COLLECTIONS POLICY MANUAL Earth and Mineral Sciences Museum …

COLLECTIONS POLICY MANUAL




 Earth and Mineral Sciences Museum
  College of Earth and Mineral Sciences
   The Pennsylvania State University
        University Park Campus


                May 2005
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                          TABLE OF CONTENTS


PREFACE                                                          5


INTRODUCTION                                                     6


COLLECTIONS, MISSION, and SCOPE                                  6


ACQUISITIONS                                                     7
 Receipt of Objects                                               9
 Gifts (Bequests), Transfers and Exchanges                       10
 Purchases                                                       11
 Expeditions, Field Collections and Other Research Collections   11


REGISTRATION of COLLECTIONS                                      12
 Accessioning                                                    12
 Source of Acquisitions                                          14
 Cataloging                                                      14
 De-accessioning                                                 15
 Non-permanent Collections                                       16


ACCESS to COLLECTIONS and RECORDS                                16
 Access to Collections Ranges                                    16
 Access to Collections for Research and Study                    17
 Policy on Photography and Other Imaging                         18
 Requests for Destructive Analysis for Research                  19
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COOPERATIVE CURATION AGREEMENTS                         19


LOANS                                                   21
 Incoming Loans                                         23
 Outgoing Loans                                         23


EXHIBITION of SPECIMENS                                     26


SPECIAL USES of COLLECTIONS                                 26
 Promotional Purposes                                   26
  Decorative Use of Collections                         26


APPRAISALS                                              27


IDENTIFICATION SERVICES                                 28


FORMS


        1.    Receipt of Object                        29


        2.    Deed of Gift                             30


        3.    Purchase Form                            31


        4.    Deaccession Form                         32


        5.    Collections/Records Access Application   33


        6.   Request for Photographic Services         34
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7.   Outgoing Loan Agreement (Sciences and Decorative and
       Manufacturing Specimens)                             35

8.   Outgoing Loan Agreement (Art)                          36


9.   Record of Accession                                    37
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                                           PREFACE




      The Collections Policy Manual for the Earth and Mineral Sciences Museum has been
developed to standardize procedures and provide guidelines for handling collections. The policies
outlined here were established by the EMS Museum Director and approved by the Museum
Advisory Council and Dean of the College of Earth and Mineral Sciences. The Manual, which may
be updated periodically, is intended to be the sole source of policy concerning matters related to
collections. All personnel are expected to abide by and adhere to the policies and forms in the
Manual. Exceptions to these policies can be approved by the Museum Director or Dean of the
College. This manual is adapted and modified from Collection Policy Manuals at the Illinois State
Museum and the Denver Museum of Nature & Science.




                                                    R. W. Graham
                                                    Museum Director
                                                    May 2005
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                                          INTRODUCTION


      The acquisition, documentation, use, and preservation of collections in any museum have
legal, ethical, and fiduciary implications which ramify throughout the institution's operations.
Policies relating to collections must be thorough, pragmatic, and up-to-date. The EMS Museum
reserves the right to modify its procedures and practices relating to its collections and for this reason,
the Manual has been issued in a loose-leaf format.




                         COLLECTIONS, MISSION AND SCOPE


          The Earth and Mineral Sciences Museum (EMSM) is part of the College of Earth and
Mineral Sciences at The Pennsylvania State University on the University Park Campus. The
College includes five departments (Energy and Geo-Environmental Engineering, Geography,
Geosciences, Materials Science and Engineering and Meteorology) and three institutes (Energy,
Environment, John A. Dutton e-Education Institute and Alliance for Earth Sciences, Engineering
and Development in Africa). The EMSM collects objects that are relevant to these departments
and institutes. These objects may pertain to exhibitions, professional presentations, research and
educational programs within the college or they may document the history of the college and its
disciplines as well as its associations with individuals, other institutions, industries and
government agencies. Objects may include, but are not limited to, scientific specimens, artifacts,
scientific instruments, maps, models, art (e.g., paintings, drawings, lithographs, prints, sculpture,
photographs and digital images) and written documents (see appropriate section below).
         Like most museums, the EMSM practices selective acquisition. Because of limited
storage space as well as financial and ethical constraints, indiscriminate growth of collections is
neither feasible nor responsible. Materials can be removed from the permanent collection only
by the process of de-accession.
        Private collections of museum-quality objects may not be housed permanently at the
EMSM. If brought to the Museum on a temporary basis, they will be treated as incoming loans
and be subject to those policies and procedures (see appropriate section below).
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                                         ACQUISITIONS


      Acquisition embraces the discovery, preliminary evaluation, the assuming of physical and
legal custody, and acknowledgment of the receipt of specimens and objects. Materials may be
acquired by gift (bequest), field collection or other means of scientific research, purchase, exchange,
commission, transfer from and/or exchange with other institutions and abandonment.


      When acquiring an object, EMSM staff must receive assurance in writing that the donor or
seller owns (or has legal authority to act on behalf of the owner) and has clear title to the property
being conveyed. This can be achieved by having the donor (seller) sign the appropriate forms
described below. EMSM staff should also ascertain if there are any copyright interests, trademark
rights, or other considerations that would limit the use of an object. EMSM staff acquiring objects
for the permanent collection must assure that there is proper written documentation for future
reference.


      No materials or objects shall be knowingly or willfully accepted or acquired by EMSM staff
which are known to have been illegally collected contrary to federal law, state law, regulation,
treaty, and/or convention, including the UNESCO agreement on cultural property. If an acquired
object is found to have been falsely represented, supporting documentation may serve to protect the
Museum's interests in such a transaction. Should evidence be presented to EMSM that any object in
its possession was acquired illegally an investigation will be conducted by EMSM staff or other
representatives of the College. If the investigation results in a determination that an object was
acquired illegally, appropriate legal authorities will be notified.


      Because objects are added to the collection on the premise that they will be retained in
perpetuity, careful screening must be the rule. The following criteria, appropriate to the object(s)
being considered for addition, regardless of their source, are to be weighed:


      · The object (specimen, artifact, etc.) must be relevant to and consistent with the
         purposes/goals of the EMSM and College of Earth and Mineral Sciences.
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· There should be a need and potential use (e.g., research, exhibition, education).


· All objects shall have aesthetic, historical, or scientific value.


· The object shall be documented, including, but not limited to, provenance, artist, creator,
  date, age, location, legal title, and intellectual property rights (copyright, trademark, etc.).


· All legal and ethical implications of the acquisition must be considered.


· The physical condition and conservation requirements must be considered.


· The EMSM must be capable of providing for the object's storage, protection, and
  preservation under conditions that insure its availability and in keeping with professional
  museum standards.


· The expenses related to purchase, transportation, restoration, and storage should be
  considered.


· Copies or reproductions may be accessioned when they are important to the EMSM's
  purposes and originals are not otherwise available.


· Archival records, documents, photographs or digital images and manuscripts can be
  accepted if they are related to EMSM's collections and/or research activities.


· No object shall be collected which constitutes an unreasonable hazard to personnel,
  physical plant, or collections.


· All donations of materials are considered outright and unconditional gifts to be used at the
  discretion of the EMSM. Title to all objects acquired shall be free and clear, without
  restriction as to use or future disposition.
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Receipt of Objects


      The EMSM's policy is to maintain a record of all objects entering the EMSM. Objects
submitted by individuals or organizations for identification, as potential gifts, for educational
programming, or for other purposes are subject to the procedures outlined in this section.


      The EMSM's Receipt form is designed to provide accountability for objects until final
disposition. If such object(s) become(s) a part of the permanent collection, the receipt shall be kept
as a part of the permanent record. Receipt forms shall be placed at all potential entry points for
objects, e.g., EMSM or Dean's administrative offices, curatorial/faculty offices, etc.


      A completed Receipt form must be given to the depositor for any object left at the EMSM.
Information to be recorded includes name, address, and telephone number of the depositor and
owner (if different); the depositor's reason for submitting the object; and brief description including
condition of and collection data concerning the object. The depositor must be made aware of and
agree to the conditions listed on the back of the form. When signed by the depositor and the
EMSM's representative, a copy is given to the depositor; the original form and one copy shall
accompany the object(s) throughout the EMSM or College. All Receipts should be forwarded to the
EMSM Director's office to be filed.


      For those objects returned to the depositor, the original copy of the receipt must be signed by
the depositor to acknowledge the return of possession. This signed copy is given to and kept in the
EMSM Director's office.


      Unsolicited property may be retained or discarded at the discretion of the EMSM Director if
left unclaimed after the period of time specified in the conditions to which the depositor is a
signatory.




Gifts (Bequests), Transfers and Exchanges
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      All persons giving objects to the EMSM shall receive a completed Receipt form (see Section
on Receipt of Objects above). The EMSM Director makes ALL decisions about acceptance of
objects for the EMSM collections. If a decision is made to add items to the permanent collection,
the gift shall be formally acknowledged and documented with a Deed of Gift form.


      All donations, transfers and exchanges are considered outright and unconditional gifts to be
used at the Museum's discretion. No restrictions are to be placed on donations by donors or gifts
and exchanges from other institutions. The acceptance of a donation, transfer or exchange by the
EMSM does not imply that it will be placed on public exhibition.                   A credit line (or
acknowledgement) may be used when objects are exhibited.


      If the donor wishes to take a tax deduction for the gift, the donor must independently make all
arrangements. The EMSM's role in the matter of tax deductibility by law is limited to the EMSM
Director's acknowledgment that the gift was added to the collection during the tax year in question.
For this acknowledgment to occur, the gift must have been received and the Deed of Gift complete
and in place by the end of the year. EMSM and EMS College personnel shall not make
appraisals of materials donated to the EMSM.


      Also, with respect to transfers and exchanges of objects, all records must accompany the
objects. Furthermore, it is essential that any legal or ethical issues in connection with any object be
appropriately resolved before the object is transferred or exchanged.


      The Deed of Gift transfers ownership of an object from the donor to the EMSM's permanent
collections. As such, it is essential for the Museum's permanent acquisition records. Donors may
also receive a Certificate of Appreciation on behalf of the Museum Director and the Advisory
Council expressing appreciation for the gift. The Accession number(s) is (are) assigned only after
the forms have been signed by all parties. This number (or numbers) should be subsequently added
to the forms in the various files for ease in locating the object(s) later.


      When a donation is accepted by the EMSM, three Deed of Gift forms are signed by the donor
and EMSM Director. Original signed copies of the Deed of Gift and Certificate of Appreciation
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are returned to the donor, kept by the Museum Director's office, and sent to the Pattee/Paterno
Library Archives. The Director of Development in the Dean's office shall also be notified of all
gifts and given copies of the Deed of Gift and Certificate of Appreciation.




Purchases


      All purchases made for the EMSM must be approved in advance by the EMSM Director and
should be documented with copies of invoice vouchers and all bills relating to the purchase.
Purchases over $5,000.00 must also be approved by the EMSM Director and Dean of the College of
EMS. When purchasing items to be accessioned into the permanent collection of the EMSM, a
Purchase Form should be completed and signed by both the owner/agent and the EMSM Director's
representative. The signed Purchase Form serves to transfer ownership, rights, and title to the
EMSM and is an essential part of the EMSM's permanent records. The Purchase Form may serve
to protect the EMSM and provide a basis for recovery, if a purchased object is found to have been
falsely represented. The original form will be kept in the EMSM Director's office with copies also
sent to the Pattee/Paterno Library Archives and the Dean's office.




Expeditions, Field Collections and Other Research Collections


      Research materials acquired from private ownership must have a signed Deed of Gift or
Purchase Form. Field collections from private land must be made with the land owner's
permission and the land owner (not any lessees) must sign a Deed of Gift form giving the EMSM
sole ownership of the specimen(s). Materials collected from public lands or acquired from public
institutions must be accompanied by copies of all required permits.




                           REGISTRATION OF COLLECTIONS
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      The collections registration system at the EMSM provides controls for identifying objects in
the EMSM's collections including their source, status, and disposition. Preservation of the non-
intrinsic, contextual information about the objects and their documentation is vital. Supporting
documentation includes, but is not limited to, certain archival and library materials, including
registration files, accession records, object catalogues and data files, field records, collecting permits
and maps, conservation records and exhibits.
      An accession usually includes all of the objects received from one source at one time and
thus is covered under one accession number. Both electronic and hard copies are filed in the EMSM
Director's office and the Pattee/Paterno Library Archives. Catalog numbers, on the other hand, are
comprised of individual entries--normally one for each object or lot of objects acquired through an
accession. The EMSM Catalog classifies objects systematically, providing descriptive detail. It
records significant facts and data regarding the physical appearance, context, and history of the
objects. Hard copies of catalogs are filed in the EMSM Director's office and the Pattee/Paterno
Library Archives.




Accessioning


      Accessioning is the act of recording an addition to the permanent collection which confirms
the EMSM"s legal title to the object(s) and commits the EMSM to the responsibility for the proper
care and use of the object(s)/specimen(s). Specimens are only accessioned after the Deed of Gift or
Purchase Form has been signed by the appropriate authorities. An accession record includes,
among other data, the accession number, date and nature of acquisition (gift, purchase, excavation,
expedition, transfer/exchange, etc.), source, brief identification and description, condition,
provenance, value (if appropriate), and name of the staff member recording the accession.
Accession numbers, assigned by the EMSM Registrar, are made up of the year the material was
acquired plus a numeral which is assigned in sequence (e.g., 1989-1; 1989-2; 1989-3). Federally
owned collections are designated with an "F" prefix (precedes the accession number, e.g., F1987-6).
 Accessioning should occur as soon as the material is brought into the EMSM. The following
procedures apply:
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      · A collection of items received at one time from a single source may be grouped as a single
        accession and given one accession number. However, all objects/specimens received from
        one source at one time may be subdivided into one or more accessions at the discretion of
        the Curator/Collector.


      · Field collections for a project may be accessioned at the end of a season and under one
        accession number, if preferred.


      · Materials whose date of receipt is unknown (usually acquisitions from early years) are
        prefixed with an "X" instead of a year, e.g., X-245. If the information is subsequently
        found, the record is updated and the next available accession number for that year is
        applied. The appropriate catalog and source records are also corrected.


      · When an object is de-accessioned, appropriate procedures are to be followed (refer to the
        section of this manual concerning de-accessioning).


      · Some field collected materials may be sorted, prepared, cleaned, trimmed and/or eliminated
        after accessioning.      Materials lost through these processes do not need to be de-
        accessioned.




Source of Acquisitions


      Where appropriate, source files are maintained by the Museum Director that identify the
donor, vendor, collector, expedition, etc. of accessions. This information complements the accession
record in that it gives a quick reference to collections received from donors or other sources. The
procedures that apply are:


      · All items from a single source are listed in the source file by accession number in the order
        received.
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      · When there is more than one source for a gift, an entry should be made for each.


      · Original files are kept by the EMSM Registrar; duplicates may be maintained in the Dean's
         office.




Cataloging


      Cataloging is the creation of a record of the descriptive detail and information about an object
or a lot; it is cross-referenced to other records and files. Catalogs may contain a photograph or sketch
of the object but it is not mandatory. Cataloging provides the section with a record of its
collectionscurators in charge of collections are responsible for assuring that accessioned collections
are properly cataloged. The following procedures apply:


      · A catalog number may be assigned to one item or to a lot comprised of a number of items
         (based on the nature of the objects and the standards within the respective discipline).


      · Field catalog numbers may be maintained but they do not take the place of the catalog
         number.


      · Cataloged material should be permanently marked (or tagged) where the number can be
         clearly identified on the specimen.


      · Catalog records and files (both hard and electronic copies) are maintained in the EMSM
         Director's office. Hard copies are also placed in the Pattee/Paterno Library Archives.
         These records are updated semiannually (January 1 and July 1).




De-accessioning


      The EMSM Director and Curators have a fiduciary responsibility to protect and preserve the
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collections of the EMSM. De-accessioning, the act of permanently removing an object(s) from the
collection, is an important procedure used only in exceptional circumstances. An object may be
withdrawn because of deterioration, for transfer to another agency, exchange, repatriation,
destructive analysis, loss, or total inappropriateness for the collection. Even when a given object
meets one or more of the criteria for de-accessioning, strict measures must be taken by the EMSM
Director and Curators to determine what, if any, legal or ethical obligation the EMSM may have to
retain a given object.


      To initiate the de-accession process, the Request to De-accession form must be completed by
the EMSM Director. The Director must then make a presentation to the EMSM Advisory Council.
A quorum vote must be obtained from the Advisory Council and then the de-accession form must be
signed by the Dean of the College of EMS. The original Request for De-accession is filed in the
EMSM Director's office with copies placed in the Pattee/Paterno Library Archives and the Dean's
office.


      Objects de-accessioned, if not transferred, exchanged or repatriated, must be disposed in an
appropriate manner. Appropriate methods of disposition include:


      · destruction if the object has no value.


      · offered to other educational institutions if appropriate.


De-accessioned objects can not be sold or given to any individuals. De-accessioning of objects and
the disposition of the item shall be recorded on all accession and catalog records for each object.
      The following types of objects cannot be de-accessioned: type specimens and specimens
that have been illustrated by any means in a professional or scientific publication.




Non-Permanent Collections


      Objects, for "hands-on" programs (e.g., discovery room, school loans, EMSM educational
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programs, etc.), are subject to damage, deterioration, or loss. These objects are generally collected
for educational purposes or have been de-accessioned from the permanent collections. Specimens in
this collection are expected to eventually deteriorate. However, EMSM staff members and
volunteers using them in various public programs make every effort to ensure that the objects are
properly respected, used effectively, and stored securely. An inventory of these objects is
maintained in the Director's office.




                        ACCESS TO COLLECTIONS AND RECORDS




Access to Collections Ranges


      Tours through the EMSM's collections storage ranges are given periodically for individuals or
groups. These visits must be scheduled in advance with an appropriate Curator and while on tour,
the party must be accompanied by the Curator or the Curator's designee. Approval for unplanned
visits will be left to the discretion of the Curator




Access to Collections and Records for Research and Study


      The EMS Museum will provide the greatest possible access to collections and documentation,
while providing appropriately for their security and preservation. Access may also be contingent
upon staff availability. The primary considerations for access to items for examination are based
upon condition and significance of the item(s) and availability of other sources: copies, duplicates,
photographs, or other types of information, e.g., written descriptions. EMSM restricts access to
site/locality information when the release of this information could cause damage or
destruction to a natural or unique resource. Locality information can only be used by those
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approved and they cannot duplicate, share or pass this information on to other individuals or
institutions without written permission from the EMSM Director. The EMSM will set forth any
restrictions affecting access to collections and/or records and apply these restrictions equitably.


      Procedures for access to the collections and records are:


      · Individuals, other than EMSM staff and students, seeking access to the collections and
         records must seek approval of the Museum Director or Assistant Director for Collections
         and Exhibits by completing a Collections/Records Access Application form. Information
         is sought on the purpose/need for access and the anticipated significance of the research.


      · Access must be coordinated with the responsible Curator and authorization will be given or
         denied by that Curator and/or the appropriate Museum official. Collections/Records
         Access Application forms are filed in the Museum Director's office.


      · Objects and records are normally accessible only during normal working hours and only if
         the visitor is accompanied by an authorized member of the staff. Every effort will be made
         to accommodate all reasonable requests.


      · All persons granted access will be instructed by staff in the proper procedures.


      · The EMSM should comply with any reasonable request to duplicate records including field
         notes, photographs, analysis records, catalogs, maps, illustrations, and other data for a fee
         based on the number of or type of items. Requests for duplication must be submitted in
         writing to the Curator/Faculty member responsible for the material and be approved in
         advance by the EMSM Director.




Policy on Photography and Other Imaging


      The following policy applies to photography:
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      · All individuals, other than EMSM staff and students, wishing to photograph collection
         objects not displayed in public exhibition areas must obtain prior approval. This can be
         accomplished by completing the appropriate section on the Collections/Records Access
         Application. The use of photographs of EMSM objects in publications or commercial
         activities is subject to restrictions and requires advance written approval by the EMSM
         Director. Arrangements (e.g., Superstock Inc.) made prior to the effective date of this
         Policy Manual this document are exempt from this provision.


      · Permission to photograph objects in exhibition areas may be required depending upon the
         particular display, types of equipment to be used, and intended use of the photographs.
         Photographers intending to work in exhibit areas should check with the EMSM Director
         beforehand.     A Collections/Records Access Application form is not required for
         photography in exhibit areas.




Requests for Destructive Analysis for Research


      Evaluation of analytical procedures that destroy or alter an object require weighing the value
and merits of the projected research results against the intrinsic value of the object before alteration.
Museums have a responsibility to increase our body of knowledge, but at the same time must
balance that quest against preservation of objects.


      Requests for materials that will be destroyed or altered in analysis will be considered only if
they are included within a written proposal submitted to the EMSM Director the following:
background of the problem, research questions, methods, type and amount of material requested,
methods of analysis, expected results, place of ultimate publication. A decision should be made by
the EMSM Director or his acting proxy within one month of the request. In cases where the
requested material includes all or most of an item, especially in the case of rare irreplaceable objects,
the EMSM reserves the right to request outside peer review of the proposed research by interested
professionals. In addition, these exceptional requests will require a quorum vote of the Advisory
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Council.


      Ownership of these objects remains with the EMSM; therefore, copies of all reports and data
derived from the analysis as well as copies of all resulting publications must be deposited with the
Museum upon completion of analysis. The proposal, decision, and any ancillary documents must be
filed in the Museum Director's office. The EMSM reserves the right to publish the results if the
investigator fails to do so within five (5) years.




                         COOPERATIVE CURATION AGREEMENTS


      The EMS Museum may serve as a repository for collections from public agencies or private
corporations with government contracts who do not have curatorial facilities or staff trained to work
with collections. Agreements may be arranged between such parties and the EMSM to curate their
collections. These agreements must be made in writing and bear the signature of the authorized
institutional official and the EMSM Director. Copies of these agreements are to be filed in the
EMSM Director's office.


      Under terms of a cooperative curation agreement, the EMSM may agree to:


      · Inventory and function as a repository for materials and accompanying documentation
           resulting from research or other collecting activities that were carried out or sponsored by
           the applicant institution with the provision that the specified materials do not violate the
           Museum's acquisition policy. Unless specified otherwise, the collections become the
           property of the EMSM and are managed according to the EMSM's collections policies. If
           the agreement is with a Federal agency, ownership remains vested with the U.S.
           government.


      · Provide reasonable environmental storage conditions and security.


      · Maintain the right to accept or reject any collection due to its size, nature, or lack of
                                                                                                   20

        adequate documentation.


     · Provide space for studying the collection with advance notification.


     Under terms of the agreement, the applicant institution must agree (unless explicitly waived
by the EMSM Director) to:


     · Transfer specimens or objects, field records, maps, photographic negatives, and/or other
        documentation pertaining to that collection and its context to the EMS Museum.


     · Provide all pertinent provenance and/or contextual data concerning the material, including
        the date of acquisition, individual who acquired the item(s), specific legal locations, and
        any government registry designation (e.g., site number or other means of site
        identification).


     · Allow study and exhibition of the collections in accordance with EMSM policy.


     · Supply the EMSM with a copy of the final report of reconnaissance or investigation for the
        project from which the collection originated within not more than one year of the date of
        the receipt of the collection.


     · Be responsible for the costs of entering the collection into the EMSM's system. These costs
        include monies for accessioning, cataloging, boxing, filing, and maintaining environmental
        and security controls. Materials should arrive clean and clearly labeled or in containers that
        are clearly labeled.
        Release and hold harmless The Pennsylvania State University, its Trustees, Officers, and
        employees from and against any and all claims of liability resulting from the loss or
        damage to the collections, unless such loss or damage is caused by the gross negligence of
        willful misconduct of the University, its Trustees, Officers, or employees.


                                             LOANS
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      Objects and specimens are borrowed and loaned by museums to make objects, otherwise
unavailable, accessible for research, exhibition, replication, and educational programs. The EMSM's
loan program, for both incoming and outgoing loans, is designed to achieve maximum accessibility
to collections. The EMSM's loan policies relate to care and conservation, transportation and
packing, insurance, returns, period of loan, costs and cancellations, and use of the objects.


      When making decisions on loan requests from other institutions, the Curator and/or authorized
EMSM official designated by the EMSM Director must take into account the condition and
conservation needs of the objects requested, as well as the short-term exhibit and research plans of
the Museum. Type specimens will not be loaned unless imperative for conservation or research.
Researchers will be encouraged to travel to the EMSM to examine type specimens. Issues to be
considered when making or receiving loans are as follows:


      · The condition of the object(s) and the ability to withstand the stress of transportation,
         handling, or changed environmental conditions.


      · All incoming and outgoing loans will be for specified periods of time and will be
         documented and monitored according to established museum practice and procedures.


      · All loans must be contracted through written loan agreements between the Museum and its
         borrowers or lenders prior to receipt or shipment.


      · If appropriate, written condition reports will be made for all loans entering or leaving the
         EMSM.


      · The loan agreement between the EMSM and the lender will stipulate whether or not an
         incoming loan is insured by the EMSM. This may depend upon the loan policy of the
         lending institution. If a lender wishes to carry his/her own insurance, they must provide the
         Museum with a Certificate of Insurance prior to the date of the loan.
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      · If an outgoing loan is to be insured by the borrower, a Certificate of Insurance must be
         provided before the shipment or pick-up date.


      · Borrowing institutions may be asked to provide the EMSM with a standard facilities report
         if one is not already on file. Borrowing institutions must meet certain standards established
         by the EMSM.


      · Stated values, if called for in loan documents, must be in line with fair market value.


      · Materials borrowed or loaned by the EMSM cannot be transferred to a third party without
         written consent by the original lender.


      · Additions or deletions to agreements by either lender or borrower must be written and
         agreed to by both parties.




Incoming Loans


      The EMSM may request the loan of a specific object(s) from an individual or from another
institution for the purpose of completing a museum display, for transitional exhibitions, replication,
or for study and research. Such loans, either short or long term, must be for a predetermined length
of time, whereupon, at the expiration of this time period, the object(s) will be returned to the owner.
Prior to formal receipt of the object(s), the appropriate Loan Agreement form, specifying the use of
the object(s) and the time period of the loan, will be signed by the owner, the appropriate
Curator/Faculty member and the EMSM Director. Unless provisions as to responsibility are
mutually established in advance of the loan, the EMSM assumes no responsibility for the loss or
damage of object(s) loaned. The EMSM normally does not provide insurance on borrowed materials
unless noted in a signed loan agreement. Upon return of the object(s) to the owner, said owner must
sign the Loan Agreement form (or equivalent release statement), acknowledging the return of the
property and the termination of the loan. All records will be kept in the EMSM Director's office.
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      It is the policy of the EMSM not to accept unsolicited loans. Any object(s) brought to the
Museum and left by the owner for purposes of identification, study, or as a possible gift or loan
should be recorded on a Receipt form (described above). Failure to remove the object(s) may
eventually result in its (their) disposal or treatment as abandonment (subject to accessioning into the
collection).




Outgoing Loans


      The following criteria apply to all loans made by the EMSM to other institutions:


      · All borrowers must be approved; loans shall only be made to qualified museums,
         educational or research institutions, and appropriate individuals whose missions are in the
         public interest and whose objectives are in concert with those of the EMSM.


      · All objects must remain in the condition in which they are received. They shall not be
         cleaned, repaired, retouched, treated, unfitted, remounted, reset, dissected, marked, copied
         (e.g., cast or replicated), or submitted to any examination or application which would tend
         to alter their condition except when specifically authorized by the EMSM Curator handling
         the loan. Tags or other identification should NOT be removed without specific approval by
         the EMSM Director.


      · When permission is given to copy (e.g., cast or replicate) museum specimens, the number
         of duplicates may be specified and the Museum may request the return of the original
         mold(s).


      · Any damages, whether in transit or on the borrower's premises shall be reported to the
         EMSM Director immediately. No action is to be undertaken to correct the damage without
         the EMSM Director's approval.
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· The borrower may photograph art object(s) for educational, catalog, record or publicity
  purposes. Reproduction for sale is expressly forbidden except in the case of an exhibit
  catalog. The EMSM Director must approve in writing all matters relating to commercial
  reproduction.


· The borrower will undertake to provide protection from the hazards of fire, exposure to
  extreme or deteriorating light, extremes of temperature and relative humidity, insects, dirt,
  vandalism, theft, and mishandling or handling by unauthorized or inexperienced persons or
  by the public.


· The borrower (except when exempted in writing) will insure the object(s) at the value
  stated by the EMSM from the time the object(s) leaves the physical possession of the
  EMSM until it is returned. This shall be an all-risk policy subject only to the standard
  exclusions. The borrower shall furnish a Certificate of Insurance no later than the
  scheduled delivery or pick-up date.


· The cost of insurance, special communications, security provisions, special packing, or any
  other incidental costs created in the loan will be paid by the borrower, unless waived by the
  EMSM Director.


· When returning borrowed materials, they shall be packed in exactly the same manner as
  received and, in the case of art objects, with the same cases, packages, pads, wrappings, and
  other furnishings. Any changes must be specifically authorized in advance. Borrowers will
  be billed for the cost of packing materials if objects are returned in other than the original
  container.


· Upon return, the objects are to be transported in the same manner as received and all costs
  for transportation connected with the loan will be paid by the borrower except in the case
  where other arrangements are made. Any change in mode of transportation must be cleared
  by the EMSM Director before release to the carrier.
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· All objects will be loaned for a specific time and, if requested, must be returned before that
  time limit expires. The borrower will receive a 30-day written notice and the EMSM will
  try to provide assistance in securing a substitute object. To renew the loan, the borrower
  must request an extension in writing.


· When on display, all objects borrowed must be credited to the EMSM including any special
  wording as directed. Reproductions for publicity must also be credited.


· All loans must be approved by the EMSM Director and the borrowing institution.


· A signed copy of the Loan Agreement form must be in the possession of the Museum
  before any physical transfer of object(s) is complete.


· Objects or specimens are not to be used as "hands-on" teaching aids unless specifically
  approved on the loan form.


· Loans shall be reviewed annually and, upon approval of the EMSM Director, may be
  renewed for periods of up to another 12 months.




                             EXHIBITION OF SPECIMENS




         Specimens are to be used for exhibitions in the EMS Museum and throughout the
  College. All specimens on exhibit should have a completed loan form on file in the EMSM
  Director's office. Appropriate environments and treatment must be ensured for all
  specimens on exhibition. If specimens are removed from exhibition temporarily for
  research, treatment or any other reason, a notice must be placed in the exhibition and the
  disposition of the object must be recorded on the loan form.
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                                 SPECIAL USES OF COLLECTIONS


Promotional Purposes


      EMSM collection objects may be used for promotion of the EMSM, College or University.
However, this use must be approved in advance in writing by the EMSM Director.




Decorative Use of Collections


      Certain collection objects may be available for the decoration of EMSM or University Offices
or public space with the written approval of the EMSM Director. All of these objects must be
catalogued and bear a catalogue number identifying them as property of the EMS Museum.
Appropriate environments and care must be applied in displaying these objects and all loan
procedures must be followed for each object. Objects may be recalled at any time by the EMSM
Director.




                                           APPRAISALS


      No Curator/Faculty member or EMSM staff shall make or participate in an appraisal or
estimation of the value of an item, either as a service to an individual or as a precondition for a
potential donation of an item to the EMSM. EMSM staff may prepare or obtain appraisals for
internal use (e.g., insurance, valuations for loans).


      Appraisals as an outside activity of an individual staff member can present serious problems
for the Museum. It is considered unprofessional and regarded as a potential conflict of interest for
any EMSM staff to engage in appraisals as a business outside of official working hours. The related
areas of identification, authentication, and description, when pursued as an outside activity, should
not be practiced without the prior written approval of the EMSM Director.
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      It is also considered improper and unacceptable for EMSM staff to refer appraisal requests to a
specific firm or individual. General assistance to a potential donor, such as a referral to appraiser
trade associations or societies, the names of two or three individual appraisers and sources such as
the "Yellow Pages" may be given if needed for a valid reason, such as tax deductions, estate
settlements, insurance, etc. This type of referral gives the donor direction and a choice of action.


      All requests from donors or potential donors concerning appraisals shall be handled in a
manner that makes the donor aware that the EMSM is interested and concerned but is unable to
make an appraisal or recommend a specific appraiser. The EMSM's position and the problems that
are created by the practice of appraisal or the recommendation of appraisers should be carefully
explained in response to such inquiries, e.g., conflict of interest, IRS Codes, etc.


      All potential donors shall be informed before the Deed of Gift form is completed that
appraisals, if needed, must be obtained by the donor and that the donor is responsible for any fees.
Access to collections may be granted to an appraiser that has been contracted to provide an appraisal
service for a donor.




                                       IDENTIFICATIONS


         Objects may be brought to the EMSM for identification. If objects are left at the EMSM for
identification they must be recorded on a Receipt form, stating the owner's name, address, and his
reason for leaving the object(s). Failure to remove the object(s) within a reasonable amount of time
may eventually result in its (their) disposal or treatment as abandonment (subject to accessioning
into the collection).   Identification or authentication services are not provided for any
commercial purpose.