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HomeDonating Materials
Building a research library's collections, like the University of Oregon's, depends on the careful selection and acquisition of materials and on gifts of books, periodicals, other library materials, and money. The University of Oregon Libraries welcome such gifts providing they support the teaching, research and other needs of the University. Gifts of materials other than those mentioned below will be considered on an individual basis.
Acceptance of Gifts
The Libraries seek hard cover books as well as high quality paperback books of scientific, scholarly, literary, or artistic substance. We will also accept other appropriate formats including compact discs, scores, slides, photographs, manuscripts, and videos/DVDs. Typically we do not need duplicate copies. We do not generally accept outdated textbooks (older than 5 years), popular magazines or mass market paperbacks, most U.S. government publications, miscellaneous issues or short runs of journals and magazines, or outmoded formats (8-track and cassette tapes, LPs, 78s, and 5.25-inch computer disks). Processing costs generally preclude our adding materials in poor condition, especially deteriorating, brittle books. We also rarely accept electronic materials requiring dated software.
Ownership and Use of Gifts
Upon receipt, gifts become the possession of the Libraries. As owner, the Libraries have the right to determine retention, location, circulation, and all other considerations relating to storage, shelving, use, or disposition. The Libraries usually add items that would be unique to our collection and items that may serve as useful second or third copies. Because we share a donor's concern that gift material be used, we may place unneeded titles in one of our regular book sales. Proceeds from such sales raise funds for purchasing new materials. We also offer titles that are not well suited for our collections to other Orbis Cascade Alliance libraries or other libraries in the region. We may also be able to assist you in finding alternative donation options.
Making a Donation
Donations may be dropped off at the Acquisitions Department in the Knight Library or at one of our branch libraries Monday through Friday during regular operating hours. To make arrangements for a drop off, please contact the Acquisitions Department at 541-346-3061 (fax: 541-346-3485).
We ask to review all gift collections prior to acceptance. If the gift does not meet our needs, we will attempt to refer the donor to a more appropriate recipient. We are happy to pick up substantial gifts from local donors and may be willing to pay for the shipping of gifts from donors living outside of the Eugene area.
Tax Information
Because of tax considerations, the Libraries encourage donors to discuss prospective donations and appraisals with their attorneys or other tax experts prior to making a donation. Attorneys and tax experts can best answer specific questions about charitable deductions for gifts-in-kind.
The following brief summary of information from Internal Revenue Service publications provides basic guidelines pertaining to tax deductions for donors of gifts-in-kind. This summary is not intended to serve as a complete account of the requirements or limitations covering tax-deductible gifts. For more information, potential donors should consult the website of the Internal Revenue Service (http://www.irs.gov/formspubs/index.html) or your local library and locate these IRS publications:
Form 8283: Noncash Charitable Contributions and the Instructions for Form 8283
Publication 561: Determining the Value of Donated Property
Publication 526: Charitable Contributions
In general, the fair market value of a gift-in-kind is deductible. A donation within a tax year valued at $250 or more requires a written acknowledgment from the Libraries as the recipient. If the donation is valued at more than $5000, the donor must obtain a qualified appraisal. A copy of the appraisal must also be given to the Libraries along with any appropriate IRS forms. The donor must submit this appraisal summary with the tax return claiming the deduction. The acceptance of a gift appraised by a third and disinterested party does not in any way imply an endorsement of the appraisal by the Libraries.
Appraisals
Because the Internal Revenue Service regards the UO Libraries as an interested party, we are unable to provide appraisals for gifts we will be receiving. Appraisals are the responsibility of the donor. We are also not able to create inventory lists for donations. However, we will gladly assist you in locating a professional appraiser who can provide such services. Donors should note: Most appraisers will charge a fee for assessing the value of a collection and their fees will vary.
Acknowledgement
The Libraries will make an appropriate acknowledgement for all gifts. As part of the receipt or acknowledgement, the Libraries will provide a brief written description of the donation. Ordinarily the acknowledgement form will not provide a comprehensive listing of donated materials. Once gift items enter the Libraries' processing queues, staff are usually unable to provide a precise reconstruction of the donated contents. If such a listing is required for tax purposes at a later date, donors are responsible for their compilation.
Processing Gifts
Before accepting a gift collection, the UO Libraries will consider the value the gift materials will add to Libraries' collection goals, the donor's concerns, and the nature of processing required for adding a gift collection. Though gift materials may be "free" to acquire, their acceptance commits the Libraries to a host of processing tasks. These include selection of appropriate titles, checking for duplication, creating cataloging records or other finding aids, physical processing and possibly repair, and storage and shelving of materials. Processing costs will vary considerably depending upon a variety of factors: the size, condition, language(s) and formats of a gift collection. These factors will also dictate the amount of time and labor the Libraries need to completely process materials and make them available to the public. We typically process gift materials in order of their receipt or according to priorities we have established based on our primary users' needs for access. Generally, we are not able to respond to special or non-routine processing requests; and the Libraries do not often shelve gift collections together once they have been processed. If a gift collection adds significant value to our holdings and requires significant processing costs, it is best to consult with appropriate library staff to explore the options for handling the gift.
Contact Information
Additional questions on gifts should be directed to Dave Fowler, Head, Acquisitions (541) 346-1839 dcfowler@uoregon.edu or Pam DeLaittre, Receiving Specialist, (541) 346-1826 pamdela@uoregon.edu; 1299 University of Oregon, Eugene, Oregon, 97403-1299; (541) 346-3061; http://libweb.uoregon.edu/colldev/
For information on making a monetary gift to the University of Oregon Libraries, contact: Lisa Manotti, Director of Library Development, (541) 346-1823; lmanotti@uoregon.edu; http://libweb.uoregon.edu/giving/
Est. 8/00, updated 09/07
Last Modified: 10/31/2007