UNC Chapel Hill Gifts Guidelines & Procedures
Gifts-in-Kind Acceptance & Rejection Guidelines
Contents
[hide<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Acceptance_%26_Rejection_Guidelines>]
* • 1 General & Overview<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Acceptance_&_Rejection_Guidelines%22%20%5Cl%20%22General_.26_Overview>
* • 2 Guidelines for Accepting or Rejecting Gifts-in-Kind<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Acceptance_&_Rejection_Guidelines%22%20%5Cl%20%22Guidelines_for_Accepting_or_Rejecting_Gifts-in-Kind>
* • 3 Additional Considerations for Accepting Gifts-in-Kind<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Acceptance_&_Rejection_Guidelines%22%20%5Cl%20%22Additional_Considerations_for_Accepting_Gifts-in-Kind>
* • 4 Gift-in-Kind Donations of Personal Print Subscriptions<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Acceptance_&_Rejection_Guidelines%22%20%5Cl%20%22Gift-in-Kind_Donations_of_Personal_Print_Subscriptions>
* • 5 Gifts-in-kind Typically Rejected for the General Collections<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Acceptance_&_Rejection_Guidelines%22%20%5Cl%20%22Gifts-in-kind_Typically_Rejected_for_the_General_Collections>
* • 6 Alternate Donation Options for Rejected Gifts-in-Kind<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Acceptance_&_Rejection_Guidelines%22%20%5Cl%20%22Alternate_Donation_Options_for_Rejected_Gifts-in-Kind>
General & Overview
This document provides guidance for subject librarians on accepting or rejecting gifts-in-kind to the general collections.
To determine the appropriate subject librarian to handle a gift-in-kind, consult Collections Responsibilities<https://intranet.lib.unc.edu/wikis/staff/index.php/Collections_Responsibilities>
When the subject scope of the gift-in-kind is not clear, general or multidisciplinary, contact the Luke Swindler, Collections Management Officer: luke_swindler_at_unc.edu<mailto:luke_swindler_at_unc.edu>; 962-1095
If situation is complicated or you are unsure how to proceed, contact Rachel Canada, Donor Communications and Annual Fund Coordinator: rcanada_at_email.unc.edu<mailto:rcanada_at_email.unc.edu>; 843-5660
Guidelines for Accepting or Rejecting Gifts-in-Kind
The UNC University Library selectively accepts donations of materials (also known as “gifts-in-kind”) to the general collections. Appropriate gifts must fall within the scope of the Library's current collecting priorities and support the University's teaching and research mission. Subject librarians should decline offers of gifts if they unnecessarily duplicate existing holdings, if the subject matter is outside the scope of our collections, or if there are donor restrictions the Library cannot honor. [Collections Steering Committee approved 9-19-2011]
This document does not cover gifts-in-kind for the special collections. Gifts-in-kind queries and donations potentially relevant to the special collections should be directed to the appropriate curator(s).
Additional Considerations for Accepting Gifts-in-Kind
* ♣ Gifts most desirable are relevant resources not already in campus collections in any format.
* ♣ As a rule, print materials must be in good physical condition:
* ♣ Clean
* ♣ No brittle, stained, marked, or discolored pages
* ♣ Odor free and not evincing any fungal or insect infestation
* ♣ Be explicit with donors that the University Library reserves absolute discretion in physical treatment, location, cataloging, terms of use, and retention
Gift-in-Kind Donations of Personal Print Subscriptions
* ♣ Campus libraries do not accept ongoing donations of print journals and other serials received through a personal membership or a paid personal subscription, because publishers price personal and membership subscriptions with the assumption that the resources will be used by an individual rather than a potentially large audience at an institution
* ♣ N.B. Campus libraries, however, will accept donations of backfiles of print journals and other serials that donors have acquired on the basis of their membership or personal subscriptions, because acquiring these materials have minimal or no impact on the publisher’s market
Gifts-in-kind Typically Rejected for the General Collections
* ♣ Textbooks
* ♣ Manuals and how-to titles
* ♣ Mass market paperbacks
* ♣ Popular/non-academic genres such as cook books
* ♣ Pre-prints of any sort (including galley proofs of books)
* ♣ Pamphlets under 50 pages (unless poetry)
* ♣ Working papers
* ♣ Individual issues of serials (unless they represent missing volumes/issues of a title already in the collections)
* ♣ Print versions of serials if already have in microform or online
* ♣ Reprints or earlier editions of titles already in the collections
* ♣ Following categories because they typically duplicate materials already in the collections:
* ♣ U.S. federal and state government documents
* ♣ U.N. and its related agencies’ publications
* ♣ U.S., U.K., and Canadian university press books
* ♣ English-language academic monographs published in the U.S., U.K., Canada, or Western Europe with an imprint after 1950
* ♣ Major English-language scholarly journals published in the U.S., U.K., Canada, or Western Europe.
* ♣ General collections can only accommodate print books and serials and microforms
* ♣ While atlases pose no problems, consult maps librarian before accepting maps
* ♣ Consult data librarian before accepting data sets and other tangible computer media
* ♣ Consult media resources librarian before accepting any audiovisuals
* ♣ Consult relevant special collections units before accepting materials in unusual formats, e.g., manuscripts, postcards, any type of classroom/teaching materials
Alternate Donation Options for Rejected Gifts-in-Kind
* ♣ Suggest other libraries you know of with possible interest
* ♣ PTA Thrift Shop
* ♣ Stanford University Libraries Suggested Sources Accepting Donations<http://www-sul.stanford.edu/depts/physics/research/donation.html>
* ♣ Better World Books<http://www.betterworldbooks.com/Info-Books-We-Accept-m-11.aspx> will take books from individuals and pay for shipping them
* ♣ Commercial book and serial dealers:
* ♣ Zubal Books<http://www.zubalbooks.com/sell.jsp>
* ♣ Powell's City of Books<http://www.powells.com/sys/obb/customer/main.cgi>
* ♣ BookMooch<http://bookmooch.com/http://www.rbms.info/yob.shtml>
Gifts-in-Kind Handling Procedures
Contents
[hide<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Handling_Procedures>]
* • 1 General & Overview<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Handling_Procedures%22%20%5Cl%20%22General_.26_Overview>
* • 2 Refusal of Gift-in-kind<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Handling_Procedures%22%20%5Cl%20%22Refusal_of_Gift-in-kind>
* • 3 Acceptance of Gift-in kind<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Handling_Procedures%22%20%5Cl%20%22Acceptance_of_Gift-in_kind>
* • 4 If Acceptance Involves Large Amount of Materials<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Handling_Procedures%22%20%5Cl%20%22If_Acceptance_Involves_Large_Amount_of_Materials>
* • 5 Examples of Effective Gifts-in-Kind Acknowledgement Letters<https://intranet.lib.unc.edu/wikis/staff/index.php/Gifts-in-Kind_Handling_Procedures%22%20%5Cl%20%22Examples_of_Effective_Gifts-in-Kind_Acknowledgement_Letters>
General & Overview
This document provides guidance for subject librarians on procedures for handling gifts-in-kind for the general collections.
To determine the appropriate subject librarian to handle a gift-in-kind, consult Collections Responsibilities<https://intranet.lib.unc.edu/wikis/staff/index.php/Collections_Responsibilities>
When the subject scope of the gift-in-kind is not clear, general or multidisciplinary, contact Luke Swindler, Collections Management Officer: luke_swindler_at_unc.edu<mailto:luke_swindler_at_unc.edu>; 962-1095)
If situation is complicated or you are unsure how to proceed, contact Rachel Canada, Donor Communications and Annual Fund Coordinator: rcanada_at_email.unc.edu<mailto:rcanada_at_email.unc.edu>; 843-5660
Refusal of Gift-in-kind
* ♣ If you have only received a query and determined that the gift is not acceptable, politely decline the gift
* ♣ If you already have received a book or other tangible gift-in-kind, determine if the donor wants the gift back
* ♣ If not, you may discard or dispose of it without restrictions
* ♣ If donor wants the gift back, work with him/her to determine the best means of returning it
Acceptance of Gift-in kind
* ♣ Complete the Gifts-in-Kind Donation Form<https://intranet.lib.unc.edu/AAL/forms/donation.html>
* ♣ After submitting this form, you will receive a copy via email and another will go to Library Development
* ♣ Library Development will compose and send a letter of acknowledgement from the University Librarian based on the information you provide on the Gifts-in-Kind Donation Form
* ♣ You may also compose and send letter of acknowledgement to donor on library letterhead, which is typically done in situations where the subject librarian has a close working relationship with the donor
* ♣ Complete the appropriate gifts-in-kind cataloging form and attach it to the gift:
* ♣ Gifts Routing for Cataloging Form <https://intranet.lib.unc.edu/wikis/staff/images/staff/b/b3/GIFT_FORM_NEW.xls> [use for single gift]
* ♣ Gifts Request for Cataloging Form<https://intranet.lib.unc.edu/AAL/depts/catalog/gifts/giftsprocessform.doc> [use when sending box of gifts to be added]
* ♣ Appraisals:
* ♣ If the donor requests an appraisal of the gift’s value, explain the library cannot provide such
* ♣ The library can, however, provide a list of appraisers
Acceptance Involves Large Amount of Materials
* ♣ Consult the AUL for Collections & Services before accepting (currently: Carol Hunter, cfhunter_at_email.unc.edu<mailto:cfhunter_at_email.unc.edu>, 962- 1301)
* ♣ As a rule, the University Library requires the donor to arrange for the delivery of gifts-in-kind to be added to the general collections
* ♣ If the library needs to arrange to pick up the gift and the AUL for Collections & Services approves, contact Purchasing & Facilities Manager in Fiscal Services (currently: Susan Wrenn, wrenn_at_email.unc.edu<mailto:wrenn_at_email.unc.edu>; 962-8028) to arrange logistics.
* ♣ If gift-in-kind involves a large number of physical volumes, inform both Special Projects Coordinator in Resource Description & Management (currently: Wendy Isicson, isicson_at_email.unc.edu<mailto:isicson_at_email.unc.edu>; 962-0171) and Head of Circulation (currently: Mitch Whichard, mlwhicha_at_email.unc.edu<mailto:mlwhicha_at_email.unc.edu>; 962-1053) so they can be prepared to handle them.
Examples of Effective Gifts-in-Kind Acknowledgement Letters
Links out the PDFs of model letters
*******************************************************************************
Luke Swindler Collections Management Officer
Davis Library CB #3918 luke_swindler_at_unc.edu<mailto:luke_swindler_at_unc.edu>
University of North Carolina TEL (919-962-1095)
Chapel Hill, NC 27514 USA FAX (919-962-4450)
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"It is not the strongest of the species that survive, nor the most
intelligent, but the ones most responsive to change.” Charles Darwin
On May 28, 2014, at 5:06 PM, <acqnet-l_at_lists.ibiblio.org<mailto:acqnet-l_at_lists.ibiblio.org>>
<acqnet-l_at_lists.ibiblio.org<mailto:acqnet-l_at_lists.ibiblio.org>> wrote:
Hello Everyone,
Would anyone be willing to share their library's gift policy? or any gifts procedures?
We have a sub group of our collection development and management committee that plans to revise our gift policies and procedures. I've found a few through specific contacts or through web searches, but the group would like to read through a more diverse response.
Send me a note if you're willing to share: acarlson_at_hawaii.edu<mailto:acarlson_at_hawaii.edu>
Thank you so much for your help!
Amy Carlson
Head, Serials Department
Hamilton Library
University of Hawaii at Manoa
acarlson_at_hawaii.edu<mailto:acarlson_at_hawaii.edu>
808-956-7692
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Received on Thu May 29 2014 - 18:05:36 EDT