Chapter 13. Library
Section 13.1. General Operations

13.1.3. Gifts and Donations

Donations of books, periodicals, pictures, historical documents, and other materials are welcomed. These donations are sometimes the source of rare or unique materials not available elsewhere.

The head of Collection Management accepts gifts for the main collection; the University archivist accepts gifts for the archives, under the following conditions:

1. The gift(s) must support the collection policy of the Library.



2. No restrictions may be attached to the gifts, with the exception of archival materials. In that case archival policy will prevail. This allows for restrictions on material of a sensitive nature and such conditions will be stipulated in the Deed of Gift form.



3. All gifts and donations will be reviewed by the appropriate librarian prior to acceptance or physical delivery. This may frequently require a written list of titles from the prospective donor.



4. A Declaration of Release is to be completed and signed by the donor before the gift may be accepted. Materials left in the Library without observing this policy may be discarded.



5. The donor is responsible for transporting the gift(s) to the Library.



6. The Library must be free to dispose of any materials that are not needed.



7. The Library cannot agree to maintain a gift collection as a separate entity or in accordance with any other special conditions.



8. Gift books added to the Library collection will be provided with a bookplate bearing the donor's name, if requested.



9. Appraisal, for tax purposes, of a gift to the Library is the responsibility of the donor. As a party to the transaction, the Library cannot participate in this act. To protect the donor as well as the University, the Library will not appraise a privately owned item. The Library will, upon request, refer the donor to qualified appraisers. Acceptance of the item by the Library will not in any way imply an endorsement of the appraised value. The cost of the appraisal will ordinarily be borne by the donor.



10. Gifts valued or appraised at over $5,000 are subject to tax laws. Donors of such gifts are referred to the senior vice president for advancement and marketing and may need to seek professional legal assistance.

Procedure

1. The prospective donor notifies the head of Collection Management, for a donation to the Library, or University archivist, for a gift or donation to the Archives, of the impending donation. They will consult with the donor on the best way to review the materials, by list or by visit.



2. The donor brings the material to the Library, or submits a list, or the head of Collection Management or University archivist involved, visits the donor.



3. If the gift is accepted, a Declaration of Release or Deed of Gift is signed by the donor.



4. The donor receives a note of acknowledgment from the head of Collection Management or University archivist.