In response to queries, I have copied below UNC’s Gifts-in-Kind Handling Procedures wiki page, which once again should be useful to/adaptable by other libraries.
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/> [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 cash value, explain the library cannot provide such
* ♣ The library can, however, provide a list of appraisers
If 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 (with 7 PDFs of good letters actually sent)
Finally, I think it is important to provide these model letters because they not only save time staff time by not having to to re-invent the wheel for each occasion but also maximze the chances the that the library will quickly and effectively respond to donors, which could result in an on-going relationship that ideally would result in a endowment!
Luke Swindler
Received on Tue Jan 05 2016 - 17:52:11 EST