BROWARD COLLEGE Archives and Special Collections – Gift Guidelines

 

The BROWARD COLLEGE Archives and Special Collections at the University/College Library welcome the donation of resources and funds which will enhance the collections, facilities and services. The acceptance of gifts is contingent upon the appropriateness of the gift to the library's holdings, donor restrictions, and the physical condition of the donated materials.

 

The BROWARD COLLEGE Archives and Special Collections reserve the right to accept or reject gifts, in whole or in part. The Archives and Special Collections also reserve the right to dispose of unwanted portions of a gift which do not meet the collection development criteria.

 

Gifts offered with restricting conditions will be accepted only at the discretion of the Dean of the Library.

 

To protect the donor, the BROWARD COLLEGE Archives and Special Collections and the University/College Library as interested parties, the Library will not appraise gift materials. This policy is endorsed by the American Library Association and the Association of College and Research Libraries. If desired, appraisals by a qualified third party should be sought by the donor. The Library will assist in this matter by referring donors to qualified appraisers or sources for "in print" book prices. The acceptance of a gift which has been appraised by the donor or a third party does not in any way imply endorsement of the appraisal by the Library.

 

The Library accepts cash donations to be used for the purchase of library materials, equipment, or services, and will honor the donor wishes regarding the nature of materials or services to be purchased when such purchases are in accordance with the needs of the Library.

 

Gift Guidelines for Archives

The BROWARD COLLEGE Archives serve as the institutional memory of Broward Community College. As the official BROWARD COLLEGE repository the Archives mission is to collect, preserve and protect historically valuable material produced by Broward Community College and its predecessor, Broward Junior College.

Material produced by a joint venture between Broward Community College and other South Florida institutions (of higher learning?) is also collected. Material considered for inclusion should be related to the specific collecting goals of the Archives department as determined by the Special Collections and Archives Librarian (and Dean of the Library). The material serves to support the academic, teaching, research, and service missions of the College.

 

Collected material may include, but is not limited to:

Papers (faculty and administrative); Official Institutional Documents; Budgets, Year End Reports, Newspapers, Newsletters; Publications, Student Publications, Posters, Promotional Materials, Ephemera, Artifacts and Objects, Photographs, Photographic Slides, Artwork, Electronic Media (CDs Videos and DVDs)  Documents created by BROWARD COLLEGE Alumni and donated to the Archives; Yearbooks and Annuals; Annual Reports, Programs, Photographic Film and Negatives; Promotional Material, Blueprints; Building Plans and Renderings; Tangible Gifts given to the College that may or may not have monetary value but need to be housed safely, for example, articles of clothing, household decorative art, and scrapbooks.

 

Material that is not collected

The BROWARD COLLEGE Archives is not a general storage area for everyday administrative, business and student-related documents produced by Broward Community College. The BROWARD COLLEGE Archives does not store records mandated by Florida and Federal Law to be either destroyed or stored elsewhere. Examples of documents not collected include student records, human resource documents, receipts, and business and tax documents.

BROWARD COLLEGE Archives does not administer the Records Management Program for Broward Community College and hence is not responsible for the collection, maintenance and disposal of the College’s non-historical records. The State of Florida has a legislatively mandated Records Management Program and BROWARD COLLEGE is bound by law to follow the guidelines set out in the General Records Schedules GS5 for University / Community College Records and the General Records Schedule GS1 for State and Local Government Records, published by the Florida Bureau of Archives and Records Management .These schedules provide information on records retention, and the destruction of records.

 

Material produced by faculty and employees of Broward Community College during the course of their regular academic activity and subsequently donated to the BROWARD COLLEGE Archives, does not require a signed agreement between the donor and the library. However, material produced by the faculty and employees of Broward Community College during their employment not directly related to regular academic is subject to a donor agreement contract. The contract, signed by the donor and the library specifies that the donor relinquishes all rights to the material upon donation.

 

Gift Guidelines for Special Collections

Material considered for inclusion in Special Collections should be related to the specific collecting goals of the Special Collections department as determined by the Special Collections and Archives Librarian (and Dean of the Library). This material may not reflect the general collection development policy of the rest of the University/ College Library, or may serve as an enhancement to the general collection. Special Collections material may be related to, but not limited to, the specific academic programs offered by the institution. The material may also reflect historic, cultural, social, political, economic, institutional aspects of a region or area of study. Items may include, but are not limited to: published or unpublished books, monographs and manuscripts, personal papers and correspondence, family or business papers, official documents, (indentures, deeds, proclamations, etc.), publications. It is understood that collected material may require special handling or special preservation methods. The material serves to support the academic, teaching, research, and service missions of the College.


Once a gift is accepted into the collection, the donor relinquishes all rights to the material as specified by the donor agreement, signed upon donation by the Library and the donor.

 

Specific Policies
           

  1. Books and monographs: acquired because they may be unique items, first editions, rare or out-of-print material, or signed volumes.

 

  1. Manuscripts: acquired to support research scholarship and may be local, national or international in scope and interest. They may also reflect historic, cultural, social, political, economic, and institutional aspects of a region or area of study.

 

  1. The Special Collections and Archives Librarian and/or Collection Development Librarian (and Dean of the Library) reserves the right to review all donations and gifts and to place the items in the most appropriate collections within the library, based on the library collection development policies. If a donor has any special requests, conditions and reservations attached to their gift, the donor has the responsibility to discuss these concerns BEFORE the library accepts the gift. Any special conditions or requests requested by the donor AFTER the gift is transacted are subject to approval by the library.

 

  1. The primary goal of the BROWARD COLLEGE Archives and Special Collections is to provide scholarly research material for the students and patrons of the University/ College Library. The department supports academic programs and seeks items to enhance and support scholarly endeavor.

 

  1. The Library reserves the right to accept gifts that are one-of-a-kind in nature and that reflect the specialized collecting subjects of a donor, even if the subject does not fit the general collection development policy of the Library. One-of-a-kind gifts are accepted with the mutual understanding that the Library is not obligated to seek further gifts or purchases to support the specialized subjects of the gift or donor.

    If a donor wishes that the library continue collecting in the specialized subject of their gift, an agreement, at the discretion of the Dean of the Library, must be arranged at the time of donation between the Library and the donor stipulating that the donor will provide funding for any future purchases.

    Accepting a gift that reflects the specialized collecting subjects of a donor does in no way obligate the Library to continue collecting in those specialized subjects.

 

  1. In order to provide recognition to the donor, bookplates acknowledging the donors are placed in monographs or labels attached to artifacts.

 

If you wish to donate materials to the BROWARD COLLEGE Archives and Special Collections Library, please contact Mr. Andrew Dutka at (954) 201-6577.

Andrew Dutka – Gift Guidelines - September 2004