Policies and Guidelines

Donations Guidelines

The MacEwan Library welcomes monetary gifts in the form of cash donations, endowments, or bequests. Financial contributions to the library are accepted by Fund Development.

Due to space limitations, the library may only, in exceptional circumstances, accept gifts-in-kind (physical books or other materials) that directly support current teaching, learning, and research at the University.

Prospective donors should contact the Collections Services Unit. Unsolicited donations will not be accepted at the Library Service desk.

1. What types of works can be considered for donation?

Gifts-in-kind donations that meet the current priorities of MacEwan University may be considered only if they also meet the criteria outlined in the library’s Collection Development Policy.

The following materials will ordinarily not be considered for donation:

  • Textbooks
  • Works older than five years unless they are of enduring value and in good condition
  • Course packs
  • Duplicate material already present in the collection, unless there is a need to substitute for a damaged item, or a duplicate item is deemed appropriate
  • Popular (trade) paperbacks and magazines
  • Academic periodicals or individual issues of journals
  • Items in poor physical condition
  • Materials requiring special preservation arrangements which the library is not able to support
  • Materials requiring the use of technology no longer supported by the library
  • Materials that may be compromised with regards to copyright legislation
  • Materials the donor has attached restrictions to, which will limit access for library users, or which seek to determine the shelving location of the materials
  • Self-published works, although those by MacEwan faculty or staff members may be accepted
  • Computer software

2. Conditions of Acceptance

  • The library requires donors to submit a complete list of materials that includes the following information: author, title, publication year, and ISBN.
  • Donations are accepted with the understanding that their ownership is voluntarily transferred to MacEwan University Library without valuable consideration in return. The library reserves the right to determine location, cataloguing treatment, circulation, retention, deselection, and other considerations relating to the use, disposition, or disposal of the gift.
  • The library reserves the right to refuse a donation based on its suitability, potential usefulness, and the library’s ability to house donated materials.
  • The library will process donated materials as time permits.

3. Evaluation of Materials

Each title donated will be evaluated by an arms-length professional collections librarian or subject specialist, in keeping with MacEwan University’s policies related to conflicts of interest.

4. Tax Receipts

The library does not normally provide tax receipts apart from exceptional circumstances. In no instance will a tax receipt be provided for materials received by the donor as review copies, or for materials purchased with funds from a research grant or through professional development funding.

5. Disposition of Declined Materials

Any donated materials not accepted by the library will be disposed of at the library’s discretion, in keeping with the principles of sustainability.

6. Acknowledgements

To recognize significant gifts, electronic bookplates or other forms of acknowledgment may be considered in consultation with the donor.