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University of Guyana Library

"Information Portal"

Our Gifts Policy

UNIVERSITY OF GUYANA LIBRARY

 

GIFTS POLICY

(Revised March 2018)

 

The University of Guyana Library appreciates the donations made by our patrons in enriching our collections in order to support scholarly teaching and research at our parent institution.  While gifts are free in the sense that the library does not have to pay for them, there are processing costs involved: cataloging, labelling, and ongoing space commitments are just a few of the costs involved for library materials.  Therefore, for the University of Guyana Library, every gift item should meet one or more of the following criteria:

 

      Permanence of the material

      Currency and timeliness

      Relevance to academia, research and curricular needs

      Potential and/or known demand for the material

      Suitability of subject, style and level for the intended end-user

      Availability and suitability of format in order to maximise use especially as far as electronic media are involved

      Reputation, authority and significance of the author

      No stimulatory, restrictive or mandatory conditions as regards care, housing, processing, retention and/or disposition

      Value pertinent to enhancing collection strength

      The value of the items to strengthening the existing collections

 

 

GUIDELINES AND GOALS FOR ACCEPTING GIFTS

 

Due to the high cost of managing the gifts process, the library’s goal in accepting gifts is only to acquire materials very relevant to the institution’s needs and in keeping with the criteria above.  Moreover, the library reserves the right to evaluate and dispose of any gift in accordance with its Collection Development Policy, Mission Statement and Strategic Directions.

 

These include, inter alia:

 

      Supporting the teaching, learning and research needs of the institution

      Supporting the needs of current and new curricula

      Maintaining collections of depth to meet teaching, learning and other research needs

      Maintaining collections in all media that are relevant to teaching, learning and research needs

 

PROCESS FOR ACCEPTING GIFTS

 

            (i)         Donor’s Responsibility

                       

      In the case of an overseas donation, donors are asked to prepare an inventory of items being donated and submit to the library prior to shipping the items.  This should include bibliographical information such as author, title, date of publication and cost where necessary. This list will be used to select suitable items for the library’s needs. 

      In the case of a local donation, donors are asked to facilitate scheduled visit/s where possible for the Head, Technical Services Division, or anyone assigned to inspect and/or review items to be donated, especially if the donation is a sizeable one.

      Once an agreement has been reached with a donor to accept a gift, the Deed of Gifts Forms must be completed and forwarded to the University Librarian.  This form provides the information needed for receiving and processing and is needed for the donor’s acknowledgement letter.

      The donor must arrange for materials to be delivered to the Library and the donor agrees to assume the cost of transporting material, unless special circumstances warrant that the library assumes this cost.

 

 

(ii)        Responsibility for Acceptance

  • In the case of Solicited donations, donors will be informed that donations be made in accordance with the preferences/choices of the library’s Acquisitions Department, which are based on curricula design, faculty requests, or Librarian’s discretion.

 

  • In the case of unsolicited donations, the Library Administration reserves the right to select and/or reject outright items considered inappropriate or unsuited for the purpose of Collection Development.

 

  • In no case, would acceptance be influenced by nationality, race, political or religious persuasions.

 

EVALUATING AND PROCESSING OF GIFTS

 

All gifts will be evaluated according to the following criteria:

 

      Ability to add depth or breadth to the existing collections

      Support of overall collection development priorities

      Relevance of content

      Physical condition

      Currency of information where applicable

 

  • All gifts will be evaluated by Subject Specialist Librarians and other Senior Administrative library staff.  In cases where specialised knowledge is required, library staff will consult with members of the Faculty or others with appropriate expertise.

 

  • As far as possible, all books added to the collection will bear a bookplate indicating the donor’s name.

 

  • All gifts accepted for the collection will be listed.  However, the library cannot guarantee a specific timeline to have books catalogued and placed on the shelves.

 

  • If a decision is taken not to add a gift to the general collection, the Library is not required to ship or post the books/items back to the donor.  Disposing of the gift rests with the Library.

 

  • If a gift item becomes outdated, worn or is no longer used, it will be withdrawn in the same way as purchased items of the Library.  There is no guarantee of permanency of a gift.

 

  • Donations, Solicited and Unsolicited, will receive a formal acknowledgement. The Library will provide a timely, written acknowledgment of the receipt of gifts to the donor and, if desired, to a recognised individual or organization.  Where an evaluation is required, the Library will do so by estimating the cost of the item but will not do so for tax purposes since this is the responsibility of the donor.  Donors wishing to have an appraisal of their gifts done for income tax purposes should do so prior to donation.

 

  • Due to the constraints of space, it is requested that all donors comply with the request to send listing of items or Letter of Interest outlining the contents of the gift.

 

 

 

MONETARY DONATIONS

Gifts of money are particularly welcome as they enable the Library's collection to remain current, to strengthen subject areas, and to fill gaps in the collection. Gifts can range from a single cash donation to various forms of planned or deferred giving (such as endowments, annuities and bequests). The donor may designate a specific fund be set up in a particular subject area or topic. Financial contributions are accepted by the Library, or on behalf of the University of Guyana Library, by the University of Guyana’s Bursary.

SPECIAL COLLECTIONS

The University of Guyana Library is pleased to consider offers of unique or specialised collections that do not necessarily meet the standard guidelines above. In some cases, a subject expert will be sent to the site to review the collection once a significant cost is not incurred in doing so.

 

Sincere gratitude is extended to all donors for their confidence and generosity to the University of Guyana Library.  Individuals planning to donate should email This email address is being protected from spambots. You need JavaScript enabled to view it. or telephone the library at 592-222-5401.

 

 

 

 

 

 

 

 

 

 

 

 

UNIVERSITY of GUYANA LIBRARY

 

Deed of Gift

Name of Donor: …………………………………    Date: ……………………………………….

Address: ………………………………………………………………………………………….

…………………………………………………………………………………………………….

Telephone: ………………………………….…..     Email: …………………………………….

Contact Person: …………………………………   Telephone: ………………………………

Address: …………………………………………………………………………………………

……………………………………………………………………………………………………

Email: …………………………………………

This donation has been received by the University of Guyana as a gift for use in the University of Guyana Library, and the owner or his agent with full authority, desiring to absolutely transfer full title by signing below, hereby gives, assigns, and conveys finally and completely, and without any limitation or reservation, full and complete ownership of the property described below to the University for use in the University of Guyana Library and its successors, and assigns permanently and forever, together with any copyrights therein and the right to copyright the same.

Description of Donation/Notes/Conditions (if any): ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

Printed Name of Donor: ………………………………………………..

Signature of Donor: ……………………………………………………..

Date: …………………………………..

 

Printed Name of University of Guyana Library Staff: …………………………………………

Signature of University of Guyana Library Staff: ……………………………………………..

Date: ………………………………………….

Conditions Governing Gift:

• It is understood that all gifts are outright and unconditional unless otherwise noted upon this Deed of Gift or a written rider attached hereto.

• Unless otherwise noted on this Deed of Gift or a written rider attached hereto, the Donor agrees that there are no restrictions on access and use of the materials.

• This Deed of Gift represents the entire agreement of the parties with regard to the matters set forth herein, and it may be amended only by written agreement accepted and signed by the Donor (or legal representative) and a designated representative of the University of Guyana.

• It is understood that the donated materials may be reprinted in whole or in part in an academic publication, and may be used in whole or in part for exhibit, display, electronic reproduction, and distribution via the Internet or by other means, as serves the University Libraries’ educational mission. If the Donor is the owner of the donated material’s copyright, he/she hereby grants to the University of Guyana Library a royalty free, non-exclusive license to use the materials to support its educational mission.

• The Donor on this form has not received any goods or services from the University of Guyana or the University of Guyana Library in return for this gift.

• The staff of the University of Guyana Library is not permitted to furnish appraisals.

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