Policy for Gifts-in-Kind of Library Materials

The Newberry Library gratefully accepts and appreciates donations of library materials such as books, manuscripts, maps, and ephemera. Such donations can include both contributions to the Library’s permanent collections, and donations of used books and other material that are not suitable for the Library’s permanent collections, but may be sold to benefit the Library.

What We Collect

Newberry curators focus on collecting original and primary sources such as early editions of printed books, manuscripts, maps, and other rare and hard-to-find materials within our collection scope. We also very selectively acquire secondary literature that will help users access and use original source materials. Examples of secondary literature include scholarly editions of primary sources, reference books, monographs, scholarly journals, and digital resources.

How to Donate to the Collections

Those considering a gift of materials for the Newberry’s collections should contact the appropriate curator or librarian. Contact information for the appropriate staff member to contact is available on our website.

Prospective donors should not send or bring materials to the Newberry without prior consultation with the appropriate staff member; instead, they should send an offer of materials with information about them (preferably, a title list, inventory, or detailed description).

Deed of Gift

For donations of ten or more bound items, new archival collections taking up more than one linear foot of shelf space, or individual items or collections with an estimated market value of more than $5,000, the Newberry requires a deed of gift signed by both parties to accept the donation. The deed of gift will be prepared by Newberry staff, and is subject to review, editing, and approval by both parties.

Unsolicited Donations

All donations received by the Newberry, including those received without prior contact with and/or acceptance by the appropriate staff member, become the property of the Newberry. Those that are not needed for the collection may be discarded, sold to benefit the Newberry, or otherwise disposed of at the sole discretion of the Newberry.

Donors of unsolicited donations may not be acknowledged.

Valuation and Appraisal

The Newberry does not and cannot offer appraisals of books, maps, postcards, or other library materials, and cannot pay for an appraisal on a donor’s behalf. It recommends that appraisals be completed prior to donation of the materials to the Newberry. If necessary, the donor can arrange for an appraiser of their choosing to review and appraise material accepted and received as a donation at the Newberry. Newberry staff will also provide in good faith information related to the monetary value of a potential donation in the course of considering the donation.

Donors who wish to take a tax deduction for the value of their gifts in kind are advised to seek professional tax or estate counsel prior to making a donation.

Acknowledgment of Donation

Donors of accepted gifts-in-kind of ten or more bound items, new archival collections taking up more than one linear foot of shelf space, or individual items or collections with an estimated market value of more than $5,000 will receive:

• A letter acknowledging their donation
• Recognition in the Newberry’s Annual Report
• Recognition in the online catalog records, archival inventory, or other record of their gifts-in-kind as applicable

Donors whose gifts-in-kind do not meet these criteria may receive recognition upon request or at the discretion of the appropriate curator or librarian.

Information about the sources of gifts-in-kind is retained by the Newberry in perpetuity, whenever possible. Those wishing to make a gift-in-kind anonymously may request such anonymity in public records such as the online catalog and archival inventories, but the Newberry will retain the donor information in its own records, and may be compelled to provide it in cases related to theft or disputed ownership.

Donation Processing

Gifts-in-kind accepted for the collections will be processed, cataloged, and made available for use under the library’s standard policies, unless restrictions or other exceptions to those policies are agreed upon by both parties in the deed of gift.

Whenever possible, donors are encouraged to consider the costs to the Newberry of processing, cataloging, conserving, digitizing, and making accessible for research their gifts-in-kind, and to consult with appropriate staff on making a gift of funding to defray these costs.

What We Accept

The Newberry accepts donations of used books in all genres to be sold in the Rosenberg Bookshop, at Newberry programs, and online.

How to Donate Used Books

Book donations are accepted throughout the year on a schedule posted on the Newberry’s website. Donors wishing to donate more than 10 boxes of books are asked to contact the Newberry in advance at (312) 255-3581 or via email to contributions@newberry.org. Smaller donations are accepted without appointment at a designated location listed on the Newberry’s website.

Acknowledgment of Donation

The Newberry will provide a receipt for your donation when you arrive at the library. Due to the volume and nature of these donations, no further acknowledgment is possible.

Donation Processing

All donations received by the Newberry become the library’s property. Used books are sorted, reviewed for potential interest for the Newberry’s permanent collections, and priced by volunteers, and then sold in the Newberry’s Rosenberg Bookshop, at Newberry programs, and through our online partner Thriftbooks. All proceeds from sales benefit the library’s collections and programs.

Approved March 1, 2024

Newberry Library Board of Trustees, Collections and Library Services Committee