Donations Policy

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This policy covers the collections of Dunedin Public Libraries and is based on the Collection Development Policy 2010, which states:

Gifts and Donations

27.1 Gifts and donations are gratefully received by the Library, and may on some occasions be actively sought. Their retention, however, is subject to the judgement of relevant Collection Specialists. The Library reserves the right to make decisions concerning suitability for the collections, and acceptance will be guided by the Collection Development Policy.

27.2 The Library may negotiate with potential donors the conditions of ownership, housing, access, and disposal. Donors may request receipts and printed information about the Library’s donations policy.

27.3 Significant gifts may be acknowledged by individualised or form letters, and book plates inserted, where appropriate.

1. Collection Scope

Collection scope is guided by the Collection Development Policies of both Operational and Heritage Collections.

2. Collection Management

  • Items are accepted by the Library on the understanding that the donor has the authority to dispose of the items in this way.
  • Donated items become the property of the library and are not returnable.
  • Decisions to accept donated items are made in accordance with normal selection criteria and take into account the costs associated with owning the items including processing, housing and repair etc.
  • Where donations are especially large or significant, a formal donation agreement/deed of gift will state all the conditions of the donation.
  • The library is careful to accept items that are in good condition and are suitable for library use. Rare and valuable items or discreet collections of historic value will be referred to the Heritage Librarian for assessment and inclusion in the Heritage Collections, if appropriate. Decisions on donations may be made in consultation with the Collection Development Librarian, Collection Development Team members, the Head of Collection Services and /or the Library Services Manager, as appropriate.
  • Financial gifts and bequests for the purpose of establishing, expanding, or maintaining library collections, or for improving access by adding technological enhancements, are welcomed. Decisions on acceptance and any conditions relating to gifts and bequests will be made in consultation with the Library Services Manager and Head of Collection Services.

    • 3. Selection Guidelines

    The Library will not perform appraisals of donated materials except if such materials are destined for Heritage Collections.

    Material not normally accepted as donations include the following:

    • Newspapers
    • Reader’s Digest abridged books
    • Textbooks.
    • Encyclopaedias
    • Material more than five years old (except if such materials are destined for Heritage Collections)
    • Damaged, worn materials

    4. Deselection

    Donated items may be deselected, using the criteria that applies to purchased materials as detailed in the Collection Development Policy

    5. Formats

    Printed materials including books, serials, letters etc, audio visual materials including talking books, CDs, DVDs, Archives and artistic works are accepted.

    6. Preservation and Repair

    Donated items will usually be treated to the same standard as purchased materials.

    7. Review

    This policy will be reviewed within five years.

    Endorsed by the Senior Management Team, 2 August 2011

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