Gifts to the George Mason University Libraries
Gifts Policy

The George Mason University Libraries welcome gifts of books, manuscripts, music, and other research materials. It is through such generosity that the Libraries are able to add depth to the academic resources available to our community. Particular interest is paid to scholarly, current, or rare items in good physical condition. The following guidelines are offered to assist donors. Based upon these criteria, the University Libraries retain the right to accept or decline all potential gifts.

I. General Guidelines

Due to the high costs of managing the gift process, the Libraries’ goals in accepting gifts are to acquire only materials which are highly relevant to the university's needs. All potential gifts will be evaluated by appropriate staff in accordance with the collection development policies of the George Mason University Libraries. Potential gift items will:

• Support the University’s current and evolving curriculum and academic disciplines;
• Sustain the research needs of faculty and students;
• Augment older and current collections of depth.

Types of Donations that are Generally Considered Inappropriate

• Materials that are not in good physical condition, e.g., contain mold or mildew, tears, stains, water damage or are in any way impaired in a manner that results in limited or restricted use. These are potentially harmful to existing collections.
• Large museum type artifacts. Such items cannot be accommodated by the Libraries.
• Materials that require significant restoration or conservation or unique storage, unless accompanied by appropriate funding or by permission of the University Librarian.
• Gifts on which a donor places restrictions that will negatively affect the use of the materials.
• Textbooks
• Popular trade paperbacks
• Single issues of periodicals or broken runs of bound periodicals, unless they fill gaps in our current collection
• Outdated, superseded titles
• Outdated media formats such as LPs, cassettes, etc.
• Materials which duplicate current holdings
• Photo copies/facsimiles of original materials.

II. Process for Accepting Gifts

1. The University Librarian/Associate Vice President for Information Technology is responsible for adhering to the University's policy on accepting gifts-in-kind. Only the University Librarian, the Associate University Librarian for Resources & Collection Management, the University Libraries' Director of Development, Head of Special Collections & Archives, Head of Collection Development/Preservation, or the head of Acquisitions and Gifts can accept collections on behalf of the University Libraries.
2. Donors will provide a description and titles of any gift before it can be considered. In the absence of such documentation, the Libraries may require on-site evaluation of the collection by subject area or liaison librarian staff before a determination to accept can be made. These expert individuals will evaluate potential gifts for appropriateness and inclusion in the collections.
3. In certain instances, portions or items from previously accepted gift collections may not be placed in the Mason Libraries' collection and may go to the Libraries' periodic book sale, or otherwise disposed of.
4. Gifts delivered without prior arrangement or contact with the Libraries' acquisitions and gifts staff or staff listed above will not be accepted or acknowledged.

III. Disposition of Gift Materials

1. With the exception of some archival materials, all gifts added to the collection will be cataloged and listed in the Libraries' online public catalog. Archival materials are accessible through electronic finding aids as published by the University Libraries.
2. Since all gift materials that are added to the general collections are shelved in the appropriate subject classification, the Library cannot maintain separate named collections, unless by prior agreement by authority of the University Librarian.
3. Gifts that are not added to the collection may be disposed of in one of the following ways:
   • If of artifactual value, they may be sold to a specialty book dealer, and the proceeds used to support future acquisitions for the University Libraries' research collections.
   • All other unaccessioned gifts may be sold through the University Libraries periodic book sales or recycled. Proceeds from book sales may be used to support future library activities or acquisitions for the University Libraries’ research collections.
   • Only in special circumstances and if arranged in advance, items may be returned to donor

IV. Donor Information

Under current tax law for gifts over $500 but less than $5,000, donors must file a completed IRS Form 8283 which must be signed by the George Mason University Foundation.Gifts exceeding $5,000 require a formal appraisal, which must be secured by the donor, to accompany filing IRS Form 8283.The value of the gift should be determined by the donor prior to transfer to the Libraries.If possible, a copy of the appraisal should also be submitted to the Libraries.

Should the Libraries decide to sell a donated item within two years of receipt, the University must file IRS Form 8282 which discloses the actual proceeds from the sale of the gift and restates the gift value indicated by the donor on form 8283. The IRS uses this to determine if the gift value claimed by the donor was reasonable.

IRS law prohibits library staff from appraising materials or the Libraries paying for or arranging for appraisals. Pertinent information is available in IRS Publication No. 561 "Determining the Value of Donated Property". Because tax laws change frequently, it is advisable that donors seek professional tax or estate counsel prior to making a gift.

Donors who offer materials or collections which the George Mason University Libraries can not accept may be referred to other libraries or charitable book donation programs such as:

• Arlington County Library
• Fairfax County Library
• Loudoun County Library
• Prince William County Libraries
• Salvation Army
• Goodwill

For More information contact:

Stephen M. Brooks, MLIS
Head, Acquisitions and Gifts
University Libraries
George Mason University
4400 University Dr., MS 2FL
Fairfax, Virginia 22030
703.993.4058 (voice)
703.993.2263 (fax)
sbrooksa@gmu.edu

October 2006