StaffGuide: Technical Services


You will find information about:

  • Links to the University of Arkansas Libraries Donation Information
  • Information for donors about donations
  • Gift Processing Policy for Subject Selectors and Technical Services Personnel

Give to the Libraries

Information for donors about 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 and books:

  • Complete the Gift in Kind Form, (see below) noting the donor's contact information and preferences regarding gift acknowledgement.
  • Give a copy ot the completed form to the donor.
  • Take the books and completed form to Judy Robinson in Cataloging (479-575-2567).
  • Take the serials and completed form to Ashley Mitchell in Serials (479-575-3566).

Entire collections or substantial numbers of volumes

  • Books: Contact Mary Gilbertson, Head of Acquisitions, 479-575-5417, before proceeding
  • Serials: 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,

Gifts Processing Policy for Subject Selectors and Technical Services Personnel:

Gifts processing needs your cooperation so the donated monographs and serials can be handled in a more expedient manner. Subject Specialists will have thirty days to decide if the materials should be added to the collection. Per the Associate Dean, if the Subject Specialist is unable to review an item within 30 "working" days of notification, Technical Services personnel will make the decision. Please see Mary Gilbertson for monographs and Mandi Smith for serials if you have any questions.