All library materials are State property and, whether acquired by purchase using State-appropriated funds or other monies, or by gift or exchange, they are subject to proper disposition. The UT Libraries observes Federal, State, Regental, and University regulations and maintains appropriate statistics. In the disposition of library materials particular care is taken to protect the interests of the State and the interests of UT Libraries' donors.
Although library materials may not be included in the University's physical inventory, matters of disposition are the responsibility of the University's chief business officer and are delegated through that officer to the Vice Provost and Director of UT Libraries. Within the UT Libraries, responsibility for disposition rests with the Collection Development Officer and, more specifically, with the Gifts Coordinator in collaboration with appropriate subject specialists as needed.
Throughout the following text, the terms "materials," "library materials," and those relating to a specific type of material, such as "serials" refer to non-rare materials. Section 1.3 covers rare and high value library materials.
1.0 Selection of Materials for Disposition
All library materials, whether acquired through purchase, gift or exchange, are selected for addition to the collection according to the Collection Development Policy and other established guidelines. Materials not suitable for addition to the collection and materials that have been withdrawn are handled according to the following policies.
1.1 Cataloged or Uncatalogued Library Materials
Cataloged or uncatalogued library materials designated "superseded," "surplus," or "duplicate" after careful review by one or more appropriate UT Libraries subject specialists are surplused immediately through arrangement with UT Property Surplus. UT Property Surplus follows all appropriate protocols pertaining to disposition of State property outlined by the Regents Rules of the University of Texas System.
Materials may be discarded if they are deemed unsuitable for surplus, sale or exchange. Such materials may include volumes in poor physical condition, books with outdated information, parts of sets, individual serial volumes, single periodical issues, or scattered periodical runs.
As a general rule, the Gifts Coordinator is responsible for discarding materials. However, when in situ uncatalogued materials have been deemed unsuitable for sale, the branch or special collection librarians involved are responsible for discarding. When in situ withdrawn serials volumes are deemed unsuitable for surplus, the branch or special collection librarians involved are responsible for discarding.
1.2 Exchanges with Education Institutions
The UT Libraries may offer surplus materials for exchange with other educational institutions. These exchanges of surplus items, many of which were received free of charge, allow the University to offer valuable materials to other institutions and in turn receive needed materials or credit toward future exchanges.
1.3 Rare Library Materials
The disposition of materials designated as rare or high value by UT Libraries subject specialists follows appropriate routines for disposition as outlined in the Regents' Rules of the University of Texas System. See Rule 80201 Sec. 6.
Per the Regent’s Rules, the UT Libraries reserves the right to offer rare or high value materials for sale according to the Deaccessioning Policy for Rare High Value Library Materials.
1.4 Gift Materials Involving an IRS Form #8283
Gift materials received through a gift involving an Internal Revenue Service Form #8283 and declared "superseded," "surplus," or "duplicate" are placed in a holding area for three years before being considered for disposition.
Revised by the Collection Management Team, Fall 2014.