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Architecture Visual Resources Library:
Gift Policy
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Policies and Procedures Governing the Donation of Visual Materials (Slides, Photographs, Digital Images) and Accompanying Funds to the
Visual Resources Library.
• Image quality, image documentation, assignment of rights, and processing support
should be considered before making a gift in kind to the Architecture
Visual Resources Library.
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a. Image Quality: Slides and photographs submitted as gifts should represent the highest standards of composition and film quality. Faded, out of focus, and otherwise poor quality photography should be weeded from your collection before making your gift. The Architecture
Visual Resources Library cannot accept poor quality slides or photographs.
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b. Documentation: Slides and photographs unaccompanied by suitable identifying documentation are generally not useful in an academic setting. It is important to submit the following identifying information for each item or each object: creator name, object name, object location, creation date of depicted item. In the case of architecture, landscape architecture, and design, a minimum of two out of four types of information listed above should be sufficient. Date photographed should also be included.
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c. Assignment of Rights: Gifts in kind are most useful to the educational and research missions of the University when accompanied by full assignment of rights, including copyrights. Partial assignment of rights, such as scanning, duplicating, and publishing, may be considered in extraordinary circumstances.
The Visual Resources Library assumes the transfer of all rights to the Image Library unless otherwise stated in writing by the donor. For more information, please refer to the sample Donor Release Form (link).
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d. Processing Support: Gifts in excess of 200 items, unless accompanied by funding, generally cannot be processed or cataloged. The cost of accessioning, scanning, mounting, cataloging, indexing, labeling, housing, and shelving a slide averages approximately $20.00 per item. Please consider suitable funding as an integral part of your gift of materials. A simple rule of thumb when considering funding the processing of your gift of slides and photographs is a minimum of $4.00 per item. Processing support can be pledged in full when a gift is made, and then paid as the work proceeds. |
• A letter from the donor stating the nature of the gift, the quantity of material, its estimated value, assignment of rights, and any stipulated limitations should be submitted by the donor with the gift. The donor’s letter serves as the deed of the gift.
You may complete the attached
deed of gift or compose your own letter. The
donor release form should also be completed, even though both forms are somewhat
redundant. If the gift is accepted, the Department sends a gift acknowledgment letter to the donor.
• Form UDev 100 is completed by the Visual
Resources Library for all gifts in kind valued at over $200.00. Form UDev 100, along with the deed of the gift, and a copy of the Department’s letter of acknowledgment are submitted to the University Development Office. Form 8283, in the Gift Manual, will also be completed by the Department and forwarded with other materials. The University Development Office prepares and maintains records of Form 8283, which are the forms the Internal Revenue Service consults to verify donations.
• If any number of gifts in one calendar year from one donor total over $5,000.00 in value, the income tax deduction must be supported by an outside professional appraisal. Appraisers may not be employed by the University. The
Visual Resources
Library is happy to suggest names of competent slide and photograph appraisers.
• Material donated becomes the property of the
Visual
Resources Library after receipt. The Image Library assumes the rights and responsibilities for the administration, circulation, display, and any other uses of the material. The
Visual Resources
Library assumes no liability for any loss or damage to the material for any reason.
• The Visual Resources
Library assumes the right to discard unsuitable, redundant, or deteriorated material, and to duplicate material into slide, photographic, digital, or other forms for bona fide instructional and research uses within the University of California, and in accordance with the 1976 Copyright Law. All requests for permission to publish material, however, are referred directly to the donor or donor’s estate, unless, however, copyrights have been transferred along with the materials or other arrangements have been made.
• Donors retain the rights to reproduction of their own material. However, they must bear any such reproduction costs.
• Each individual slide or photograph donated and accessioned by the
Visual Resources
Library will bear a label with the donor’s name. The Visual
Resources Library maintains a permanent file of all donors.
Revised July 2001.
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