The ISM's loan program is designed to achieve maximum accessibility to collections. Objects and specimens are available to qualified museums, education, and research institutions for research, exhibition, replication, and educational programs.
The following criteria apply to all loans made by the Illinois State Museum to other institutions:
- All borrowers must be approved; loans are made only to qualified museums, educational, or research institutions whose missions are in the public interest and whose objectives are in concert with those of the ISM.
- 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 ISM Curator handling the loan. Tags or other identification should not be removed without specific approval by the Curator handling the loan.
- When permission is given to copy (e.g., cast or replicate) museum specimens, the number of duplicates may be specified and the ISM may request the return of the original mold(s).
- Damages, whether in transit or on the borrower's premises and regardless of who may be responsible therefor, shall be reported to the ISM immediately. No action is to be undertaken to correct the damage without the ISM's approval.
- The borrower may photograph art object(s) for educational, catalog, record, or publicity purposes. Reproduction for sale is expressly forbidden except in the context of an exhibit catalog. The ISM must approve all matters relating to commercial reproduction. Paintings and drawings may not be removed from frames for photography. The ISM can furnish unframed photographs of these, provided advance notice is given.
- 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 ISM, this insurance to be in force from the time the object(s) leaves the physical possession of the ISM 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 appropriate program 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 ISM before release to the carrier.
- 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 ISM will try to provide assistance in securing a substitute object.
- When on display, all objects borrowed must be credited to the ISM including any special wording as directed. Reproductions for publicity must also be credited.
- All loans must be approved by the Curator, the designated ISM official, and the borrowing institution.
- A signed copy of the Loan Agreement form must be in the possession of the ISM before any physical transfer of object(s) is complete.
- Objects or specimens are not be used as "hands-on" teaching aids unless specifically approved on the loan form.
- Loans will be made for a specified time period as agreed upon and recorded on the loan document. To renew the loan, the borrower must request an extension in writing.
- Long-term loans shall be reviewed annually and, upon approval of the Curator and the authorized ISM official, may be renewed for periods of up to another 12 months.
March 10, 1994
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© Illinois State Museum Society-- Last updated 12-Jul-96 by John Lewis