Material for the collections may be either donated of solicited. It is not anticipated that material will be purchased or accepted on loan. Any exceptions to the gift policy must be negotiated with the University administration and the SU Foundation and will be governed by the specific terms of the written agreement.
Donations of books and other materials, for which the donor wishes to be recognized and receive an income tax eduction, will be processed according to these guidelines:
- Gifts-in-Kind are accepted by the Shippensburg University Foundation, for the benefit of Shippensburg University subject to the policies and procedures of the University and Foundation and the regulations of the Internal Revenue Service.
- The SU Guidelines for Fundraising Activities approved by the President’s Cabinet on October 9, 1983, and the Guidelines for Acceptance of Gifts of Personal Tangible Property (Gifts-in-Kind) approved by the President’s Cabinet on February 23, 1987, shall apply to receiving gifts of books and other items by the Ezra Lehman Memorial Library.
- A potential benefactor should contact the SU Foundation, the Collection Management Department, or the Archives & Special Collections Librarian of the Ezra Lehman Memorial Library to receive a form to be completed with information about the potential items to be donated.
- The completed form should be returned to Collection Management Department, Ezra Lehman Memorial Library, Shippensburg University, 1871 Old Main Drive, Shippensburg PA 17257-2299
The Archives & Special Collections Librarian will annotate the list to indicate those items deemed appropriate for addition to the collection and forward the list to the SU Foundation office. The annotated list will be returned to the potential benefactor by the SU Foundation. Upon acceptance of the gift-in-kind by the SU Foundation, in consultation with the University, the benefactor should contact the Archives & Special Collections Librarian to arrange for delivery of the accepted items to the library. The library will place a gift plate in/on the items added to the collection in recognition of the benefactor’s support. The library will forward a list of accepted items to the SU Foundation Office. The SU Foundation will send a written acknowledgement to the benefactor of the gift-in-kind items added to the library collection. If a donor does not wish to be recognized for donations, items will be accepted at the discretion of the Archives & Special Collections Librarian with the understanding that:
- The library has the right to accept or dispose of any item
- No receipt, letter of appraisal, or statement of value will be issued
- No gift plates will be placed in/on the items added to the collection
- The donor will arrange for delivery of materials
- The library must be given advance notice of any large deliveries
Donors will fill out and sign a Deed of Gift. Gifts are considered outright donations to be used in the best interest of the SU Archives & Special Collections. Upon receipt of a transmittal from the SU Foundation, donations become the sole and irrevocable property of the SU Archives & Special Collections. Unless otherwise restricted by copyright law or by the donor and agreed to by the SU Archives & Special Collections at the time of acquisition, all copyrights are conveyed to the SU Archives & Special Collections. The Archives can assume no responsibility for abuse of copyright restrictions by users of research materials.
Donations of historical material to a public research facility may be tax deductible. However, the SU Archives & Special Collections cannot appraise donations for tax purposes. The donor shall be solely responsible for ascertaining the fair market value of gifts to the SU Foundation. For the protection of the donor, it is recommended that such appraisals be done by a disinterested third party and before title to the material is conveyed to the SU Archives & Special Collections. The Library and the SU Foundation staff will assist benefactors in identifying appropriate appraisers. A receipt, letter of appraisal, or statement of value shall accompany gifts with a value of $5000 or less. The Internal Revenue Service appraisal requirement for gifts in excess of $5000 may be obtained from the SU Foundation. University and Foundation officials shall not give opinions concerning the fair market value of donated property.