WNMU Tangible Donations Policy & Procedure


  1. The WNMU Foundation will accept material donations to be considered for acquisition on behalf of the university and place them in a secure, environmentally controlled location. The Foundation Director will contact the appropriate department(s) on campus to assess the materials for acquisition. Department Chairs/Directors, or their appointees, will determine which (if any) materials will be acquired for that particular department.
  2. Tangible donations to Western New Mexico University will be made through the WNMU Foundation whenever possible, with the following exceptions:
  3. Book and serial donations may be made directly to Miller Library. All such donations will be handled according to the Miller Library Gift Policy. The WNMU Foundation will be notified of all donations.
  4. Artifacts and other materials that fall within the scope of the WNMU Museumís mission, and for which the donor does not wish to claim a tax deduction, may be made directly to the Museum. All such donations will be handled according to the WNMU Museum Collection and Acquisition Policy. The WNMU Foundation will be notified of all donations.
  5. Certified appraisals will be required to determine the tax deductable value of contributions per Foundation policy. Donors are responsible for arranging and paying for said appraisal under Federal Tax Laws.
  6. Materials that become property of WNMU and are valued over $500 will be accessioned, tagged, inventoried, tracked and insured according to University policy and procedures.
  7. Each department is responsible for the care of the materials it acquires. Each department will make every attempt to act in accordance with the stipulations of the donor(s).
  8. Materials accepted by a department become the property of Western New Mexico University. Out-dated and obsolete equipment will be disposed of

    according to University policy and procedures. Items that are considered part of a collection, or have historical/institutional significance, can only be deaccessioned through the Deaccession Policy (Attachment A).

  9. The WNMU Foundation will be responsible for the disposition of materials that DO NOT become property of WNMU according to the stipulations of the donor(s).



- Attachment A -


This policy pertains to items that have been received through the WNMU Tangible Donations Policy and Procedures. Tangible items shall be deaccessioned only in extreme cases and at the discretion of the Department Chair/Director. Deaccessioning will be initiated by written recommendation from the Department Chair/Director and Foundation Director to the appropriate Vice President and upon the approval of a majority of the University Board of Regents (BOR) present at a regular or special meeting. The BOR minutes shall reflect the decision.

Consideration will first be given to placing deaccessioned materials through gift, exchange, or sale to another department or tax exempt educational institution. Deaccessioned objects not disposed of in this manner will be sold at advertised public markets and only in a manner that will protect the interests, objectives and legal status of the institution.

The university does not sanction the sale or gift of deaccessioned objects to university employees, officers or trustees, or to their representatives.

Funds received from the sale of deaccessioned objects from the departmental collections will be used only to benefit the appropriate departmentís collections. Proceeds cannot be used for general operating procedures, purchase of equipment, or capital construction projects.



1. The material or object is outside the scope of the particular department's mission statement or its collection policy.

  1. The material or object is irrelevant to the purposes of the department.

3. The material or object lacks physical integrity.

4. The material or object has failed to retain its identity or authenticity, or has been lost or stolen and remains lost for longer than two years.

5. The department is unable to preserve it properly.

6. The material or object is deteriorated beyond usefulness or contains toxic substances that are a threat to the health of the department's staff, students and visitors.

7. The material or object has doubtful potential utilization in the foreseeable future, or has accidentally been accessioned twice.