Donate To Special Collections

Donations play an important role in building and sustaining the John M. Kelly Library’s Special Collections: Archives and Rare Books. Gifts of archival, rare, and other research materials help preserve the intellectual, cultural, and spiritual record of our communities while supporting teaching, learning, and research at the University of St. Michael’s College and the wider University of Toronto community. All potential donations are reviewed to ensure they complement our holdings and align with our collecting strengths and stewardship capacity.

How The Process Works

The first step in the donation process is the Donor Questionnaire. The questionnaire helps us understand the nature, scope, significance, ownership, copyright, access considerations, and any tax-receipt questions associated with a proposed donation. It must be completed before the Kelly Library will consider a potential gift.

Once the questionnaire is submitted, it is reviewed by the Chief Librarian and Director of Special Collections. Depending on the nature, scale, or complexity of the proposed donation, the Chief Librarian may also convene the Donation Committee for further review. Final acceptance decisions rest with the Chief Librarian and Director of Special Collections.

If a donation is approved, the Chief Librarian and Director of Special Collections will work directly with the donor to complete a Deed of Gift. Once the agreement is finalized, the materials are accessioned and begin the formal intake process.

Complete The Donor Questionnaire

Please use the online Donor Questionnaire to tell us about the materials you wish to offer. The form asks for basic information about the proposed gift, including its nature and extent, ownership and copyright, possible access restrictions, donor recognition preferences, and whether you would like to discuss the possibility of a charitable tax receipt. If you have questions while completing the form, Special Collections can assist you.

Complete The Questionnaire

Appraisals And Tax Receipts

Some donations may be eligible for a charitable tax receipt. Any tax receipt can be issued only after the University has confirmed that the gift can be accepted and that its fair market value can be established for receipting purposes. Where the fair market value cannot be determined, a tax receipt cannot be issued.

For donations expected to have a fair market value of $1,000 or less, the value may be determined in-house by a qualified individual with appropriate knowledge of the material. For donations expected to exceed $1,000, the donor is responsible for providing a current independent external appraisal or reimbursing the library for the cost of obtaining one. Canada Revenue Agency guidance strongly recommends a professional third-party appraisal for gifts in this range.

Some high-value or complex donations may also involve additional costs, such as appraisal, digitization, conservation, or the preparation of fragile or obsolete formats for long-term preservation and access. In some cases, the library may discuss whether financial support from the donor would help support the responsible long-term stewardship of the materials.

Donation FAQ

We welcome donation offers that support teaching, learning, and research at the University of St. Michael’s College and the wider University of Toronto community. All materials are reviewed against our Collection Development Policy to ensure they complement our existing holdings and align with our areas of strength.

Complete the online Donor Questionnaire or contact Special Collections or the Chief Librarian and Director of Special Collections to discuss the materials you wish to offer. The questionnaire is the first formal step in the assessment process.

The questionnaire helps us gather essential information about your potential donation, its scope, significance, context, and any special considerations. It ensures that we approach every offer thoughtfully and that decisions align with our policies and long-term stewardship responsibilities.

Once we receive your completed questionnaire, the Chief Librarian and Director of Special Collections reviews it and may convene the Kelly Library’s Donation Committee if needed. Final acceptance decisions rest with the Chief Librarian and Director of Special Collections.

Two processes will start to work simultaneously. Someone from the Special Collections team will work with you to plan the transfer of the donated materials to the Kelly Library. A the same time, the Chief Librarian and Director of Special Collections will start preparing a Deed of Gift and work with you directly to complete the agreement. Once finalized, an accession number will be assigned and the materials will begin the intake process.

Yes. Donors are welcome to consult their donated materials in the reading room during regular operating hours, in accordance with Special Collections policies.

Some donations may be eligible for charitable tax receipting. Donors who wish to discuss this should indicate that in the Donor Questionnaire.

No. Only donations for which a tax receipt is requested ordinarily require a formal appraisal. Many donors choose to donate materials without seeking one.

If you created the materials, inherited them, or received them over time, you generally own the physical property and may be able to transfer it. Copyright is separate and usually belongs to the creator. If you purchased the materials, you may own the physical items but not necessarily the intellectual property rights associated with them.

Copyright is the legal right to reproduce a work. If you created any of the materials, you may be able to transfer copyright as part of the donation, depending on the terms agreed to in the Deed of Gift.

Restrictions should be used only where necessary. The goal of Special Collections is to make materials available for research, and extensive restrictions may limit the educational value of a donation. Any proposed restrictions should be clearly identified in the questionnaire so they can be reviewed and, if appropriate, incorporated into the Deed of Gift.

Transfers are extremely rare, but legally possible. If a transfer occurs, any donor-imposed restrictions remain legally binding and would be fully respected.

During processing, staff may identify materials that are duplicates, outside scope, or accidentally included. We can return such items to you or arrange for secure disposal at the donor’s expense. If deaccessioning is required, the terms outlined in the Deed of Gift, including any variation of purpose clauses, will be followed.

Yes. A completed Deed of Gift transfers permanent ownership to the University of St. Michael’s College.

Contact Us

Telephone: +1 (416) 926-2314

Email: specialcollections.kellylibrary@utoronto.ca

Elizabeth Comper Special Collections Reading Room

John M. Kelly Library

Appointments are required.

Before visiting, you are warmly encouraged to review our Researcher Guidelines. Rare materials damage easily but if well-treated, they can last many generations and, in some cases, hundreds of years.