Donating or Accepting Gifts

SUL Gift Acceptance Policy

The Stanford University Libraries welcome donations of scholarly materials in all formats falling within the guidelines of the Collection Development Policy Statement. SUL bibliographers and curators and the Gift and Exchange Librarian are jointly responsible for the acceptance of gifts.

The primary purpose of the SUL gift program is to acquire materials that will be added to its collections. For this reason, it is essential that selectors be involved in gift acceptance decisions. In particular, large gifts falling within identifiable subject areas are discussed with the appropriate bibliographer prior to acceptance of the gift. Whenever possible, the bibliographer should review and select from very large gifts in the donor's home or office.

While the essential consideration in deciding whether to accept a gift should always be the gift's potential for addition to the Libraries' collections, other benefits are derived from the gift program. First, some of the gift titles are used in the SUL exchange program. Second, acceptance of gifts may enhance relations with potentially important donors. Except in unusual circumstances, gifts are not accepted for these secondary purposes alone.

Gifts are only accepted unconditionally; that is, the Libraries reserve the right to determine the disposition of donated materials. Unwanted materials are generally disposed of through the Exchange Program or book sales. Because they have little potential value for our collections, periodicals (except specific issues needed to fill in our collections), popular paperbacks, textbooks, and materials in poor physical condition are not generally accepted.

Although the Libraries acknowledge receipt of gifts, they cannot provide donors with appraisals of their gifts. If a donor requests an appraisal, we recommend that he or she consult an independent appraiser. In very exceptional circumstances, the Libraries may commission an appraiser to be paid for by the donor. The Gift and Exchange Librarian will provide guidance in such instances.

To discuss a book or serial donation to SUL, contact the appropriate subject selector or, for a gift covering several subject areas, the Gifts and Exchange Librarian, Sharon Propas at (650) 725-1136.

Last modified: July 28, 2006