Gift Policy Guidelines
All gift materials are evaluated against the following criteria as set forth in the Collection Development Policy for Chester Fritz Library:
- Relevance to the mission of the University and its academic and research programs. (Consult CD policy of CFL)
- Condition of material.
If gifts are not deemed suitable after evaluation, the Library may dispose of unwanted gifts as appropriate, unless other arrangements have been made with the donor.
Authority to Accept Gifts
The Dean of Libraries and Information Resources is ultimately responsible for the acceptance of all gifts, and in particular, major gifts of materials and all gifts of funds and their subsequent acknowledgement and publicity. However, the decision to accept and retain gifts is usually delegated to the Head of Collections Strategies and in turn to the appropriate subject bibliographer/selector for the field to which the gift pertains.
UND Faculty and Staff Publications
The first gift copy of a publication authored by a UND faculty or staff member will be placed in the Department of Special Collections, unless the author requests otherwise. If the faculty or staff member does not provide the library with a gift copy, a funding line exists to purchase one copy of a publication. This copy will be placed in the Department of Special Collections.
North Dakota Authors
The first gift copy of a publication authored by a North Dakota author will be placed in the Department of Special Collections, unless the author requests otherwise. Placement of additional copies will be determined by the subject bibliographer and the Head of Special Collections.
A North Dakota author is a native of the state, or someone who is presently residing in the state, or someone who has lived and worked in the state.
Guidelines for Acceptance of Gifts by Format
These guidelines are set forth to assist in making basic accession decisions. It is recognized that unusual circumstances arise and materials may be accessioned which do not meet basic accession criteria. When such instances do arise, the Head of Collection Development and Information Access Services should be consulted.
- Monographs: Monographs are forwarded to the appropriate subject bibliographer. The Library does not normally add mass-market paperbacks, textbooks, or duplicate copies. Uncorrected page proofs are not to be added to the general collection or sold. If not added they must be destroyed.
- Serials: Gifts of periodical subscriptions are accepted provided the donor agrees to provide financial support for a minimum of five (5) years. Retrospective periodical runs may be added if they constitute a minimum five year run or add to existing holdings. Sporadic individual issues may be accepted if they fill a gap in the Library’s current holdings. If no gap exists or the periodical does not meet CD guidelines, the gift will be placed into the Exchange Program.
- State Documents: As a depository for state government publications, the Library receives one copy of all state government publications from the State Library. If a state document is received as a gift, the Head of Special Collections and the bibliographer for that subject area will decide if it should be housed in Special Collections or other collections. State documents not added to our collections will be sent to the State Library in Bismarck.
- Federal Documents: In sharing regional depository status for federal government publications with NDSU, the Library has the responsibility for retaining one copy of all federal government publications in the SuDoc classes for which the Library is responsible. Gifts of federal documents are evaluated by the Head of Periodicals, Gov. Docs., Patents, & Trademarks, consulting an appropriate subject bibliographer if necessary. Additional copies not added to our collection will be placed into an appropriate exchange program as specified by the guidelines for regional depositories.
- Maps will be reviewed by the Geology bibliographer and the Geology Library Manager for inclusion in the Geology Branch, the CFL Government Document map collection or the Dept. of Special Collections. The Head of Special Collections and the Head of Periodicals, Gov. Docs., Patents and Trademarks will be consulted when appropriate. North Dakota maps will be added to the Department of Special Collections at the discretion of the Head of Special Collections in consultation with the Geology bibliographer. State travel maps may be added to the travel folders housed at the Reference Desk. Atlases and globes will be evaluated by the Head of Reference and Research Services and the Geology Bibliographer. Additional copies not added to our collection will be placed into an appropriate exchange.
- UND theses and dissertations: One archival paper copy of each is housed in the Department of Special Collections and one microform copy is available in Periodicals Additional copies will be retained, usually in the general stacks. Non-UND theses and dissertations will be evaluated by the subject bibliographer.
- Manuscripts: Manuscript and University archival materials including photographs are housed in the Department of Special Collections. Accessions are evaluated according to the Collection Development policies for Special Collections and University Archives.
- Sound Recordings and Scores: Sound recordings and scores are housed in the Music Branch Library. They are evaluated by the Music Department and the Music Bibliographer and Music Branch Manager. North Dakota related recordings are housed in Special Collections unless donor specifies otherwise.
- Other non-print materials will be evaluated by the appropriate subject bibliographer. AV materials are located in the Dept. of Periodicals, Gov. Docs, Patents and Trademarks. ND and UND related films, audio and video materials are housed in Special Collections.
Guidelines for Processing
Once gifts are received, they are meshed into the regular Library workflow. Priority is given to processing new book orders. If there is a need for a gift to be rush cataloged, it should be placed on the “Priority Gifts” shelf in Acquisitions.
Revised and approved 2/12/02