Donation Policy and Guidelines
The TRU Library’s mission is to advance inquiry, discovery and engagement by providing the TRU Community with quality resources, services and technologies to support teaching, learning and research. The Library welcomes inquiries regarding donations of academic materials, monetary gifts and other gifts-in-kind that extend, complement and support the current teaching and research programming at TRU. All gifts must conform to the Canada Revenue Agency’s definition of a gift, and to Thompson Rivers University’s Fundraising and Recognition policy (BRD 04-1).
Materials not accepted for donation:
- Textbooks and workbooks
- Duplicates or additional copies of materials already held by the Library
- Complimentary or review copies of books
- Loose-leaf publications
- Self-published materials
- Materials requiring outdated technology (LP’s, 3 ¼ inch floppies, cassettes, etc.)
- Materials requiring special conditions (temperature & humidity control, etc…)
- Photocopied materials
- Materials to which the donor has attached restrictions
- Materials in poor condition (marked, underlined, mold, mildew, pests, etc…)
- Popular paperbacks
- Journals, magazines and newspapers
- Materials under licensing, copyright or other restrictions
All donation inquiries are to be made to the Library’s Collection Services Librarian or the University Librarian or designate prior to any materials arriving at the Library. Prospective donors must provide an itemized list (in a Microsoft Word or Excel file format) and email that list to the Collection Services Librarian. Information to include for each item donated:
- Publishing date
Donors are required to sign a Library Offer of Donation form that fully transfers ownership of all gifts to the Library. The Library reserves the right to decide upon the retention, location, organization, use and disposition of all donated items.
Delivery of materials
It is the responsibility of the donor to arrange for the delivery or transfer of the accepted donated material to the Library.
Appraisals and tax receipts
Only materials deemed appropriate and retained by the Library are eligible for a tax receipt. Donations with an estimated value of $1000 or less are appraised by the Collection Services Librarian or designate. Appraisals conducted by TRU Library staff are final. The University Librarian approves all valuations and requests that the TRU Advancement Office issue a tax receipt.
Materials with an estimated value great than $1000 require an independent appraisal prior to a donation being offered and a tax receipt being issued. All appraisals must be carried out by appraisers who are independent of both the University and the donor. Fees charged by an independent appraiser are the responsibility of the donor. If permitted by the Income Tax Act, the costs of the appraisal will be included in the amount of the tax receipt.
Donated materials acquired using government or University funds (for example, research grants, departmental funds) are not personal property and therefore not eligible for a tax receipt.
The Library will process gifts as time permits.
All donor requests for anonymity will be respected to the extent legally possible. Foundation Boards and University officers empowered to accept gifts must be aware of the identity of the donor before authorizing the issuance of a gift receipt for taxable purposes, in order to comply with the Income Tax Act.
Public recognition will be accorded based on the level of the gift and in compliance with the University’s Donor Recognition Policy, and taking into account the wishes of the donor.
Donor names, together with donation amounts, are kept on a privileged and confidential basis, and are protected from disclosure unless permission is given by the donor, or there is a statutory requirement for disclosure
Penny Haggarty, Collection Services Librarian