Policy on Accepting Gift Materials

General Policy

The Oberlin College Libraries support the teaching and research needs of one of the nation’s leading liberal arts colleges as well as an internationally recognized Conservatory of Music. Gifts of scholarly materials have historically represented a significant element in the development of the library’s rich and diverse collections and are a primary source of rare and unique materials for special collections.

The library is particularly interested in gifts of rare books and gifts of materials for its circulating collections that support the curricular needs and research interests of students and faculty.

Because of costs associated with processing and storage, the library reserves the right to review offers of material donations carefully and to decline gifts that fall outside the scope of its collecting policies. Materials generally not accepted include heavily damaged, annotated, or moldy books, condensed books, textbooks, photocopies, non-commercially produced videotapes, recordings on vinyl, sheet music, standard editions of musical scores, and back runs of journals. We may also decline to accept materials that are largely duplicative of our existing holdings.

All gifts-in-kind are received with the understanding that they are unrestricted gifts and, as such, the college becomes the owner of the material and reserves the right to make retention, location, cataloging, and other decisions relating to use or disposition. Gifts-in-kind not added to the collection generally help generate funds for purchase of additional library material through their sales, or they support world literacy.

Contact Information

Please address any inquiries or gift-in-kind donations to:

Linda Slocum, Gifts Coordinator
Oberlin College Library, Collection Development
148 West College Street
Oberlin, OH 44074
(440) 775-5101 (Mon. – Fri. 8:30 to noon)
Linda.Slocum@oberlin.edu

Inquiries should include the donor’s name and contact information, the material type (book, serial, CD, score, etc.), an estimate of the number of items, subject area(s), publication date(s), and intended donation date. Any connection with Oberlin College of the donor or donated material should also be noted.

How to Proceed

Potential donors are encouraged to discuss major gifts with the Director of Libraries or the collection development, special collections, art, conservatory, or science librarians prior to the donation. Persons wishing to donate gifts of a minor nature may contact the gifts coordinator in collection development. In some instances donors may be asked to provide a list of titles considered for donation to assist in determining the appropriateness of the materials for the college libraries.

Issues concerning appropriateness, transportation, disposition, appraisal, and processing should be resolved before a donor ships or delivers materials. Generally, donors are expected to arrange for the packing and transportation of materials to Oberlin College

Tax Information and Appraisal

The Library acknowledges gifts-in-kind with a count of the number of items donated or a brief description of the donation.

The library is not allowed by law to assign a value to gifts-in-kind. If the claimed annual non-cash charitable contributions of a donor exceed $500, IRS Tax Form 8283 must be filed. Gifts valued at more than $5,000 must be appraised. The appraisal of a gift for income tax purposes is the responsibility of the donor; however, the library may be able to provide assistance as to sources of information pertaining to evaluation or suggestions of qualified professional appraisers. Appraisal should be completed before transport to Oberlin.

Material Delivery

Contact the gifts coordinator to arrange for delivery. If the gift is large, it will be received at the main library loading dock, which is accessible from the College Street parking lot located nearest to Mudd Center. Gifts of a smaller nature may be brought directly to the gifts librarian’s desk in Collection Development, Mudd 120A, Library Offices. The heads of the art, science, and conservatory libraries will also receive gifts directly.

Make certain all mailed, shipped, or hand-delivered donated items are clearly marked “gift.” Note the donor’s name, address, and any connection with Oberlin College, including year of graduation, if applicable.

Depending on the size and value of the gift-in-kind, the donor may be asked to fill out a deed of gift.

Revised July 2007