Policy Title: Library Policy on Donations and Gifts
Policy Number: LP-008
Type of Policy: Library
Last Reviewed Date: May 2025
Next Review Date: July 2028
Responsible Administrator: Dean of Libraries
Policy Owner: Library
Contact Name: Adam Kubik
Contact Title: Head of Collection and Resource Management
Contact Email: Library@clayton.edu
Policy Statement:
The Clayton State University Library welcomes the donation of all formats of research
materials, including books, journals, sound and video recordings, photographs, and
manuscripts, as well as monetary gifts for the purchase of library materials.
Reason for Policy:
Library policies are created to assist students, faculty/staff, and community users with developing a welcoming and inviting
study and research space within the library facility. Each policy explains who, how,
and when the library building, resources, etc. can be accessed. In the event library
property becomes lost or damaged, or there is a disturbance during operating hours,
policies and procedures explain how these matters will be resolved.
Policy Scope:
This policy applies to any group or individual wishing to donate items to the Clayton State University library.
Policy:
Donations must supplement the library’s current collections and support the institution’s
curriculum and research needs. Gifts are accepted or declined in accordance with the criteria established in our collection development policy.
Procedures:
Donating to the Library
- Anyone wishing to donate materials for the library’s collection should contact the Dean of Libraries or the Head of Collection and Resource Management.
- Prior to accepting any donation (regardless of size), the Head of Collection and Resource Management in conjunction with the Dean of Libraries will determine if the materials support the curriculum and research needs of the campus community and/or fill a gap in the current library collection.
- Materials for the University Archives will be vetted and accepted by the University Archivist. The University Archivist reserves the right to accept, reject, or otherwise dispose of any donated materials. Once accepted, all materials become the property of the University Archives.
Library Acceptance of Donations
- Upon acceptance, the donor will be contacted by the Head of Collection and Resource Management or University Archivist to arrange a mutually agreed upon time to receive gifts and to ensure formal acknowledgement and consideration. After acceptance of the gift, the donor receives a letter of thanks and acknowledgement from the Executive Assistant to the Dean.
- Once gifts are received, all materials become the property of the Clayton State Library. The library reserves the right to accept, reject, sell, or otherwise dispose of donated materials based on recommendations from library subject liaisons.
- The library does not accept gifts that have undue restrictions or conditions placed upon the use of items or funds.
- The Clayton State Library will not appraise or assign monetary value to donated materials. Donors who wish to claim gifts as an income tax deduction should arrange to have an evaluation made by an independent appraiser prior to donation of the materials.
References/Sources:
Policy History:
| Revision Date | Author | Description |
|---|---|---|
| 02/09/2021 | Library Leadership | Effective date |
| 04/07/2025 | Library Leadership | Reformatted to new template |
