Gift acceptance policy
Special Collections Unit
University of Pretoria Library Services
1.1. This policy has been developed to
establish standards by which all gifts to the Special Collections Unit of the University of
Pretoria Library Services (UPLS) will be evaluated and to outline a formal process for carrying out
1.2. This policy should be read in
conjunction with the Corporate Policy for the University of Pretoria Heritage Collections and the
collection development policy for Special Collections.
1.3. A gift is defined as a collection of
information resources in any medium, including personal memorabilia in the field of music, but
1.3.1. Museum and other tactile objects.
1.3.2. Archival material.
1.3.3. Pamphlets and other ephemeral
1.4. The Library reserves the right to
decline a gift when
1.4.1. The content matter falls outside the
criteria for collection development in Special Collections, including individual items in a
1.4.2. The content matter is unsuited to the
Library’s educational and research mission, moral principles or ethical standards,
including individual items in a donated collection.
1.4.3. Copyright residing in non‐book
material precludes dissemination on an open access platform.
1.4.4. The Library lacks the capacity to
catalogue the collection within a reasonable time .
1.4.5. Existing facilities are inadequate to
correctly store and preserve material according to the exigencies of its kind.
1.4.6. Preconditions and/or requirements set
by the donor cannot be accommodated by the Library’s existing facilities and
1.5. The Library does not undertake to house
a donation of any kind of material as a separate collection, but it does undertake to provide
individual items with a donor note, provided the note does not damage the item.
1.6. The Library reserves the right to
determine the treatment, location and all other aspects of the use of a collection.
1.7.When accepted, a donation becomes the
property of the UPLS.The library reserves the right to dispose of gift materials in whatever
manner best serves the interest of the Library. Unless otherwise arranged with the donor and
confirmed by the Director of the UP Library Services in writing, books and materials
will be added to collections, sold, or otherwise disposed of as deemed appropriate.
2. Gift Acceptance Committee
The Gift Acceptance Committee shall serve on
an ad hoc basis to evaluate donations in accordance with the criteria set out in this
The Director of the University of Pretoria
The Coordinator of the Special Collections
Unit of the UPLS
The Head of Cultural Affairs at the
University of Pretoria or his/her representative.
In a consultative capacity:
The Head of the UPLS Cataloguing Office
The Curator of the Music Collections
Co‐opted specialists in the appropriate
3. Acceptance criteria
3.1. For Africana
3.1.1. Works in all disciplines pertaining
to the Southern African region.
3.1.2. Only two copies of a printing are
3.1.3. Unless otherwise agreed with the
donor, the Library reserves the right to dispose of surplus copies without consent by the donor.
3.1.4. A surplus copy shall be deemed a
replacement copy in the following instances:
220.127.116.11. Special editions.
18.104.22.168. Special bindings.
22.214.171.124. Autographed copies.
3.2. For the UP Publications Collection:
3.2.1. Works written or edited by a UP staff
member while employed by the University.
3.2.2. Works published by the University.
3.2.3. Works about the University.
3.3. For the Reserved Collection:
3.3.1. Non‐Africana works of all disciplines
published before 1900 that have an antiquarian value.
3.3.2. Non‐Africana works of more recent
date in all disciplines that warrant preservation because of special bindings, limited
availability or rare content matter.
3.4. For the Music Collection:
3.4.1. Score sheets in printed or manuscript
form emanating from a South Africana composer or performed by a South African
3.4.2. Audio and audio‐visual material
concerning South African performers.
3.4.3. The personal collections, including
all forms of memorabilia, of internationally acclaimed South African artists.