Gifts-in-kind to Perkins Library

GIFTS: Books and Collections: Information For Prospective Donors

     Donors contribute significantly to strengthening the collections and fulfilling the mission of the Duke University Libraries through their financial support and their gifts of books, manuscripts, and other library materials. Gifts in-kind form an indispensable resource for the teaching and research activities of the University.

     Proposed gifts of library materials are subject to acceptance by library staff. Subject librarians and the Head of Collection Development for the general collections or for Special Collections and the directors of the professional school libraries will evaluate the items in terms of institutional value, considering whether materials support the collection development policy for that subject area.

     When the Library accepts a gift, it becomes the property of the Duke University Libraries, which reserves the right to determine whether the gift will be retained, where it will be located, and how it will be cataloged and circulated. Materials not retained will be offered to other libraries, foreign and domestic, or sold in library book sales or to book dealers. Sale proceeds are used to purchase library materials. The donor of library materials is entitled to an income tax deduction within  Internal Revenue Service regulations.  The law places upon the donor the responsibility to establish the fair market value of an item contributed to a charity, but a formal appraisal is not always necessary. Appraisals must be done before the gift is transferred to the library. Donors must file IRS Form 8283  if they claim a deduction for non-cash gifts totaling more than $500 within a calendar year. For gifts valued at more than $5,000, the appraisal must be made by a qualified independent appraiser. Although library staff will provide limited assistance to a donor, including sources of evaluation information and a list of independent appraisers in the Triangle area , University policy prevents the Libraries from supplying appraisals to donors. The donor's appraisal expense is deductible for income tax purposes as a miscellaneous deduction. The University's Alumni and Development Records office  will sign the form for the University and send the formal IRS receipt to the donor. Where tax considerations are involved, donors may wish to consult their personal attorney or tax adviser.

     The Library will provide appropriate acknowledgment of gifts. However, University policy does not permit including the dollar value of the gift in the acknowledgment.

Policy effective date: April 1997