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Materials added to the Library collections are, primarily, acquired by way of purchase, while gifts and bequests of collections are a welcome supplementary component of collection development. Proper application of the Library’s collection development report goals make it inevitable that only a small percentage of the gifts received will ultimately be added to the collection.

Prior to accepting a gift collection it is necessary for the librarians to learn as much as possible about the content and size of the donation. In the event that the offered materials do not appear to be appropriate for the Library, as defined in the Library’s collection development policy, other potential recipients for the gift should be suggested to the donor.

In the event that the Library accepts a book donation, the following points will be made clear to the donor:

  • It is probable that all of the donated materials will not be added to the collection;
  • The donor will authorize the Library, in writing, to attempt to donate unneeded items to other libraries;
  • The donated collection will not be kept together on the shelves but will be distributed throughout the collection, in accordance with the Library’s classification criteria;
  • The donor shall not require the library to post a name sign identifying the donor.

Similarly, the Library will:

  • Acknowledge, in writing, receipt of all bequests, listing types and numbers of materials donated;
  • Express its appreciation in a letter signed by the head librarian. In the event that the donor is an AFS Trustee or a ranking public official, it is recommended that the AFS president sign the letter of appreciation.
  • Provide copies of all communications with donors to the Office of Institutional Advancement.
Our Library Policies
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