Giving to the Library

Updated December 2025

PURPOSE

This collection development policy serves as a set of guiding principles for selecting and maintaining library materials for Howard University Libraries (Founders Library, The Wayne A. I. Frederick Undergraduate Library, and The School of Divinity Library). It is a plan and a guide for those who are responsible for developing and managing the library’s collection of books and other library materials. Its goal is to:

• Support the mission and values of the library
• Support teaching and learning across the university’s programs of study
• Provide materials for students, staff, and faculty to conduct academic research
• Guide staff and students in their work around the collection

Collection development standards do not replace the judgment of University Libraries staff. They do, however:

• Provide a written framework for planning, building, selecting, and maintaining the library’s information resources in a cost-effective and user-relevant manner.
• State priorities and indicate boundaries to assist staff in choosing, maintaining, and evaluating materials that best meet the needs of the Howard community while maintaining budgetary responsibility
• Spell out limits of acceptable action and grant freedom to exercise professional judgment when operating within those limits
• Describe how library materials are selected, maintained, and evaluated
• Inform Howard University faculty, staff, and students about the principles of material selection and the use of criteria to select and remove materials.

Research libraries cannot comprehensively purchase and store all desired research materials for all disciplines and specializations. Howard University Libraries partners with peer institutions through our membership in the Washington Research Library Consortium and other organizations to expand access to research materials for our faculty, staff, and students. These partnerships allow the Howard community to access research materials, whether or not the item is available in the Founders Library. Collaboration takes effort, and library staff are devoted to improving the discovery, delivery, and coordinated purchase of research materials.

INTELLECTUAL FREEDOM

Howard University Libraries adheres to the guidelines and principles of the American Library Association Bill of Rights and its accompanying statements of interpretation. Principles of intellectual freedom and access guide the library’s policies; as such, the library's collections contain a wide variety of opinions and viewpoints.

HOW TO REQUEST BOOKS/E-BOOKS

Use the form linked below to request physical books and electronic books. Please give as much information about the book/e-book as possible, such as:

• Title
• Author
• ISBN
• Preferred format (hardcover, paperback, e-book, etc.)

You can also email this information to HU-LibraryLiaision@howard.edu. Please allow 2-3 days for staff to respond to your request. Staff should request e-books/books for their class at least 2 weeks before classes start.

Note: submitting a request for a book, database, or other resource does not guarantee its purchase. The library will evaluate the request and determine whether it aligns with our collection development strategy and budgetary restrictions, and make a decision based on those factors.

GIFTS AND DONATIONS

The Howard University Library system is grateful for the generosity of its donors and welcomes gifts of materials that will significantly advance the University's scholarly, research, and teaching mission.

The Howard University Library system accepts material donations/gifts-in-kind (GIK) to help provide additional materials that might not otherwise be available to users of our collections, but only after mediation from the Collection Services Librarian, Administrative Officer, and the appropriate disciplinary librarian(s).

Gifts to the Library benefit students and researchers at Howard University, as well as thousands of researchers and citizens worldwide.

The GIK/Materials Donation Policy reflects the realities of managing an extensive library collection, with a focus on meeting the specific needs of relevant materials required by students, faculty, and researchers. The Howard University Library system gladly accepts gifts that extend and complement its existing collections and reserves the right to accept or decline all potential gifts. The following guidelines are to assist donors:

Donating Materials: The University Libraries do not accept unsolicited donations via drop-off or mail. Gifts are also not accepted without prior screening due to several factors, including the cost of assessment and processing, the high likelihood of duplication within existing collections, and the difficulty in disposing of them appropriately.

If you would like to discuss a potential donation, please contact HU-LibraryLiaision@howard.edu with details about the proposed donation. Such inquiries must include:

• Donor’s name and contact information
• Estimated number of items
• Author, title, and place and date of publication of each item
• Publisher
• Edition
• Physical condition of each item
• Donor’s affiliation with Howard University (if any)
• Proposed date of delivery

Types of Donations that are Generally Considered Inappropriate: All materials must be in excellent condition, with no mold, red rot, or brittle, stained, marked, or discolored pages. These are potentially harmful to existing collections. The Howard University Libraries do not accept the following:

• Textbooks, workbooks, instructors’ manuals
• Materials in poor condition (torn, marked up, mildewed, moldy, etc.)
• Duplicate copies
• LPs/Vinyl, VHS, and other obsolete media
• Mass market paperbacks (Science Fiction, Fantasy, & Horror; or Mystery/Detective)
• Outdated editions
• Superseded legal, medical, and other professional books
• Offprints, photocopies, reproductions of sound/video recordings, etc.
• Printouts of “born-digital” resources
• Specialized collections on subjects not taught at Howard University
• Foreign language publications in languages not included in the curriculum
• Periodicals (magazines, professional journals, etc.) [Exceptions: Issues which fill gaps in our collections of print journals.]
• Exhibition Catalogs from other Universities

If the Libraries should somehow receive an unsolicited donation, it will not be returned to the donor.

Accepting Significant Collections: Significant collections are identified as collections that have at least one of the following physical characteristics:

• Physically voluminous (over 100 items)
• Potentially substantial financial value (over $1,000 for a single item or over $5,000 for the collection as a whole)
• Rare items
• Need individualized physical processing or specialized conservation work.

The Howard University Libraries have an obligation to our donors and to our collections to house, process, and preserve these materials appropriately. We also have the responsibility to ensure that the collection aligns with the University's intellectual, curricular, and scholarly focus.

The Howard University Libraries encourage monetary support to cover the costs of processing large collections. Donors who can assist the library by contributing to cataloging and conserving their donations are encouraged to do so. Financial support enables us to timely preserve, process, and thoroughly catalog the materials we collect, making them accessible to users, and helps us better meet the needs of researchers.

Disposition of Gift Materials: All gifts are accepted with the understanding that, upon receipt, the University becomes the sole owner of the materials and reserves the right to determine its treatment and disposition. Gifts of materials accepted by the Libraries will not be returned to the donor for any reason. Once the Libraries take possession of an item, the Libraries are free to make all decisions regarding the materials in any manner they deem appropriate.

Donor Information/Appraisal and Tax Requirements: All prospective donors are encouraged to consult with their legal, tax, and/or financial advisors before making a gift. In compliance with Internal Revenue Service regulations, the Libraries are prohibited from appraising or estimating the value of any gift. 

The IRS provides helpful information in its publication, "Determining the Value of Donated Property," available at https://www.irs.gov/pub/irs-pdf/p561.pdf.

A formal appraisal is required if deductions are sought for any gift valued at $5,000 or more. The Libraries do not pay for such appraisals and are not responsible for reviewing or authenticating their validity. All appraisals must be completed before the donor transfers the property to the Libraries.

Independent, qualified appraisers may be found by consulting these sources:

• Society of American Archivists
• Appraisers Association of America
• American Society of Appraisers
• Antiquarian Booksellers' Association of America

Rare Materials: Gifts of substantial nature, or of uncommon value, are handled through the Howard University Office of the Vice-President of Development & Alumni Relations.

If interested in donating rare books or other unique/special materials to the Moorland-Spingarn Research Center, please contact msrc@howard.edu.

Gift Acknowledgment: The Executive Director acknowledges all gifts to the University Libraries. An acknowledgment letter is written and mailed to the donor.

COLLECTION DEVELOPMENT

Materials available in the library offer a diversity of viewpoints, allowing students, staff, and faculty access to the information needed to make informed decisions, be entertained, explore new interests, or address other needs. This requires constant re-evaluation of current selection and distribution plans.

Subject liaison librarians and the Collection Services Librarian are responsible for the addition of new materials to the collection.

Founders Library purchases materials based on:

• User interest
• Relevance of subject matter to the current curriculum
• Contemporary significance or permanent value
• Currency and timeliness of material
• Long-term value of the material
• Prominence of the author, composer, artist, or publisher
• Accuracy
• Suitability of subject and style for the intended audience
• Critical reception
• Award and recognition
• Format suitable for a library collection
• Availability of funds
• Availability of space

COLLECTION MAINTENANCE

Howard University Libraries' collection is maintained through constant evaluation by library staff to ensure its usefulness and relevance to the community. This evaluation relies on staff’s professional expertise to assess the collection's content and the community's ever-changing needs. Library materials may be removed from the location or the overall collection for any of the following reasons:

• Obsolescence: the material is no longer timely, accurate, or relevant
• Damage or poor condition
• Space limitations
• Number of copies in the collection
• Insufficient use or lack of demand
• Availability at other library locations or in other formats
• Superseded editions, provided that newer editions incorporate important information from earlier editions
• Lack of circulation, when warranted

POLICIES FOR MATERIAL TYPES

Electronic Databases

• The library maintains access to a wide variety of electronic databases, including indexes & abstracts (many with full-text articles), primary sources, and digital book and journal collections that support academic programs.
• Before beginning a subscription to a database, the library may arrange a trial to get feedback from librarians and faculty about the resource.
• The library will review the licensing and contract agreements to ensure it can comply with the contract and remain within copyright restrictions.
• The library also evaluates the infrastructure required to support the resource, ensuring the university can provide adequate technical support.
• When subscribing to an electronic resource that offers ownership (versus access-only), a permanent (versus renewable) license will be considered based on financial feasibility.

Monographs

• Monograph requests may be submitted by faculty, staff, and students.
• Acquisition timelines vary based on vendor availability, budget, and processing time. Most requests are fulfilled within 4–6 weeks.
• Priority is given to items that support curricular needs, current research, and programmatic initiatives.
• Instructors may request that monographs or media items be placed on course reserve.
• Requests should be submitted at least 2–3 months before the start of the semester to ensure adequate processing time.
• The Library can place faculty-owned copies on reserve if institutional copies are unavailable.

Faculty Publications

• Faculty are encouraged to submit copies of their monograph publications to support the Library’s commitment to showcasing scholarly output.
• Submitted works are reviewed for alignment with the collection scope and added when appropriate.
• Faculty may send publication information or copies directly to HU-LibraryLiaision@howard.edu for processing.

Leisure Reading Collection

• The Leisure Reading Collection is a rotating collection focused on general interest, popular fiction, and nonfiction titles.
• Faculty, students, and staff may request leisure titles; however, acquisition is not guaranteed and is subject to budget, availability, and collection scope.

Textbooks

• The Library does not purchase textbooks required for courses.
• Exceptions may be made only if a textbook is considered a seminal scholarly work that also serves long-term research needs.
• Instructors are encouraged to place personal copies on reserve when necessary.

Journals and Serials

• The Library does not collect physical journals or serials due to space and sustainability constraints.
• For online journal access, the Library invests in licensed databases, aggregated journal platforms, and electronic subscriptions that support curricular and research needs.
• Requests for new electronic journal subscriptions will be reviewed based on:
• Cost and licensing restrictions
• Demonstrated need and projected use
• Overlap with existing database content.

Dissertations, Theses

• Howard University dissertations and theses are collected and preserved through the Library’s Institutional Repository.
• Students completing theses or dissertations are encouraged to submit their final approved versions for deposit.
• Access is provided online when copyright and embargo policies are permitted.

CONSORTIA AGREEMENTS:

The Howard University Library System is a member of the Washington Research Library Consortium (WRLC). The WRLC is a group of partner libraries in the Washington, D.C. metropolitan area. By joining the WRLC, the Howard University Library system works with member librarians to ensure that patrons from any member institution have access to the best resources, both in physical and digital formats.

Partner Libraries:

• American University
• Catholic University of America
• Gallaudet University
• George Mason University
• George Washington University
• Georgetown University
• Marymount University
• University of the District of Columbia

Requests for new materials are welcome from all faculty, staff, and students. However, fulfilling a request is within the budget limits. Highly specialized materials are purchased sparingly. Patrons are instead encouraged to use the Interlibrary Loan Service (ILL) or the Consortium Loan Service (CLS), as materials of interest may be available at a partner library or via the consortium's off-site storage.

Overview:

The Howard University Library system is grateful for the generosity of its donors and welcomes gifts of materials that will significantly advance the University's scholarly, research, and teaching mission.
 

The Howard University Library system accepts material donations/gifts-in-kind (GIKs) to help provide additional materials that might not otherwise be available to users of our collections, but only after mediation from the Collection Services Librarian, Administrative Officer, and the appropriate disciplinary librarian(s).

Gifts to the Library benefit students and researchers at Howard University, as well as thousands of researchers and citizens worldwide.
 

The GIK/Materials Donation Policy reflects the realities of managing an extensive library collection, with a focus on meeting the specific needs of relevant materials required by students, faculty, and researchers. The Howard University Library system gladly accepts gifts that extend and complement its existing collections and reserves the right to accept or decline all potential gifts.  The following guidelines are to assist donors: 

Donating Materials:

The University Libraries do not accept unsolicited donations via drop-off or mail.  Gifts are also not accepted without prior screening due to several factors, including the cost of assessment and processing, the high likelihood of duplication within existing collections, and the difficulty in disposing of them appropriately.

If you would like to discuss a potential donation, please contact Devin Sims at 

devin.sims@howard.edu with details about the proposed donation. Such inquiries must include:

• Donor’s name and contact information
• Estimated number of items
• Author, title, and place and date of publication of each item
• Publisher
• Edition
• Physical condition of each item
• Donor’s affiliation with Howard University (if any)
• Proposed date of delivery

Types of Donations that are Generally Considered Inappropriate:

All materials must be in excellent condition, with no mold, red rot, or brittle, stained, marked, or discolored pages. These are potentially harmful to existing collections.  The Howard University Libraries do not accept the following:

• Textbooks, workbooks, instructors’ manuals
• Materials in poor condition (torn, marked up, mildewed, moldy, etc.)
• Duplicate copies
• LPs/Vinyl, VHS, and other obsolete media
• Mass market paperbacks (Science Fiction, Fantasy, & Horror; or Mystery/Detective)
• Outdated editions
• Superseded legal, medical, and other professional books
• Offprints, photocopies, reproductions of sound/video recordings, etc.
• Printouts of “born-digital” resources
• Specialized collections on subjects not taught at Howard University
• Foreign language publications in languages not included in the curriculum
• Periodicals (magazines, professional journals, etc.)
  [Exceptions: Issues which fill gaps in our collections of print journals.]
• Exhibition Catalogs from other Universities

If the Libraries should somehow receive an unsolicited donation, it will not be returned to the donor.

Regardless of the size of the gift, it is the responsibility of the Collection Services Librarian working with a donor to inform them that any donated material not added to the collection cannot be returned.

Moorland Spingarn Research Center is the exception to this rule, where donors are routinely asked to indicate whether items should be disposed of or returned. 

Accepting Significant Collections:

Significant collections are identified as collections that have at least one of the following physical characteristics:

• are physically voluminous (over 100 items)
• have potentially substantial financial value (over $1,000 for a single item or over $5,000 for the collection as a whole)
• are rare items
• need individualized physical processing or specialized conservation work.

The Libraries have an obligation to our donors and to our collections to house, process, and preserve these materials in a manner that is appropriate. The Libraries also have the responsibility to ensure that the collection fits the intellectual, curricular, and scholarly foci of the University.

Following initial screening by the appropriate disciplinary librarian(s), whenever a significant collection is being considered for acquisition by the Library, it must be reviewed by the Collection Services Librarian in consultation, as appropriate, with the following units: Moorland-Spingarn Research Center, and subject specialists as indicated by the contents of the gift. They are responsible for assessing the handling and impact of the gift as it relates to the following areas:

• Does the gift fit our collections intellectually?
• Does the Library have the space to house the gift, from initial storage to final processing?
• Does the Library have the staff and ancillary resources to process the gift in a timely fashion?
• Does the gift require conservation, reformatting, or other significant preservation treatment?
• Has the appropriate Deed of Gift and preliminary development work been arranged with the campus Development team, including discussions on possible funding for processing and conservation?

The Libraries also encourage monetary support to cover the costs of processing larger collections. Donors who can assist the library by making contributions towards cataloging and conserving their donations are encouraged to do so.  Financial support enables us to timely preserve, process, and thoroughly catalog the materials we collect, making them accessible to users, and helps us better meet the needs of researchers.

Disposition of Gift Materials:

All gifts are accepted with the understanding that, upon receipt, the University becomes the sole owner of the materials and reserves the right to determine its treatment and disposition. Gifts of materials that the Libraries accept will not be returned to the donor for any reason. Once the Libraries take possession of an item, the Libraries are free to make all decisions regarding the materials in any manner they deem appropriate.

If the Libraries are unable to accept the donation, please consider the following organizations as additional outlets for donating books:

• Better World Books
• American Library Association's list of places for International Donation
• Goodwill

Donor Information/Appraisal and Tax Requirements:

All prospective donors are encouraged to consult with their legal, tax, and/or financial advisors before making a gift. In compliance with Internal Revenue Service regulations, the Libraries are prohibited from appraising or estimating the value of any gift. The IRS provides helpful information in its publication, Determining the Value of Donated Property, which is available at https://www.irs.gov/pub/irs-pdf/p561.pdf.

A formal appraisal is required if deductions are sought for any gift valued at $5,000 or more. The Libraries do not pay for such appraisals and are not responsible for reviewing or authenticating the validity of such appraisals.  All appraisals must be completed before the donor transfers the property to the Libraries.

Independent, qualified appraisers may be found by consulting these sources:

• Society of American Archivists
• Appraisers Association of America
• American Society of Appraisers
• Antiquarian Booksellers' Association of America

Rare Materials:

Gifts of substantial nature, or of uncommon value, are handled through the Howard University Office of the Vice-President of Development & Alumni Relations.

If interested in donating rare books or other unique/special materials to the Moorland-Spingarn Research Center, please contact the Director, Dr. Benjamin Talton, at benjamin.talton@howard.edu.

Gift Acknowledgment

The Executive Director acknowledges all gifts to the University Libraries. An acknowledgment letter is written and mailed to the donor.

Gifts are accepted with the understanding that they become the property of Howard University Library System (HULS) upon receipt and that the HULS may make all necessary decisions as to their retention, location, cataloging, and other considerations relating to their use and disposition.

Materials accepted but not added to the library collections may be exchanged with other libraries throughout the world, sold, or disposed of through charitable organizations, or other means. We regret that we cannot accept drop-offs of gift materials unless prior arrangements have been made.

All gifts will be reviewed by an appropriate curator or subject specialist before acceptance by the Library. Donors must provide a signed letter or send an email expressing their desire to give their materials to the library. Donors are encouraged to include the following information in their letter or email.

Donor name and contact information

The type of materials (e.g., books, photographs, etc.)

A brief description of each item (for books: author, title, publisher, and date of publication)

In-kind gifts to the Howard University Library System may provide you with federal and state income tax benefits. In accordance with IRS regulations, the library cannot appraise any donations; however, a letter of acknowledgement for volumes donated to the library will be sent to each donor. This letter may be used for income tax purposes. Donors wishing to claim a tax deduction may want to consult with their income tax preparer or the U.S. Internal Revenue Service for the proper procedure.

Please follow the link below to give a monetary donation to our library. You donation will help to support student and faculty library services, enhance digitization initiatives, and support the infrastructure of our historic building. 

Donate

For General Inquiries:

General inquiries about donating books or materials to the Howard University Library System may be directed to:

Devin Sims, Administrative Officer, Howard University Libraries

Email Address: devin.sims@howard.edu