Gifts policy for donors

1.0 General

This policy describes terms and conditions for the donation of gifts in kind to the University of Victoria Libraries. Donations should conform to the University of Victoria Fundraising and Gift Acceptance Policy ER4105. The Libraries reserves the right to accept or decline any offer of potential donations.

Please direct inquiries to the Gifts in Kind Coordinator

2.0 Contacts for Other Donations:
Monetary Donations: Contact the University Librarian’s Office
Special Collections and University Archives: Contact Special Collections and University Archives

3.0 Acceptance Guidelines

3.1 The Libraries welcomes inquiries from all donors regarding potential donations of academic library materials which support the University’s teaching, research, and learning activities.

3.2 Guidelines for accepting a donation include space considerations, physical condition of the material, whether the donation falls within collection policies, and processing, conservation, and preservation costs.

3.3 Large donations of more than fifty (50) items must be brought to the attention of and approved by the Gifts in Kind Coordinator before being delivered to the Libraries.

3.4 Items which do not generally meet acceptance guidelines, except in cases where the subject librarian believes they support the teaching, research, and learning activities of the Libraries:

  • Periodicals and loose-leaf publications
  • Textbooks
  • Popular or self-help books
  • Incomplete sets of publications that cannot be used in parts
  • All recordings in all formats
  • VHS tapes

3.5 Donated materials for the Main collection should be clean, undamaged, unmarked, and free of pests, mould and mildew. The Associate Director, Special Collections, may accept materials regardless of condition at their discretion.

4.0 Terms of Acceptance

     Upon acceptance, the material becomes the property of the Libraries to be used or disposed of as deemed appropriate.

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 the signed Deed of Gift form at the time of submission. Only material added to the collection is eligible for a tax receipt under current Canada Revenue Agency guidelines. (See Section 5)

4.3 Only those materials deemed appropriate for the collection by a subject librarian and/or support the University’s teaching, research, and learning activities will be accepted and retained.

4.4 A charge may be levied for external tax appraisals. (See Sections 5.3, 5.5)

4.5 Collection Management Services and/or the University Librarian’s Office will acknowledge gifts as appropriate.

4.6 A processing time of up to one year may be required to review materials for acceptance and tax receipts issued. Donations that require an external appraisal may take longer.

5.0 Appraisal Guidelines

5.1 The 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 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.

5.3 In accordance with Revenue Canada regulations an external appraiser approved by the University will appraise donations valued at $1000 and greater.

5.4 Donations valued under $1000 will be appraised by library staff.

5.5 Appraisals conducted by or arranged by staff are considered to be final. A formal appraisal by a qualified appraiser will be taken into consideration if submitted by the donor at the donor’s expense.

6.0 Disposal of Unwanted Materials

6.1 Unselected material will be disposed of in the manner considered most appropriate by Collection Management Services.

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
  • Recycle materials in poor or unusable condition

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 Collection Management Services. Offers of rare or special items will be referred to the Associate Director, Special Collections. Consultation with the University Librarian will occur as appropriate.

7.3 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.

8.0 Relationship to University of Victoria Advancement Services

8.1 When a donor requests a tax receipt, Collection Management Services submits a Gift Appraisal for Tax Purposes certificate and a copy of the signed Deed of Gift form to the Advancement Services Office. Advancement Services Office issues all tax receipts on behalf of the Libraries.

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

8.3 Communication with the Advancement Services Office regarding tax receipts should be through the Gifts in Kind Coordinator.

 February 2018