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Collection Development Policy

Obtaining Permission to Duplicate Copyrighted Work

When a professor’s requests exceed the limits of fair use, permission must be secured to duplicate or adapt the required material. To obtain one-time or single-use permission is fairly simple. You will need to write to the producer or publisher and ask for permission to make copies. You will need to identify the material to be copied, the number and type of copies to be made, and the manner in which the copies are to be used. Most publishers and producers respond within three weeks and usually are quite generous to educational institutions in letting them make copies without charge.

On the form sent to the producer or publisher the following points should be included:

  1. Identify the institution where the copies will be used. Use letterhead.
  2. Identify the person making the request.
  3. Fully identify the work to be copied.
  4. Identify parts to be copied or omitted from the copies.
  5. When asking permission to copy parts of a book, send a photocopy of the parts to be copied. This shortens the publisher’s searching time.
  6. Identify the persons who will use the copies.
  7. Advise, if appropriate, that the copies will be distributed free of charge.
  8. Advise, when appropriate, that the copies will only be used one time.
  9. Leave at least a four (4) inch margin at the bottom of the form for the producer/publisher’s response.
  10. Allow four weeks for a reply.
  11. Send a stamped and addressed return envelope

Gift Book Policy

Luise V. Hanson Library welcomes gifts but accepts them with the understanding that the library has the right to handle or dispose of them in the best interest of the institution. Such material(s) may be added to the collection provided that it meets the library’s standards of selection. Limitations of space and processing costs are other considerations in the decision to add gifts.

Gift material(s) will be shelved in the regular collection where they are most useful, rather than on separate shelves that take them out of logical sequence. The library will determine the classification, housing and circulation policy of all gift items.

Material offered to the library with restrictions that require special handling or prevent integration of the item into the general library collection will not normally be accepted.

The library will not be responsible for the monetary valuation statement of the donor for tax or other purposes.

Appraisal of Gifts

Developed by the Committee on Manuscript Collections of the Rare Books and Manuscripts Section. Approved by the Association of College & Research Libraries Board of Directors on February 1, 1973, in Washington, D.C.

  1. The appraisal of a gift to a library for tax purposes generally is the responsibility of the donor since it is the donor who benefits from the tax deduction. Generally, the cost of appraisal should be borne by the donor.
  2. The library should at all times protect the interest of its donors as best it can and should suggest the desirability of appraisals whenever such a suggestion would be in order.
  3. To protect both its donors and itself, the library as an interested party, ordinarily should not appraise the gifts made to it. It is recognized, however, that on occasion the library may wish to appraise small gifts, since many of them are not worth the time and expense an outside appraisal requires.
    • Generally, however, the library will limit its assistance to the donor to:
    • Providing him with information such as auction records and dealers’ catalogs.
    • Suggestions of appropriate professional appraisers who might be consulted;
    • Administrative and processing services which might assist the appraiser in making an accurate evaluation.
  4. The acceptance of a gift which has been appraised by a third, and disinterested party, does not in any way imply an endorsement of the appraisal by the library.

Recommended Materials

Please help improve our library by making suggestions for books or materials you'd like added. Simply fill out the Recommended Materials form.