Hesburgh Libraries Gifts-in-Kind Acceptance Policy

Gifts in Kind

Gifts of both individual items and collections can be valuable additions to the resources of the Hesburgh Libraries.  We welcome gift materials in support of learning, teaching, and research at Notre Dame and are committed to integrating them into the collections as expeditiously as purchased items.  We also welcome gifts that allow us to selectively add materials to the collection that we would otherwise not be able to acquire.

Subject librarians review gift items for retention on the basis of collecting policies, the need for duplicate copies, research or monetary value, and physical condition. 

We encourage consultation with the Gifts-in-Kind Librarian, the Associate Director for Resources and Collections Services, or the relevant subject librarian regarding the appropriateness of any gift. For reasons of service to the mission of the University, we may decline and/or redirect some materials. Acceptance of a gift collection or single item donation is contingent on physical condition and an assessment of cost of preservation treatment.

Gift Valuation

Appraisals of gifts to the Libraries for tax deduction purposes are the sole responsibility of the donor. The Libraries and the University, as donees, are legally disqualified from appraising donations.  If a gift is valued at greater than $5,000 and the donor wishes to deduct the gift for tax purposes, the donor must have the collection independently appraised at her or his own expense by a certified appraiser, fill out IRS Form 8283, and send a copy to the University of Notre Dame, Library Advancement, Gifts Unit, 537 Hesburgh Library, Notre Dame, Indiana 46556.

Gift Acknowledgement

In cases where a donor requires detailed acknowledgement of a gift, we ask that the donor supply the necessary information at or before the time that the gift is received.  This information may include title or volume count, and subject, language or format descriptions.

Packing

Please pack your donation into a sturdy cardboard box no larger than 13" x 16". Do not overfill boxes - leave an inch or so at the top so your books won't be damaged when the box is opened. Recycled boxes are welcome; please make sure the boxes don't have holes in them, and remove any old shipping labels.

Complete and print the attached Gift Receipt Form for your donation. Place the form with the books being donated.

Shipping Information

If you are arranging & paying for shipping, we appreciate your additional generosity. The correct address to use for UPS and other shippers is: University of Notre Dame, Library Advancement, Gifts Unit, 537 Hesburgh Library, Notre Dame, Indiana 46556

Please notify us when you ship by calling or e-mailing :
Gloria Claeys-Coplin: (574) 631-7642
Claeys.1@nd.edu or
Mandy Havert: (574) 631-6189
mhavert@nd.edu

We are sorry, but the University and the Libraries cannot under any circumstances accept C.O.D. deliveries. If you have any questions or need help arranging for shipment, please contact Gloria Claeys-Coplin or Mandy Havert.

Thank you for your donation to The Hesburgh Libraries of Notre Dame!

Provisional policy May 27, 2010, last revised August 4, 2011.

Approved by University Committee on Libraries, Oct. 28, 2010.