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Donations & Gifts Policy
 
Additional policies and procedures exist that might be applicable.
 
Hours of Operation
 
Introduction
 
The Edith Garland Dupré Library welcomes gifts of library materials which will increase the capability of the collection to support the teaching and research programs of the University of Louisiana at Lafayette. Gift materials are handled according to certain guidelines which are explained within this policy statement.
 
Monetary gifts are welcomed also and are handled through the Friends of the Library organization, as well as the University Foundation.
 
Policy
 
Gifts of library materials will be accepted with the understanding that they then become the property of the Library. Decisions concerning retention, cataloging, and location will be made by Library personnel in accordance with this policy statement. Departures from this policy may be made when appropriate at the discretion of the Director of Libraries.
 
Guidelines
 
General Criteria: Factors which will be considered when accepting or rejecting a particular gift are the following:
 
Collection needs: For both the present and the future
 
Format: Appropriate to the collection. Generally the Library does not at present collect films, filmstrips, or realia due to the lack of facilities to handle these formats. Special locations within the Library, however, may employ different criteria.
 
Language: Languages appropriate to University teaching and research needs. Materials in English, French, German, Spanish, Italian and Latin are presently collected. Occasionally other language materials are accepted.
 
Physical condition: Materials should withstand ordinary library use in the location where they will be placed. Repair or binding are appropriate if content justifies the expense. Items showing mold, mildew, insect infestation, or rodent excrement may be rejected forthwith.
 
Duplication: Additional copies of material already owned will generally be accepted if already shelved within a different location in the library (e.g. Louisiana Room, Reference, circulating collection.) The popularity of an author, title or subject matter may also warrant the retention of duplicate or multiple copies of an item.
 
Editions: Differing editions of works already owned may be added (e.g. revised editions, later editions, first editions.)
 
Textbooks: These are generally not collected unless they are of historical importance.
 
Timeliness/Permanence:In general, materials in the sciences with imprint dates older than five (5) years are outdated and may even be inaccurate and/or misleading and will therefore only be accepted if of value for the purpose of historical research.
 
Availability elsewhere: Materials readily available on campus, or at other local libraries or institutions may be declined even if of interest to patrons (e.g. popular novels, ephemeral humor, news magazines, etc.) Materials which are only peripherally appropriate to the collection may be accepted if they are not available at other nearby locations. An exception to this are Louisiana materials which are collected exhaustively.
 
Serials:
 
Desiderata: Serials will be accepted to fill gaps in the Library's holdings.
 
Short or broken back runs of serials: If the Library has no other holdings of serials, they generally will not be accepted.
 
Non-indexed serials: Titles not already owned nor indexed within standard indices usually will not be accepted.
 
Gift Subscriptions: Serials of a substantial nature may be accepted, cataloged and bound provided they are for titles the Library could justify purchasing should the gift subscription cease to be provided. Gift subscriptions to serials of an ephemeral nature (e.g. newsletters, directories, etc.) may be accepted, cataloged, and retained for a limited time and then discarded.
 
Special Locations:
 
U. S. Government Documents: Retention decisions are made by the Government Documents Librarian and/or the Head of Reference. Generally, materials of historical value and those needed to fill gaps in collection holdings will be accepted.
 
Louisiana Documents: Retention decisions are made by the Louisiana Room Librarian. Generally any state or local documents not already owned will be accepted.
 
Other states and countries: These are accepted only if pertinent to the collection and of a format and condition to be added to the circulating collection.
 
Reference: Retention decisions are made by the Head of Reference. Generally materials must be current and useful for daily reference desk needs.Older editions of reference- type materials (e.g. almanacs, dictionaries, encyclopedias, who's who, etc.) may be added to the general collection either for circulation or for Library use only.
 
Louisiana Room: Retention decisions are made by the Louisiana Room Librarian. Items such as monographs, serials, documents, ephemera, maps, etc., may be added, some of which may vary in condition, format or completeness form the guidelines listed in this policy statement.
 
Special Collections (Rare Books): Retention decisions are made by the Head of Archives & Special Collections. In general, items which may be added include: pre-1900 imprints, limited editions, first editions, autographed or inscribed works, or items otherwise intrinsically unique.
 
Southwestern Archives & Manuscripts Collection (including University Archives): Retention decisions are made by the Head of Archives & Special Collections. Types of materials which may be accepted include: newsletters, annuals, published reports and surveys, scrapbooks, photographs, personal papers and organizational records. Some of these may vary in condition, format, or completeness from the guidelines listed in this policy statement.
 
Instructional Materials Center (Maxim Doucet Hall): Retention decisions are made by the Materials Center Librarian.
 
Dealing with Donors:
 
Interpreting policy: It is the responsibility of the Special Projects, Services and Gifts Librarian, or the Head of Archives & Special Collections, to explain and interpret this policy statement to prospective donors. Care should be taken to assure the prospective donor that Library and University personnel are grateful for the offer of materials, whether or not they are actually accepted and added. It should be made very clear to the prospective donor that any materials donated will be disposed of as suits the best interests of the Library, and that those not appropriate for adding to the collection may be offered to other institutions as gifts or for exchange, or may be donated to the Friends of the Library annual book sale, or may be discarded.
 
Declining gifts: The donor should be encouraged to provide a list of the materials available so that the Special Projects, Services & Gifts Librarian or the Head of Archives & Special Collections can identify items of potential value. Unacceptable items (e.g. popular magazines) may be declined immediately. Suggestions of other libraries or institutions (e.g. Lafayette Public Library, South Louisiana Community College, nursing homes, penal institutions, etc.) where the proffered materials might be needed should be made.
 
Donation forms: Each donor will be asked to fill out a Materials Donation Form (See sample form), which is to be signed and dated by Library personnel (e.g. a faculty or staff member). A copy of this form will be sent to donors for their records, while the original is retained for the Library's records. Copies of this form will be available at the Circulation Desk, and in the office of the Gifts & Development Librarian. Donation forms for archival materials will be handled by the Archives & Special Collections Department.
 
Appraisals/estimates/tax considerations: By law, the Library cannot appraise gifts for income tax purposes. Donors should be directed to recognized appraisers, their attorneys, and the latest IRS regulations and rulings if estimates or appraisals are desired. Library personnel may provide access to dealer's catalogs or other information in order to assist donors with estimating the value of their gifts.
 
Acknowledgments: Notices of acknowledgment and appreciation are sent to donors covering the amount and type of material received (See sample letter). In the case of honorary or memorial gifts, an appropriate letter will be sent to the person, family, or organization involved (See sample letter). In addition, a bibliographic list of the items received will be prepared and sent to the donor for their records.
 
Identifying gifts: Upon request, a book plate will be used listing the donor's name. In the case of honorary or memorial gifts a book plate will always be used listing the name of the donor and/or the name(s) of those they wish to honor or memorialize (See sample book-plates.)
 
Barbara Flynn, Asst. Dean for Technical, Web & IT Services
(337.482.6041; bjf1855@louisiana.edu)
 

Document last revised Monday, July 16, 2012 2:19 PM

Copyright 2010 by the University of Louisiana at Lafayette
Edith Garland Dupré Library, PO Box 40199, Lafayette LA 70504
Circulation Desk: 337/482-6025 · Reference Desk: 337/482-6030
Location: 400 E Saint Mary Blvd · E-Mail: reference@louisiana.edu