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Policy on the Sale of Duplicate Rare Volumes

--Committee Chairman Holmes reported that the Academic Affairs Committee had set in open session to consider those matters on its agenda and to formulate recommendations for the U. T. Board of Regents. Unless otherwise indicated, the actions set forth in the Minute Orders which follow were recommended by the Academic Affairs Committee and approved in open session and without objection by the U. T. Board of Regents:

  1. U. T. System: Revision of the Policy Regarding the Sale of Duplicate Rare Volumes Held in Various Library Collections.--The Board, upon recommendation of the Academic Affairs Committee and Health Affairs Committee, revised The University of Texas System policy regarding the sale of duplicate rare volumes held in various library collection to read as set forth below:

    Policy Guidelines Regarding the Sale of Art Work or Duplicate Rare Volumes Held in Various University Collections

    1. The disposability and current fair market value of any such volume or of any such work of art shall be certified by a three member panel of university faculty and administration including an expert bibliographer or art historian.
    2. The University of Texas System institutions shall be given first choice in acquiring any such item.
    3. A permanent record of disposition and future location of the items shall be kept.
    4. Proceeds shall be used for purchase to improve the collection from which the item is drawn.
    5. Upon approval by the appropriate Executive Vice Chancellor, an annual report shall be made to the U. T. Board of Regents via inclusion in the institutional docket each October under "Other Fiscal Matters." The report shall summarize the disposition of duplicate works of art and rare volumes.
The revised policy broadens its applicability to all university collections, requires the establishment of fair market value prior to disposition of works of art or duplicate rare volumes, and modifies the reporting requirement to allow annual reporting via the October institutional dockets.

From the Minutes of the Board of Regents' Meeting, April 14, 1994

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