University libraries procedures respecting the disposition of unneeded gifts and discarded materials
These procedures define the range of legal options for the disposal of two quite separate classes of materials: materials donated to the libraries, but not needed for our collections; and materials which, though owned and fully processed, are deemed redundant or obsolete and are removed from our collections.
1. Distinction between gifts and discards
Because the allowable procedures for the treatment of gifts and discards differ significantly, the two categories of materials should be tracked and treated quite differently. Materials in the two categories should never be allowed to commingle.
2. Disposition of unneeded gifts
The Libraries are free to accept collections or other groupings of materials from which only a subset will actually be accessioned. Those which are accessioned and cataloged become state property and can thereafter be deaccessioned only as discards. Materials which are taken for review but are not ultimately selected for the collections are not considered to be state property, but only to have been in the Libraries’ temporary custody while under review.
The Libraries are free to sell materials received on gift but not added to their collections. Past practice has been for the Friends of the Library to conduct periodic sales in the lobby and to place the funds in a discretionary library account under the Virginia Tech Foundation. This is an acceptable procedure. Rejected gifts cannot be given to individuals.
3. Disposition of library discards
With the exception of government documents (the Libraries are a federal depository,i.e. custodian of material that belongs to the federal government), all materials in the library collections, regardless of their original means of acquisition, are state property and may be disposed of only in full compliance with state regulations.
All materials discarded from the library collections are clearly stamped as "Withdrawn." Stamps or labels indicating ownership are removed or masked, and bibliographic records are updated as necessary.
Discards from the library collections may not be given to individuals. Proceeds from sales may not be retained by the Libraries or the VT Foundation, but must revert to the state. The following options are allowed:
- Limited amounts of materials matching the specific needs of other units within Virginia Tech may be transferred to those units. For example, a departmental reading room may be given a duplicative monographic set, or a non-academic unit may receive a reference book relevant to its area.
- Discarded materials may be transferred or sold to other state agencies, following the "Disposal Methods" guidelines of the Virginia Department of General Services, Division of Purchases and Supply. The Libraries will work with the University Surplus Property Manager to make sure that the appropriate State Surplus Property Transfer Documents are completed. Typically the Libraries have transferred, not sold, any collections going to other agencies. Typical recipients would include the libraries of other state institutions of higher education, or prison libraries.
- Discarded materials may be sold as Surplus Property. This may be done in either of the following ways:
- a large lot of material may be identified as surplus through University Surplus Property. Working with the University Surplus Property Manager, the Libraries should complete Surplus Property Report Forms and arrange for the physical transfer of the lot to University Surplus Property, provided that Surplus Property has room to accommodate the lot. University Surplus Property would include the items in their next auction and would send the proceeds to the state.
- the Libraries may conduct periodic sales of discarded materials. Once a sufficient quantity has been collected to justify a sale, the lot should be generally described, including number of volumes, on a Surplus Property Report Form a copy of which is sent to the University Surplus Property Manager. Proceeds from sales should be collected on a daily basis, in accordance with the University Cash Management Procedure, and deposited in fund 772151-0192. Upon the end of a sale, revenues will be transferred to the Treasurer of Virginia. The Libraries Business Services Department will closely coordinate funds transfer with the University Surplus Property Manager so that all current guidelines are followed.
- discards may also be sold through competitive sealed bids to book dealers or anyone interested in submitting a bid. The Libraries will work with the University Surplus Property Manager to coordinate this effort.
- Discarded materials, including leftover materials from larger groupings disposed of in any of the above ways, may be recycled (discarded in an environmentally responsible manner). Recycling will be coordinated by the Libraries with the University Recycling Coordinator.
September 22, 1998
