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A. Authority and Reaponsibility of the DirectorÌý

The director must approve all proposed outgoing and incoming loans and must take into account the condition and conservation needs of the artwork requested, as well as the short-term exhibition and research plans of the museum.

B. Outgoing ³¢´Ç²¹²Ô²õÌý

The museum lends artwork to further important scholarship and the knowledge of art history, and to provide broader public accessibility to artwork. However, an outgoing loan should not unduly disrupt the museum’s exhibition and educational program. As it is understood that lending artwork poses some risks, museum staff should always err on the side of caution.

1. Qualified institutional borrowers
   • The borrower must be a recognized museum, educational or research institution whose missions are in the public interest and whose artwork are in concert with those of the museum.
     • In special circumstances, loans to reputable commercial art galleries may be considered.
   • All borrowing institutions must meet professional standards of art handling, security and environmental control as evidenced by a completed facility report, and as determined by collection/registration staff. Standards can be reconsidered at the discretion of the director.
2. General criteria

   • The following factors shall be considered by the director, in consultation with the Staff Committee, in reviewing loan requests:Ìý
     • Is there a conflict between the requested loan dates and the dates of any other approved loans, museum-organized exhibitions, educational programs or other commitments?
     • Is the condition of the artwork stable enough to withstand the rigors of travel and exhibition? 

     • Is any conservation treatment necessary to stabilize the work before travel? 

     • Is there a facility report for the borrowing institution(s) indicating an acceptable facility, environmental control, security, staff and professional procedures?
     • Is the exhibition of scholarly significance? If not, would the loan be supportive of a local or regional institution?
     • Has the loan been requested far enough in advance to allow adequate time for loan preparation?
     • How frequently has the artwork been loaned? When was the last date of loan?
     • Is the borrowing institution in an area of political or social instability?
     • Is it anticipated that the borrowing institution(s) will be able to reciprocate the loan in the future? 

     • Will a significant publication accompany the exhibition?

   • Artwork will not be loaned to private individuals for personal use. 

   • Long-term loans will be made for display or research only. 

   • Long-term loans will be made on an annually renewable basis. The borrowing institution must annually submit a letter of request to the director.
3. The borrowing institution is responsible for all costs of the loan, which may include, but are not limited to packing, crating, shipping, courier expenses, special photography, special installation procedures and special preparation, including framing and mounting. In addition, a loan fee may be charged to offset a portion of the costs incurred in administering the loan. The loan fee may be waived at the discretion of the director.
4. If the artwork requires conservation treatment before lending, the borrowing institution may be required to cover all or part of the expense. 

5. The borrowing institution will be required to maintain fine art insurance with wall-to-wall coverage at the value specified by the museum. Foreign government indemnity coverage will be considered when applicable. In certain instances, however, the museum may elect to maintain its own insurance and bill the borrowing institution for the premiums. Decisions regarding insurance will be made by the collection/registration staff and director. 

6. Review and approval of loan requests process
   • Loan requests must be made in writing by an executive officer of the borrowing institution. The requestor shall submit to the director a written loan proposal detailing the terms of the loan. The written proposal will be submitted to the director far enough in advance to allow adequate time for approval, and for appropriate packing, shipping, storage and receiving arrangements to be completed.
   • Loan requests must be received for domestic and foreign venues at least six months before the exhibition opening date. All supplementary materials for any domestic request (dates of exhibition, facility report) must be received no later than six months before the exhibition opening date for the request to be considered. Timing restrictions may be waived at the discretion of the director.
   • Loans to unspecified venues will not be approved. The borrowing institution must submit a written request to the director when the venue has been selected.
   • The borrowing institution must agree to the terms of the loan by signing the completed loan forms. 


C. Outgoing Loan ProcessÌý

1. Collection/registration staff issues two copies of the Outgoing Loan Agreement to be signed by the borrower. They are returned for museum signature. Both signed copies are then sent for final signature by the provost.
2. Signed, original copies of the loan agreement must be on file with the collection manager before any artwork leaves the collection. Additions or deletions to the loan agreement by either the museum or the borrower must be in writing and agreed to by both parties. Museum loan forms are preferred; however, exceptions may be made for loan forms provided by borrowing institutions with the approval of the Office of the University Counsel.
3. Artwork loaned from the collection will be accompanied by a standard museum outgoing receipt, which must be signed by the borrower and a museum staff member from collection/registration, curatorial or exhibition staffs at the time of property transfer. One copy of the completed receipt will be given to the borrower, and the other will be retained for museum documentation.
4. When the loaned artwork is returned to the museum, the borrower and collection/registration staff will acknowledge the returned property transfer on an incoming receipt. Collection/registration staff keep copies of both signed receipts on file after the loan has been terminated. All outgoing loans will be for a specified period of time.

In preparation for the loan, the artwork must be photographed before outgoingÌýshipment if no appropriate photograph is on file. A condition report must be completed by collection/registration staff before the artwork isÌýloaned. This must be provided to the borrowing institution. The borrower will use these reports and photos to document the incoming and outgoing condition of each loaned artwork.

1. Collection/registration and exhibition staff will arrange for and supervise the packing of each loaned artwork. All outgoing works must be appropriately prepared to ensure safety of the artwork before leaving the museum’s premises. Museum staff require a 24-hour acclimatization period for all loaned artwork.
2. Couriers
   • The collection/registration staff shall decide on the necessity of a courier to accompany the artwork to be loaned based on the following criteria:
     • value
     • fragility and special handling need
     • complex installation needs
   • The chief responsibility of the courier is to ensure the safe and proper transport of the artwork and to act as the agent of the museum and the University of Colorado. The courier has full responsibility to act in protection of the artwork until it is officially released to the borrowing institution.
   • A staff courier must accompany all international loans.
   • In some cases, such as a combined loan of artwork from several institutions, collection/registration staff may request that a qualified courier from one of the other lending institutions takes on these duties.
   • When selecting couriers, each case must be decided based on the specifics of the loan in order to employ the most qualified person for the job. The specific personnel will be established and agreed upon before the loan agreement is signed.
   • Couriers must be qualified museum staff or mutually agreed upon staff from the borrowing institution who are experienced in handling works of fine art.
   • Courier procedures shall be in accordance with A Code of Practice for Couriering Museum Artworks, written by the Registrar’s Committee of the American Alliance of Museums.

D. Incoming ³¢´Ç²¹²Ô²õÌý

Incoming loans are artwork accepted for special exhibitions, display, research, gift or purchase approval. Short-term loans are artwork on the museum premises for 24 hours up to one year. Long-term loans are artwork on the museum premises for one year or longer. Museum staff will not accept unsolicited loans. Museum staff does not accept temporary custody of a work solely for the benefit of the depositor.

1. 
Curatorial staff initiate the incoming loan request with a written request addressed to the executive officer of the lending institution, or to the owner of the artwork.
2. All incoming loans shall be for a specified duration. 

3. Long-term loans may be accepted from other institutions, dealers and individuals for display or research purposes. 

4. In general, long-term loans will not be accepted for storage unless, in the judgment of the director, acceptance would serve the interests of the museum. 

5. The museum will insure incoming loans under its fine art policy unless the lender requires alternate arrangements.
6. It is the responsibility of the lender to provide an accurate insurance value for museum-insured loans. 

7. The responsibility for paying incoming costs for loans pending gift approval will be the responsibility of the donor. The costs of returning refused gifts will generally be the responsibility of the museum. 

8. It is the responsibility of collection/registration staff to examine and record the condition of each incoming loan upon its receipt. 

9. All incoming loans will receive Temporary Loan numbers to serve as unique identification numbers and a Temporary Loan record and physical file will be created and maintained by the collection/registration staff.Ìý Temporary loan works will receive the same object tracking and storage procedures as collection artwork.
10. For loans pending purchase approval, the dealer or other source from whom the museum is considering purchasing an artwork for the collection generally pays for incoming packing, shipping and insurance costs. If the artwork is not purchased for the collection, the museum generally pays for outgoing packing, shipping and transit insurance costs.
11. The museum’s standards of environmental and handling requirements will apply to all incoming loans unless the lender’s requirements are more stringent. In such cases, both parties must agree to the revised requirements in writing before receipt of the loan.
12. Permission to photograph works for documentation, publicity, educational, publication or internet posting purposes will be negotiated before the artwork’s arrival at the museum.

E. Incoming Loan ProcessÌý

1. The lender and the collection/registration staff must sign copies of either the museum’s Incoming Loan Agreement or Temporary Custody Receipt when or before any artwork is received on the museum’s premises. Ìý
   • An Incoming Loan Agreement is used when an artwork is intended for exhibition or study purposes.
   • A Temporary Custody Receipt is used when an artwork is intended for proposed acquisition or other short-term purpose.
2. When a museum Incoming Loan Agreement is used, two copies of the Incoming Loan Agreement are issued by collection/registration staff to be signed by the lender. They are returned for museum signature and then to the Provost’s Office for final signature by the provost.
3. When a different institution’s or organization’s loan agreement is used, both copies are sent to the Office of the University Counsel for review and approval, then signed by museum staff and the provost and returned for countersignature.Ìý
4. When a Temporary Custody receipt is used, only the lender and a member of museum’s collection/registration and exhibition staff need to sign.
5. Collection/registration staff keeps one original copy on file. Additions or deletions to the loan agreement by either the museum or the lender must be written and agreed to by both parties.
6. If the lender supplies condition notes, museum staff will verify their accuracy. If the lender does not supply condition notes, museum staff will assess and document the condition when the property is received, and this assessment and documentation will establish the condition of that property at the time of the loan. Museum staff will also complete an outgoing condition report on the property immediately before it is packed for return to the lender.
7. When an artwork is returned to the lender, the lender must sign the original copy of the incoming receipt to acknowledge the return transfer of possession and release of the museum from further responsibilities and all liabilities with respect to the loan. The collection/registration staff keep a copy of the fully signed receipt on file after the loan has been terminated.

F. Campus Loan Policy

1. The museum lends works from the collection for educational and scholarly purposes, not decorative purposes. The museum does not lend its collection to departments and agencies for decoration of offices and anterooms. Exceptions may be made for the offices of the university president, chancellor, chancellor’s residence (which is a university-owned property), and the office of the dean of Arts and Sciences.
2. All campus loan requests are subject to the following conditions. Failure to adhere to any of these conditions may result in the termination of the loan agreement and the cancellation of future loan privileges.
   • Requests to borrow artwork should be directed to the director to be considered and approved by the director in consultation with the Staff Committee. Requests must be made at least 12 weeks before installation to allow for the required assessment, handling and preparation of the art, if the request is approved. Preparation and installation of artwork is contingent upon staff availability and resources.
   • The selection will be made from a curated list of collection artwork limited to the Polly & Mark Addison Collection and works on paper published by Shark’s Ink. The responsibility for the final selection of artwork for loan will rest with museum staff.
   • All loans will be made for specific periods of time, not to exceed one year. To limit exposure of sensitive artwork, such as works on paper, loans will not ordinarily be renewed, although requests for loans of other works may be submitted.
   • The proposed installation site for any works on loan from the collection must be in compliance with this policy and meet appropriate standards for temperature, humidity, light exposure and safety. An in-person inspection by museum staff is required.
   • Loans are made for installation only in specific, pre-approved spaces (e.g., specific walls or rooms within an office or the chancellor’s residence). Once the works have been installed by museum staff, they may not be moved or altered except by museum staff.
   • Museum staff will also provide and install a label with identification and ownership information and, in some cases, additional didactic information.
   • A minimum installation fee of $250 will be charged to the department for any related costs associated with installation and maintenance of the selected artwork. An additional fee, not to exceed $250 per artwork, may be charged if there are associated framing costs.
   • A loan agreement specifying the works on loan, the term of the loan, and any special conditions will be executed before the works leave the museum. A representative of the borrowing office and the collection/registration or exhibition staff must sign the loan agreement.
   • No alterations or repairs to the works on loan may be undertaken by the borrower unless in consultation with and with written permission from the museum.Ìý
   • Museum staff must be notified at least a week before any repairs, painting or construction are scheduled in proximity to the artwork.
   • Requests for rights and reproduction shall be directed to the collection/registration staff; the loaned artwork may not be photographed or reproduced while on loan.
   • The borrower will be responsible for the security of the works during the period of the loan and will also be responsible for ensuring that the policies and procedures outlined in this policy are followed.
   • Any damage or theft of the artwork must be reported to museum staff immediately. In the event of loss or damage, the borrowing department is responsible for the full cost of the insurance deductible as indicted in loan agreement. The borrowing department will work with University Risk Management to process the appropriate documentation for filing an insurance claim as per the loan agreement.
   • The borrower will be required to pay any costs for repair or restoration of any damage incurred during the term of the loan.
   • The borrower is responsible for costs associated with wall repair and painting upon deinstallation of artwork.
   • Museum staff has the right to recall any or all of the loaned artwork during the loan period if these conditions are not met, and disclaims any liability resulting from such action, as well as for exhibition or curatorial reasons.

G. Polly & Mark Addison Outreach Loan Policy

1. In November 2018, ¶¶Òõ¶ÌÊÓƵ Art Museum established The Polly & Mark Addison Outreach Exhibition Program, according to the gift agreement, with the aim of traveling one to two exhibitions annually from The Polly & Mark Addison Collection to venues across the state of Colorado. The Polly & Mark Addison Collection is part of the museum’s collection.
   • Requests for a Polly & Mark Addison Outreach Exhibition should be addressed to the director and/or collection/registration staff. Requests must be made at least six months before installation to allow for the required assessment, handling and preparation of artwork, if request is approved. Preparation and installation of artwork is contingent upon staff availability and resources.
   • All loans will be made for specific periods of time based on availability.
   • An in-person visit by museum staff is required before the loan approval process can continue.
   • Loans are made for installation in specific, preapproved spaces only. ÌýOnce the exhibition has been installed by museum staff, artwork may not be moved except by museum staff.Ìý
   • Museum staff will also provide and install a label with identification and ownership information and, in some cases, additional didactic information.
   • A loan agreement specifying the artwork on loan, the term of the loan, and any special conditions will be executed before the artwork leaves the museum. A representative of the borrowing office and collection/registration staff must sign the loan agreement.
   • No alterations or repairs to the artwork on loan may be undertaken by anyone but designated members of museum staff. In addition, collection/registration staff must be contacted when repairs, painting, or construction takes place in proximity to the loaned artwork.
   • Any requests for rights and reproduction shall be directed to the collection/registration staff; the loaned artwork may not be photographed or reproduced while on loan. Any print or digital collateral promoting the exhibition must include appropriate museum credit lines acknowledging the Polly & Mark Addison Collection. Prior to circulation, this must be reviewed and approved by collection/registration staff.
   • The borrower will be responsible for the security of the artwork during the period of the loan and will also be responsible for ensuring that the policies and procedures outlined in this policy are followed.
   • Any damage or theft of artwork must be reported to collection/registration staff immediately. In the event of loss or damage to any of the loaned artwork, the borrower is responsible for the full cost of the insurance deductible. The borrower will work with the collection/registration staff to process the appropriate documentation for filing an insurance claim. The borrowing institution must provide adequate fine art insurance, if the insurance is not suitable for a fine art loan, the museum will insure under the ¶¶Òõ¶ÌÊÓƵ fine art policy. In the event of loss or damage to any of the loaned artwork, the borrower is responsible for the full cost of the insurance deductible.
   • The borrower assumes responsibility for the care and conservation of the artwork and will be required to pay any costs for repair for any damages incurred during the term of the loan.
   • Museum staff has the right to recall any or all loaned artwork during the loan period if these conditions are not met, and disclaims any liability resulting from such action.