All donations of library materials intended for the use of Swem Library or its branches are given officially to the Earl Gregg Swem Library of the College of William and Mary. Gift titles are accepted in both print and non-print format. Suitable gifts support the University’s current instructional and research programs and, in general, reflect the current purchasing profiles for library materials at Swem. The library will consider as donations items which are not relevant to the University curriculum or research but which are unique or exceptionally valuable.
Also, gift materials should be in good physical condition, clean, and unmarked. Textbooks will be excluded, except for those subject areas where the core literature is published in textbooks.
The donor is responsible for the transport of donated materials to Swem Library.
The library retains the right to accept or decline gifts. Whenever possible, gift titles are previewed for suitability before being accepted.
At the time of donation, the donor will be asked to sign a gift release form. By signing this form, the donor agrees to cede ownership of the items and acknowledges Swem Library’s role and rights in the disposition of the gifts. Copies of the form are also available in the acquisitions, circulation, and reference offices.
Once the gifts are received, they become the property of the Earl Gregg Swem Library. The Gift Books Librarian then determines the disposition of all gifts. Books that are not added to the collection may be offered for sale.
Periodicals, journals, and other serial donations must be checked with the Serials Librarian before donation. Most donations of this type will be considered anonymous donations unless the title is unique or valuable. Please contact Jean Sibley, 757 221-3103.
All gifts are acknowledged by the library administrative offices.
The library is forbidden by IRS regulations to provide monetary appraisals for gifts. Establishing a gift’s value is the responsibility of the donor. Donors who want an evaluation of their gifts for tax purposes are advised to seek the information they need in appropriate IRS publications and to have their materials appraised prior to donation. For a list of independent appraisers, consult the Antiquarian Booksellers' Association of America website, under the link “Our Booksellers,” under “Specialties,” which has categories for different states and cities.
Gifts determined by professional appraisal to exceed $5,000 in value must be accompanied by the proper IRS documents. The library will complete those portions of IRS form 8283, required to verify that the institution has received the gift.
Those interested in donating materials for Swem Library should contact James Deffenbaugh of Swem Library, Gift Books Librarian, at 757-221-1074 , or jtdeff@wm.edu
Approved by Policy Planning Group 4/25/07.
Updated 8/13/09
