Brown University Library contributes to non-Brown exhibitions if they meet the following criteria: the material’s condition is not jeopardized by the loan; the exhibition makes a significant contribution to a scholarly field of study; and the absence of the loaned material does not adversely affect teaching and research at Brown.

Initiating the Loan

A formal letter of request from libraries, archives, museums, and other similar institutions to borrow objects from Brown University Library collections is required. This letter should be addressed to the University Librarian. The letter should include:

• Description of proposed exhibition or project

• Location where the exhibition or project will occur

• Proposed exhibition dates

• Proposed exhibition title if available

• List of the objects requested, including names and accession/cataloging numbers or an indication of the type and quantity of objects requested. Also include image requests for publicity purposes (we reserve the right to provide our own image(s) to the lending institution)

• Facilities report of the location/venue. The American Alliance of Museums (AAM) has adopted a General Facilities Report (formerly Standard Facility Report). As an alternative to the AAM report, borrowing institutions may prefer to create their own facility report. If so, the report should include information on the following:

• The building in which the exhibition will be held

• Fire protection

• Security

• Environment

• Handling of loaned materials

A minimum of 12 months for domestic loans and 18 months for international loans from the receipt of the formal letter of request is required to allow for an internal review by curators and an assessment by the conservation staff.

The borrowing institution will be responsible for all costs associated with the loan, including but not limited to insurance, packing and shipping, matting and framing, and necessary conservation treatment. In some instances, the borrowing institution will be required to underwrite the cost of producing surrogates for use at the Library while materials are on loan. In the event of a loan cancellation, the borrowing institution will be required to reimburse Brown University Library for expenses incurred to the date of cancellation. Borrowing institutions must carry portal-to-portal, all-risk fine arts insurance for the loan materials, and Brown requires a certificate of insurance before materials may leave the library. Brown accepts government indemnities.

Once a formal request has been received, the Exhibits Committee Chair will request that these materials be placed on reserve and contact the curator(s) and conservator who will review and evaluate the materials requested.

Processing the Loan

Loan requests in Active Loan Processing Status will be reviewed by appropriate Library personnel (i.e., collections, curatorial, and conservation staff). Careful assessment of the

condition and durability of requested materials will be made. Materials deemed too fragile to travel, or which are unavailable for loan for other reasons, may be eliminated from the list of requested objects. Possible substitutions may be requested. Recommendations about mounting or lighting requirements, shipment, etc. will be formulated.

Based on the assessment this group may decide to:

1. Advance the loan to the next stage of the process

2. Suggest modifications to the list of objects requested or to the conditions of exhibition

3. Decline the request

The borrowing institution will be informed of this group’s decision in a timely manner.

Finalizing the Loan

The final loan approval letter, signed by the borrowing institution and countersigned by the Brown University Librarian, includes the following information:

• Agreement for outgoing loans and related insurance forms

• Final list of objects by catalog number with insurance values

• Conservation treatment requirements (see information below)

• Requirements for mounting, environment, packing, courier, transportation, insurance, photo request information

• Permission to use photographs/digital images of borrowed material

Once the borrowing institution signs the approval letter and and associated forms agreeing to all stipulations therein, the loan is considered to be approved and formal preparation of the materials and the loan begins.

Materials loaned by Brown University Library may not be used for any purpose other than that agreed upon.

Materials may not be lent by the borrowing institution to a third party without the written permission of the University Librarian.

The borrowing institution will credit the Brown University Library as the lender on labels, in catalogs, and in publicity connected with the exhibition. The standard credit line shall be as follows, “Courtesy of the ______________ Collection, _________ Library, Brown University.” Additional text will be supplied by the Brown University Library as deemed necessary.

Conservation Treatment Review

The conservator will make a preliminary assessment of the materials requested for loan and will complete the treatment in-house or decide to contract a conservator.

An in-house treatment will follow these guidelines:

• The cost of in-house conservation is normally borne by the borrowing institution

A contracted conservation treatment will follow these guidelines:

• It is the Brown University Library’s responsibility to obtain cost estimates from the approved contract conservator and communicate the costs to the borrowing institution.

• If the borrowing institution chooses to authorize the conservation treatment, the Brown University Library will enter into an agreement with the contract conservator.

• The Brown University Library must approve of all treatments proposed by the contract conservator.

• Once a contract conservator has been hired and the contract is signed, no additions or deletions to the object list are permitted.

• Although the Brown University Library initiates the agreement with the contract conservator and completes the transaction, the borrowing institution will be billed the entirety of the costs for contracted conservation work.

Loan Checklist

• Formal request from the borrower, including all information stated above

• Authorization from the borrower for conservation treatment (as required)

• Final loan approval letter from the Brown University Library, signed by borrower, including all associated agreement and insurance forms