Subject: LSU Libraries Loaning Materials for Exhibition

Purpose: To establish policy and procedures for loaning materials off campus for exhibition


GENERAL POLICY

The LSU Libraries will consider requests for educational institutions and museums to borrow materials for purposes of exhibition and instruction. It will approve and support such requests when they are consonant with the Libraries' mission and its responsibility for the preservation of its collections.

Prospective borrowers should note the following requirements:

Requests: Requests to borrow objects for exhibition must be made in writing, well in advance of the requested loan period; a minimum of six months is recommended. Requests should be directed to the Head of Special Collections, LSU Libraries, Louisiana State University, Baton Rouge, LA 70803-3300. The Head of Special Collections will consult with the appropriate Curator(s), the Head of Special Collections Public Services, and the Associate Dean of Libraries, as appropriate, before agreeing to or denying a loan request. In the case of major loans, approval shall rest with the Dean of Libraries.

Selection: The borrowing institution is responsible for selecting and properly identifying items it wishes to borrow.

Fees: The LSU Libraries charges a fee to the borrowing institution in order to recover costs directly associated with a loan. The fee varies with the number and kind of objects involved in the loan. Normally, the minimum fee for any approved loan will be $150. The fee is payable for any approved loan, even if the loan is subsequently canceled by either the borrower or the LSU Libraries. Institutions may petition for the loan fee to be waived. Waivers will be granted at the discretion of the Dean of Libraries.

Insurance: LSU Libraries requires the borrower to insure any objects loaned for exhibition against loss or damage, both while in transit and while in the care of the borrower. The Libraries may require a certificate of insurance from the borrower before any materials leave the Libraries.

Security and Conservation: The borrowing institution must supply a facility report documenting that the borrowing institution has made adequate provisions for the physical security and preservation of any objects loaned by the LSU Libraries.

Term of Loan: All loans will be made for specific periods. The LSU Libraries reserves the right to recall borrowed materials at any time, although every effort will be made to provide the borrower with reasonable notice before such action is taken.

Preparation/Alteration: The borrower may not undertake any conservation work, repairs, framing, photographic reproduction, or any other manner of preparation for exhibition, without the express written consent of the LSU Libraries. Any such work approved by the LSU Libraries will be done at borrower's expense.

Installation: The LSU Libraries reserve the right to require the presence of its representative to install and/or dismantle an exhibition. All costs generated by any of these activities will be borne by the borrower.

Reproduction and Publication: The LSU Libraries may require that a reproduction be made of items loaned, at the expense of the borrower, before materials are removed from the library. The borrower may not reproduce borrowed materials in any way without the prior written permission of the Head of Special Collections. The borrower must include a credit line (furnished by the Libraries) with all displayed materials and with all publications reproducing them. Permission to borrow a work does not constitute permission to publish a reproduction of the work in any form; this permission must be requested and granted separately. The borrower must provide to the LSU Libraries without charge two copies of any publication in which LSU materials are listed or reproduced.

Documentation: A loan agreement specifying the purpose of the loan, items loaned, the term of the loan, the insurance valuation, and any special conditions for the loan, must be executed before the materials leave the Libraries. See Appendix B for the LSU Libraries' Loan Agreement form.

Timetable: When a loan request is approved, the LSU Libraries may establish a schedule for the borrower to complete certain required actions. These actions include, but are not limited to providing a facility report; providing a certificate of insurance; providing selection information necessary for preparation and conservation of materials; and making transport arrangements. If a schedule is established, failure to adhere to it will result in the cancellation of the loan agreement, with no financial liability accruing to the LSU Libraries.

Specific procedures are outlined in Appendix A.

Appendix A: PROCEDURES FOR LOANS

Requests: Requests to borrow objects for exhibition must be made in writing. This should be in the form of a letter addressed to the Head of Special Collections. The letter should include the following details:


• a full description of the objects requested, including when possible a catalog or inventory number, and the source of the information identifying the LSU Libraries as the owner of the objects.
• the title of the exhibition, the name and credentials of its curator, a brief description of its purpose and scope, and information concerning any plans for publications associated with the exhibition.
• the inclusive dates of the exhibition and the inclusive dates of the proposed loan; for traveling exhibitions, a complete list of dates and venues.
• a statement that the requestor has read LPM6 and agrees to conform to it.


Facilities Reports: The requestor be prepared to supply a facilities report on request. For traveling exhibitions, a separate report will be required for each institution. Borrowers are encouraged to use the American Association of Museum's Standard Facility Report. If the borrower chooses to submit a different report, it should cover the following categories of information:


• The Institution. Provide the full name of the institution, address, telephone and fax numbers, together with a brief description of the institution, including the size of the staff and the names of the staff members in charge of the exhibition.
• The Facility. Provide the date and type of construction and the size of the exhibition space and its location in the building. Describe in detail the fire alarm system (including type and location of detectors, monitoring, etc.), and the fire extinguishing/suppression system.
• Security. Describe how items on exhibition will be properly safeguarded against theft or damage. Describe the exhibition cases and locks and the method by which framed items are mounted on the wall. Describe the intrusion alarm system in the exhibition area (types of detectors, how they are activated, who is alerted by the alarm, and what the response time is). Give the number of security staff employed (if any) and the number on duty at any time. Indicate the days and hours that the exhibition will be regularly open. Indicate whether or not activities other than exhibitions are to be held in the exhibition area.
• Environment. Indicate the range of temperature and relative humidity in the exhibition areas and the areas for packing and storage. (The conditions required by the LSU Libraries will vary with the type of material loaned, but the borrowing institution may be required to certify that its facilities can maintain temperature at 68°F ±3E, and RH at 50% ± 3%; daily fluctuations may not exceed 3EF or 2% RH.) Document the average temperature and relative humidity over a seventy-two hour period, and the high and low recorded temperature and relative humidity during the twenty-four hour period with the widest variance, preferably in the form of dated hygrothermograph records. Explain how the readings for temperature and relative humidity were measured, giving evidence of specific measurements. Describe the lighting in the exhibition area, giving the exact light levels in lux or footcandles and indicating how these readings were taken. Explain how exhibited items will be protected from ultraviolet radiation from natural or artificial sources in the exhibition and work areas. (Again, conditions required by the LSU Libraries will vary with the type of material loaned, but the following requirements represent normal standards for exposure of objects to light: no ultraviolet light, no high-pressure mercury-vapor or sodium lamps permitted; no more than 200 lux (20 footcandles) of illumination for oil paintings; no more than 100 lux (10 footcandles) for most books, manuscripts, prints, broadsides, and photographs; and no more than 50 lux (5) footcandles for most textiles, drawings, watercolors, and miniatures.)
• Handling the loaned objects. Indicate who will unpack, install, and pack the borrowed object(s) and, in brief, what this person's qualifications are. Describe facilities and procedures for the safe storage of borrowed objects, before and after the exhibition. Indicate the presence of any professional conservation staff and in-house facilities for matting and framing and for constructing proper cradles and mounts.
• Insurance. Describe the institution's fine arts insurance coverage and give the name of the insurer. Provide a copy of the policy if available. The borrower will be expected to insure the object at the value specified by the lender on all-risk, comprehensive coverage. The borrower's insurance policy must specify that the insured sum represents the true replacement value and that in case of damage, depreciation, or loss there will be no recourse to packers and carriers. The insurer will also be required to issue a certificate of insurance before the objects will be released to the borrower.
• References. Give a list of other institutions who have lent items to the prospective borrower for recent exhibitions.


Loan Agreement Form: The prospective borrower should provide, along with the request letter, a Loan Agreement form listing each item requested. If the borrowing institution does not have its own loan agreement form (see Appendix B). If the borrower uses its own form, it must make certain that all points addressed in the LSU Libraries Loan Agreement form are covered in its own form, and that there are no conflicting provision.

Transportation: For approved loans, the LSU Libraries will specify how the objects are to be transported and may ask the borrower to make appropriate transportation arrangements. The LSU Libraries reserves the right to insist that objects be accompanied by a Libraries staff member at all times during transport, unpacking, installation, and repacking, at the borrower's expense. The borrower should take special care to preserve original packing materials and to repack borrowed items exactly as they received them.

Foreign Loans: The assistance of a reputable customs broker will be required on all foreign loans. Arrangements for a customs broker must be made by the borrower well in advance of the loan arrival date. Customs formalities and the provision of export licenses are the responsibility of the borrower; objects should not be unpacked in transit for customs inspection, but passed through in bond to the exhibition site. The borrower is further responsible for meeting the courier upon arrival, having a customs broker on hand, and escorting the courier to the exhibition site.

Condition: When the objects are received, the borrower should inspect them without delay and record their condition. A receipt report, documenting the condition of the objects, must be made immediately in writing to the LSU Libraries. Unless specific advance permission has been obtained in writing from the LSU Libraries, the borrower must not alter, clean, or repair the item in any way.

Acknowledgements and Permissions: The borrower must give full credit to the LSU Libraries in all publicity concerning the exhibition, including labels, catalogues, press releases, and announcements. The LSU Libraries will supply specific wording of credit lines. The borrower must obtain specific written permission in advance from the LSU Libraries before the objects are photographed or reproduced in anyway. If photography by the borrower is permitted, the LSU Libraries reserves the right to set specific conditions for the handling of materials and may charge a reproduction fee. At least two copies of any exhibition catalogue must be provided to the LSU Libraries without charge.

Expenses: The borrower must be prepared to assume all costs of the loan. These may include transportation costs, insurance, photography, conservation, and loan fee.

Appendix B: LOAN AGREEMENT FORM

Loan Agreement Form part 1
Loan Agreement Form part 2