Library Philanthropic Donation Collection Policy

Purpose:  The purpose of these procedures is to describe the Library Administration's handling of philanthropic donation collection requests from external departments and organizations. 

Procedures: The below document outlines the Christopher Center Library’s procedural policy for participating in donation collection activities.  

Donation Collection Requests 

1. The Library will provide a space for university organizations and departments to display signage and collect donations for philanthropic purposes. 
2. The 2nd floor fireplace lounge area will serve as a designated space. The particular area is well-trafficked and accessible to Library visitors. 
3. The Philanthropic Donation Collection Request form can be submitted online. The Library Administration will follow up with the status of approval within 3 business days. 

Criteria for Collection: 

1. External parties must be affiliated with the University. Exemption to this status will need to be approved by the Dean of the Library. 
2. Donations must be collected for philanthropies/charities only. 
3. No perishable goods or currency can be collected. 
4. Only one department/organization may have a donation/collection box space in a given time. 
5. Organizers must complete the donation request form at least five business days in advance of the display date. 

Required Supplies and Documentation 

1. The Philanthropic Donation Collection Request form will need to be submitted and approved by Library Administration. The form will require the following information so that our Circulation managers can answer inquiries related to the donation. . 
1. What items are being collected 
2. What department/organization is sponsoring the donation box
3. What/who is benefiting by the donation 
4. Primary point of contact for questions. Note ~Departments that are partnering with an outside agency will need to be the primary contact for the Library regarding the donation process. 
5. Dates of the donation drive. Note ~this collection period cannot exceed a 30 day period. 
2. Organizations/departments are responsible for supplying their own donation bins. Only 1-2 bins are permissible and cannot exceed a capacity of 35 gallons. 
3. Donated materials must be able to fit in the donation bins. Organizations/departments are responsible for managing the capacity of each bin. Organizers will monitor the donation bins and remove items as necessary, so that the bins do not overflow. 
4. The donation bins must be appropriate and professional in appearance. 
5. Poster signage and display boards will need to be provided to Circulation two days prior to the donation period. The Library can provide easels for this purpose. 

1. Library Protocol for Donations 

1. The Library reserves the right to refrain from participating in a donation collection based on semester peak periods and library programming. 
2. The Library is not responsible for lost, missing, damaged, or stolen items. 
3. All materials will need to be collected within 3 business days of the end donation period. 
4. Boxes set up without prior approval will be discarded.