Donations Policy

The Laurier Library’s rich collections are central to its mission of supporting student success and facilitating original research. The Library will consider gifts-in-kind that meet our acceptance guidelines. However, due to space constraints and the costs of processing donations, in practice the Library is able to accept very few donations.

The Laurier Archives welcomes gifts of books or archival collections that meet its collection policies.

The Laurier Library also welcomes monetary donations designated for the purchase of both print and digital library resources via the University.

Considerations for Accepting Materials for the Circulating Collection:

Acceptance Guidelines

The Library will consider items of unique or significant value in keeping with the University’s mission and the collection policies of the Library

Other Considerations

• space limitations
• preservation issues
• processing and maintenance costs

Item requirements

• Items must be in good physical condition. For example, the items should have:
  • no writing or highlighting
  • no stains/mold
  • and be intact/no need for binding
• Items not normally accepted include:
  • journals/magazines
  • newspapers
  • textbooks
  • trade paperbacks
  • duplicates
  • outdated formats (e.g. VHS)

Considerations for accepting materials for the Laurier Archives

The Laurier Archives will consider such factors as size, rarity, condition, and format when evaluating materials for the Archives. Gifts that do not fit into one of the Laurier Archives collecting areas will rarely be accepted.

Acceptance Procedures

• The first step for the donor is to contact the Library or Archives to determine if your books or other materials are a fit with our collection.
• In order for the Library to be able to consider gifts of books or other materials, the donor must provide a list or inventory of the material offered, including for each item: author, title, publisher, date of publication and ISBN (if possible). A spreadsheet is preferred.
• For donations of archival collections or university memorabilia, please contact the Head, Archives and Special Collections.
• The donor must arrange for material to be delivered to the Library and the donor agrees to assume the cost of transporting material.
• Donors must sign a “Gift Agreement form,” for materials donated to the General collection or a “Deed of Gift” for the Laurier Archives. Both documents transfer ownership to Wilfrid Laurier University. Donations with conditions are not normally accepted.
• Gifts delivered without prior arrangement may not be accepted or acknowledged.
• The Library reserves the right to retain or dispose of gifts, once accepted, as it sees fit.
• Gifts will be acknowledged by letter.

Income Tax Receipts

• If requested, donations will be appraised based on fair market value in accordance with Canada Revenue Agency regulations.
• Income tax receipts will normally be issued for gifts valued at over $100. Receipts must be requested at the time of donation.
• Receipts will be issued only for material that is retained by the Library, and has been formally transferred to the Library or Archives.
• Gifts valued at less than $1,000 will be appraised by the Library.
• Gifts valued at over $1,000 must be appraised by an external appraiser. Gifts anticipated to be valued over $20,000 will require two external appraisers.
• When an external appraiser is required, the donor agrees to cover the costs of appraisal, for which a tax receipt can also be issued.

Contact Information

Charlotte Innerd, Head, Collection Development & Acquisitions, cinnerd@wlu.ca

Amanda Oliver, Head, Archives and Special Collections, aoliver@wlu.ca 

Approved 11 January 2017