Gift Policy and Procedure

July 11, 2006
(Revised July 11, 2007)

The Jean and Alexander Heard Library posts our Gifts Policy on our public homepage as a guide to potential donors. Our internal policies and procedures are designed to elaborate upon and implement this public policy statement.

Criteria for acceptance. The primary criterion for determining whether to accept or reject a donation is whether the materials are appropriate for our collection as defined in our collection policies. We accept gift collections that appear to include materials we consider to be valuable additions to our holdings. Before accepting a gift, attempt to learn as much as possible about the materials offered. In some cases it may be necessary to review gift collections where they are stored, if possible, in order to determine whether or not to accept them. If the materials do not appear appropriate for our collection, you may courteously decline them. Alternatively, suggest the donor contact other Nashville area libraries or used bookstores or consider accepting the collection to sell it to book dealers or the public or to donate it to a charitable organization.

Gifts deemed inappropriate for one of our libraries may be useful additions to another VU library. Consider a gift's potential value to all VU libraries before declining it. Likewise, some gifts may be appropriate for Special Collections and University Archives. If you think that another library or Special Collections may be interested in a gift collection, contact the collections specialist in that unit. If the unit is interested, they will contact the donor. If you plan to review the gift collection where it is stored, consider asking a representative of Special Collections or another library to accompany you. Also consider inviting someone from Preservation if you think the collection may need preservation treatment.

Sometimes we need to base decisions about accepting or declining gifts not only on the quality of the materials offered, but also on our knowledge of the donor. Occasionally it is prudent to accept a gift that we do not necessarily feel appropriate for our collection in order not to offend a donor who is or might become a major benefactor of the library or the university. Take the following steps to better inform yourself about donors before making decisions about accepting or declining gifts:

When offered gift collections by donors whom we do not know, accept the gift if it meets our acceptance criteria.

If the gift does not meet our criteria for acceptance, do not say "no" immediately. Tell the donor we will respond very soon and ask the Director of Communications and Library Advancement to perform a background check. If the donor is someone who may potentially become a major donor of gifts in kind or money, we should strongly consider accepting the gift.

If we accept a donation, state clearly to the donor that we may not add all the materials to our collection and that we may sell or donate items we do not need. It is good to point out that we normally sell items that duplicate our holdings or fall outside our collection policies; we often use the proceeds or vendor credits we receive to buy materials within the broad subject area of the gift. Also make clear that donated collections are not kept together and are distributed throughout the libraries' collection according to established criteria.

Boxing and transport to the library. The receiving library makes arrangements with the donor to box donated materials, if necessary, and transport them to the library. Transporting materials in a personal vehicle entails some risk in that the materials are not covered by insurance in the event of an accident unless they have been appraised. Unappraised materials are covered by insurance if transported in a library vehicle. The Library Messenger Service may be able to pick up large boxed collections stored in Davidson County. Contact the Messenger Service Manager to inquire about scheduling the pickup. Library staff members can be authorized to drive library vehicles if they have a valid Tennessee driver's license. They must first be placed on the library's insurance policy. Contact OUL about revising the insurance policy and the Messenger Service Manager to schedule the vehicle. If neither of these options is viable, the Messenger Service Manager can recommend commercial moving companies.

Valuation. Complete a Gift-in-Kind form for each gift collection and send it to the Gift Processing Associate in Gift Processing (Development and Alumni Relations). The form enables Gift Processing to assign a value to each collection. Attach a list of the donated items if you have one. If there is no list, Gift Processing will accept a count of the items with a brief description (subject matter, significance, material type, etc.) of the collection. Gift Processing can also accept a donor estimate of the collection's value as long as their total estimated value of gifts does not exceed $5,000 per year, but the donor will have to justify their estimate to the Internal Revenue Service if audited. If the donor does not estimate the value or arrange for an appraisal, Gift Processing will credit the entire donation at the value of $1. Note that the "Date" the library supplies in the upper left corner of the form is the date that Gift Processing considers as the official date of receipt of the gift. This date determines when the donor can claim a tax deduction. The "Exp. Date" should be left blank; it does not apply to library donations.

Librarians do not appraise gift collections. For exceptionally large or bibliographically significant gifts, advise the donor to obtain the services of a professional appraiser. We may recommend appraisers, but it is the responsibility of the donor to contact appraisers and make financial arrangements. If the collection is appraised, attach a copy of the appraisal to the Gift-in-Kind form. Gift Processing will value the gift in the amount of the appraisal.

Gift Processing will complete IRS Form 8283, "Noncash Charitable Contributions" for gifts valued at $500 or more and will mail it to the donor in either June or December, depending on when during the calendar year the gift is received and recorded. Gift Processing can accept gifts through July 3 for credit in June (if a donor is concerned about fiscal year credits) or through January 3 for credit in December (for income tax purposes). Librarians are not authorized to sign IRS Form 8283. It must be signed at Gift Processing.

When applicable, the library should also confirm receipt of the gift by completing a Deed of Gift form with the donor's signature. There are separate Deed of Gift forms for Special Collections and for VU libraries. The University Counsel's office has advised that we must take possession of gifts by the July 3 or January 3 deadline and before supplying donors with the Deed of Gift form.

Staff may share an information sheet with donors to explain the tax implications for gifts.

Acknowledgments. We acknowledge in writing all solicited donations of materials. Ordinarily the receiving library sends donors a letter of acknowledgment listing the number of items donated. Send a copy of the letter to Library Advancement so they can add the information to their donor database or, if the value of the gift qualifies, credit the donor with membership in the Heard Society or Friends of the Library.

For major gifts ask the University Librarian to write an acknowledgment letter. Note that Gift Processing will notify VU schools to send acknowledgment letters for gifts valued between $1,000 and $10,000. The Provost or a Vice Chancellor acknowledges gifts valued between $10,000 and $50,000, and the Chancellor acknowledges gifts valued at $50,000 or more.

Preservation. If gift items are in poor condition or possibly infected with mold or other contaminants, consult the library Preservation Office to determine best treatments before adding the items to the collection.