QEII Library Gifts Policy
Memorial University Libraries welcomes gifts, whether they are monetary contributions or gifts-in-kind such as books, journals, audiovisual materials, scholarly papers, microforms, cartographic items, computer media and other materials. A gift may be declined if its purpose is not consistent with the aims of the Memorial University Libraries.
Gifts in the form of monetary contributions will be coordinated with the Office of Alumni Affairs and Development. Donors of monetary contributions are asked to sign a formal Deed of Gift which will contain the date the gift is accepted, the signatures of the donor and the Library’s representative, and an indication of the donor's wishes concerning anonymity. With respect to donations of money designated for the collection, the Library reserves the right to use its discretion in purchasing materials with the funds provided.
The Library accepts donations of gifts-in-kind if they are of scholarly value. However, items may be rejected on the basis of poor physical condition, duplication in the existing collection, outdated content, inappropriate academic level or subject focus, or similar grounds. The Library reserves the right to determine which of the donated items to add to its collections and to determine the location and degree of access to those items. The Library also reserves the right to dispose of items which it decides not to keep, by sale, donation to another institution, or other means.
At the time the gift-in-kind is first received into the Library, either a Deed of Gift or a Temporary Receipt is issued to the donor recording the date and nature of the original donation, and the donor’s wishes regarding a receipt for income tax purposes. Gifts will be processed in order of receipt. It may not always be possible to issue a receipt for income tax purposes in the same year the material is initially received.
Since tax receipts apply in the same year in which the Deed of Gift is signed, whenever possible the receipt will be issued for that taxation year.
Following selection of gifts-in-kind for inclusion in the collection, donors who initially received a Temporary Receipt will be asked to sign a formal Deed of Gift transferring ownership to the Library. The Deed will contain the date the materials are accepted into the Library’s collection, the signatures of the donor and the Library’s representative, and an indication of the donor's wishes concerning anonymity. Donations are acknowledged, unless the donor specifically requests anonymity.
If a receipt for income tax purposes has been requested by the donor, the Library will conduct an appraisal, either external or in-house, of the donated items to be added to the collection. If additional appraisals are arranged by the donor, they will be conducted at the donor’s expense. In all cases, it is the purview of the library to determine the final valuation of the donation. Once the appraisal is completed, and the Deed of Gift has been signed, the result is final, and a receipt will be issued for the appraised amount by the Office of Alumni Affairs and Development.
Except in cases where the donated collection is of exceptional scholarly value, the University Library will not maintain a public access list of donated items. However, donated items may be marked with a bookplate upon request.
Telephone enquiries concerning gifts may be referred to: (709) 864-7421 or (709) 864-3214
Revised April 6, 2017