UNT Libraries Gift Policy

Gifts-in-kind made to the Libraries are greatly appreciated, and help significantly in broadening the depth and scope of the Libraries collections. These gifts may include books, collections, journals, artwork, software, DVDs, manuscripts, and historical documents.

This policy statement covers gift-in-kind donations to the general collection and does not apply to the Music Library, Rare Books, or Archives.  For donations to the Music Library, Rare Books, or Archives, please contact the Heads of these departments directly.

Gifts of material become property of the UNT LIbraries and all gifts are considered to be unrestricted. The Libraries will consider your gift for addition to the collections, but all gifts are accepted with the understanding that they become the property of the Libraries and will be used in a way that will best serve the needs of the Libraries and our users.   Due to limited space the UNT Libraries must be very selective of what is to be added to the collections.  The Libraries will add to their collections only those items that are needed to support the teaching, research, and service programs of UNT.  The material must also meet copyright policy guidelines.  The most useful material gifts are new publications.  Out-of-print publications needed by the Libraries are also appreciated.

Examples of donated materials unsuitable for inclusion into the Libraries’ collection are: older editions of monographs owned by the library; outdated material on subjects well represented in the collection; duplicate copies of rarely used items; material in poor physical condition;   foreign language materials which do not support the university's curriculum or research needs; and unauthorized copies. Gifts that will require a commitment of funds, special facilities, equipment, or are valued at more than $750.00 must be approved by the Dean of the Libraries.

Donated materials must first be reviewed by a Library Liaison.  If the material is off campus, arrangements for viewing the materials or reviewing a list of the materials being offered as donations should be made between the donor and the liaison.   Donations not reviewed by a Library Liaison cannot be accepted.  

Tax Deductions and Appraisals

Gifts to the UNT Libraries are tax deductible. An acknowledgement letter serves as your receipt for tax purposes. The Libraries are not permitted by the IRS to give donors an appraisf the value of gifts.  Donors are responsible for meeting the appraisal requirements of the IRS foal or an estimate or any contributions claimed.

* If a donor intends to claim the donation on their taxes, we will need their SSN, and if the donor is a UNT employee, we also need the employee #.  For gifts between over $500 but under $5,000, the donor will need to turn in an IRS form 8323 with their tax return, but the 8323 form does not need to be signed by anyone from UNT in Part IV Donee Acknowledgement.   

* Any donor who presents a gift valued at over $5,000 must also provide an appraisal from a qualified appraiser who meets IRS guidelines.   The donor will need to complete an IRS form 8283, which will then be forwarded to the Advancement Office so that it can be signed by the UNT controller.

Instructions for 8323: http://www.irs.gov/pub/irs-pdf/i8283.pdf

8323 IRS form:  http://www.irs.gov/pub/irs-pdf/f8283.pdf

Download the Gift Donation Checklist.

Download the Gift Agreement Form.

The Gift Guidelines and forms for Library Liaisons are located in the shared staff directory for Liaisons in the Gift Policy Folder.