See the original post here in the colldv-l Archives:
http://serials.infomotions.com/colldv-l/archive/2011/201107/0150.html
====#1====
Refusing large book donations ???
From: "Skib, Bryan" <bskib_at_umich.edu>
We have also questioned the costs and benefits associated with handling large gifts of
materials, and have taken steps in recent years to reduce this burden. In general we do
not accept gifts without prior review by library collection specialists, and they are
instructed that we should decline any large, general gifts that would likely produce a low
yield of items we'd actually choose to add to the collections. If the subject matter is of
great interest to us, they may review a list provided by the donor, or may visit a
collection to pick and choose what tends to be a very small number of items of likely
interest. We tend to be a little more flexible where the gifts relate to our Special
Collections or to areas of particular interest to our campus, but even here yield is key.
When donors express concern about our practices, and they sometimes do, we tend to explain
that we have very little space and must exercise extreme caution in what we can store. Our
decisions are not a reflection on the absolute value or quality of what they are offering,
but rather of our local needs. With very few exceptions, our prospective donors find this
to be reasonable. Since they are in general looking to find a "good home" for the
materials, we try to suggest alternative uses for things we cannot retain.
While it does not go into all these details, here is what potential donors first see at
our website.
http://www.lib.umich.edu/library-administration/gifts-kind-policy
This does not mean we would never bend a little to make an exception, given sufficient
inducement.
When gift items just arrive at our doorstep with no prior review, we generally work them
into a very lightweight review process -- if few in number. If larger we would take a
quick look and decide whether to recycle, send to Better World Books, or pull out a few
things worth reviewing -- but we would not search every item just in case there's
something of value, or to make sure there are no items needing replacement, etc. If the
unannounced gift were in our areas of greatest strength (e.g. Philippines), or where we
are actively building (e.g. Armenian) -- I would expect some level of review by a subject
specialist.
Bryan Skib
Associate University Librarian for Collections
818 Hatcher Library
University of Michigan
(734) 936-2366
====#2=====
From: "Bob Holley" <aa3805_at_wayne.edu>
While I'm a professor, I also select in the Romance Languages at Wayne State
University and keep up with collection development policies. Second, the
area of gifts, book sales, and the out-of-print book market is my main
research area. Wayne State University no longer accepts gifts except in
exceptional circumstances. I tried to get permission to accept a gift from a
retiring French professor that I conservatively valued at over $4,000, but
the decision makers said no because the items were relatively esoteric
research materials that probably wouldn't ever circulate. I don't disagree
with this decision. As an aside, another major research library a bit to the
west of us also turned down the gift. When gifts arrive unannounced, they
are put in an unattended book sale room or held for a yearly book sale.
Looking at the quality of some of the items for sale, I don't think that
anyone does more than a cursory evaluation because many moderately valuable
books get sold for a few dollars apiece. The library adopted this policy
because of lack of staff and because the shelves in the storage area were
needed for more important purposes. The library Web site suggests
alternatives places to donate materials.
To put on my researcher hat, the library could accept gifts and then ship
them off to B-logistics, BetterWorld Books, or Thrift Books to make a bit of
money for relatively little work other than packing and addressing the
boxes. Some of these companies pay shipping and don't require any
pre-evaluation though I'd suggest pulling out obvious rejects such as
damaged or moldy items and last year's best sellers for discard or recyling.
Even older textbooks sometimes have value. You should get some income this
way. I'd check out the terms with all three major vendors since their
policies and payouts vary. You could also do what Wayne State does as
described above. I would be clear to donors that you don't promise to add
their materials to the collection but will use them to support the library
by selling most or all of them. One caveat is that the donor and the library
must follow special rules if the donor wishes to take a tax deduction over
$5,000. The donor must get an independent appraisal, and the library must
report to the IRS any sales that occur in the first two years. Most
libraries in this situation store the books for two years, but this requires
available storage space.
Email me directly if you have additional questions.
Bob
Robert P. Holley
Professor, School of Library & Information Science
Wayne State University
Detroit, MI 48202
1-888-497-8754, ext 705 (phone)
313-577-7563 (fax)
aa3805_at_wayne.edu (email)
====#3====
From: "Thomas, Susan Elaine" <suethoma_at_iusb.edu>
We recently shifted the responsibilities of a part-time staff member from print serials to
gift acquisitions. So far this is helping tremendously to keep up with the counting,
sorting, processing, and cataloging of gift materials. We also use circulation student
assistants to help check gift titles against the catalog, check gift copies with copies in
the stacks, and box materials to send to Better World Books. Better World Books would be
more than happy to work with you to take any materials you don't want.
We have also discussed abandoning our gift acquisitions program but feel it generates too
much good will to refuse donations. Oftentimes the donors of books show a lot of sentiment
about the materials and seem very happy and thankful that we take them. We have in the
past year stopped taking print periodicals.
Susan E. Thomas, M.L.S.
Head of Collection Services
Schurz Library
Indiana University South Bend
(574) 520-5500
suethoma_at_iusb.edu
====#4====
From: ewayne_at_pittstate.edu
We have been forced to make it clear, when we receive books, that we can
do whatever we want with them. Donors must be informed, up front, that
the books might be added, or they may be sold on our book sale, or even
recycled. With some donations in Business or Science, I simply discard
anything that is more than twenty years old. The bulk of most donations
are old textbooks, and our policy says that we don't add textbooks.
Once, some years ago, we had to accept a large donation from our new
President. We were ordered to add them all to our collection.
Instead, I only added the book titles that we didn't already own, and the
rest (about 2/3rds) went into boxes that were stored in a room in the
basement. Three years later when he left, I was able to
get rid of all those boxes. Hello, recycling center!
====#5=====
From:
Amy Faye Fyn <afyn_at_bgsu.edu>
Helen,
I don't have an answer to your question, but have an idea for the future, for what it is
worth.
Your statements make a valid argument that could become part of a policy for accepting
large gifts (which you can also define...over 3 cartons or over 30 unique titles, etc.).
Include in the policy the cost of processing each book or title: donations accepted only
if the books come with money. Do you think $2.50 is enough per title, or $4? Say so, and
include that in a nice letter to the prospective donor. Non-library folks have no idea how
much work is involved in their generous gift of items they no longer want, not to mention
the physical space needed to handle these donations. Depending on the library's
requirements, the monetary donation could be suggested or required.
Does any library have guidelines or a program in place where book donations are paired
with the cost of processing or disposing the books?
Amy
Amy Fyn
Reference and Instruction Librarian
152 Jerome Library
Bowling Green State University
Bowling Green OH 43403
afyn_at_bgsu.edu
Received on Sat Jul 30 2011 - 03:01:14 EDT