Van Request Form
Gift Policy Form
Gift In Kind Form
Thank You Letters
For donation pick-ups, you can request to use the library van using this form.
The Building Manager prefers that this form be turned in 2 WEEKS before the date of the pick-up. If you need it in a shorter amount of time, fill out the form ASAP and contact the Building Manager to explain the shortened notice.
Complete the form and deliver it to the Admin front desk.
This form is to be completed by every donor. If you are picking up a donation, bring a copy of the form in case the donor has not printed one themselves.
If the donation is from a new donor, use the information on this form to create the gift vendor record.
Send the donor's contact information via e-mail to the assistant to the Community Engagement Librarian, who will add it to the Friends of the Library roster.
Save the completed forms in a file in case they are needed for future use.
To be completed for every donation unless otherwise instructed. This form should reflect the ENTIRE donation, not just the items we accept.
The Gift In Kind Acceptance Form is located on the shared drive under Forms. Complete one form for every donation received, unless otherwise instructed.
Below is an example of which fields need to be complete and which should be left blank.
Note the different examples of ways to describe the gift; if possible/appicable, provide ISBNs or volume numbers for the items donated. If the donor has provided a list, attach it to the form.
Do not provide an estimate of the value for the donation.
If the donation is going to a more specific location, indicate this on the form, i.e. "University Libraries; Ned R. McWherter Library; Special Collections," or "University Libraries; Music Library."
Save a copy of each form completed (file name example: NonameGIK06032014)
Print the completed form and give to the department head to sign.
When the department head returns the signed form to you, send via interlibrary mail or hand deliver to the dean's assistant. The dean will then sign the forms and have them sent to the development office for further processing.
To be completed at the end of each month for every donation that has been COMPLETELY processed that month, unless otherwise instructed.
1. Go to Print/Send Orders
2. Click the orange “Limit by Vendors” button in the top middle
3. Enter the code for the appropriate gift vendor
4. The list should now show only orders from that vendor. Select all that you wish to have on this purchase order. (It should be all of them, unless for some reason they require separate.)
5. Click the orange “PO Print” button on the top left.
6. Choose “Print Selected” and click Print
7. Choose GftLtrSK and click Select
8. Sierra will now ask you if the printout was okay – DON’T CLICK YES YET
9. Go to your desktop; there should be a file there with a generic name. Open the file to confirm that it was created correctly and rename it with the appropriate name, i.e. HackertLetter06032014.
10. If everything printed and saved correctly, you can tell Sierra that the printout was okay and it will remove these orders from the queue.
11. Print a physical copy for the appropriate person to sign.
12. Print an envelope with the vendor's address (or a white label that you can put on an envelope) and place the signed letter inside.
13. Use the rubber stamp with the departmental postal code to stamp the envelope in the upper left corner and place it in the outgoing mail.