Donating to the Library

While we greatly appreciate the generosity of people wishing to donate materials to the University Library, we have a limited ability to accept gifts of books, periodicals, films, manuscripts, and other materials.

On occasion, exceptions may be made if the potential donation strongly supports the university curriculum, enhances the library's mission, and augments the library's collections in needed ways.

Inquiries

Inquiries from potential donors are directed to the Collection Development Librarian who, in consultation with appropriate parties and in accordance with the collection development policy, will determine whether the materials are of interest to the Library.

Proposed gifts of archival-type materials such as photographs, personal papers, manuscripts, or materials requiring special handling or processing are subject to an in-depth review in order to identify cost, processing, storage, and preservation issues. Donors are requested to complete the Materials Donation Review form to help us determine the best fit and identify the associated costs.

Inquiries concerning other kinds of donations, such as monetary contributions, endowment funding, bequests, and gifts of equipment are to be directed to University Library Administration.

Implementation

Donations will be accepted in conformity with the current Internal Revenue Services and university regulations.

The library reserves the right to refuse any potential donation and is not obliged to return unsolicited materials.

Upon receipt, donations become the property of the university. Donations are presumed to be given without condition; any conditions placed upon an offered donation must be negotiated before delivery.

The library reserves the right to make retention decisions, to dispose of unwanted items, and to set processing priorities after receiving the donations.

Delivery of donations should be made only with prior arrangement.

At any point after donations are accepted, the library may offer items for sale or donate them to another library, state facility, or charitable organization, or discard them. Proceeds from the sale of books directly benefit the library.

Acknowledgement

Donors can opt to receive a receipt at the time of the donation which confirms the quantity and nature of the donation. Such receipts do not constitute an inventory and do not place a value on the donation for tax or other purposes.

Donor files will be maintained and donations will be reported to the University Development Office as appropriate. Donors are requested to provide their name and contact information on the receipt.

Valuation

The University Library is unable to provide a valuation of donations. By law, appraisals or estimates determined by the beneficiary of a donation cannot be used to substantiate the value for personal income reporting purposes. Appraisals, if desired, must be conducted by a third party prior to the delivery of the donation. If, in one calendar year, combined donations of any one type (such as books) total $5,000 or more, they are subject to special IRS requirements and must be accompanied by a qualified appraisal at the time of delivery.

For further information

Library Administration:
Laura Alamillo, Ph.D., Interim Dean

Collection Development Librarian:
Laura Krier
707-664-2459
laura.krier@sonoma.edu

This policy was approved by the Library Faculty in June 2014.