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Donations & Gifts Policy

Introduction

Edith Garland Dupré Library welcomes gifts of library materials which will increase the capability of the collection to support the mission of the University of Louisiana at Lafayette. The library handles gifted materials according to guidelines explained within this policy statement.

The library also welcomes monetary gifts. The University Foundation handles monetary donations.


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Policy

Edith Garland Dupré Library will accept gifts of library materials with the understanding that they then become the property of the State of Louisiana. Decisions concerning retention, cataloging, and location will be made by library personnel in accordance with the Collection Development policy statement. Departures from this policy may be made when appropriate at the discretion of the Dean of Libraries.


Guidelines - General Criteria

Collection Needs
  • For both the present and the future
Format
  • Appropriate to the collection
  • Generally, the library does not at present collect films, filmstrips, VHS, Betamax, copied materials, or realia
  • 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 they will be placed
  • Repair or binding is appropriate if content justifies the expense
  • Items will be rejected forthwith if showing mold, mildew, insect infestation, rodent excrement, or other substantial damage
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
  • 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 will be evaluated on a case by case basis and maybe 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
  • 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 is 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 - the Government Documents Librarian and/or the Head of Reference & Research Services  
  • Generally, considered are materials of historical value and those needed to fill gaps in collection holdings.
Louisiana Documents
  • Retention decisions - the Louisiana Room Librarian
  • Generally, considered are any state or local documents not already owned.
Other States and Countries
  • Accepted only if pertinent to the collection and of a format and condition to add to the circulating collection
Reference
  • Retention decisions - the Head of Reference & Research Services
  • Generally, materials must be current and useful for daily reference desk needs.
  • The general collection may add older editions of reference-type materials (e.g., almanacs, dictionaries, encyclopedias, who's who, etc.) either for circulation or for Library Use Only.
Louisiana Room
  • Retention decisions - 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 - the Head of Special Collections Services
  • In general, items including pre-1900 imprints, limited editions, first editions, autographed or inscribed works, or items otherwise intrinsically unique may be added.
University Archives & Manuscripts Collection
  • Retention decisions - the Head of Special Collections Services
  • Types of materials which may be accepted include:
    • newsletters
    • annuals
    • published reports and surveys
    • scrapbooks, photographs
    • personal papers
    • 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, Room 101B)

Donors

Interpreting Policy
  • It is the responsibility of the Head of Collection Development, or the Head of Special Collections Services, to explain and interpret this policy statement to prospective donors.
  • Any materials donated will be distributed as best suits the interests of the library.
  • The library may offer gifts not appropriate for adding to the collection to other institutions as gifts or for exchange, donate them to the library annual book sale, or discard them.
Declining Gifts
  • The donor should be encouraged to provide a list of the materials available so that the Head of Collection Development or the Head of Archives & Special Collections can identify items of potential value.
  • The library may decline immediately unacceptable items (e.g., popular magazines).
  • The library should make suggestions of other libraries or institutions (such as Lafayette Public Library, South Louisiana Community College, nursing homes, and penal institutions) where the proffered materials might be needed.
Donation Forms
  • Each donor will be asked to fill out a Materials Donation 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 library's records retain the original.
  • Copies of this form will be available at the Circulation Desk and in the Head of Collection Development's office.
  • Special Collections handles donation forms for archival materials.
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 donors desire estimates or appraisals.
Acknowledgments
  • The library sends notices of acknowledgment and appreciation to donors covering the amount and type of material received.
  • In the case of honorary or memorial gifts, the library will send an appropriate letter to the person, family, or organization involved.
  • In addition, the library will prepare and send a bibliographic list of the items received to the donor for their records upon request.
Identifying Gifts
  • Upon request, a bookplate will be used listing the donor's name.
  • In the case of honorary or memorial gifts, a bookplate will always be used listing the name of the donor and/or the name(s) of those they wish to honor or memorialize.

Contact

Direct any questions regarding this policy to:

Andrea Flockton
Senior Instructor
Head of Collection Development
Edith Garland Dupré Library
400 E St Mary Blvd
Lafayette, LA 70503
Room 134
(337) 482-6677
aflockton@louisiana.edu


[ Last Revised on May 31, 2019 ]