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Carnegie Mellon University Libraries
Guidelines for Gifts of Music

Gifts of music books, scores, and recordings are accepted and retained at the discretion of the Music Librarian when the size of the gift is approximately 500 items or less. If the size of the gift exceeds this number, or the dollar value exceeds $5,000, The Head of Arts & Special Collections must be notified before accepting it since there are legal and tax issues which must be met.

The Music Librarian will not make a decision about a major gift without first looking at a list of what the gift contains and discussing it with the appropriate people (e.g. Head of Arts & Special Collections, Head of Acquisitions, appropriate faculty at the School of Music). The donor must provide a list for review, or the opportunity to visit the collection. This is essential in determining if the gift items are needed by the Libraries and would enhance the music collection or not.

The Music Librarian will only accept items that make a significant contribution to the music collection.

The Music Librarian will only accept items that are in good condition. Items that are musty or are too fragile to handle or bind will not be accepted.

The Music Librarian must make it clear to the donor that the disposition of the gift is at our discretion. Items may either be added to the collection or sold or discarded. The Libraries will not return materials that have been donated.

Potential gifts requiring that postage be paid by the University Libraries should be discussed with the Head of Acquisitions. This should be done so that the Acquisitions Accounts Manager can be informed.

The Gifts Assistant will send an acknowledgement to the donor. The Music Librarian may follow up with a personal letter as well if appropriate.

Music books and scores added to the collection may be marked with a bookplate acknowledging the donor. A donor field is also added to the catalog record.

The University Libraries cannot legally offer appraisals of materials but can refer donors to John Schulman of Caliban Book Shop located on 410 S. Craig St. in Oakland, 412-681-9111, or other appraisers; or the donor may select their own appraiser.

Items that Carnegie Mellon is not actively collecting: