Giving to the Library

Giving to a library is a cooperative process between donor and donee. As the size of the prospective donation increases, so too does the level of cooperation required among the parties involved. The Rupert Edwards Library will make every effort to ensure that such cooperation leads to a mutually beneficial arrangement.

The Rupert Edwards Library is a performance-based library, and is focused on maintaining a dynamic, up-to-date collection for its patrons. Thus, resource currency is an important criterion for us as we grow the collection. This is especially the case when libraries, such as the Rupert Edwards Library, collect various media types, and are challenged by physical space limitations.

Except under special circumstances, the Rupert Edwards Library will not accept gifts that either require the specialized custodianship of an archival institution or that are more suitable for such a place. The following will provide you with a brief guide as to what we may or may not accept:

What We Can Use

Modern edition print music (full score, part music, vocal scores, piano reductions, orchestral music sets, etc.) in good to mint condition

Scholarly music literature, including biographies, correspondences, sourcebooks, histories, thematic indexes, etc.

Select music pedagogical resources (etudes, exercises, treatises, methods books, etc.) in good to mint condition, usually of modern publication

CDs, DVDs and Blu-ray discs (operas, ballets, biographies, performance practices, interviews, histories, etc.)

What We Cannot Use

Items whose subject matter is considered unrelated to music performance, history, theory, or scholarship

Items that are old, damaged, or in poor condition (brittle, yellowed, heavily underlined, mildewed, marked or foxed, etc.)

Sheet music for individual songs or piano pieces

Popular, big band, jazz, or fake book music

Obsolete media: cassettes, floppy discs, vinyl, 8-track, VHS, Betacam, reel-to-reel, etc.

Naxos compact discs

Print periodical issues or back issues (popular or scholarly)

Archival material or ephemera outside the scope of the library’s collection development policy

Manuscripts and manuscript facsimile scores (consult with the Library Services Manager for more information)

Gifts will be accepted when they can be expected to be of value to the Library’s collection or when the sale of some or the entire gift will be beneficial. Criteria used to determine a gift’s suitability include, but are not limited to, the following:

• Physical condition
• Research value
• Historical value (if applicable)
• Relevance
• Uniqueness of the work
• Uniqueness relative to the Rupert Edwards Library collection
• Long-term interest

Items deemed unsuitable for the collection may be sold with the proceeds used to purchase other library resources.

Each gift-in-kind is considered prospective until all of the following are completed:

1. Confirmation by the Library Services Manager that the prospective gift will be reviewed
2. Submission of an itemized list of the gift-in-kind, to be prepared by the prospective donor (see Size of Donation below for details on this list)
3. A thorough review of each item by the Library Services Manager, and a determination as to the suitability of the gift
   1. In the case of some gifts whose donor requests a tax receipt, an appraisal by a qualified professional

When the above steps are completed, and when a gift is deemed suitable for the library, the following will then be completed:

1. A signed gift agreement between donor and donee (to be supplied by the Library Services Manager)
2. A transfer of property to the library in full
3. If applicable, the issuance of a tax receipt to be requested by the donor at the time a gift agreement is signed, but only after an appraisal by a qualified expert is completed. Tax receipts are issued by the Development Department, not the library

Note: Anonymous gifts to the library will be immediately disposed of without review

 

All prospective gifts will be directed to the Chief Development Officer or designate in the Development Department. The decision to accept a gift rests with both the Development Department and the Library Services Manager. Occasionally, they will consult with others when the donor or gift requires special consideration.
 

The Rupert Edwards Library accepts gifts on the condition that, upon receipt, they become the sole and exclusive property of the Library, to be retained or disposed of as determined by the Library Services Manager

Note: The Rupert Edwards Library does not accept gifts conditionally or with restrictions

 

Donations must be brought to the Library, since, in most cases, we do not have staff or resources for delivery or pickup of donated materials. The donor is encouraged to make and present an itemized list of materials to be donated

In the case of a large donation, the donor may be requested to send a sample of representative items, or a complete list providing the following information for each item: composer/author, title, publisher, date of publication, and edition (if available). The Library will then be in a position to determine if the material can be accepted. The donor will assume all costs associated with packing and shipping the material to the Library.

At the time a gift is presented to and accepted by the Library, a Gift Agreement Form will be signed by the Donor. One (1) copy will be retained by the Library and one (1) copy will be forwarded to the Development Department.
 

The decision to issue a tax receipt rests with the Chief Development Officer or designate. Receipts are issued by the Development Department, once the Library Services Manager has forwarded a notification, appraisal and itemized list of gifts.

Receipts, where eligible, will be issued for the date on which the items are received by the Library.

Appraisals will be obtained at the cost of the donor, with costs incurred appraising and transferring the gift not eligible for a receipt. For gifts under $1,000 a qualified designate or an employee of The Royal Conservatory may appraise the gift. The RCM may, on occasion, bear the cost of the appraisal if the gift is deemed exceptional and especially important for its collection.

Donors are encouraged to contact a professional appraiser, valuator, or other individual who is accredited in the field of valuation to determine fair market value.

A donor who is not satisfied with an appraisal may seek a second one. The cost of the second appraisal will be borne by the donor and the higher appraisal of the two will be used to generate the receipt, subject to the Library Services Manager’s approval of the second appraisal and the appraiser.
 

A set time for reviewing, accepting, processing, and evaluating donated material cannot be guaranteed, but the Library will make every effort to attend to gifts-in-kind in a professional and expedient manner.
 

The Rupert Edwards Library reserves the right to manage and dispose of donated items in a manner it deems most appropriate to further the objectives of the library. Donated items that are later to be deemed unusable or obsolete may be sold. Gifts cannot be returned to the donor.