The Library of Columbia College Chicago welcomes and encourages donations from Columbia affiliates and the general public. Gifts often provide the Library with needed materials that might not otherwise be available through normal purchasing channels.
Gifts may come in the form of physical items which are used in a a variety of ways: as replacements of existing material, to provide circulating copies of "library use only" materials, and as a means to strengthen current holdings by filling gaps or broadening the scope of the collection.
Gifts to the Library may also be received through financial contributions to assist us in acquiring materials or equipment for the Library or to further expand service to our users.
GUIDELINES FOR THE ACCEPTANCE OF LIBRARY MATERIALS
Due to the high costs of managing the gift process, the primary goal in the acceptance of gifts is to acquire only those materials most relevant to institutional needs. This includes materials providing curricular support, meeting basic research needs of students and faculty, and maintaining collections of depth in our primary subject areas.
Selection criteria for the addition of donated materials for the collection include the following, but are not limited to:
- Curricular relevance
- Fills an existing gap within the collection
- Appropriateness to collection
- Physical condition
- Format Timeliness
- Need for replacement of missing or withdrawn items
EVALUATION OF GIFTS
Subject specialists will evaluate gifts accepted for the general collection. They will make the final decision on adding unique or additional copies to the collection. When specialized knowledge is required to evaluate a gift, library staff may consult with faculty or others with the appropriate expertise. Materials designated for the College Archives and/or Special Collections will be evaluated by the Special Collections Librarian/Archivist.
DISPOSITION OF LIBRARY GIFTS
Gifts intended for the library collection are accepted with the understanding that the library retains the right to handle or dispose of gift material in the best interest of the institution. Donated materials will be added only if they meet current library needs. Items not added to the collection may be returned to the donor if requested at time of donation.
Books or other materials that are not added to the collection may be placed in the Library Book Sale, offered to institutions whose collections are more appropriate, or sold to specialty book dealers with proceeds used to support future acquisitions. Occasionally, select donations are offered to College departments where appropriate.
Materials may be automatically discarded if in poor physical condition, are outdated, or require equipment not supported by the Library or College.
APPRAISALS
Due to Federal tax regulations, the Library does not provide appraisals for donations received. A qualified appraisal to be used for tax purposes is the responsibility of the donor. The Office of Institutional Advancement will be available to assist donors in identifying appraisers for the purpose. Donors are strongly encouraged to compile a detailed list of items prior to donation if it will be used later for tax purposes.
For more information regarding IRS regulations on Charitable Contributions, contact the Internal Revenue Service:
Web site: |
http://www.irs.gov |
Phone: |
1-800-829-1040 |
TDD: |
1-800-829-4059 |
TeleTax: |
1-800-829-4477 (24 hour recorded tax information) |
Relevant IRS Documents:
- IRS FORM 8283 (Non-Cash Charitable Donations)
- Instructions for completing IRS FORM 8283
MONETARY GIFTS TO THE LIBRARY
Monetary donations to the Library are gratefully accepted for enhancing and expanding Library collections and services. For more information, contact the Office of Institutional Advancement at 312-369-7625.
ACKNOWLEDGMENT
The Head of Collection Management will acknowledge all donors as soon as possible after a donation has been received by the Library. Donor information will automatically be forwarded to the Office of Institutional Advancement, and a separate letter will be sent to donors from the Office of the President.
Other forms of acknowledgment may be requested depending upon the size of the gift and/or type of materials. For more information regarding these options, contact the Office of Institutional Advancement at 312-369-7625. Donors wishing to remain anonymous should inform the Head of Collection Management prior to donation.
LIMITATIONS
Although the Library encourages donations, the following materials are not accepted under most circumstances:
- Cassette tapes
- Reel-to-Reel tapes
- Vinyl sound recordings (e.g., 33 1/3 LP's, 45's, 78's, etc.)
- Textbooks (unless currently used in classes taught at Columbia College Chicago)
- Computer software
- Mass market paperbacks
- Off-air videorecordings or dubbed copies
- Beta videocassettes
Donations of materials falling within this category will be evaluated on a case-by-case basis. Physical condition and appropriate equipment required is taken into consideration.
Library staff will gladly assist donors in identifying institutions whose collections may be more suitable where applicable.
For more information regarding donations to the library at Columbia College Chicago, please contact the Head of Collection Management at 312-369-7355.
Revised, June 2002