Beloit College
Logan Museum of Anthropology
700 College Street
Beloit, WI 53511
COLLECTIONS MANAGEMENT POLICY
I.
Introduction
A.
Purpose
B.
Historical Background
C.
Mission Statement
D.
Governance
II.
Organization
A.
Statement of Permanence
B.
Museum Staff
III.
Standards of Conduct and Ethics
A.
Personal Collecting
B.
Appraisals
C.
Authentications
IV.
Scope of Collections
A.
Types of Collections
1. Permanent Collection
2. Education Collection
3. Documentary Collection
4. Ethnobotany Collection
B.
Collections Plan
V.
Accessions
A.
Acquisitions
B.
Accession Criteria
C.
Collections Committee
VI.
Deaccessions
A.
Deaccession Criteria
B.
Deaccession by Repatriation
C.
Disposition
D.
Use of Proceeds
VII.
Utilization of Collections
A.
Access to Collections
B.
Rights and Reproduction
C.
Analytical Sampling
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VIII. Temporary Registration
A.
Objects Found in the Museum
B.
Temporary Custody
C.
Acquistions Pending Accession
IX.
Care of Collections
A.
Preventive Care
1. Environment
2. Storage Facilities and Materials
3. Inventory
4. Integrated Pest Management
5. Emergency Preparedness
B.
Conservation
C.
Security
X.
Loans
A.
Out Going Loan Conditions
B.
In Coming Loan Conditions
XI.
Insurance
XII.
Authorization
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COLLECTIONS MANAGEMENT POLICY
I.
Introduction
A.
Purpose
The purpose of this Collections Management Policy is to provide general guidelines and
standards of best practice about the management of the Logan Museum of Anthropology
(LMA) collections and to delegate authority for implementation. The Beloit College
community, donors, and off campus users of the collection are the intended audience.
B.
Historical Background
The LMA was founded by Frank Granger Logan who was appointed to the Beloit
College Board of Trustees in 1893. In 1892 Logan purchased an important collection of
archaeological and ethnographic material from Horatio Nelson Rust and employed Rust
to exhibit the collection at the 1893 World Columbian Exposition in Chicago. Beloit
College formally accepted the Rust-Logan Collection and founded the Logan Museum of
Anthropology at the semi-annual meeting of the Board of Trustees on January 15, 1894.
Since then the LMA collection has grown to encompass approximately 175,000 items
and the Logan Museum continues to selectively acquire anthropological materials.
C.
Mission Statement
Collections are an essential resource of the LMA. Proper management of this resource is
a primary means by which the Museum implements its mission. The LMA’s current
mission statement was approved by the Beloit College Board of Trustees on February 8,
2003:
The Logan Museum of Anthropology is a teaching museum of Beloit
College. Our mission is to foster learning -- of the world's cultures, past
and present; of anthropology; and of museology. We do this by building,
preserving, exhibiting, and interpreting anthropological collections, by
making anthropological objects accessible for teaching, research, and
public education, and by promoting experiential learning. The museum
staff works closely and collaboratively with the College's faculty and
students. Our audiences are the Beloit College community, the Beloit
regional community, scholars, students, and the general public. Our
essential resources are our collections, exhibits, professional staff, campus
colleagues, and students.
D.
Governance
The Logan Museum of Anthropology is a unit of Beloit College, a private, not-for-profit
liberal arts academic institution.
The Logan Museum of Anthropology is governed by the Beloit College Board of
Trustees. General oversight of the Museum is governed by the Director of the Logan
Museum of Anthropology. The Director reports to the Dean of Academic Affairs. The
Dean of Academic Affairs reports to the President of Beloit College. The President
reports to the Board of Trustees.
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Logan Museum collections policies are first approved by the Logan Museum Collections
Committee. Policy is then submitted for approval by the Museum Policy Board, which
consists of Museum staff and College faculty appointed by the Dean of Academic
Affairs. Final approval of collection policies is granted by the Board of Trustees.
II.
Organization
A.
Statement of Permanence
The LMA is an integral, permanent component of Beloit College1. Because collections
are an essential resource of the LMA they will be held in furtherance of public service
rather than financial gain. As such, the LMA will not capitalize its collections.
B.
Museum Staff
LMA curatorial staff shares responsibility for the management of the permanent and
special collections. The Curator of Collections is directly responsible for the preservation,
acquisition, accession and registration, deaccession, loan of, and access to the Logan
Museum of Anthropology’s permanent, museum studies, ethnobotanical, and
photographic collections. The Curator of Education is directly responsible for the
management of the education collection. The Curator of Exhibits in consultation with the
Curator of Collections is responsible for the preservation of collection items while on
exhibit in the Museum. Curatorial staff report to the Director of the LMA.
III.
Standards of Conduct and Ethics
The LMA is committed to upholding the highest standards of professional conduct in all
matters regarding collections management. The standards of conduct and ethics upheld
by the LMA are based on codes of professional ethics2. Collection staff shall uphold and
carry out a duty of care to perform their duties in good faith and due diligence, a duty of
loyalty to prioritize the interests of the LMA before personal interests, and a duty of
obedience to adhere to the mission of the LMA as resources permit.
A.
Personal Collecting
Collecting is defined as acquiring significant numbers of materials. The LMA subscribes
to the recommendation that staff refrain from personal collecting in their museum area.
Collecting or dealing (buying and selling on a commercial basis) must not compete with
the LMA in areas in which the Museum is actively collecting.
B.
Appraisals
An appraisal is a professional opinion on the fair market value of an item. LMA staff will
not appraise private collections or material for donation to the Museum. An individual
requesting an appraisal may be directed to qualified appraisers or to publications which
may be of assistance in establishing value. The Museum may supply a list of regional
1
Resolution on Logan Museum, approved by Beloit College Board of Trustees on October 2, 2004.
Code of Ethics for Museums, American Association of Museums (revised 1999), Code of Professional
Ethics, International Council of Museums (amended 2000), and the Code of Ethics for Registrars,
American Association of Museums (1984).
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appraisers and professional appraisal organizations upon request. This list shall be
reviewed and updated periodically and shall include an endorsement disclaimer.
C.
Authentications
An authentication is an authorization of an object’s consistency with known facts about
origin, age, formal characteristics, and material composition. Museum staff who provide
authentications may expose the LMA to a variety of legal claims. LMA staff may assist
others in the identification, authentication, assessment of aesthetic quality, and condition
of objects, but information should be provided on an oral basis. On occasion the need for
written assessment may be warranted and will be determined by the Director. All
assistance shall be provided free of monetary or other compensation.
IV.
Scope of Collections
The LMA collections are worldwide in scope with special strengths in the areas of the
Great Lakes, Plains, Southwest, Mesoamerica, South America, Oceania, and the
European and North African Stone Age. The Museum curates archaeological,
ethnological, photographic, and archival collections.
A.
Types of Collections
The LMA maintains a permanent collection and three special collections: education,
documentary, and ethnobotany.
1. Permanent Collection
Permanent collection objects and associated records have been acquired and
accessioned by the LMA Collections Committee into the permanent collection.
The permanent collection is the core research and academic teaching collection of
the Museum and is considered a unique and irreplaceable resource. Objects in the
permanent collection are subject to the highest standards of registration, care, and
fiduciary responsibility. No object can be deaccessioned from the permanent
collection without approval from the Collections Committee. The permanent
collection is managed by the Curator of Collections.
2. Education Collection
The education collection comprises: objects acquired by the Museum but deemed
unacceptable for accession into the permanent collection; objects deaccessioned
from the permanent collection of the LMA or Wright Museum of Art due to
condition; lack of adequate provenience, or redundancy; and objects or materials
purchased specifically for hands-on use. The education collection is used for
hands-on educational instruction and programming on and off the Beloit College
campus. Objects in the education collection are catalogued, inventoried, and
stored in archival enclosures, but are subject to a lower standard of care. These
objects may be handled by non-museum professionals and children. Items may be
deaccessioned from the education collection without Collections Committee
approval. This collection is managed by the Curator of Education and Curator of
Collections. In the absence of a Curator of Education, the collection is managed
by the Curator of Collections.
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3. Documentary Collection
The Museum maintains documentary (archival and photographic) records on the
permanent collection that constitute an invaluable and irreplaceable resource. This
material includes, but is not limited to, correspondence, field records, descriptions
of objects, accession records, exhibition records, deaccession files, grant
proposals, personnel records, purchase receipts, and images and recordings related
to the permanent collection and to archaeological sites and field schools, museum
publications, museum history, and exhibits. Documentary collection items are
catalogued as necessary to enhance points of physical and intellectual
accessibility. The documentary collection is subject to the highest standards of
care. Hazardous media and poorly preserved materials may be reproduced for
preservation purposes and disposed without Collections Committee approval.
This collection is managed by the Curator of Collections.
4. Ethnobotany Collection
The ethnobotany collection was established by the Director of the LMA in 2004
for comparative research purposes. The collection contains seeds and other plant
parts of recent origin for comparative and identification-aid purposes. Because
this collection exists for research purposes, samples may be used in destructive
testing. Destructive testing of objects in this collection does not require
Collections Committee approval. Samples in this collection are catalogued and
inventoried. This collection is managed by the Curator of Collections and Director
of the LMA.
B.
Collections Plan
The LMA will produce, in conjunction with Beloit College faculty and the Museum
Policy Board, a collections plan to guide the development of the Museum’s collections.
The plan will provide an intellectual framework that will guide the future growth and
refinement of the LMA’s collection.
V.
Accessions
Accession is the act of making an object or collection of objects part of the permanent
collection. Accession also refers to a collection of objects entered into the permanent
collection at the same time. Objects or collections must first be acquired before they can
be accessioned. The LMA will acquire only objects or collections it intends to
incorporate into the permanent or special collections.
A.
Acquisitions
Acquisition is the formal transfer of title by means of deed of gift, purchase, bequest,
exchange, or field expedition. The LMA subscribes to a policy of selective acquisition.
The Museum acquires documented archaeological and ethnographic material that meets
the accession criteria listed in this policy. Authority to acquire material for the LMA
resides with the Director of the Museum, or, after delegation by the Director, the Curator
of Collections. See Registration Procedures in the LMA Collections Management
Procedures Manual for procedural information.
The LMA will not knowingly acquire, by gift, bequest, exchange, or purchase, any
materials known or suspected to have been exported from their countries of origin since
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1970 in contradiction to the International Convention adopted that year or materials
acquired within the United States that violate state or federal laws pertaining to flora and
fauna, the protection of archaeological and historic sites, or cultural property.
Title to all material acquired by the LMA must be free and clear. As a general rule, the
LMA does not accept restricted material if such restrictions would inhibit or prevent
effective research, loan, exhibition, long-term storage, or disposal in accordance with this
policy.
B.
Accession Criteria
The LMA Collections Committee recommends the accessions of objects into the
Museum’s permanent collection based on accession criteria. This accession criteria list is
ranked in order of importance, 1 being the most important and 9 being the least:
1. The object or collection comes with clear title and is legal and ethical to acquire.
2. The object or collection fits the Museum’s present mission and scope of
collections.
3. In the opinion of LMA staff or research consultant, the object or collection is
unique and significant.
4. In the opinion of LMA staff or research consultant, the object or collection is
regarded as authentic and has a well documented history and provenience.
5. Resources are available to register, store, and preserve the object or collection.
6. Condition is stable enough to be suitable for research, exhibition, and handling.
7. The object or collection comes is free of encumbrances or restrictions.
8. The object or collection does not duplicate existing objects or collections.
9. The object or collection is not better suited to another institution.
C.
Collections Committee
The Director of LMA, in consultation with the Curator of Collections, appoints a LMA
Collections Committee. The Committee consists of: Director of the Museum, Curator of
Collections, staff member from the Wright Museum of Art, faculty member of the
Department of Anthropology, one or more members of the college faculty, staff, or
trustees, and a Beloit College student representative.
The Collections Committee recommends accessions to or deaccessions from the LMA
permanent collection, according to the policies established herein. The Director of the
Logan Museum serves as chair. The Committee meets once per academic term, twice per
calendar year. The Curator of Collections schedules meetings, formulates and circulates
agendas, and compiles Accession Proposals at least two weeks prior to meetings.
Accession and deaccession decisions are by majority vote and are implemented upon
endorsement by means of the Director’s signature. A quorum consists of five members.
The committee may consider the opinion of outside experts, either in writing or in person,
but only members of the committee shall have a vote on any matter. Accession decisions
are recorded and accession numbers are assigned on an Accession Action Form signed by
the Chair of the Collections Committee.
VI.
Deaccessions
Deaccessioning refers to the permanent removal of an object accessioned into the LMA’s
permanent or special collections.
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Only objects accessioned and with clear title held by the LMA can be deaccessioned.
Unless a donor has specified in writing that he or she be notified of the Museum’s intent
to deaccession a donated object, the LMA is not obligated to contact the donor.
Collection objects may be deaccessioned from the LMA permanent collection unless
there are specific restrictions to the contrary. See Deaccession Procedures in the LMA
Collections Management Procedures Manual for procedural information. LMA
Deaccession Policy seeks to:
1. balance fiduciary obligations with respect to preservation of LMA collections and
appropriate use of staff time,
2. allow selective refinement of collections as acquisition priorities change,
3. allow periodic review and alteration of LMA collections management policy, and
4. balance donor relationships with collections management needs.
A.
Deaccession Criteria
No object in the LMA’s permanent or special collections shall be deaccessioned unless it
meets at least one of the following criteria. Deaccession criteria are ranked in order of
importance, 1 being the most important and 6 being the least:
1. Condition renders the object valueless for purposes of research, teaching, and
exhibition or presents hazardous conditions that may threaten the stability of other
collections, LMA staff and visitors, or others who may come in contact with the
object.
2. In the opinion of LMA staff or a research consultant, the object or collection lacks
authenticity or proper documentation, rendering it valueless for purposes of
research, teaching, and exhibition.
3. In the opinion of the LMA staff or a research consultant, the object or collection is
a duplicate or of inferior quality to another identical or similar objects or
collections in the LMA’s permanent collection.
4. The object or collection cannot be adequately stored or cared for.
5. The retention of the object or collection would be inconsistent with the LMA’s
current mission and scope of collections.
6. The possibility exists for the object or collection to be exchanged for another that
would be substantially more useful and consistent with the LMA’s mission and
scope of collections.
B.
Deaccession by Repatriation
Notwithstanding the above criteria, an object also may be deaccessioned from the LMA
via repatriation if it is of Native American origin and is claimed by an authorized Native
American group under Federal Law 101-601 (Native American Graves Protection and
Repatriation Act, 25 USC section 3001 et. seq. [NAGPRA]) or any other relevant laws.
The LMA Policy on Repatriation and Management of Culturally Sensitive Materials
established policy regarding LMA review and response to repatriation requests. Once a
repatriation request has been formally approved by the LMA Collections Committee and
the President of Beloit College, and the tribe or requesting party has been notified, the
Logan Museum will initiate formal deaccession procedures prior to the transfer and
removal of the objects.
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C.
Disposition
After the deaccessioning of an object or group of objects has been approved by the LMA
Collections Committee, the Curator of Collections will begin the process of disposition—
the physical removal of objects from the collection. Deaccessioned objects will be
disposed of in a manner considered to be in the best interests of the LMA, the audiences
it serves, and the duty of trust it represents in owning its collections. Objects
deaccessioned will be disposed of by one of the following methods. The disposal
methods are ranked in order of priority, 1 being the most desired and 3 being the least:
1. Transfer deaccessioned objects to another LMA section (e.g., Education) or Beloit
College department (e.g., Wright Museum of Art).
2. Donate, exchange, or transfer deaccessioned objects to another museum or
educational institution.
3. Sell deaccessioned objects to another institution or at auction. In the event of such
sale, to avoid the appearance of conflict of interest LMA employees and members
of the Collections Committee shall not be eligible to bid on offered objects.
D.
Use of Proceeds
Deaccessioning and disposal by sale shall not serve to provide operating funds for Beloit
College or the LMA. Proceeds shall be used only to purchase new acquisitions and to
support the care and maintenance of LMA collections. The cost of selling an object may
be recovered from the proceeds of the sale.
VII. Utilization of Collections
The LMA’s permanent collection and special collections may be utilized for research,
exhibition, and education purposes. Use must not compromise the physical or chemical
integrity of collections and will follow handling guidelines articulated in the LMA
Collections Management Procedures Manual. Use of collections by Beloit College
faculty and staff will take priority over off-campus requests for loan, publication,
exhibition, or research purposes. The Curator of Collections is responsible for facilitating
and documenting access to and utilization of the Museum’s collections and records.
A.
Access to Collections
Access to collections and records is by appointment only, provided access requirements
are met and restrictions honored. Objects on exhibit are available for viewing during
regular museum hours (Tuesday-Sunday, 11:00-4:00) and may be removed from exhibit
under special circumstances. Access to collections not on exhibit is based on reasonable
requests that state the specific material and reason for access. Availability of collections
and associated documentation is subject to the condition of the material, applicable state
and federal laws (including copyright), and cultural restrictions as specified in the LMA
Policy on Repatriation and Management of Culturally Sensitive Materials. See Access
Guidelines in the LMA Collections Management Procedures Manual for access
requirements and procedural information. Requests for access are facilitated by the
Curator of Collections.
B.
Rights and Reproduction
The LMA offers the public the opportunity to purchase reproductions of images and to
order original photography of collection objects or photographs from its collections for
which the Museum holds copyright. Use must maintain or enhance the LMA’s reputation
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for quality and be non-exploitative and culturally sensitive. Availability of images and
the option of original photography is subject to the condition of the material, applicable
state and federal laws (including copyright), and cultural restrictions as specified in the
LMA Policy on Repatriation and Management of Culturally Sensitive Materials and
LMA Policy on Image Use and Reproduction. Requests for access are facilitated by the
Curator of Collections.
Images (whether taken by LMA staff, an outside researcher, or a professional
photographer) may not be reproduced without specific written permission from the Logan
Museum. An application form must be completed and approved prior to use of any LMA
image by non-LMA or non-Beloit College persons. See the LMA Policy on Image Use
and Reproduction and Rights and Reproduction Procedures in the LMA Collections
Management Procedures Manual for more information about procedures and fees. Rights
and reproduction are managed by the Curator of Collections.
C.
Analytical Sampling
To fully utilize the research potential of the LMA’s collection and to fulfill the Museum’s
teaching mission, it may be appropriate to subject samples of original material to
scientific analysis. Because sampling is generally destructive and may permanently alter
the integrity of the sample, it is strictly regulated. Sampling requests must be made in
writing and are reviewed and approved or denied by the Director of the LMA. Records
will document all sampling procedures, location taken, and information obtained.
Requests for sampling must fulfill the following criteria:
1. There is a justifiable need to remove a sample for analysis and the needed
information cannot be obtained through non-destructive means.
2. The technique of sampling, the amount of material to be removed, and location
sampled on the specimen must produce as little damage as possible.
3. The information obtained from the analysis should be disseminated in ways that
benefit the research community at large.
VIII. Temporary Registration
The LMA uses a temporary registration system to record unregistered objects found in
LMA, objects left in the temporary care and custody of the Museum for the purposes of
identification or consideration for acquisition from a depositor, and objects acquired by
the Museum but not yet accessioned into the permanent or special collections. The
Curator of Collections assigns unique temporary registration numbers by means of a
Temporary Registration Form.
A.
Objects Found in the Museum
This policy covers unregistered and unidentified objects found in the LMA. These objects
may be uncatalogued collection items, property of former staff, exhibit props, or
educational objects. The LMA will practice due diligence in determining the source and
accession status of objects found in the collections. Objects found in the collection will
be assigned a temporary registration number by the Curator of Collections. This number
will be used until the proper permanent or special collection number can be determined
and the final disposition resolved.
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B.
Temporary Custody
Objects or collections left in the temporary custody of the LMA for identification or
consideration for accession are not covered under the Museum’s insurance policy except
in occurrence of reckless or willful misconduct. The maintenance of all insurance with
respect to objects left in the temporary care and custody of the Museum is the
responsibility of the depositor.
The temporary custody agreement will terminate one hundred and eighty (180) days after
the date the depositor signs the Temporary Registration Form. Effective that date, the
Logan Museum shall obtain all rights of ownership and the property shall be considered
abandoned. This provision for change of ownership right is in addition to Wisconsin Act
18 (Subchapter 171.32), whereby the LMA may claim legal ownership of abandoned
property in certain circumstances. See Temporary Registration Procedures in the LMA
Collections Management Procedures Manual for specific conditions and procedures.
C.
Acquisitions Pending Accession
Because objects or collections pending accession may be accessioned into different types
of collections the LMA will use temporary registration numbers to track movement through
the accession and registration process. Assignment of a temporary registration number does
not indicate or imply accessioning into the LMA’s permanent or special collections.
Accession action shall be conditioned upon recommendation by the LMA Collections
Committee and approval by the LMA Director.
IX.
Care of Collections
Long term preservation of the permanent collection is central to the mission of the LMA.
The Curator of Collections is directly responsible for the care of the Museum’s
permanent and special collections, but all staff recognize that collections care is a shared
responsibility. High standards of collections care depend upon a well-trained professional
staff who regularly improve their knowledge of collections care and upon the financial
commitment of LMA resources to implement collections care policy. Collection-specific
restricted accounts and a collections management account support the preservation and
conservation of LMA collections.
A.
Preventive Care
The LMA subscribes to a policy of preventive care. Preventive care is a facet of
conservation that functions to mitigate deterioration and damage of cultural property
through the formulation and implementation of holistic policies and procedures. The
LMA implements preventive care by providing and maintaining proper storage and
exhibit environments and collections storage facilities and materials, by inventorying and
surveying the condition of collections, and by implementing integrated pest management
and emergency preparedness plans. Handling and exhibit conservation are covered in the
LMA Collections Management Procedures Manual and Exhibits Policy.
1. Environment
The LMA maintains a controlled relative humidity and temperature in all storage
and exhibit spaces through a zoned heating, ventilation, and air conditioning
system (HVAC). The HVAC system is monitored regularly by Museum staff and
Beloit College Physical Plant staff and serviced by Physical Plant staff. The
Curator of Collections maintains environmental records.
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2. Storage Facilities and Materials
The LMA maintains permanent facilities for the long term storage of collections.
Museum quality storage hardware and materials for housing are essential for the
long term preservation of collection items. The LMA strives to replace nonmuseum quality furniture and endeavors to utilize inert, archival materials in all
aspects of collections management.
3. Inventory
Because intellectual control and accountability are important parts of collections
care, inventory is a primary responsibility of the Curator of Collections. Wall-towall inventories shall be conducted every ten years and section-by-section and
spot inventories shall be carried out every three to five years.
4. Integrated Pest Management
Because anthropological collections contain diverse organic materials, pest
management is an integral part of collections care. Integrated pest management is
a method of pest control that does not rely on the use of pesticides, but rather
works to reduce pest access and remove the factors that pests require for survival.
All museum storage areas shall be monitored for pest activity, surveys of high risk
collections shall be conducted on a yearly basis, and incoming collections shall be
quarantined and frozen to detect and mitigate infestation. The Curator of
Collections records all pest management activity.
5. Emergency Preparedness
An emergency preparedness plan prepares for and mitigates damage from
catastrophic events that endanger people and collections. The LMA is a
component of the Beloit College Emergency Preparedness Plan. The LMA
maintains an emergency preparedness kit in collections storage in the event of an
electrical failure, flood, or HVAC system malfunction.
B.
Conservation
Conservation is the profession devoted to the preservation of cultural property and the
technology of preservation. Collection items may be treated by professional conservators
if damage threatens the physical and chemical integrity of the item. Conservation
treatment and restoration shall not be undertaken by Logan Museum staff in the absence
of proper knowledge and skills. Museum staff and professional conservators may conduct
collection surveys to prioritize objects for conservation treatment by conservation
professionals.
C.
Security
Collections security is of paramount importance to the LMA. LMA staff and Beloit
College security staff secure collections through restricted key access, physical
monitoring of storage areas, use of an intrusion alarm system, and proper supervision of
collections access and use. Key access to storage areas is restricted to Museum staff and
Anthropology Department faculty. Students, volunteers, and interns are not provided key
access to collection areas. The LMA security system is checked twice per year by the
Beloit College Security Department, Operation Manager. See the LMA Collections
Management Procedures Manual for detailed security procedures and training for
museum staff, students, volunteers, and interns.
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X.
Loans
The LMA facilitates loans to and from the Museum for scholarly research, educational or
community outreach, and exhibition. Loans serve to broaden public access to the
collections and to encourage research on the collections. Loans are generally made only
to recognized museums or educational, cultural, or scientific institutions. They are not
made for commercial or for-profit purposes.
Requests for loans must be received in writing at least three months prior to the intended
arrival at the loan venue and should be received from an individual authorized to request
loans on behalf of their institution. Formal loan requests must include the intended
purpose, location, and proposed dates. If the loan is for exhibition purposes, an exhibit
prospectus, standard facility report, and certificate of insurance for all venues are
required.
All loan requests must be approved by the Director, or the Curator of Collections.
Materials requested for loan must be suitable to the reason for the loan and able to
withstand packing, shipping, handling, and purposes for which the loan is made.
Availability of objects for loan is subject to the condition of the object, copyright laws,
and cultural restrictions. Special permits may be required and are the responsibility of the
borrowing institution.
A.
Outgoing Loan Conditions
1. A LMA Loan Agreement will be used to document loan transactions.
2. All transportation charges and fees for loan items will be paid for by the
Borrower unless otherwise agreed upon. Objects will be returned to the LMA
using the same packing materials provided and using, where practicable, the
same mode of transportation.
3. Borrower may be requested to pay for recoverable costs, which may include
insurance appraisals, conservation, couriering, exhibit preparation,
administrative time, and packing/crating supplies.
4. Borrower will provide loan items with protection from temperature and
humidity extremes, excessive lighting, and handling by unauthorized persons.
5. Borrower will insure all loaned objects at the value stated by Beloit College,
wall to wall, subject only to the standard exclusions, against all risk of
physical loss and/or damage from any external cause whatsoever, whether in
transit or upon Borrower’s premises.
6. Damage to loaned items, whether in transit or upon Borrower’s premises, will
be reported to the LMA’s Curator of Collections within 24 hours of the
occurrence.
7. No repairs, restoration, cleaning or alterations will be performed by Borrower
without express written consent from the LMA.
8. Borrower is permitted to photograph and otherwise reproduce graphically,
loaned objects for publicity, record-keeping, education and other noncommercial purposes subject to copyright law. All publicity and publications
must credit Beloit College, LMA. The Borrower will provide the LMA with a
complimentary copy of all publicity announcements and catalogues featuring
works from the collections.
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9. Loaned objects will remain in the Borrower’s possession until returned to the
LMA. Return to another party other than the LMA must be approved in
writing.
10. In the case of international loans, LMA will provide proper U.S. customs
export documentation. However, the Borrower will be responsible for all
customs-related fees, such as licensing, processing, brokerage, etc.
B.
Incoming Loan Conditions
1. The LMA may use the lending institution’s loan form if appropriate.
2. The LMA will endeavor to adhere to the conditions outlined in Outgoing Loan
Conditions when acting as the borrower.
XI.
Insurance
Insurance coverage for the LMA is provided through Beloit College and managed by the
Office of Risk Management, Director of Business Services. The comprehensive (except
flood and earthquake) inland marine insurance policy covers the LMA and Wright
Museum of Art to an agreed upon total value of 6.5 million dollars. Collection items are
covered by an agreed upon amount coverage policy, which refers to the fair market value
of the item at the time of the occurrence. Previous appraisals and insurance values are
superseded by the current fair market value. The insurance provider requires an up-todate inventory of all collections.
XII. Authorizations
The Board of Trustees of Beloit College endorsed this Collections Management Policy on
April 23, 2005. It replaces and supersedes any and all previous statements of policy with
which it is inconsistent and will be updated and revised as necessary by the Curator of
Collections and submitted for endorsement.
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