Gift In Kind Policy

Policy on Gifts of Materials to UT Libraries

The University of Tennessee, Knoxville Libraries are a top 25 academic public research library with more than 3.5M volumes and many more electronic resources available to our students and faculty. As our collection is already extensive, in many cases offers of gift books or materials may duplicate our holdings. With limited resources, including space, the Libraries must be very selective in the materials we choose to add to our collection. As a result, we have a focused policy on what types of gifted materials we will consider at the UT Libraries.

The University of Tennessee, Knoxville Libraries will consider gifts of rare materials, primary resource materials, and specialized research materials. In order to be considered, the UT Libraries will need an inventory or detailed description of the intended donation. Donors should contact Jennifer Beals, Director and Associate Professor, at 865-974-0014 or with details on the intended donation. If the Libraries decides to accept the gift, we will work with the donor to determine the details of delivery to the Libraries. If it is determined that the materials would be better served in another repository, staff may suggest more appropriate locations for your donation. The Libraries also ask that donors consider making a monetary gift along with their materials gift to help offset the costs associated with processing the materials.

Paperwork for most donations is minimal and may include a deed of gift form or a gift agreement. In certain circumstances, it may be possible for a donor to take a tax deduction for the donation of a collection. You are encouraged to speak with a tax accountant or attorney about this possibility. The UT Libraries frequently commissions appraisals of gifted materials for the purpose of internal valuation. If a donor requests a copy of the appraisal, a copy will be provided. These appraisals are commissioned for internal valuation purposes only and not for any other purpose. The appraisal may not be relied upon by the donor or by any other third party for any purpose, and the donor agrees to indemnify and hold harmless the University from any liability arising out of reliance upon the appraisal by donor or any third party acting on behalf of donor. If an appraisal is needed for the donor’s tax purposes, the Libraries can help suggest a qualified appraiser and facilitate the appraisal.

UT Libraries Gift In Kind Form

The University of Tennessee, Knoxville Libraries does not consider unsolicited gifts of general library materials. This pertains to items of both an academic and non-academic nature. We will not consider:

  • Widely-held research publications;
  • Popular trade or mass market paperback books;
  • Textbooks;
  • Popular magazines;
  • Titles already owned by the university, including journal runs, newspapers, etc. unless the copy is a special edition that is useful to add to the collection;
  • Personal libraries;
  • Large, generalized collections.

The Libraries will not accept walk-in donations or unapproved drop-offs at any of our facilities.

With questions or donation inquiries, please contact:

Jennifer Beals
Director and Associate Professor
Betsey B. Creekmore Special Collections & University Archives

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