CRL Gifts and Donations Policy

Donations and Gifts of Funds

  1. CRL does not accept unsolicited financial gifts or financial donations directly related to collections. Grants resulting from CRL initiation/solicitation may be used. Other types of financial transactions are subject to other policies, not addressed here.

Donations, Deposits, and Gifts of Library Collection Material

  1. A gift is a voluntary and unconditional transfer of printed materials to the library wherein the donor relinquishes all rights; CRL gains full ownership and can decide how to use or dispose of the material. We would be under no obligation to keep the materials permanently or use them in a specific way. Per a case review of each offer against our Collection Development Policy, CRL will accept selected gifts from other research libraries or institutions, with a legal deed of gift.

  2. A donation is distinct from a gift in that it may be considered by the donor to have tax-deductible implications, require acknowledgment, and/or come with conditions or stipulations. CRL does not accept donations to our collection that would come with explicit or implied conditions or restrictions unless coordinated as a project with an explicit agreement outlining conditional commitments leading to full ownership. An example would be the donation of print material conditional on digitizing the material and providing the donor with digital copy.

  3. A deposit is (technically) a temporary transfer of materials, wherein the donor retains ownership rights while the library houses and maintains the materials, but CRL does not accept custody of collection material for members or non-members that retain ownership of said material. However, historically, “deposit” is the terminology used to describe the transfer of material from a member to CRL and CRL members continue to add content to the CRL collection using the terminology of “deposit” which we mean to be interpreted as a deposit without restriction including transfer of ownership. Any material added to the CRL collection, by any name or process, becomes the property of CRL.

Key Differences

Feature

Gift

Donation

Deposit

CRL Policy

Ownership Transfer

Yes

Usually

No

Always owned

Conditions Possible?

No

Sometimes

Yes

Sometimes, but limited

CRL Control

Full

Conditional

Limited

Full Control

Reclaimable by Donor?

No

No (typically)

Yes

No

Example

A professor gives their personal book collection with no restrictions.

A publisher donates books but requests acknowledgment and restricted access.

A government agency deposits documents for safekeeping but retains ownership.

Partner library donates materials with agreement that CRL digitize and provide a copy to the donor.

Donations and Gifts of Library Services

CRL may partner with member or non-member institutions for services as part of a documented agreement related to a specific project. Such agreements would be time-bound and/or project-limited with mutual obligations outlined.

Document Title: CRL Gifts and Donations Policy

Effective Date: March 2025

Last Revision Date: March 2025

Responsible Party: Collections Services and Policy Committee

Policy Purpose and Scope: This statement describes the CRL policy on gifts and specifies the requirements to receive transfers of materials.