GENERAL GUIDELINES

The Rod Library accepts materials gifts, or gifts-in-kind, which will, in the judgment of the subject bibliographers, contribute to the instructional, research and general knowledge needs and interests of the University and its constituencies. All donations are subject to the terms and conditions outlined below.

MATERIALS OF INTEREST

In general, the Library is interested in donations of print and non-print titles. The Library accepts donations of both hardcover and paperback books, microform titles, and selected audio-visual resources. The condition and currency of materials, and the duplication of existing Library resources, are considered in evaluating potential gifts.

MATERIALS GENERALLY NOT OF INTEREST

The Library ordinarily does not accept donations of the following materials:

• textbooks more than 2 - 3 years old
• mass market paperbacks
• popular magazines (loose issues or bound volumes)
• scholarly or research journals which duplicate Library holdings
• music or spoken word LPs
• any materials in poor condition

MAKING A DONATION

All offers of gifts-in-kind should be directed to Katherine Martin, Head, Collection Management and Special Services. Contact the department at 250 Rod Library, phone 319-273-7255 on Monday through Friday from 8:00 a.m. - 5:00 p.m. Ms. Martin will contact the potential donor or ask that the appropriate subject bibliographer do so to discuss the scope and focus of the gift. Large collections offered by a local donor may be reviewed at their present location by a subject bibliographer. Ordinarily, the donor is responsible for arranging for delivery of any gift to the Library.

Offers of gifts-in-kind for Special Collections and University Archives will be directed to the Special Collections Librarian and University Archivist. The unit has its own policies and procedures for accepting, reviewing, and acknowledging such gifts.

TERMS OF ACCEPTANCE

All gifts-in-kind are accepted with the understanding that the addition of materials to the Library's collection is at the discretion of the Library faculty. If the gift does not suit the Library’s needs or collecting policies, the Library may suggest a more appropriate recipient. Upon request, items that are not added to the local collection will be returned to the donor. Otherwise, items with enduring value will be offered to another state agency or institution.

Gifts accepted by the Library ordinarily are integrated into the appropriate collection. No titles are added to a particular collection (e.g., Special Collections, Reference) without the prior agreement of the administrator of the collection. Gift plates are prepared at the donor's request. The Library uses only gift plates prepared in-house.

RECEIPT AND ACKNOWLEDGEMENT

All gifts-in-kind are acknowledged with a letter issued by the office of the Dean of Library Services. Itemized lists of donations are prepared for inclusion with the acknowledgment.

The Library does not provide any estimate of the value of any gift. Information about tax deductions for donors of gifts-in-kind is available in publications of the Internal Revenue Service.

Collection Management and Special Services Department
Rod Library
November 1998