 541 | |3UP-PAT copy:|cPurchased with funds from the|aPatrick E. and Candace Malloy Education Library Fund;|d20034.|5PSt. |
In the case of subscriptions or standing orders, donor notes should only be added if the order is solely funded by the endowment fund (i.e., single funding).
Indicate the subscription or standing order in the |3 after the location. Do not input a |d.
| Tag | Contents |
|---|---|
| 541 | |3UP-PAT subscription:|cPurchased with funds from the|aUniversity Libraries Endowmnet;|5PSt. |
| 541 | |3Earth & Mineral Sciences subscription:|cPurchased with funds from the|aJames F. Robb Fund;|5PSt. |
| 541 | |3Business standing order:|cPurchased with funds from the|aUniversity Libraries Endowment;|5PSt. |
| 541 | |3Online Resource subscription:|cPurchased with funds from the|aJames F. Robb Fund;|5PSt. |
If the copy/subscription/standing order being referred to is a Penn State University Libraries electronic resource, preface the note with Online Resource in place of a Library location name in the 541|3:
541 |3Online Resource subscription ...
For Pattee/Paterno stacks items, input: UP-PAT copy/subscription/standing order in the 541|3:
541 |3UP-PAT copy, vol. 1 ...
For all other Library locations, including Pattee/Paterno reference locations, use the following forms of the various Library names in the 541|3. It is not necessary to include "Library" after the location name.
