Donations

The Texas State University Libraries Special Collections and Archives actively curates a growing research collection to serve the information needs of the university itself, the local community, and researchers. It also strives to be a good steward of the materials in its care by allocating available resources to provide for processing, preservation, and access.

Donations Process

Sending materials to the Special Collections and Archives, whether paper or digital, large or small, works best when the transfer is planned. All donations require accompanying paperwork to ensure that we can accept the materials and that we are able to record, describe, preserve, and share them for enduring research value.

Assessment

Preliminary Assessment and Appraisal

Archivists will consider the condition of the materials, assess their alignment for research value and within our collecting scope, and the level of access that could be provided for the materials, such as any copyright permissions and/or if materials could be digitized or made available openly to view onsite.

We can conduct an initial assessment via email, phone, or online: Contact Archives

Forms & Documentation

Required Forms and Documents

Materials to be donated to the Special Collections and Archives require specific forms and documentation. These will depend on the type of donation and may include:

  • Deed of Gift Form
  • Transfer Authorization Form
  • Inventory List Form
  • Shipping Form

We'll work with you and provide the forms needed in advance of your donation.

Transfer

Arranging Transfer of Materials

Archivist will work with you to arrange the safe transport of your materials. This is essential, as well as the documentation and inventory, to be certain that all materials are received safely. Depending on the size and format of the materials to be transferred, archives staff will work with you to arrange mailing, picking up, or dropping off the materials.

Appraisals

Paperwork for most donations is minimal. For larger collections that require an appraisal, or ones that involve copyright conveyance or special conditions, a Deed of Gift form should be completed.

The University Libraries cannot provide donors with valuations of materials due to conflict-of-interest rules. Donors are advised to contact a tax adviser or visit the IRS web site for details of taking a tax deduction. Any in-kind donation valued at $5000 or more will require an appraisal by a qualified appraiser.

Types of Donations

Wishlist

We are currently seeking the following to help fill gaps in our collections.

  • Freshman beanies or pledge beanies
  • Artifacts such as banners and pennants
  • Panoramic photographs of the campus community
  • Specific issues of the Pedagog for the reading room: 1909, 1919, 1960, and 1999
    Note that we do have preservation copies for all years, and all years are available online
  • Any issues of the Normal Star
  • Any materials that include the word "Normal" in the school name (1903-1923)
  • Any materials that include the word “Teachers College” in the school name (1923-1959)
  • Any materials documenting the campus elementary, middle, and/or high schools (1920s-1960s)
  • Any materials documenting literary societies or debate teams
  • Any materials documenting the campus farm
  • Any materials documenting the Manual Arts program
  • Photographic materials documenting San Marcos, Hays County, or surrounding communities, especially those dating prior to 1950

Typical Items We Accept

  • Materials that describe your personal experience at Texas State University (diaries, correspondence, photographs, scrapbooks, etc.)
  • Records of student organizations
  • Printed material (student publications, programs, flyers, posters, etc.)
  • Artifacts and memorabilia related to TXST
  • Audiovisual media related to TXST

The Special Collections and Archives accepts electronic formats, including emails, documents, websites, photographs, and audio-video.

Material We Cannot Accept

While the Collection Management Policy guides the selection and appraisal of materials suitable for inclusion in the Special Collections and Archives, there are some state records that the Archives cannot accept. Note that this list is not comprehensive, it is simply intended as a quick reference.

Local Government Records

The State of Texas allows records of local governments to be transferred to one of the Regional Historical Resource Depositories. The Texas State Special Collections and Archives is not one of the 23 approved depositories across Texas so it cannot accept records of local governments. 

The Texas State Library and Archives Commission (TSLAC) in Austin is the official repository for records created by Hays, Caldwell, Guadalupe, and Comal counties.

Legislative and Individual Legislator Records

Records of state legislators and legislative committees are considered Legislative Working Files and should be transferred to the Texas State Library and Archives Commission (TSLAC). 

Personal papers (not including any legislative records) of individuals who served in the legislature do not usually fit within the Special Collections and Archives Collection Management Policy. If the individual is an alumnus or a faculty member, the papers may be considered based on content; all potential papers will be appraised according to the Collection Management Policy.