Donations

Laurier Archives and Special Collections acquires, preserves, and makes accessible the historic, academic, and cultural heritage of Wilfrid Laurier University and its predecessor organizations. Laurier Archives and Special Collections is the official repository of Wilfrid Laurier University’s records of enduring legal, evidential, or historic value. 

In addition, Laurier Archives and Special Collections acquires records of individuals and organizations in specific subject areas, rare books, and related historical material in support of teaching, learning, and research at Wilfrid Laurier University. The kinds of material we acquire is guided by the Laurier Archives and Special Collections Acquisition Policy.
 

University Records Transfer Process (For transfers internal to Wilfrid Laurier University)

Transfers of University records without prior arrangement may not be accepted or acknowledged. 

1. Contact us to express your interest in transferring University material.
2. Fill out a transfer form.
3. Send the material to Laurier Archives and Special Collections. Your department is responsible for all costs associated with transferring the material to us.
   • For analogue records, such as textual records and photographic materials, please send via campus mail or request delivery through Facilities and Asset Management.
   • For digital records, we will work with you to transfer the material to us.
      

Donation Process (For donations external to Wilfrid Laurier University) 

Donations without prior arrangement may not be accepted or acknowledged. 

1. Contact us to express your interest in donating material.
2. Laurier Archives and Special Collections staff will reach out to learn more about your material. Consider the following questions about your material. Your answers will help us determine if your material fits our acquisition policy and whether we have the resources to acquire and preserve the items:
   • Who created the material?
   • What is the content of the material?
   • When was the material created?
   • Who owns the material?
   • Where is the material located?
   • Is the material textual, photographic, audiovisual, graphic, cartographic, and/or architectural? 
   • What is the format of the material? 
   • What is the extent of the material (example: number of boxes or volume of files)?
   • What is the physical condition of the material?
   • What documentation about the content is available (example: file or box list)?Is there a time constraint associated with this donation?
3. We will arrange a site visit (virtual or in person, depending on the location of the material) to examine the material.
4. After evaluating the material, we will let you know our decision regarding your donation.
5. If accepted, you must arrange for material to be delivered to Laurier Archives and Special Collections and you are responsible for all costs of transporting the material.
   • For analogue records, please drop off or courier the material to us.
   • For digital records, we will work with you to transfer the material to us. 
6. If not accepted, we may suggest other institutions that may be interested in the material.
7. We will review the received material and prepare a Deed of Gift in Kind form for you to sign to legally transfer the material to Wilfrid Laurier University.    
8. Upon request, donations will be appraised based on fair market value in accordance with Canada Revenue Agency regulations. Income tax receipts will be issued for gifts valued over $100.00. The donor agrees to cover the costs of appraisal when an external appraiser is required, for which a tax receipt can also be issued.
   • Gifts valued at less than $1,000.00 will be appraised by the Laurier Library.
   • Gifts valued at over $1,000.00 must be appraised by an external appraiser.
   • Gifts anticipated to be valued over $20,000.00 will require two external appraisers.