The University of Colorado Libraries may accept non-monetary gifts-in-kind that significantly contribute to advancing the instructional, learning and research mission of the University. Such gifts-in-kind are often unique, rare or special collections and may include books, maps, media, archives/personal papers, artifacts, digital content and other scholarly material. Potential donations must comply with University requirements and guidelines. Materials that duplicate current holdings in the general collections are generally not accepted. Once materials are accepted and received, they become the property of the University of Colorado Boulder. Subject to any agreements, the Libraries reserve the right to make all decisions as to their retention, location, cataloging treatment and other considerations regarding their use and disposition. Exceptions may apply if terms are mutually agreed upon in writing by both the donor and the University Libraries.(Approved 5/17/12, rev 8/24/16)
The University Libraries are mindful of the significant resources required for handling, processing, accessioning, cataloging, preserving, storing and making donated materials available to users. Gifts-in-kind materials should meet the Libraries selection criteria and collection policies. Potential donors should supply a list of titles to be donated, which will be reviewed by appropriate subject libraries or Collection Development.
Factors to be considered for evaluating collections:
Materials not generally accepted:
Donations of collections that are exceptional in nature and outside of routine gifts-in-kind must undergo a wider review process. This includes content that may require special handling, non-routine technology support, added costs to acquire or catalog or other additional resources. Such donations must be evaluated in consultation with members from departments or units that will be affected by the potential acquisition, such as Libraries IT, Metadata Services, etc., and will require additional approval by the Libraries management. Some factors for consideration are listed below.
Exceptional gifts-in-kind may include:
After all parties have reviewed the potential donation, the subject specialist or department director must write a proposal to be forwarded to the Executive Committee. Final acceptance of an exceptional gift-in-kind must be approved by the Executive Committee.
The faculty member or subject specialist works with Acquisitions and the donor to coordinate shipping and insurance. Donors are generally responsible for the cost of shipping and for providing an estimate of the value of the donation. In some cases Collection Development identifies funds to pay for these costs. Local shipping can often be coordinated with the University Distribution Center.
Preservation reviews the condition of physical materials briefly upon receipt, especially if the material will be stored at the warehouse. A fuller review of individual items will be performed as the materials are processed by Acquisitions.
Faculty members sponsoring a donation must communicate with Metadata Services to coordinate cataloging, metadata needs or any assistance to be offered by students or staff outside of Metadata Services. Potential timelines for adding the collection to Chinook may require broader discussion.