It is the policy of the Spurlock Museum to loan objects from the Artifact, Documentary Multimedia, Teaching, and Library collections to help fulfill the Museum’s mission to use the collections for educational purposes and, at the same time, work to maintain and preserve the collections for future use as defined by the specific function and priorities of each collection.

Responsibilities for Handling Outgoing Loans

No objects are loaned out without the approval of the Collections Manager. However, ultimately it is the Director who is responsible for all outgoing loans. Any Museum staff initiating an outgoing loan must notify the Registrar or Assistant Registrar for Acquisitions as soon as possible. The Registrar is the primary Registration staff responsible for working with borrowers in negotiating outgoing loans, presenting outgoing loan issues to the Acquisition Committee, and for all outgoing loan-related decisions. The Assistant Registrar for Acquisitions assists the Registrar in negotiating outgoing loans as necessary and plays a key role in implementing outgoing loans. The Assistant Registrar for Collections may also assist in implementing outgoing loans if needed and is the primary Registration staff responsible for the cataloguing and physical processing of objects going out on loan.

Outgoing Loans Policy for Artifact Collection

The Outgoing Loans Policy for the Artifact Collection is designed to limit outgoing loans to those loans that have the most potential for advancing the Museum's educational purposes and, at the same time, provide maximum security and safety for the preservation of the objects. Thus, loans from the Artifact Collection are made only to other educational institutions or to qualified individuals for conservation or scientific testing purposes; see Scientific Testing Policy, Part B, #8. Furthermore, such loan requests will be evaluated carefully in light of stringent criteria and in accordance with the procedure described in the following section.

Criteria for Outgoing Loans from the Artifact Collection

The Museum will approve or deny requests for outgoing loans from the Artifact Collection based on careful review of the following criteria:

List of Criteria for Outgoing Loans

1. Value of the potential educational impact to be gained by the proposed loan;
2. Need for requested objects in current or pending in-house exhibits, programs, or research;
3. Physical condition of the objects and the associated potential risks involved in transporting the objects and otherwise implementing the loan;
4. Uniqueness and rarity of intellectual and aesthetic value of the objects requested;
5. Potential issues of cultural sensitivity inherent in the use of the objects by the borrowing institution;
6. The borrowing institution's effectiveness in fulfilling its mission and purpose as an educational institution;
7. The borrowing institution's demonstrated ability and commitment to provide care and security as appropriate for the loaned objects (accreditation status of the borrowing institution and a completed American Association of Museums Facility Report are among the tools used to evaluate the borrowing institution); and
8. Appropriate provisions for shipping and transport of the loaned objects
9. Appropriate provisions for the care, handling and mounting procedures of objects
10. Appropriate provisions for insurance
11. Availability of financial resources, staff, time, and other resources to meet all anticipated costs of the outgoing loan
12. Potential copyright issues inherent in the objects to be loaned and in their use by the borrowing institution
13. Agreement on responsibilities for all associated costs and arrangements regarding the loan

Outgoing Loans Procedure for Artifact Collection

The Outgoing loans procedure has six primary steps. The Registrar is the primary, and the Assistant Registrar for Acquisitions is the secondary, Museum contact for all matters related to the implementation of outgoing loans from the Artifact Collection.

Steps for Outgoing loan procedure for artifact collection

1. Initiating an Outgoing Loan from the Artifact Collection

For all outgoing loans the Registrar must be notified a minimum of three months in advance of the requested loan date. If the Museum staff does not have sufficient advance notice in order to prepare and process the loan as requested, the request will be denied. If the request or proposal is presented to the Director or to other staff members, a copy of the request or proposal is sent to the Registrar as soon as possible. The borrowing institution must provide a written request or proposal including the following information.

List of Information for a Written Request to Initiate an Outgoing Loan

1. Name and contact information of borrower
2. Purpose of outgoing loan, including compelling reasons why the objects are necessary for the purpose of the loan
3. Name and accession number of outgoing loan objects
4. Starting and ending date of the loan, i.e. the date the objects are to leave the Museum through the date they are to be physically returned. The length of loan is based on the purpose of the loan and should not exceed the time required to fulfill that purpose. Insurance coverage begins and ends on these dates
5. Name and description of exhibit if loan is for exhibition purposes
6. Anticipated exhibition dates if object is to be exhibited
7. Anticipated delivery, shipping, and transportation dates
8. Shipping and transportation arrangements, including who will be responsible for each aspect of packing, transporting, shipping and insuring, whether lender, borrower, commercial shipper, etc.
9. Amount and responsibility for payment of any loan fees, shipping, and insurance expenses
10. Completed American Association of Museums Facilities Report or comparable description of facilities
11. Written agreement regarding any and all relevant copyright issues
12. Written agreement regarding any special arrangements or other relevant special circumstances

The Registrar, or Assistant Registrar for Acquisitions under the direction of the Registrar, is responsible for corresponding with the borrowing institution and gathering any missing or other additional information needed by the Acquisitions Committee and Director to evaluate the request.The Registrar also will report to the Acquisition Committee and Director regarding the title and status of requested objects. Based on existing Museum records, the Registrar will verify that the Museum can warrantee title of the object; that the object is not subject to ownership claims by any other person, institution, or domestic or foreign governments; that the object is compliant with all local, state, and federal laws and regulations; and that the Museum has full authority to proceed with lending the object. The Registrar will report to the committee if the object does not meet these requirements or if any ownership-related issues are likely to arise. The Acquisition Committee will proceed with the loan only if the issue is resolved to the satisfaction of the Director, and, if deemed necessary by the Director, to the satisfaction of the Office of the University Counsel.

The Registrar will also determine whether loan fees are to be charged and include this information for consideration by the Acquisition Committee and Director. The Museum reserves the right to charge loan fees, although such fees will not be charged to other University of Illinois units or to institutions with which an agreement not to charge loan fees has previously been made. For all other borrowing institutions, the Registrar will consult with Museum staff and the Director to determine whether the Museum will charge loan fees and, if so, at what amount. The Director will give final approval for the loan fees. The Registrar is responsible for informing the borrowing institution of such fees.

The Registrar will request the Collections Manager to make recommendations regarding potential physical risk to the objects proposed for outgoing loan so that the Acquisition Committee and Director can evaluate the loan request. The Collections Manager is responsible for assessing any potential risks to the objects requested based on the condition of the objects and the facilities report provided by the borrower as well as information about handling, mounting, packing and display. The Collections Manager is responsible for evaluating the condition of outgoing objects, approving whether an object can go out on loan given its condition, providing requirements and recommendations regarding its care, handling and mounting, and advising on shipping arrangements. The Registrar will work with the Collections Manager to incorporate requirements and recommendations into the agreement and to correspond with the borrowing institution regarding any proposed substitution of objects if proposed by the Collections Manager.

2. Internal Approval for Outgoing Loan from Artifact Collection

This step includes finalizing arrangements and agreements between the Museum and the borrower and obtaining approval for the outgoing loan through the Acquisition Committee and the Director.

The Registrar, with the assistance of the Assistant Registrar for Acquisitions, is responsible for presenting all pertinent information to the Acquisition Committee. The Acquisition Committee is responsible for verifying that the outgoing loan meets the criteria for outgoing loans (see above). The Acquisition Committee review is handled in the same manner as for Acquisitions; see Acquisitions Policy, Part A, #3. The Director gives final approval before the outgoing loan can be implemented.

3. Written Agreement among Borrower, Museum and University

The Outgoing Loan Agreement Form serves as a formal written agreement between the borrower, the Museum, and the University.

After the outgoing loan is approved by the Acquisition Committee and the Director, the Registrar, or the Assistant Registrar for Acquisitions under the direction of the Registrar, prepares the Outgoing Loan Agreement Form and submits it for signature as dictated by the Office of the University Counsel and the University of Illinois' policies on contracts.

Outgoing Loan Agreement Forms are provided by the Museum or by the borrowing institution. The Registrar negotiates with the borrowing institution to determine who will provide the agreement form.

The Museum has two standard Outgoing Loan Agreement Forms pre-approved by the Office of the University Counsel. Approved Outgoing Loan Agreement Forms are printed from the Registration Database.

The Simple Outgoing Loan Agreement Form is used if there is no insurance coverage needed. Insurance is not required for loans between University units; see Insurance of Collections and Loans Policy, Part A, #10. The form must be completed by the Registrar, or the Assistant Registrar for Acquisitions under the direction of the Registrar, and must include all agreements between the two institutions regarding the loan. The Registrar or the Assistant Registrar for Acquisitions collects the signature of the borrower and the Director on two copies of the SimpleOutgoing Loan Agreement Form. One copy is forwarded to the borrower, and one copy is retained by the Museum in the Source/Donor Files.

The Complex Outgoing Loan Agreement Form is used if the objects borrowed are to be insured or if there are any other financial obligations involved in the contract. The form must be completed by the Registrar or the Assistant Registrar for Acquisitions under the direction of the Registrar and must include all agreements between the two institutions regarding the loan. The Registrar or the Assistant Registrar for Acquisitions collects the signature of the borrower and the Director on three copies of the Complex Outgoing Loan Agreement Form. The Registrar or the Assistant Registrar for Acquisitions completes a University of Illinois Contract Approval/Routing Form, with his/her own signature and the Director's signature. The Registrar, or the Assistant Registrar for Acquisitions, submits for signature all three copies of the Complex Outgoing Loan Agreement Form and the University of Illinois Contract Approval/Routing Form to the Office of University Counsel, the Comptroller or Designee, the Secretary of the Board of Trustees or Designee, and the Contracts Processing Office either by walking the documents to each office on the routing slip, or through campus mail.

If a borrowing institution prefers to use its own form, the Registrar, Director and a representative from Office of the University Counsel must review and approve such agreements prior to signing and the form will follow the same procedure as an agreement produced by the Museum. The Contracts Processing Office keeps one Complex Outgoing Loan Agreement Form with original signatures, one is sent to the borrower as soon as the Outgoing Loan Agreement is completed, and one is filed in the Source/Donor Files. If only one copy is returned to the Museum, the original is sent to the borrower, and the Museum keeps a photocopy of the original in the Source/Donor Files. An Outgoing Loan Agreement Form must be completed before objects are released for loan.

4. Insurance of Outgoing Loans from the Artifact Collection

The borrowing institution is usually responsible for acquiring insurance at the value requested by the Museum. Agreements regarding who pays for insurance coverage and the amount of insurance coverage per object is listed in the Complex Outgoing Loan Agreement Form. The Museum will request a certificate of insurance for all outgoing loans if insured other than through the Campus Office of Risk Management. Objects will not be released for loan until the certificate of insurance is received; also see Insurance of Collections and Loans Policy, Part A, #10.

5. Implementation of Outgoing Loans from the Artifact Collection

Prior to the implementation of any outgoing loan, each object is completely catalogued. Once notified by the Registrar or Assistant Registrar for Acquisitions that the object is to be loaned, the Assistant Registrar for Collections is responsible for ensuring that each outgoing loan object is well documented photographically, with clear images and alternate views that provide a complete visual representation of the object. The Assistant Registrar for Collections will also verify that the object is fully catalogued, including visual description and measurements, and that the accession number on the object is clear and readable.

The borrowing institution is required to notify the Registrar or Assistant Registrar for Acquisitions when the objects are received, report on the condition of the objects upon receipt and again prior to return of the objects, and to notify the Registrar or Assistant Registrar for Acquisitions immediately regarding any changes in condition of the objects as soon as identified. The Registrar or Assistant Registrar for Acquisitions notifies the Collections Manager and consults with the Collections Manager regarding appropriate response and actions to address any changes in condition.

The Registrar or Assistant Registrar for Acquisitions is responsible for ensuring that the agreed upon conditions are met, corresponding with the borrower regarding monitoring of the outgoing loan for its duration, facilitating shipping arrangements in conjunction with the Collection Management Section, and tracking departure and arrival of objects through receipt forms and shipping receipts.

The Collections Management Section is responsible for facilitating the packing and shipping of the objects to be borrowed, creating and supplying condition reports before the objects are packed and after they are returned, and facilitating shipping arrangements in conjunction with the Registrar or Assistant Registrar for Acquisitions; see Packing and Shipping Policy, Part B, #5.

The Assistant Registrar for Acquisitions under the direction of the Registrar is responsible for initiating renewals of loans that will be retained by the borrower past the loan expiration date. Loans are renewed if they continue to meet the outgoing loan criteria or if extenuating circumstances have prevented the scheduled return of loaned objects.

6. Completion of Outgoing Loan

Outgoing loans that no longer meet the above criteria or for which the purpose of the loan has been completed must be returned to the Museum as soon as possible.

The Registrar, Assistant Registrar for Acquisitions, and Assistant Registrar for Collections will ensure that the Outgoing Loan Agreement Form, correspondence, condition reports, and all other documentation relating to the outgoing loan are permanently preserved in the Outgoing Loan Files and will update the appropriate database records.

Outgoing Loans Policy for Documentary Multimedia Collection

The outgoing loans policy for originals from the Documentary Multimedia Collection is designed to limit outgoing loans to loans that have the most potential for advancing the Museum's educational purposes while providing maximum security and safety of the images. Thus loans of originals from the Documentary Multimedia Collection are made only to other educational institutions or to qualified individuals for conservation or scientific testing purposes; see Scientific Testing Policy, Part B, #8. Furthermore, such loan requests will be carefully evaluated in light of the same stringent criteria and procedures as for objects from the Artifact Collection as described earlier in this section.

In-house duplication of images by duplicating files, photocopying, scanning, etc., for use by scholars, researchers, students, and the general public for educational purposes and promotion of the Museum and fulfillment of its mission in compliance with all relevant copyright law and privacy rights law will be encouraged and supported given the Museum's available resources; see Requests for Access and Use of Documentary Multimedia Collection and Other Museum Images and Recordings Policy, Part D, #5. The individual making the request is not required to return the duplicated images and thus this service is not considered a loan.

Outgoing Loans Procedure for Documentary Multimedia Collection

The outgoing loan procedure for original objects from the Documentary Multimedia Collection will follow the Outgoing Loans Procedure for Artifact Collection as described earlier in this section.

Requests for non-original copies of images in the Documentary Multimedia Collection are not loans. Policy and procedure for such requests are outlined in the Requests for Access and Use of the Documentary Multimedia Collection and Other Museum Images and Recordings Policy, Part D, #5. The Registrar, Assistant Registrar for Collections, and Director of Information Technology may be involved in responding to and fulfilling such requests.

Outgoing Loans Policy for Teaching Collection

The outgoing loans policy for the Teaching Collection is designed to encourage loans that promote the Museum's educational goals, i.e. loans from the Teaching Collection are only made to other educational institutions and organizations or qualified individuals for educational purposes. Teaching Collection objects are identified by Education Section staff for specific types of use that dictate the terms for their handling, terms for lending outside the Museum, and how they will be used for educational programs and activities.

Outgoing Loans Procedure for Teaching Collection

The Assistant Director of Education (also designated as the World Heritage Museum Guild Educational Resource Center Coordinator) is the official Museum contact for all matters related to the implementation of outgoing loans from the Teaching Collection. Objects designated as suitable for outgoing loans are available either individually or in pre-designed program sets known as Building Blocks. All objects assigned to a Building Block are indicated as such in the "Education Program Name" field of the Teaching Collection Database. All outgoing loans should adhere to the following steps:

Steps for Outgoing loan procedure for teaching collection

1. Initiation of Outgoing Loan from the Teaching Collection

For all outgoing loans the Assistant Director of Education must be notified as far in advance as possible. If sufficient advance notice is not given, the loan may be delayed or denied.

The borrower must present the information listed below to initiate the loan request.

List of Information Necessary to Initiate the Loan Request

1. Name and contact information
2. Identification by name and accession number of requested outgoing loan objects; this information may be obtained through a meeting with the Assistant Director of Education
3. Starting and ending date of the loan beginning with the date the objects are to leave the Museum through the date they are to be physically returned to the Museum; the standard loan length is two weeks, but this may be increased with prior approval of the Assistant Director of Education
4. Information on how the objects will be received by the borrower and returned to the World Heritage Museum Guild Educational Resource Center

At the time the loan information is established, the Assistant Director of Education will present to the borrower the following fee information:

List of Fee Information

1. A $10 deposit is required for each loan group. The money or check (made out to the University of Illinois) will be returned to the borrower if the loan is returned on time with a completed evaluation form and the inventory indicates all the objects to be present and undamaged.
2. Payment is expected for the repair of broken objects or to replace lost or stolen objects. Payment will be requested in accordance with the Education Section's Damage Replacement Policy; see document maintained by Assistant Director of Education. The $10 deposit may be used toward the payment.

2. Written Agreement between Borrower and Museum

A completed Teaching Collection Outgoing Loan Agreement Form establishes a formal written agreement between the borrower and the Museum. The Assistant Director of Education fills out the loan form that must be completed and the deposit presented before any objects are released for loan. No further approvals of the completed form are needed from other Museum staff or University department.

In addition to the loan form, the borrower will receive with the objects a copy of the Damage Replacement Policy, the Artifact Handing Instructions Form, and other loan information or requirements deemed necessary for that specific loan.

Basic information from the loan form will be entered into the Teaching Collection Database as established in the check out procedure.

3. Implementation of Outgoing Loans from the Teaching Collection

Prior to the implementation of any outgoing loan, the Assistant Director of Education (or designee) ensures that the objects to be loaned are well documented in the Teaching Collection Database. This includes clear photographic images, a visual description, and measurements. The object also will be checked to ensure that the accession number is clear and readable. The objects also will be checked for any damage that may have occurred while in storage. Any damage found will be noted in the Teaching Collection Database.

The Assistant Director of Education is responsible for initiating renewals of loans that will be retained by the borrower past the loan expiration date. As loan objects may be reserved for other borrowers as soon as one day after the contracted return date, renewals are not automatic. A renewal must be initiated at least one full working day prior to the contracted date for object return.

Loan objects will be packed for loan in one of two methods:

List of Methods of Loan Object Packages

1. Objects in Building Blocks will be packed in boxes that have been custom-made for them. The boxes also may include consumable items, such as craft materials, and binders with use instructions and lesson plans.
2. Objects borrowed individually or in custom-made groupings will be packed by a member of the Museum Education staff. The borrower will be instructed to note the packing methods used and duplicate them when repacking the objects for return to the Museum.

4. Completion of Outgoing Loans from the Teaching Collection

Outgoing loans will be returned to the Museum on or before the date designated on the Teaching Collection Outgoing Loan Agreement Form. The Assistant Director of Education completes or supervises the completion of all necessary documentation/procedures:

List of Completion of Outgoing Loan from the Teaching Collection Procedures

1. An inventory is made of all returned objects and materials, including a condition check of each object. Any damage to objects or objects listed as missing will be recorded in the Teaching Collection Database and handled according to the Damage Replacement Policy
2. Return information will be entered into the Teaching Collection Database as established in the check out procedure.
3. Outgoing loan forms will be filed in the Resource Center and retained for a period of three years, after which they will be discarded.

Damage Replacement Policy for Teaching Collection Loans

The Spurlock Museum understands that no matter how carefully objects are handled and cared for, breakages or losses occasionally occur while objects are on loan. It is the policy of the Museum to offer the following options in case of object loss or breakage.

List for damage Replacement Policy for Teaching Collection Loans Procedures

1. If an object is broken and can be repaired at an expense less than the replacement cost, the borrower will be invoiced for the cost of the repair; however,
2. If an object is broken and deemed beyond repair or if an object is lost, the borrower may choose one of two solutions:
   1. The borrower replaces the object with an exact duplicate or a close facsimile that is approved by the Museum's Education staff; or
   2. The borrower reimburses the Museum for the expense of a replacement item purchased by the Museum's Education staff, plus the cost of the time involved in securing and processing the item. The $10 deposit may be used towards this payment.

A list of replacement costs for all loanable objects is available upon request from the Educational Resource Center Coordinator.

The borrower will be notified of the need to repair or replace an object within five days of its return to the Museum.

Outgoing Loans Policy for Library Collection

It is the policy of the Museum to maintain a library for purposes of research. Museum staff, curators, volunteers, and individuals approved by Museum staff may use books as needed through a simple database check out system for recording and recovering books. The Museum does not have the resources to be open as a lending library to the general public.

Outgoing Loan Procedure for Library Collection

The Assistant Registrar for Acquisitions monitors loan requests of the Library Collection materials. Staff members, volunteers and Museum associates may check out books via the special check out fields in the Library Catalog Database. Each borrower is responsible for either:

List of Outgoing Loan Procedures for Library Collection

1. Requesting the Assistant Registrar for Acquisitions to check out, check in and re-shelve the book for the borrower, or
2. Recording check out and check in transactions in the Library Database and reshelving the book him/herself.

The Assistant Registrar for Acquisitions is responsible for completing a periodic inventory and organization of the library and for notifying borrowers of unreturned books when necessary. The Assistant Registrar for Collections may assist as needed.

Props and Furnishings Collection Policy

The primary objective of the Props and Furnishings Collection is to track, maintain, and isolate non-Collection objects used by the Museum that are similar in type to objects in the Museum's Artifact, Teaching, or Library Collections.

They are kept for specific and clearly identified purposes, such as paintings for office decoration or textiles supplementing exhibit furniture. They are generally kept only during the time they are in use. Thus outgoing loans of this collection are usually not made, except for special circumstances as dictated by the Director. Under such circumstances the Director or Registrar designates staff to implement the loan as appropriate.

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