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The Books for Libraries Program
Although the University of Washington Libraries is not able to accept gifts for the sole purpose of redistibuting them to other libraries, we do attempt to find homes for donated items that we are not able to add to our collection. Academic and public libraries throughout the Pacific Northwest and around the world benefit from our Books for Libraries Program.
For information on how your library can participate in the Books for Libraries Program, please contact:
Carolyn H. Aamot
Manager, Gifts Program
Phone: 206-543-1859
We strongly encourage individuals to support other domestic and foreign donation programs when their gifts are not needed for the UW Libraries collections.
The State University of New York at Buffalo maintains a regularly updated website that lists a variety of programs that handle book and journal donations.
Many of the constituent societies listed in the American Council of Learned Societies directory operate donation programs. The ACLS directory provides general information about the societies along with links to their websites.
The Bridge to Asia Foundation operates a very successful book donation program to which many UW faculty, alumni, and friends have contributed materials.
Some programs require that the donor provide a title list either for pre-selection or as a packing slip accompanying the materials. Most donation programs require that the materials be sent to their domestic addresses so that shipments can be consolidated and then forwarded to institutions in need. Donors should not expect to be reimbursed for postage. Consult the U.S. Postal Service for current rates, weight limits, and packaging guidance.
Donors will also want to consult their legal, accounting, or other professional advisors prior to making their gift to a domestic and foreign program in order to confirm the applicability of current IRS regulations governing non-cash charitable contributions. Additional tax information is available from the IRS.
Although a bit of research, preparation, and money is necessary before donating books directly to other institutions or libraries, this sort of philanthropic act is very worthwhile. The time and effort invested will save books and promote literacy and education. Donors will want to consider the following:
First, make certain that the materials are actually needed. Unwanted gifts are extra work and expense for librarians who must store, redistribute, or dispose of the materials. A list of titles is a courtesy that will not only allow the receiving institution to manage its resources, but will help ensure that the donor is sending only those items that will be most useful. Newer books and long runs of journals in good condition are generally the most appreciated. Older materials are not always "better than nothing," especially when a library is trying to provide state-of-the-art services to its users. Some institutions may even consider it offensive to receive "hand-me-down" books.
In most cases, the cost of shipment will be the responsibility of the donor. A box of books normally weighs between 35 and 45 lbs. The U.S. Postal Service can provide current rates, weight limits, packaging guidance, and customs regulations.
Another option for transport is to ship via a commercial shipping line. Consolidators will handle large and small shipments. Call the Port of Seattle (or other local port) for referrals to consolidators who ship to locations near the recipient institution. Other arrangements for surface transportation may also be necessary to get the materials from the port to their final destination.
Many airlines, shipping firms, freight, and other companies will donate their services as part of their humanitarian or public relations programs. Donation details should be worked out in advance of contacting them. Individual donors may find that companies will be more receptive to their book donation projects if they work through a philanthropic foundation.
The donor should also determine if the receiving institution will be able to afford any customs charges or other expenses that might accrue at their end. In addition, it is important to make certain that the institution will be able to retrieve the materials if the postal service or shipping agency cannot deliver directly to their site.
A word of caution--do background research to confirm that the receiving institution actually exists. Not all urgent or dramatic requests for library materials are credible.
Last updated: Friday, 13 June 2008 by C. Aamot.