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As of July 2021, the general libraries is no longer accepting gifts.  (Special Collections will continue to receive gifts)  Per email from David Goldsmith 6/14/2021:

The Libraries is no longer accepting donations of books and other materials for the general collection or the Frank B. Armstrong Memorial book sale. This change in policy is aligned with the Libraries’ aim to develop, maintain, and enhance user-focused, demand-driven, and network-based collections that reflect the strengths of the university. Space constraints and the high costs associated with evaluating and processing donated materials are also factors that guide this change in our donation acceptance practice for the general collection. We have updated our public information on the FOL donation page and the Collections donation page.


We have several options to recommend as donation alternatives. The Internet Archive donation program, in addition to Better World Books' local donation drop boxes, could be a good path for most donors who contact our library seeking to donate their items (faculty, public, etc.).  Both of those options are listed on the FOL donation page and the Collections donation page along with local donation options.


Donations for the Special Collections Research Center (SCRC) are unchanged. The SCRC reviews offers of unique or rare books, personal papers and collections in a separate process conducted by Archives and Special Collections staff members. For more information about donations reviewed by the Special Collections Research Center, see: https://www.lib.ncsu.edu/scrc/donate

The  policies and procedures below apply to gifts that are  in the ASX storage facility as of July 2021.

Following are the policies and procedures associated with the Libraries non-Special Collections Gifts-in-Kind donations:

Gift Drop-Off and Pickup Information

For complete information, please see http://www.lib.ncsu.edu/giving/donatebooks

For donation pickup by Building Services, submit a work request

  1. All donations must be boxed or bagged  PRIOR to delivery
  2. Please ask donors to use small or medium sized boxes that do not exceed 40 pounds

For donor drop-off, books are accepted year-round at the D. H. Hill Library loading dock, on the Hillsborough Street side of the building, Monday through Friday, 7:30 am to 3:30 pm.

Review

Ruth G & Lynn W. are available to assist with reviewing materials. If a review time is needed, contact Ruth (rcgaglia@ncsu.edu) or Lynn (lkwhitte@ncsu.edu)  to make arrangements.

Intake

Collections & Research Strategy
  1. C&RS contacts A&D about a special gift to be delivered to Satellite or Hunt.
  2. A&D requests boxes be clearly labeled with the name of the Collection Strategist in charge of the donation.
  3. When requesting delivery to Satellite, C&RS communicates to facilities that the special gift is to be kept separate from the general donations delivered in the canvas bins.
    1. If available, A&D staff can be on-site at Satellite to assist with special gift reception.
  4. A&D informs FOL that a special gift will be arriving at Satellite and that they should not handle it in any way.
  5. A&D unpacks special gift onto special gift shelving, labels appropriate shelves, and informs CM as soon as the gift is ready for review.

For the full C&RS workflow, check this link.

ADS, Building Services, FOL, Satellite
  1. Donor completes NCSU FOL Donation Form
  2. Staff reviews NCSU FOL Doantion form for completeness
    1. Single title donation: ensure book title is entered on form
  3. Staff sends NCSU FOL Donation form to Acquisitions & Discovery, Hunt Library
  4. Staff sends donation materials to Satellite in a package marked "GIFTS"
Design, NRL, VetMed
Forms
  1. Donor completes NCSU FOL Donation Form
  2. Staff reviews NCSU FOL Doantion form for completeness
  3. Staff completes BA-151 or BA-151 generated at Hunt
  4. Staff sends NCSU FOL Donation form and BA-151 to Acquisitions & Discovery, Hunt Library, Attn: Ruth Gagliardi
    1. Note: forms can accompany gift materials being added to collection.
Special Situations

For Gifts-in-Kind gifts that:

  1. need to be reviewed as a collection
  2. require custom book plates
  3. require bibliographic notes
  4. otherwise represent an exceptional situaiton

Contact Ruth (rcgaglia@ncsu.edu) or Lynn (lkwhitte@ncsu.edu)  to coordinate gift processes 

Materials to be added to branch collection
  1. Keep and Branch flags in each item
  2. Contact Ruth (rcgaglia@ncsu.edu) or Lynn (lkwhitte@ncsu.edu), and notify them  that you are sending gifts to Hunt for cataloging
  3. Send gift materials to Acquisitions & Discovery, Hunt Library, Attn: Ruth Gagliardi
Materials not added to branch collection
  1. Send to Satellite, boxes marked "BOOK SALE, REVIEWED BY CM AT [AQD:Fill in location]"

  2. No forms or flags required.

Note: Gifts may be forwarded to other branches or SCRC for review. If sent on to another branch, the same processes above apply for materials added and not added to the collection.

 AACCRR, METRIC, Math Working Collection
Forms
  1. Donor completes NCSU FOL Donation Form
  2. Selector reviews NCSU FOL Doantion form for completeness
  3. Selector sends NCSU FOL Donation form to Acquisitions & Discovery, Hunt Library, Attn: Ruth Gagliardi
    1. Note: forms can accompany gift materials being added to collection.
Special Situations

For Gifts-in-Kind gifts that:

  1. need to be reviewed as a collection
  2. require custom book plates
  3. require bibliographic notes
  4. otherwise represent an exceptional situaiton

Contact Ruth (rcgaglia@ncsu.edu) or Lynn (lkwhitte@ncsu.edu)  to coordinate gift processes 

Materials to be added to collection
  1. Keep and Branch flags in each item
  2. Contact Ruth (rcgaglia@ncsu.edu) or Lynn (lkwhitte@ncsu.edu) , and notify them that you are sending gifts to Hunt for cataloging
  3. Send gift materials to Acquisitions & Discovery, Hunt Library, Attn: Ruth Gagliardi
Materials not added to collection
  1. Send to Satellite, boxes marked "BOOK SALE, REVIEWED BY CM AT [AQD:Fill in location]"

  2. No forms or flags required.h3. Sorting (DRAFT PROCESS as of May 2014)
A&D Hunt
Unsolicited donations from publishers

For Gifts-in-Kind that:

  1. Arrive unsolicited from an author or publisher

Send to Satellite, boxes marked "BOOKSALE"

Sending Material to Hunt

  • Fill up empty boxes with S. Asian and / or material to be cataloged from the TO BE CATALOGED shelving per Ruth’s instructions. Label the boxes “TO HUNT / RM 5712” and place them by the front door.

Bookplating

If a donation requires a custom bookplate...

Contact Ruth (rcgaglia@ncsu.edu) or Lynn (lkwhitte@ncsu.edu)  to coordinate 

Acquisitions & Discovery Staff 
  1. Gift material arrives at Hunt for processing and cataloging.
  2. A & D Staff or students produce and glue in custom bookplates per information on the Keep Flags.

BOOKPLATE templates found at G:\Acquisitions & Discovery\Monographs Unit\GIFTS\PROCEDURES\BOOKPLATES

NOTE: Procedures for producing and gluing in bookplates can be found here: Bookplates

Cataloging

Per your supervisor's instructions or....

For Monographs:

  • Add 590 note "This (item) was presented as a gift to the NC State University Libraries."   Replace (item) with book, dvd, etc.
  • ItemCat3 = GIFT

    note: monographs "generic" gifts process confirmed by HD &LW 11/16/2018
Attachments
AQD:NCSU FOL Donation Form
Gift Keep Flag 2014-05-13.pdf
AQD:AutomatedGiftsReviewCriteria-OPTIONS