Information for Library Staff
How to accept / handle gift offers
The libraries encourage gifts of library materials and want to develop strong, ongoing donor relationships. All staff members who interact with donors should work hard to be helpful and to create a good impression.
1. If the donor is making an unrestricted gift and has materials in hand:
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take the material
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asks the donor to complete a 'Donor Registry' form and include as much of the pertinent information as possible
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thank donor, and tell him/her an acknowledgement letterwill be sent
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give form and materials to the Gifts staff
2. If a donor is making a restricted gift and has materials in hand:
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ask for donor's name and subject area of gift
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call in the appropriate Subject Selector
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ask the Subject Selector to come meet the donor
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if the Subject Selector is not available, call the Gifts staff (273-2675) and inform them about the donation
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if you can not reach the Gifts staff:
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tell donor that it is important to discuss restrictions before a gift is accepted
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that Subject Selector or Gifts staff will contact him/her
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ask the donor to write down a telephone number where he/she may be reached
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ask the donor the best time to call him/her back
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thank the donor
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notify Gifts staff about the donation and provide donor's name, phone number, any information you have about the materials, and the time of contact with the donor
3. If a donor telephones about making a gift , obtain the following information:
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donor's name, telephone number, address, and a brief description of the gift-- subject(s) and size
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tell the donor the Subject Selector or the Acquisitions Department Gift staff will contact him/her
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thank the donor for calling
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forward the information to Gifts staff
4. For gifts accepted by staff other than the Gifts, please fill out the online Donor Form. The information will be sent to Gifts Program.
