Libraries stock management policy - Donations, bequests and unsolicited stock

Donations are only accepted if they are of exceptional interest or good quality. We accept donated materials on the understanding that they are subject to the same selection criteria as purchased stock, as described within this policy.

Whilst we accept donations of some newspapers and journals we do not accept magazines – see section Newspapers, magazines and periodicals.

All donated items become our permanent property and the donor relinquishes all rights to them.

If the item may be of interest to one of our Specialist Collections, it will be sent to the appropriate library for consideration.

The decision as to whether to accept donations rests with designated staff with responsibility for stock within each of our operational areas, who will bear in mind the staff time and costs involved in adding materials to stock. We reserve the right to decide on the most suitable location for donated stock selected for retention, and to dispose of items not required.

Local groups or organisations sometimes approach a library with a view to purchasing new stock for their local library. The designated staff with responsibility for stock within each of our six operational areas will use their discretion in such cases.

If the material proposed is acceptable and will add value to the branch stock, and the branch has room for it, it may be accepted. However, it will be withdrawn when it no longer satisfies our stock criteria.

CWF Library Services will only accept and admit payment for goods ordered via an official purchase order number. Some authors, publishers or other suppliers send items that have not been ordered, enclosing an invoice, in the hope that a purchase will be secured.  Items supplied on this basis will not be accepted unless they are genuinely required.

If the item is not required, it will be kept for six months after which time it becomes library property and may be disposed of. Should the sender require its return, the cost of postage must be provided in advance. (Sale of Goods Act 1979).

We are happy to accept full Advance Information from publishers, (to include bibliographic information such as book title, author name, ISBN, binding type, genre) along with information about the author, a synopsis, and reviews, on the clear understanding that this would represent no commitment to purchase, and that it was for information only. 

Information is preferred via email in the first instance, and should we subsequently require a review copy of a title, we would then request one.