James Cook University Library accepts the donation of books, periodicals and other library materials that enhance or extend its collections to support the teaching, learning and research goals of the University. The Donations Policy provides information on the donations acceptance guidelines.
The Information Services Donation Form is to be completed for donations of books, journals and other material intended for the University Library collections.
For further information contact Carolyn Tredrea
Email: Carolyn.Tredrea@jcu.edu.au
Phone: 4781 4532
Policy Title: Donations
Policy Owner: Information Services
Policy Reference and Version No.: Donations Policy August 2002, rev. April 2004
Commencement Date: March 2007
Intent of Policy: To provide guidelines for acceptance of donations for the Library collections.
Scope: All James Cook University Libraries
Exclusions (if any):
Material requiring purchase
Audio files and data files, except with the prior approval of the Director, Information Services
Key Objectives: To develop library collections that support the University's mission and in particular excellence in learning, teaching and research.
Definitions and Acronyms: Library donations
Policy Provisions
Delegations
Donations are generally presented in two ways:
- Unsolicited donations - Donations of unsolicited library materials presented or sent to the Library. These may be received by Library staff.
- Formed collection donations - Donations of specific or formed collections following negotiation with the Library. Normally the Director, Information Services, and/or Managers and/or Liaison Librarians are contacted for discussion prior to the donation being made. Formal acceptance is by the Director, Information Services or the Manager, Information Resources
Donation Acceptance Criteria
Acceptance Guidelines:
- The Library welcomes acceptable donations. Among the criteria used to determine acceptability are the following:
- that the prospective donations fall within the scope of the Library's collection policy;
- that the donated items do not unnecessarily duplicate materials already held;
- that the physical condition of the materials is acceptable. The Library will normally only accept undamaged materials, materials free of pests and materials which have not been significantly defaced;
- that the library is in a position to process and maintain the material;
- that no restrictions are placed by the prospective donor on the disposition and use of the material offered except with the prior approval of the Director, Information Services;
- that the format is such that the Library is able to provide adequate access to the materials.
- Specific guidelines for some library materials apply:
- Periodicals.
The Library will not accept issues/volumes already held in digital collections. Print periodicals that are not held in digital collections may be accepted according to the following guidelines:
• Individual issues/volumes which fill gaps in the print collection or fill gaps in the North Queensland collections
• Individual title runs of five years or more where a new subscription will be placed, or the title is significant for the collection
• Backset holdings which extend or complete the runs of print holdings and which are significant for the collection
• To provide a preservation copy if desired for special collections, including the rare book collection and the North Queensland collections.
- Textbooks and earlier editions. The Library will not normally accept superseded textbooks or earlier editions of textbooks held in the collection.
- Duplicates. Duplicate material may be accepted:
• To meet demonstrated demand
• To provide a copy at multiple campus locations if overall demand warrants.
• To provide a preservation copy if desired for special collections, including the rare book collection and the North Queensland collections.
- Collections transferred from University Faculties and Schools will be handled in accordance with this policy.
Receipt of Donations
The Library normally will only accept receipt of donations if the donor has contacted and discussed the donation with relevant Library staff prior to delivery.
- For donations of 25 items or more, the donor is requested to provide a titles list prior to acceptance and delivery. The list is normally be the responsibility of the donor and includes for each item: author, title, publisher, date of publication and edition, if available
- If it is not possible to provide a list, the Library normally will select the material it needs while the prospective gift is still in its original location
- If a list and/or inspection of the collection is not feasible, the Library may receive the collection as a whole but only retain what it deems appropriate to add to the collection.
- The donor must complete and sign the Donation Form.
Acceptance or Non-Acceptance of Donations for the Collection
The Library reserves the right to retain or dispose of any donated library materials.
- Materials not retained by the Library will be disposed of and this may include selling the items for the Library's benefit, sending the items to another library collection (including the University Archives if appropriate), or discarding the items.
- If the donor requires, material which the Library does not wish to retain may be returned to the donor, normally at the donor's expense.
- In cases where the value of a prospective donation is substantial the Library may inform the donor of the Federal Government's Cultural Gifts Program.
- Upon acceptance, donations become the property of James Cook University.
Disposal
Materials are normally disposed of by commercial disposal/recycling companies.
Key Words : Donations
Approval Authority: Director, Information Services & University Librarian and Information Services Managers
Performance Indicator(s): Collections are relevant and in good condition.
Revised/Reviewed/RescindedDate: April 20, 2007
If this information is inadequate, incorrect, or can be improved in any way, please let us know