StaffGuide: Serials Receiving & Processing

Serials Receiving & Processing StaffGuide Home Page

Donation Information for the Donor

You will find information about:

  • Links to the University of Arkansas Libraries Donation Information
  • Information for donors about serials donations

Give to the Libraries

Kinds of Giving


Information for donors about serials donations:

In the absence of an agreement to the contrary, the Libraries reserve the right to decline, exchange or otherwise dispose of any donated materials. Gifts may be used or displayed in public or staff areas, stored, transferred to another unit within the University, sold, discarded or donated to another institution, organization or individual in accordance with Arkansas and University rules, guidelines and laws.

Although exceptions may be made for special circumstances, materials that fall outside of our collecting policy generally include:

  • Textbooks
  • Popular fiction paperbacks
  • Popular magazines
  • Single issues of periodicals
  • Titles in poor condition
  • Reference materials over 5 years old
  • Titles already owned

Small donations of a few serials:

  • Complete the Gift in Kind Form, noting the donor's contact information and preferences regarding gift acknowledgement.
  • Give a copy ot the completed form to the donor.
  • Take the serials and completed form to Ashley Mitchell in Serials (479-575-3566).

Entire collections or substantial numbers of volumes

  • Contact Mandi Smith, Serials Librarian, (479) 575-4812, before proceeding.

 

Appraisals: Because the Internal Revenue Service regards the Libraries as an interested party, the Libraries are unable to provide appraisals for tax purposes. The appraisal or establishment of an item’s value for tax purposes is the responsibility of the donor, as are appraisal costs. The Libraries will assist in identifying an appraiser for the donor when possible.

Donors should seek further information on valuation of donated property from the Internal Revenue Service and their own tax advisor or attorney. Two useful IRS publications are:

Acceptance of a gift that has been appraised by a third, disinterested party does not imply endorsement of such appraisal by the Library.

Some of the above text adapted from University of Louisville Libraries, http://library.louisville.edu/collmgmt/cdp.html.

Receiving Serials Donations (Known Donor)

Receiving Serials Donations (Known Donor) Guidelines:

The Serials Processing Specialist is responsible for the following:

  • If the donor is known and will be dropping off donations at the library, the Serials Processing Specialist is responsible for setting up a time to meet, receive the donations, and make sure the donor completes the Gift in Kind Form.
    • **If monographs were also received, these will need to be taken to the Monographs Acquisitions Cataloging Assistant. Give the assistant a copy of the filled-out Gift in Kind Form along with the monograph donations. Also, do NOT just drop off the donations at their workstation when they are not there. It is best to give the form and monographs to them in person and answer all their questions pertaining to the donation. This saves a lot of time and hopefully lessens confusion.**
  • After the donation is received and the form is completed by the donor, the next step is to inventory the donation by creating an inventory list and adding the data into the Development Office's serials gifts spreadsheet found in the Library drive. 
    • The inventory list is your spreadsheet that includes information to aid in processing the donation.
    • The inventory list will come in handy when it is time for the subject selector to make their decision on what to add and not add to the collection. Also, the information from the list can be copied over to the Development Office's serials gifts spreadsheet. The Libraries keeps a calendar year-based spreadsheet for all of the monographs and serials donated. The monographs list is kept on its own spreadsheet. Finally, this list will help with prepping the materials before it goes to Serials Cataloging.
  • After the inventory list is done, then you are ready to proceed with the processing phase. See the "Processing--Serials Donations & 1x Additions" page.

Receiving Serials Donations (Unknown Donor)

Receiving Serials Donations (Unknown Donor) Guidelines:

1. If the donor is unknown, try to get as much information from the person dropping it off. However, if these donations were dropped off at your desk, do not worry and continue to process the donations by following the instructions below.

2. Per the Development Office (Dec. 2018): If the donor is unknown, do not fill out and turn in a "Gift in Kind Form to the Development Office and do not add the donations to the serials gifts spreadsheet kept on the Library drive. If you received many donations from an unknown donor you might want to create a spreadsheet to send to the selector to make it easier for them. 

4. After the inventory list is done, then you are ready to proceed with the processing phase. See the "Processing--Serials Donations & 1x Additions" page.

Receiving Serials Donations (From Special Collections)

Receiving Serials Donations (From Special Collections) Guidelines:

Guidelines for the Gift In Kind Form

If the donor is present and filling out the form, keep these two things in mind: 

  1. Be sure that the donor fills out the entire form.
  2. The donor must answer this question:  "What is the estimated value of donation? $ ________________ (required)". 
    • Do not give an estimated value. Library staff are not allowed to give an estimated value.