Policy on Donating Materials
Answer
Donate Materials
The University of Regina Library welcomes the donation of books, including those that may be designated as rare, periodicals and other formats that will enhance or extend the Library’s existing collection. These types of materials are referred to as gifts-in-kind. Such items are assessed for inclusion in the collection according to criteria similar to those governing the acquisition of new materials for the Library. The acceptance of gifts-in-kind to the Library is guided by the following principles:
- The Library will accept donations which support the teaching, learning and research goals of the University and which are consistent with the Library’s collection development policies http://www.uregina.ca/library/services/collections/policies_guidelines.html.
As per the University of Regina’s Gift Acceptance Policy GOV-030-005, independent appraisals are required for all gifts-in-kind over $1,000 CDN. Gifts under $1,000 require either an independent appraisal or an internal valuation set by a qualified employee of the University as per Canadian Revenue Agency regulations. Assistance in performing an appraisal or in identifying qualified appraisers is available without cost through the University’s Supply Management Services. Appraisal costs are the responsibility of the donor. Additional information about the University’s Gift Acceptance Policy is at http://www.uregina.ca/policy/browse-policy/policy-GOV-030-005.html.
- Faculty who are donating items purchased with funds from their Accountable Professional Expense Account, research accounts or operating accounts are not eligible for a tax receipt.
The Library is not able to accept every offer of donated materials because of space limitations and the costs associated with processing of materials. The following materials will ordinarily not be considered for donation:
- Textbooks and course packs
- Popular paperbacks and magazines
- Duplicate material already present in the collection, unless there is a need to substitute a damaged item or a duplicate item is deemed appropriate
- Outdated, superseded titles and editions, except where they are deemed to have value to Special Collections
- Scattered or single issues of periodicals; broken runs of periodicals are accepted only if the issues are required to replace missing or damaged issues or to fill gaps in runs of titles to which the Library currently maintains an active subscription
- Materials in poor physical condition
- Materials requiring special preservation arrangements which the Library is not able to support
- Materials requiring the use of technology no longer supported by the Library
- Any material which has been copied from an original
- Material to which the donor has attached restrictions which will limit access for the Library users or which seek to determine the shelving location of the materials
Responsibility for Coordinating Library Donations
All gift offers intended for the main Library collection or for Special Collections should be referred to the Collection Development Librarian. The University Archivist should be contacted for all gifts intended for the University Archives.
Each donation is assessed by the Collection Development Librarian, and possibly in consultation with a Subject Liaison Librarian or University Archivist, to ascertain whether it would make a valuable addition, in whole, or in part, to current holdings, and if there are special preservation needs to be considered.
The Collection Development Librarian will discuss the extent and conditions of the donation with a potential donor. After the initial discussion, if the donation is deemed to be of value to the Library, the Collection Development Librarian will make the arrangements to receive the gift.
In the case of a large collection, the Library may choose to examine the materials in situ if the collection is deemed to be of potential value.
In general, donors must deliver their gifts to the Library at their own expense.
Donation Agreement
The donor must sign a copy of the Donation of Library Materials Form at the time a gift is handed over to the Library. It will be retained by the Library. The Donation of Library Materials Form must be used to indicate a request for a tax receipt.
Donation Inventory
It is the responsibility of the donor to provide a detailed inventory of donated materials to ensure the accuracy of the gift acceptance, or in the event of a subsequent monetary appraisal. The Library cannot prepare lists of donations for or on behalf of donors.
Unsolicited Materials
The Library is under no obligation to acknowledge, return, or retain unsolicited donations of any materials received in the mail or dropped off at the Library from individuals or organizations. If the Library decides to retain an unsolicited donation, the donation will be formally accepted and acknowledged, where possible, and additional follow-up with the donor may be required.
Offer of Unwanted Materials to another Institution
Where the Library does not accept a gift, the Collection Development Librarian may provide to the donor a list of possible institutions which might be interested in the donation. The University of Regina Library cannot undertake to find alternate placement for gift materials.
Acknowledgements
All gifts from a known donor will be acknowledged by a form letter or personal letter from the University Librarian or designate, depending on the circumstances and as appropriate.
To acknowledge significant gifts, electronic bookplates will be considered. The University of Regina External Relations will also send a letter to the donor.
SUPPORTING DOCUMENTS
Donation of Library Materials Form
University Gift Acceptance Policy http://www.uregina.ca/policy/browse-policy/policy-GOV-030-005.html.
Contact Information
Michael Shires
Collection Development Librarian
Dr. John Archer Library
University of Regina
3737 Wascana Parkway
Regina, Saskatchewan S4S 0A2
Email: Michael.Shires@uregina.ca
Phone: 306.585.5418
Fax: 306.585.4493
Archival Donations:
Donations of Archival material are co-ordinated by the University Archivist. Personal papers and other material are accepted from University faculty, staff, and outside individuals or organizations. For information on the types of materials we collect you may contact, Alyssa Hyduk for specific details.
Archival donations are accepted with the understanding that the University of Regina Archives becomes the sole owner, and reserves the ultimate right to determine retention, location, organization, and other preservation considerations related to the use or disposition of materials. For archival materials, copyright remains with the donor or creator unless gifted to the University.
For further information, visit the Archives donations page.