Print Material Gift Acceptance Policy
Effective Date Jul 1, 2015
This policy specifically addresses gifts of books, journals, magazines, and other tangible items. This policy does not address archival gifts or Special Collections.
Mission and Scope of Interest
The Evans Library is the research library of the Florida Institute of Technology, a Carnegie Foundation-classified Doctoral Research Intensive, STEM-dominant research university. The mission of this library is to mirror in content and access the research interests and information needs of the Florida Tech academic community, as befits its status as a nationally and internationally recognized Tier-1 research university.
The research collection contains scholarly information content in all formats in the sciences, engineering, aeronautics, business, psychology, and the humanities.
Criteria for Accepting Gifts
The Evans Library accepts gifts of relevant materials that improve the quality of the research collection in service to the university’s mission. While gifts are free in the sense that the library does not pay for them, there are processing costs involved. Cataloging, labeling, and ongoing space commitments are just a few of the costs involved for library materials. All of the following criteria applicable to the specific gift must be met for a gift to be accepted:
- Only gifts from individuals affiliated with Florida Institute of Technology (faculty, emeritus faculty, staff, students, and alumni) will be accepted. This doesn't apply to special and rare collections that are often donated by members of the community and university supporters.
- The materials must immediately and directly support the university’s goals of academic excellence, preeminent research, and original scholarship.
- The materials must add value to and enrich the research collection, adding resources suitable for teaching, research, and original scholarship by faculty, students, and other Library patrons.
- Gifts must be appropriate for immediate integration into the Library’s research collection and access by faculty and students. Library storage space is not available for gifts to be managed at a later date.
- Material must be in good condition. Books with mold and mildew will not be accepted.
- Rare, antiquarian, and collectible books, inscribed first editions, and similar materials inappropriate for - open-stacks collection can be accepted only if they comprise a Special Collection (see Special Collections Gift Policy).
- Special restrictions on the use or disposal of the gifts cannot be made. The university becomes the owner of all donated materials and, as such, reserves the right to determine its retention, location, cataloging treatment, and other considerations related to its use, maintenance, or removal.
- Donation of a journal title not already in the collection will not be accepted unless there is a complete run of 10 years or more.
- Duplicates of materials already in the collection are generally not accepted.
The Dean of Libraries may grant exceptions to this policy at his/her sole discretion.
- Donations of greater than 5 items must include a list of titles, authors, and ISBN information for each item.
- The donor must comply, in advance of the gift, with the gifts-in-kind policies and procedures of the university Office of Development. See http://development.fit.edu/forms/Gift_In_Kind_Form.pdf
- Appraisal of a gift is the sole responsibility of the donor, as governed by US federal law. For information, see http://www.irs.gov/publications Donors are encouraged to consult an attorney, an accountant, or other professional advisor. The Library cannot provide valuations.
- The donor must provide the Library and the university copies of the official signed appraisal attached to the IRS Form 8283, Non Cash Charitable Contributions, if the donor wishes to claim a gift that exceeds $5,000 in value.
- The donor must provide the Library and the university a Deed of Gift with a legal transfer of title for materials.
- The donor will sign a form that states that he/she provides the gift free and clear of any attachments. The gift is unrestricted and will become the property of the university. Decisions to accept gifts are final. Gifts will not be returned at a later date and their disposition is at the sole discretion of the Library.
To discuss a gift of materials for the research collection, contact the Assistant Dean for Scholarly Communication and Faculty Engagement, Evans Library, Florida Institute of Technology, 150 W. University Boulevard, Melbourne, FL 32901.