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Donation of Library Materials Form

Individuals wishing to donate books or other materials to the Dr. John Archer Library must complete and sign the Donation of Library Materials Form in order to initiate the donation process.

Please print a copy of the form, below, and complete all sections and submit to  Thank you for your consideration.

Donating Library Materials

The University of Regina Library welcomes the donation of books, including those that may be designated as rare, periodicals and other formats that will enhance or extend the Library’s existing collection.  These types of materials are referred to as gifts-in-kind.  Such items are assessed for inclusion in the collection according to criteria similar to those governing the acquisition of new materials for the Library. The acceptance of gifts-in-kind to the Library is guided by the following principles:

  • The Library will accept donations which support the teaching, learning, and research goals of the University and which are consistent with the Library’s collection development policies.

As per the University of Regina’s Gift Acceptance Policy GOV-030-005, independent appraisals are required for all gifts-in-kind over $1,000 CDN.  Appraisal costs are the responsibility of the donor.  Additional information about the University’s Gift Acceptance Policy is at

  • Faculty who are donating items purchased with funds from their Accountable Professional Expense Account, research accounts or operating accounts are not eligible for a tax receipt.

The Library is not able to accept every offer of donated materials because of space limitations and the costs associated with processing of materials. The following materials will ordinarily not be considered for donation:

  • Textbooks and course packs
  • Popular paperbacks and magazines
  • Duplicate material already present in the collection, unless there is a need to substitute a damaged item or a duplicate item is deemed appropriate
  • Outdated, superseded titles and editions, except where they are deemed to have value to Special Collections
  • Scattered or single issues of periodicals; broken runs of periodicals are accepted only if the issues are required to replace missing or damaged issues or to fill gaps in runs of titles to which the Library currently maintains an active subscription
  • Materials in poor physical condition
  • Materials requiring special preservation arrangements which the Library is not able to support
  • Materials requiring the use of technology no longer supported by the Library
  • Any material which has been copied from an original
  • Material to which the donor has attached restrictions which will limit access for the Library users or which seek to determine the shelving location of the materials

Responsibility for Coordinating Library Donations

All gift offers intended for the main Library collection or for Special Collections should be referred to the Collection Development Librarian. The University Archivist should be contacted for all gifts intended for the University Archives.

In the case of a large collection, the Library may choose to examine the materials in situ if the collection is deemed to be of potential value.

In general, donors must deliver their gifts to the Library at their own expense.

Donation Inventory

It is the responsibility of the donor to provide a detailed inventory of donated materials to ensure the accuracy of the gift acceptance, or in the event of a subsequent monetary appraisal. The Library cannot prepare lists of donations for or on behalf of donors.

Unsolicited Materials

The Library is under no obligation to acknowledge, return, or retain unsolicited donations of any materials received in the mail or dropped off at the Library from individuals or organizations. If the Library decides to retain an unsolicited donation, the donation will be formally accepted and acknowledged, where possible, and additional follow-up with the donor may be required.


All gifts from a known donor will be acknowledged by a form letter or personal letter from the University Librarian or designate, depending on the circumstances and as appropriate.
To acknowledge significant gifts, electronic bookplates will be considered. The University of Regina External Relations will also send a letter to the donor.


Contact Information
Michael Shires
Community Engagement and Communications Librarian
Dr. John Archer Library
University of Regina
3737 Wascana Parkway
Regina, Saskatchewan S4S 0A2

Archival Donations:
Alyssa Hyduk
University Archivist
University of Regina
3737 Wascana Parkway
Regina, Saskatchewan S4S 0A2

For further information, visit the Archives donations page.