Gifts policy for donors

1.0 General
2.0 Contacts for other donations
3.0 Acceptance guidelines
4.0 Terms of acceptance
5.0 Appraisal guidelines
6.0 Disposal of unwanted items
7.0 Special purchase from private individuals
8.0 Relationship to the University of Victoria advancement services

1.0 General

This policy describes terms and conditions for the donation of gifts-in-kind (books, journals, recordings, etc.) to the University of Victoria Libraries' McPherson Library (including Music and Media Services and Special Collections) and the Curriculum Library. Donations should also conform to the University of Victoria Donations Policy #1730.

Please direct inquiries to the Gifts in Kind Coordinator (250) 721-8244.

2.0 Contacts for other donations

  • Monetary Donations. Contact the University Librarian's office (250) 721-8211.
  • University Archives and Manuscripts and Literary Manuscripts. Contact the University Archivist (250) 721-8258.
  • Law Donations. Contact the General Supervisor at the Diana M. Priestly Law Library (250) 721-8562.

3.0 Acceptance guidelines

3.1 The UVic Libraries welcome inquiries from all donors regarding potential donations of academic library materials. Please be advised that the following will not be accepted:

  • Gifts which have special conditions or restrictions
  • Materials not relevant to the University's curriculum or research activities
  • Loose-leaf publications
  • Single or scattered issues of non-current periodicals (exceptions may be made if the library is missing a particular issue or if the item is of significant scholarly interest)
  • Out-of-date textbooks
  • Popular or self-help materials, catalogues or brochures
  • Unpublished theses or unbound theses (except University of Victoria theses)
  • Incomplete sets of publications that cannot be used in parts
  • Partial runs of periodicals not already held in the collections
  • Newsprint

3.2 Donated materials should be clean, undamaged, unmarked, and free of pests, mould and mildew.

4.0 Terms of acceptance

4.1 All donations must be submitted with a Deed of gift form.

4.2 If a tax appraisal is requested the donor must indicate this on his/her signed donation form at the time of submission. Only material added to the collection is eligible for a tax receipt. (See Section 5)

4.3 Only those materials deemed appropriate for the collection by a subject librarian will be accepted and retained.

4.4 If the donor wishes to pick up any materials that are not selected he or she must indicate this on the donation form at the time of submission. (See Section 6.0)

4.5 A charge may be levied for external tax appraisals. (See 5.4, 5.6, 5.7)

4.6 The Reference and Collections Services Office and/or the University Librarian's Office will acknowledge gifts as appropriate.

4.7 A processing time of six months may be required for library staff to review donated materials for acceptance. Tax receipts are generally issued within this time, however donations that require an external appraisal may take longer.

4.8 Under special circumstances gift plates may be added to the donated materials.

4.9 Under special circumstances an electronic gift note may be added to the cataloguing record as viewed in the Main Catalogue.

Appraisal guidelines

5.1 The UVic Libraries is not able to issue tax receipts for complimentary or review copies issued by publishers, materials purchased by research funds, or materials received by the donor by virtue of participation on an adjudication body or editorial board.

5.2 Due to administrative costs a tax receipt will only be issued to donors who have donated a cumulative appraised value of $100 or more over the calendar year.

5.3 Appraisals are to be conducted at arms-length from the donor and be for the fair market value of the works according to the following definition: The price at which an object changes hands between a willing buyer and a willing seller, acting independently of each other, neither being under any compulsion to buy or sell, and both having reasonable knowledge of the relevant facts.

5.4 In accordance with Revenue Canada regulations an external appraiser approved by the University (a reputable book dealer or member of the National Archival Appraisal Board) will appraise donations valued at more than $1000.

5.5 Donations valued under $1000 will be appraised by either the Associate University Librarian, Reference and Collections Services, Special Collections Librarian, Music Librarian, or designate.

5.6 Appraisals conducted by or arranged by UVic Libraries' staff are considered to be final. However, any additional formal appraisal by a qualified appraiser will be taken into consideration if submitted by the donor at the donor's expense.

5.7 Donations that are considered to be of national or provincial importance may be eligible for Cultural Property certification. Due to administrative costs UVic Libraries' staff are only able to pursue such certification if the donated materials are worth more than $20,000. The Cultural Property Review Board requires two appraisals in this case.

5.8 Donors eligible for a tax receipt will receive a letter from the University Librarian indicating that a tax receipt will be issued by the UVic Development Office.

6.0 Disposal of unwanted materials

6.1 Unselected material will be disposed of in the manner considered most appropriate by the Reference and Collections Services Office. (See 4.4)

6.2 Gift disposal options may include the following:

  • Donation to public book sales
  • Donation to the campus community
  • Donation to other post-secondary institutions

6.3 Guidelines state that a member of the University has a conflict of interest when "the conduct of that member may have the effect of directly or indirectly conferring a pecuniary benefit on i) that member or ii) a person to whom that member is related." The sale or purchase of materials from which a staff member might benefit either directly or indirectly is not permitted.

7.0 Special purchase from private individuals (Including Library Staff and Faculty)

7.1 Only rare or special materials, manuscripts, or a major collection will be considered for purchase. Such a purchase will be subject to the selection criteria normally used for the consideration of additions to the collection.

7.2 Materials available for purchase should be directed to the Reference and Collections Services Office. Offers of rare or special items will be referred to the Special Collections Librarian.Consultation with the University Librarian will occur as appropriate. (See 6.3)

8.0 Relationship to the University of Victoria advancement services

8.1 When a donor requests a tax receipt the Gifts in Kind Coordinator is responsible for submitting a Gift Appraisal for Tax Purposes certificate and a copy of the signed donation form to the Advancement Services.

8.2 The Advancement Services offers assistance to the UVic Libraries in dealing with large donations and posthumous or deferred donations of gifts.

8.3 Communication with the Advancement Services regarding tax receipts should be through the Gifts in Kind Coordinator or the University Librarian's Office.