Acquisitions Staff Resources

Gift Procedures & Information for Prospective Donors

The University of Virginia Library accepts donated library materials when the offered materials will enhance the collections of the Library. The Library does not accept gifts that are not appropriate for its collections, and may decide to accept only selected items from an offered gift. All proposed gifts of Library materials for the general collections are subject to approval by Library Coordinators or Selectors, who consider whether the materials offered will support the collection development policies for a given field.

Staff should direct prospective donors interested in offering materials to contact the appropriate Subject Librarian or Collection Coordinator, or Jared Loewenstein, the Library Collections Field Agent, beforehand with information about the materials. If possible, a complete listing of the items with as much detail as possible, including condition, is encouraged.

Upon acceptance of a gift, the donor will receive a letter of acknowledgment and, depending on the gift's apparent value, a Deed of Gift along with pertinent tax information. If the donor expects to value the gift at $5,000 or more for tax deduction purposes, the IRS requires an independent, professional appraisal. The University requires that such appraisals must be carried out at the expense of the donor. Once accepted, gifts become the property of the University of Virginia Library. Any items not needed may be sold for the Library's benefit, or they may be transferred to another institution.

PROCEDURES

Special Collections donations are handled within that department according to their established procedures. All inquiries about donations of rare books, manuscripts, or archival materials should be referred directly to the Special Collections Department, as follows:

• Books: Christian Dupont
• Manuscripts: Christian Dupont
• University Archives: Christian Dupont

In the case of materials offered for the general collections, inquiries about donations of Library materials should be referred to Jared Loewenstein, Collections Field Agent, or to the appropriate Coordinator in each library:

• Alderman/Clemons: Karen Marshall (Humanities and Social Science),
• Education: Kay Buchanan
• Fine Arts: Lucie Stylianopoulos
• Music: Erin Mayhood
• Science libraries: Carla Lee

The responsibilities of the Collections Field Agent are:

1. To serve as the initial point of contact for general gift inquiries or when it is not clear who is the appropriate Coordinator or Subject Librarian.
2. To determine the appropriate Subject Librarian(s) and/or Collections Coordinator(s) for the prospective gift and alert them to the offer.
3. To advise Subject Librarians and donors on the need for a Deed of Gift, University and IRS reporting requirements, and alternatives for disposition of materials not needed by the University Library.
4. To assure that gifts are acknowledged promptly.

Upon referral of a potential gift, Subject Librarian(s) and/or a Collections Coordinator determine if the gift is an appropriate addition to the Library. Either the decision-maker or Jared informs the potential donor of the decision. If the gift is not appropriate for the U.Va. Library, Jared or the Coordinator may suggest alternatives.

When a gift is accepted for review by a Selector or Jared, the material is routed by the person accepting the gift to Acquisitions. Donors who plan to deliver their materials should be instructed to address them to the individual accepting the gift, care of the Acquisitions Department in Alderman Library; prominently display the name and address of the donor on the gift to avoid errors of attribution; and deliver them to the back door of Alderman Library. The person making those arrangements alerts Acquisitions to expect the materials and Jared makes arrangements for the transport of a gift when it cannot be delivered by the donor.

Acquisitions gift unit staff unpack the gift, count the materials and prepare the form acknowledgment letter (except for gifts from publishers, which are not acknowledged) including the number of gift receipts. The acknowledgment letter is forwarded to Jared for his signature within one week of the gift's arrival in Acquisitions. If the estimated value of the gift is $250 or greater, Jared prepares a Deed of Gift to accompany the acknowledgment letter, along with a copy of an information sheet on tax deductions and IRS Form 8283 ("Noncash Charitable Contributions"). When a Selector acknowledges a donor's gift directly, Acquisitions will not prepare an acknowledgment letter but a copy of the acknowledgment letter should be sent to Jared. The Selector will insert a copy of his/her acknowledgment letter in the gift receipt before forwarding the gift to Acquisitions for review.

 

If the gift is a substantial one, Acquisitions has the gift put on shelves in the Acquisitions Department, sorting the items into broad subject categories if the Selector so wishes, and notifies the appropriate Coordinator or Selector that the material is ready for review. The Selector may divide the individual gift materials into four categories:

1. Add to the collection if it is not duplicated anywhere in the University Library collections.
2. Add to the collection if it is not duplicated in the same location.
3. Definitely add to the collection, regardless of existing holdings.
4. Definitely discard.

Acquisitions staff search in VIRGO all gift materials being considered for adding to the collections, and then forward items to be added to Cataloging. Acquisitions disposes of the items that are not to be added.

Except in special circumstances, the Library does not install bookplates in gift books. If the Selector determines that bookplates are appropriate for a particular gift, he or she consults the Communications and Publications Department about the creation of a custom bookplate. Upon request, Acquisitions staff prepare generic bookplates for individual gifts added to Library collections.

Selectors outside of Alderman may arrange to accept gift materials in their locations or in Alderman. If in their locations, staff in the unit follow the steps listed above and route items to be cataloged to Cataloging with a standard gift routing slip (available from Acquisitions).